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HomeMy WebLinkAboutAgenda 11-14-23; 6-a - Approval of a Professional Services Contract with Gensler to Provide Community Engagement Services for a Greene Tract Master Plan 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 14, 2023 Action Agenda Item No. 6-a SUBJECT: Approval of a Professional Services Contract with Gensler to Provide Community Engagement Services for a Greene Tract Master Plan DEPARTMENT: Planning and Inspections ATTACHMENT(S): INFORMATION CONTACT: 1. Gensler Community Engagement Services Cy Stober, Director, 919-245-2592 Proposal Perdita Holtz, Deputy Director, 919- 245-2578 PURPOSE: To provide a historical perspective on engagement activities related to the development of the Greene Tract and to discuss and approve a new community engagement proposal to inform the site design process. BACKGROUND: The Greene Tract is located east of the Rogers Road community within the Town of Chapel Hill's extra-territorial jurisdiction (ETJ). Of the 164-acre parcel, 104 acres is jointly owned by Orange County/Chapel Hill/Carrboro and 60 acres is owned by Orange County (Headwaters Preserve). Over the last 20+ years, the three jurisdictions have invested significant resources to identify and support the goals for the Greene Tract as a resource for the Rogers Road community and the residents of the two towns and Orange County, all of which can be found on the County's dedicated Greene Tract project page and dynamic StoryMap, but featuring the following- - In 2006, the Town of Chapel Hill initiated and led a Rogers Road Small Area Plan Task Force with the Greene Tract partners, resulting in a final report in March 2009; - In 2012, the Historic Rogers Road Neighborhood Task Force led its own small area planning efforts, resulting in a final report in September 2013; - In July 2015, the Jackson Center co-led the Mapping Our Community's Future Report with the Historic Rogers Road Community, which was completed in May 2016; - In June 2016, Orange County purchased 60 acres for preservation from the Solid Waste Enterprise Fund ("Headwaters Preserve"); - At the 2016 Assembly of Governments (AOG) Meeting, a suggestion was raised to ask the elected officials of the three jurisdictions to participate in discussions on the Greene Tract; - In 2017, staff examined a potential reconfiguration of the jointly-owned tract and the County-owned tract for the purposes of environmental preservation, potential affordable housing development, and a possible school site; 2 Between 2018 and 2019, the three jurisdictions considered multiple iterations of a joint resolution for the development of the Greene Tract and accompanying Conceptual Plan; - Between 2019 and 2020, the three jurisdictions discussed and approved the Greene Tract Resolution for a Path Forward and Interlocal Agreement, identifying land use acreages for the Greene Tract, initiating staff to seek professional services to conduct an environmental assessment, and initiating the drafting of an Interlocal Agreement between the three jurisdictions to provide a decision-making process for the three jurisdictions moving forward; - In April 2020, Orange County contracted with SynTerra to complete the Greene Tract Environmental Assessment, to be delivered in July 2020; - In 2021, the Interlocal Agreement (ILA) between Orange County and the Towns of Carrboro and Chapel Hill Regarding the Current and Future Use of the Jointly Owned Greene Tract was executed by all three parties. Among other commitments, it directed staff from all three jurisdictions to work in good faith to "develop a work plan that includes, among other things, a decision point timeline regarding development" of the Greene Tract; and In November 2021, the three local governments adopted a resolution approving a conceptual plan, which identified land uses and acreages to be used as schematic for future planning purposes, including the development of a Master Plan. The 45 acres with frontage on Purefoy Drive and Lizzie Lane were identified for "Development" and the 16 acres with frontage on Merin Road were identified as"Public School and Recreational Site". In January 2023, a staff work group operating at the direction of the ILA identified the need to separate the master planning needs for the Greene Tract into professional design services and community engagement services, allowing trained professionals to focus on the respective deliverables and allowing the planning staffs to coordinate their efforts. This would allow the community engagement efforts to focus on a shared vision and mission for the design professionals to utilize in the delivery of a master plan that recommends development footprints, designs, and intensities for this acreage, as directed by the 2021 Greene Tract ILA. The staff is currently reviewing Statements of Qualifications for the design services, and anticipate an award of contract forthcoming. Request For Proposals (RFP) Process of Evaluation In June 2023, Orange County issued a Request for Proposals (RFP) to identify a