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HomeMy WebLinkAboutORD-2024-002-Budget Amendment #5-A ORD-2024-002 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 6, 2024 Action Agenda Item No. 6-a SUBJECT: Approval of a Professional Services Contract with Thomas & Hutton Engineering to Provide Civil Design Services for a Greene Tract Master Plan and Approval of Budget Amendment #5-A DEPARTMENT: Planning and Inspections ATTACHMENT(S): INFORMATION CONTACT: 1. Thomas & Hutton Letter Agreement for Cy Stober, Director, 919-245-2592 Services Perdita Holtz, Deputy Director, 919- 2. Thomas & Hutton Statement of 245-2578 Qualifications 3. Recommended Contract for Professional Services with Thomas & Hutton 4. Resolution of Support — Town of Chapel Hill 5. Year-to-Date Budget Summary PURPOSE: To: 1) receive a historical perspective on activities related to the development of the Greene Tract; 2) discuss and approve a new design services proposal to create a development Master Plan for the Greene Tract; and 3) approve Budget Amendment #5-A to provide for the total cost of the project. 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; - 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; - 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"; and - At its November 14, 2023 meeting, the Orange County Board of County Commissioners approved a contract for Gensler and VHB to provide community engagement services to support and realize the Greene Tract Master Plan, with the understanding that a second firm would partner with these consultants and the Greene Tract owners to provide the civil design services for this project. 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. Request For Qualifications (RFQ) Process of Evaluation In July 2023, Orange County issued a RFQ to identify a qualified consultant to provide Design Services for the Greene Tract Master Plan on behalf of Orange County and the two Towns. Six Statements of Qualifications 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: 1. Past performance of the lead consulting firm on similar planning projects of similar size and scope 2. Adequate and experienced staff and proposed team for the project 3. Current workload and firm capacity 4. Strategy for providing required services 5. Understanding of the area where the project is located and scope of services. Based on the evaluation process, the review committee requested proposals from and interviewed two of the firms, and unanimously recommends Thomas & Hutton Engineering Co. (T&H), for contract award. T&H is a respected and established multidisciplinary firm in the southeast, with 15 locations in Georgia, South Carolina, Tennessee, and North Carolina, including the office in Research Triangle Park that houses the primary staff for this project. T&H merged with Coulter Jewell Thomas in 2022, bringing all principal staff featured in the proposal to T&H. The principal management staff for this project has done work in Orange County, the Town of Chapel Hill, and the Town of Carrboro, including the 2009 Rogers Road Small Area Plan for the Town of Chapel Hill, designing the Homestead Road Residential Community, and leading the engineering and design for the Morgan Creek Greenway Master Plan and Implementation Plans. Summary of Project Scope and Approach Orange County Planning staff negotiated the scope of services and budget with T&H, as reflected in the Letter Agreement of Services (Attachment 1). The T&H proposal is intended to assist Orange County, the Town of Carrboro, and the Town of Chapel Hill with civil design services to create a Greene Tract Master Plan. The intention of both the Greene Tract owners and T&H is to deliver a conceptual plan that can be utilized to define and directly inform a site plan for entitlement with the Town of Chapel Hill to develop the Greene Tract consistent with the terms established by the 2021 Interlocal Agreement including commitments to Public Engagement, Affordable and Mixed Income Housing and other uses, a School Site with Public Recreation, Connectivity, and a Development Agreement; and the 2021 Resolution that affirmed 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 design services project features four primary services: 1) Project Coordination and Management, including all data collection and collaboration with the Community Engagement consultant, Gensler; 2) Master Planning — Housing, Recreation and Community support/service center, including the preparation of an executive summary and two (2) "Conceptual Master Plans" for presentation and feedback, that shall feature: a. Residential uses (focus on affordable housing and mixed income housing); b. Non-residential uses (focus on low intensity commercial and services uses); c. Community support uses; d. Open space and recreation; e. Landscaping and buffering; and f. Utilities; 3) Master Planning — School and Recreation Site, including an executive summary and an elementary/flex school site feasibility and suitability assessment for use by the Chapel Hill- Carrboro City Schools; and 4) Connectivity Framework, including an assessment of Prepare a transportation connectivity exhibit, a professional opinion of probable construction costs, and an estimation of likely impacts to the existing transportation network. Both Gensler/VHB and T&H are obligated to work cooperatively on this project, and, while contracted to Orange County, understand that the commitment is to provide a Greene Tract Master Plan that is agreeable to the Town of Carrboro and the Town of Chapel Hill as well. Project Presentation: The consultant will be required to provide biweekly updates to Orange County, participation at up to four meetings/workshops, and presentation at a joint meeting of the three owners and governing bodies, as well as other meetings Orange County directs it to attend. 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. T&H requested modifications to the standard allocation of risks within the contract. Planning & Inspections Director Cy Stober negotiated terms deemed acceptable, but the contract now utilizes the American Institute of Architects' professional standards for both ensuring expediency of services rendered and standards of care, specifies what products may be used by the County beyond the project's scope, and alters Orange County's indemnification protections. The County Attorney's Office has reviewed and authorized for the contract to move forward for Board consideration as proposed. FINANCIAL IMPACT: Orange County allocated $367,000 for Greene Tract costs in the FY 2023- 24 Budget. The consulting cost proposal to complete the Greene Tract Master Plan Design Services as presented in the scope of work is $155,000. The Greene Tract Community Services contract with Gensler is $244,800. This creates a total project cost of $399,800. Based on the 2021 Green Tract Interlocal Agreement, the Towns shall reimburse funds to the County based on the adopted cost share agreement of 43% - Orange County, 43% - Chapel Hill, and 14% - Carrboro. Per the approved cost-share agreement for Greene Tract expenses, the resulting total financial impact to Orange County will be $14,104 funded by County Capital Reserves after it is reimbursed for costs by the municipal partners. Budget Amendment #5-A increases the General Fund authorization by $32,800 and County Capital Reserve by $14,104. 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. 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 $155,000 for professional services to provide Design Services for the Greene Tract Master Plan; 2. Approve Budget Amendment #5-A; and 3. Approve and authorize the County Manager to execute and sign the contract (Attachment 3) to provide for the Letter Agreement of Services as detailed in Attachment 1.