qualified consultant to provide Community Engagement Services for the Greene Tract Master Plan on behalf of Orange County and the two Towns. Four qualified proposals were received and evaluated by the proposal review committee composed of Orange County, Town of Chapel Hill, and Town of Carrboro Planning staff. The committee evaluation was based on the following criteria: 3 Criteria Maximum Point Value 1. Consultant experience as it relates to the scope of services of 15 the RFP and project deliverables 2. Technical approach to the project, proposed tasks, and 20 timeline to complete work 3. Project Organization 15 4. Consultant's capability and capacity to perform project 10 5. Community Engagement Strategy 20 6. Total cost of proposed services 20 Total 100 Based on the proposal evaluation process, the review committee unanimously recommends Gensler for contract award. Gensler is an internationally-recognized land planning and community engagement consulting firm with a Raleigh office dedicated to the North Carolina Piedmont that supports 45 staff. Gensler features the Gensler Research Institute, which explores equitable design solutions to create diverse spaces for clients and communities. Gensler is being supported by VHB on this project, utilizing VHB's prior experiences in working with both Towns and the County on varied planning projects, most recently a Traffic Impact Analysis for St. Paul's Village located at the intersection of Rogers Road and Purefoy Drive. Summary of Project Scope and Approach The Gensler and VHB proposal is intended to assist Orange County, the Town of Carrboro, and the Town of Chapel Hill with community engagement services to coordinate and manage the community engagement strategy for the development of the Greene Tract Master Plan. Community engagement efforts will be a central component to the master planning process and will encompass innovative and inclusive community engagement initiatives, focusing on the underserved Rogers Road and Eubanks Neighborhood community. All services on behalf of the Greene Tract must be consistent with the "mutual promises and obligations" for "Public Participation and Decision-Making" established by the 2021 Greene Tract ILA, including commitments to Public Engagement, Affordable and Mixed Income Housing and other uses, a School Site with Public Recreation, Connectivity, and a Development Agreement. These commitments are reflective of the direction staff received previously from governing boards, housing partners, and the community, and were established in the 2020 Resolution as land use needs and goals to promote mixed-income housing opportunities; preserve environmental features; protect historical and cultural resources; promote cost-effective infrastructure; incorporate school and recreation sites; and earmark development areas for mixed income housing and mixed use potential. The project features a 10-month timeline, with 8 months dedicated to direct public engagement. Over this timeline, Gensler and VHB will use a four-phased approach to provide these services to the Greene Tract partners: 4 o Phase A: Planning & Strategy, featuring an Engagement Strategy and Communications Roadmap, and a Planning Report that includes Site Visit findings, a Community Asset Map, and initial interview findings; o Phase B: Engagement Implementation, featuring Design Workshop One: Vision Launch and Alignment; o Phase C: Synthesis & Initial Design Recommendations, featuring an Insights Summary and Design Workshop Two: Community Co-Creation, that will result in design recommendations for the master plan; and o Phase D: Design Alignment & Ongoing Outreach (in coordination with the design services consultant) featuring an open house and a Final Recommendations Report and Master Plan Report The consultant previously provided a scope of work that featured a more robust direct community engagement program with many elements that repeated past efforts on behalf of development of the Greene Tract, especially the Mapping Our Community's Future report. Reflecting direction from the Board of Commissioners at its October 10, 2023 work session, staff directed Gensler to omit several of the direct engagement services in the provided scope of work, consequently lowering the cost of service. The revised scope of work will deliver: 1) 10 monthly staff meetings; 2) 3 community design workshops, including the final open house to present the master plan; 3) 3 progress presentations to meetings of the governing boards of the property owners; and 4) 10 monthly newsletters Gensler did request modifications to the standard allocation of risks within the contract. Planning & Inspections Director Cy Stober negotiated terms deemed acceptable but unburdens Gensler from certain delays, lowering its standard of care, and making payments compulsory even if work is not achieved to the County's satisfaction. 2021 Greene Tract ILA Community Engagement Commitments The 2021 Greene Tract ILA includes a section on Public Participation that makes the following commitments: • The public engagement contemplated in this Agreement shall occur jointly. The Parties shall not engage in individual staff or individual governing board public engagement. • The Parties' staffs shall consult with affordable housing stakeholders to seek input regarding preferred sites, special needs, connectivity, and any other information relevant to the ultimate selection of the site(s) for affordable and mixed income housing. • The Parties' staffs shall consult with school administration to seek input regarding preferred sites, special needs, and any other information regarding the ultimate selection and/or size of the site. Project Steering: The Gensler proposal includes a project steering committee but does not prescribe the composition of the Steering Committee. The project steering committee will be composed as directed by the 2021 ILA, featuring planning staffs from all three jurisdictions, representatives of the Affordable Housing community, a representative from Chapel Hill-Carrboro City Schools, and representation from the Rogers Road-Eubanks Neighborhood Association. The role of the committee would be: • to review draft work products and provide feedback; • provide guidance to the consultant team on the community engagement strategy; and 5 • serve as a liaison between this consultant and the consultant selected for the Master Plan Design services. Both Gensler/VHB and the design services firm are obligated to work cooperatively on this project. The Committee will meet with the consultant monthly through the planning process. Prosect Presentation: The consultant will be required to make in-person progress presentations at up to three (3) meetings of the governing boards of the property owners of the Greene Tract (Orange County, the Town of Chapel Hill, and the Town of Carrboro) for direction and feedback. Other community stakeholders represented in both the 2021 Greene Tract ILA and on the Steering Committee may be invited to participate and comment at such meetings, at the discretion of the property owners. Based on the cost of the initial proposal, staff asked the consultant to develop a refined option that will provide for service on a shorter timeline and at a lower cost, with a cumulative cost savings of $125,200. A complete list of Project Deliverables and Fee Schedule is provided as Attachment 1. FINANCIAL IMPACT: The consulting cost proposal to complete the Greene Tract Master Plan Community Engagement Services as presented in the scope of work is $244,800. Pursuant to the 2021 Greene Tract ILA, Orange County shall be responsible for $105,264 (43%) of these costs, being reimbursed by the Town of Chapel Hill and the Town of Carrboro for $105,264 (43%) and $34,272 (14%), respectively, of the total associated costs with this project. The costs of delivery can be found in the Scope of Services in Attachment 1 . SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are associated with this item: • FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. • CREATE A SAFE COMMUNITY The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang activity, substance abuse and domestic violence. • ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND ENVIRONMENTAL POLICIES The fair treatment and meaningful involvement of people of all races, cultures, incomes and educational levels with respect to the development and enforcement of environmental laws, regulations, policies, and decisions. Fair treatment means that no group of people should bear a disproportionate share of the negative environmental consequences resulting from industrial, governmental and commercial operations or policies. • ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. 6 ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal impacts are associated with this item. • CLEAN OR AVOIDED TRANSPORTATION Implement programs that monitor and improve local and regional air quality by: 1) promoting public transportation options; 2) decreasing dependence on single-occupancy vehicles, and 3) otherwise minimizing the need for travel. • RESULTANT IMPACT ON NATURAL RESOURCES AND AIR QUALITY Assess and where possible mitigate adverse impacts created to the natural resources of the site and adjoining area. Minimize production of greenhouse gases. RECOMMENDATION(S): The Manager recommends that the Board: 1. Authorize the expenditure of up to $244,800 for planning services to provide Community Engagement Services for the Greene Tract Master Plan; and 2. Approve and authorize the County Manager to execute and sign the contract to provide for the scope of services as detailed in Attachment 1 . 7 A41" NAVY , 9)► Al G � c X � L /l 41 ORANGE COUNTY' FORTH CAROLINA Community Engagement Services for the Greene Tract Master Plan RFP# 367-005388 N November 2, 2023 N REVISED Gensler 8 OnTechnical Approach Technical Approach The Greene Tract Master Plan is an opportunity to advance the Task 1: Project Coordination &Management voice of a marginalized community and deliver a vision that has Gensler and VHB, herein referred to as"the Team,"will been crafted through 40 years of discussion on this site.This coordinate and manage the community engagement strategy community engagement effort is the conduit for the Greene for the development of the Greene Tract Master Plan with the Tract Master Plan to deliver on this vision,and to, in turn,foster following tasks: long-term trust and accountability between residents and local Identify a Staff Point of Contact—Jessica Pearson,design institutions.These types of meaningful outcomes are the result manager and strategy lead will be the primary point of contact of thoughtful,equitable community co-production—efforts that for the Gensler and VHB team. this team is uniquely qualified to deliver.As a team of Strategists, The fee assumes monthly updates(10)to local government Planners and Designers,we view equitable and collaborative staff to be held virtually.Additional coordination with Orange engagement as foundational to delivering projects that are County staff may be required in early phases of the project or aligned with community need. prior to key events. • Provide a detailed work plan and schedule,developed in At Gensler and VHB,we are guided by our values to create and conjunction with local government staff uphold structural, procedural,and distributional equity within the Review and analyze existing plans,studies,assessments,and communities in which we work.As a result,we believe that we related agenda items prepared by each of the three local are ideally positioned to understand and translate the language governments of the community's vision for the Greene Tract Master Plan into Visit the site and local Rogers Road neighborhood,with a set of design criteria and planning principles that consider the government staff specific challenges of developing the Greene Tract Site.We look Provide community engagement related materials and output forward to partnering with the community to connect their vision documentation utilized during events. to the design of the Final Master Plan. The team assumes bi-weekly meetings(up to 12 meetings) with the Design team once selected for the duration of the We understand the scope of work to be supported through four design process. primary categories. nity Engagede Gensler 1 2 9 OnTechnical Approach Task 2: Community Engagement Strategy& All four phases will include core team check-ins, regular meetings Outreach with the Greene Tract Steering Committee, regular meetings The Team will coordinate and meet with specialized staff and with the Master Plan design team,and three(3) progress planning partners as well as attend meetings with identified presentations to meetings of the governing boards of the stakeholders as part of engagement and outreach.The goal of property owners. this phase is to enable co-production and activation of ideas and collaboration with the Master Plan design team.The Team Phase A- Planning&Strategy recognizes that this is far from the first planning effort that has In alignment with the timeline provided,we propose to start happened in this community.The engagement strategies we the project with two months of Planning&Strategy through the lead,grounded in social equity,will lean on previous planning, following activities and workshops. engagement, institutional knowledge,and work to turn these into a deliverable vision for the Greene Tract Master Plan. Data Gathering and Review The Team will collect and review key materials relevant to the The Team will develop and lead a community engagement community, including strategic planning documents and previous strategy that includes in-person workshops and monthly community engagement summaries,to understand the history e-Newsletters.Our team will lead a social equity strategy and objectives of previous work on the Greene Tract. designed to collect inclusive,effective,and meaningful input from the community.The strategy will prioritize diversity, race,and Staff and Planning Partner Alignment equity components to engage communities of color. The team will meet with specialized staff and planning partners as defined by the scope in the RFP to understand challenges, Steering Committee:Steering of the project will be done by staff opportunities,and needs.The team assumes up to(8)interviews from the three jurisdictions,in partnership with Rogers Eubanks or small group meetings to be held in person or virtually.Meetings Neighborhood Association (RENA),affordable housing partners, may stagger beyond Phase A as relevant to the design process. a representative from Chapel Hill-Carrboro City Schools,and possibly transportation/transit. Site Visit The Team will tour the existing site(s)with government staff Task 3: Master Plan Process to understand current conditions and observe community Over the course of the engagement work,the Team will develop interactions within the parks or space.Site photos and a vision statement,mission statement,goals,and objectives for observations will be included in the documentation. the future design and development of the Greene Tract.As the project moves into design and development,our background and Develop Engagement Roadmap(ongoing) experience uniquely position us to provide continued advisory We will work with the Steering Committee to identify appropriate and strategy services in coordination with the design team. channels for outreach and engagement with potential to include any of the activities outlined in our project timeline.The roadmap Scope of Work with proposed activities by phase: looks at specific engagements over time across a spectrum of We see the following phases and activities as being relevant for digital and analog channels.The roadmap is a living document the community engagement in alignment with the Greene Tract that will evolve with feedback over the course of the engagement Master Planning process: activities.The roadmap will also ultimately serve as a recorded A. Planning&Strategy history for the community and project team,tracking frequency B. Engagement Implementation and extent of engagement and outreach. C. Synthesis&Initial Design Recommendations D. Design Alignment&Ongoing Outreach Deliverables: • Engagement Strategy and Communications roadmap • Planning Report with synthesis from Site Visit,Asset map, initial interviews,and Data Gathering Gensler 1 3 10 OnTechnical Approach Phase B — Engagement Implementation as they relate to this project. Using previous engagement as In alignment with the timeline provided,we propose to launch a baseline,this workshop will use a design thinking approach the engagement implementation phase after two months of based in equity and deliberation to identify shared interests. Planning&Strategy with the following activities and workshops Options could include using collaborative problem-solving game over the following two months.This approach assumes a design methodologies to facilitate shared understanding or topic led team will be on board for Phase B and specific community events. brainstorming that explores design concepts. Activities will be tracked on the engagement roadmap,which will be used as a live document that will evolve with feedback over The team will present the initial focus areas,guiding principles, the course of the engagement activities. and possible design priorities as part of a second facilitated workshop.Through the workshop,we will develop a set of Design We are proposing to facilitate design workshops with the design Criteria and Evaluation Measures that will inform the planning team,distill input,and document the process. and design approach. Breakout sessions will be used to facilitate deeper conversation around key topics and validate the initial Design Workshop One:Vision Launch&Alignment approach. The team will conduct an interactive and dynamic vision session, typically lasting two to three hours for public stakeholders to The fee assumes up to 75 participants and approximately 5 engage and build a shared understanding of possibilities.With facilitators hosting the event. Logistics and coordination support potential to co-host with a community partner like RENA,these relative to facility procurement,food and refreshments,or large-scale meetings are meant to inform and educate the public translation,would be provided by Orange County planning on the project status and coalesce priorities,vision,and goals for staff.The team will document feedback and create a summary the development.The purpose of this meeting will be to re-ignite document. Recognizing that not all community members will be public discussion on the Greene Tract,share the engagement able to attend these workshops,all content from these meetings roadmap,and guide the public through a series of interactive will be posted online and made available to the public. exercises to explore key areas of opportunity and challenge t � ' 1 Gensler 1 4 11 OnTechnical Approach Phase C — Synthesis & Initial Design Design Recommendations Recommendations The team will prepare a set of design recommendations to share In alignment with the timeline provided,we propose to continue with the design team once they are selected and engaged on the engagement after four months of Engagement Implementation project. with the following activities and workshops over the next two months,as team synthesizes the various activities and feedback into Deliverables: an initial set of design recommendations. • Insight Summary Insights Summary and Guiding Principles Phase D — Design Alignment & Ongoing Outreach Utilizing all the input gathered from the vision launch, interviews, All activities completed during the design phase are in and workshops,our team will synthesize collected input and close collaboration with the design team to make sure the develop a set of project specific guiding principles and design opportunities for decision making are clear and actionable. In priorities/strategies for the project design team,as well as local alignment with the timeline provided,we propose to continue government stakeholders. on-going outreach after two months of Synthesis&Initial Design Recommendations,with eight months of outreach and Design Workshop Two:Community Co-Creation engagement in alignment with the development of the design. Recognizing that the deliberation process is not linear,rather it is one that moves between naming,framing,deciding,organizing, Final Open House/Celebration and learning,this is a time to review information created from the This final event celebrates how community members worked previous workshop and other engagement sessions to determine together to develop a set of design criteria according to the what adjustments and further alignment is needed.The team will outcomes they want to achieve and how the Master Plan will engage the community in a workshop that investigates planning impact equity in and outside of the Greene Tract community. scenarios in a highly interactive way. Part presentation,part design- The open house format leverages physical installations or digital charrette,the team will present two planning options and invite presentations in community assets such as community centers, participants to post sticky notes and draw or diagram their ideas. parks,greenways,churches,or other public facilities.This format During this session,the team will share key themes,opportunities, presents the opportunity to maintain trusting relationships and questions revealed through research and provoke participants by sharing project stories, relevant project information,and with innovative concepts primed for reaction.The Team will share transparency in the connection between final design criteria and speculative scenarios informed by research,driven by stakeholder community input.This open house culminates in an event that goals and validated through end-user perspectives.The design celebrates the final recommendations and could include public workshop would be planned in collaboration with the design team art installations or other activations. Ideally,this event will be co- for their input and participation. created with Steering Committee,who help the Team set up an event most appropriate for the community. The fee assumes up to 75 participants and approximately 5 facilitators hosting the event. Logistics and coordination The fee assumes up to 75 participants and approximately support relative to facility procurement,food and refreshments, 5 facilitators hosting the event. Logistics and coordination or translation would be provided by Orange County planning support relative to facility procurement,food and refreshments, staff.The team will document feedback and create a summary or translation would be provided by Orange County planning document. Recognizing that not all community members will be staff.The team will document feedback and create a summary able to attend these workshops,all content from these meetings document. will be posted online and made available to the public. Deliverable: • Final Recommendations Report and Master Plan Report Gensler 1 5 12 M' M Technical Approach Scope Includes • 10 monthly staff meetings • 3 workshops • 3 progress presentations to meetings of the governing boards of the property owners • 10 monthly newsletters Assumptions and Exclusions • The provided scope and roadmap reflect an efficient and creative approach to meeting your engagement goals as outlined in the RFP.Activities may be scaled up or down as desired to further adapt to milestones or timelines as needed. Venue rentals,food/drinks,and other costs related to event logistics have not been included in the reimbursable number. The team assumes logistic support will be provided by the Orange County staff as needed for in-person engagements. • Orange County staff will be responsible for translation services at design workshops. • Current duration of the project is estimated at 10 months or 40 weeks for delivery of the final report.Should the project timeline extend,additional services will be necessary to support ongoing coordination meetings as well as any additional scope. • The team understands the milestone targets as outlined in the RFP. Gensler 1 6 13 'M® Total Cost Total Cost Tasks Fee Notes Task 1: Project Coordination Reflects ongoing meetings and project and Management $54,000 alignment with Orange County staff, engagement team, and design team. Task 2: Community Engagement Strategy Task $90,800 Aligns with Phases A and B Task 3: Master Plan Process $80,000 Aligns with Phases C and D Printed Materials, Event and Facilitation Estimated Reimbursables $20,000 NTE Materials and Supplies, as well as travel TOTAL $244,800 Includes fees and estimated reimburable expenses Gensler 1 7 14 Abu Dhabi Mumbai Atlanta Munich Austin Nashville Baltimore New York Bangalore Newport Beach Bangkok Oakland Beijing Paris Berlin Philadelphia Birmingham Phoenix Bogota Portland Boston Raleigh Charlotte Riyadh Chicago San Antonio Dallas San Diego Denver San Francisco Detroit San Jose Dubai San Jose Hong Kong Seattle Houston Shanghai La Crosse Singapore Las Vegas Sydney London Tampa Los Angeles Tokyo Mexico City Toronto Miami Vancouver Minneapolis Washington DC Morristown 613 Hillsborough Street Raleigh NC 27603 USA Tel 919.239.7828 Fax 919.239.7829 gensler.com Gensler