HomeMy WebLinkAboutAgenda - 10-15-2024; 8-c - Amendment to Professional Services Contract with Clarion Associates to Develop a Comprehensive Land Use Plan, and Approval of Budget Amendment #2-B 1
ORD-2024-032
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 15, 2024
Action Agenda
Item No. 8-c
SUBJECT: Amendment to Professional Services Contract with Clarion Associates to Develop
a Comprehensive Land Use Plan, and Approval of Budget Amendment #2-B
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Contract Amendment #2 — Services Tom Altieri, 919-245-2579
Agreement Cy Stober, 919-245-2592
2. Year-to-Date Budget Summary
PURPOSE: To consider a contract amendment between Orange County and Clarion Associates,
LLC, extending the term and adding additional services to the contract for the development of a
Comprehensive Land Use Plan, and approve Budget Amendment #2-B.
BACKGROUND: At its May 16, 2023 Business meeting, the BOCC approved the original contract
with Clarion Associates, LCC, to develop a Comprehensive Land Use Plan. At its September 5,
2023 meeting, the BOCC approved Contract Amendment#1 to add additional meetings between
Clarion Associates and the BOCC, which resulted in bi-monthly meetings throughout the planning
process.
Contract Amendment#2, provided as Attachment 1, extends the end of the term seven (7) months
from September 30, 2025 to April 30, 2026 and adds the following additional services:
• Preparation and testing of four (4) land use alternatives (original scope included one);
• Additional BOCC briefing to receive land use alternatives;
• Preparation of plan policies and actions to include guidance from the BOCC;
• Two (2) public workshops;
• Up to three (3) targeted community meetings;
• Option for an extended work session with the BOCC; and
• Up to two (2) additional meetings (one with the Planning Board and one with the BOCC)
for recommendation on the draft Plan, public hearing, and adoption (original scope included
two (2) meetings).
FINANCIAL IMPACT: The compensation for the additional work included in this Amendment is
up to $24,760. The original Agreement is amended to reflect a maximum payable amount of
$236,714.
The consulting service fees are recommended to be funded with $24,760 of the County Capital
Reserve Fund, and would transfer those funds to the Multi-Year Grant Projects Fund. Budget
Amendment #2-B allocates an additional $24,760 from the County Capital Reserve Fund for
Fiscal Year 2024-25 for this purpose and will add to the following Grant Project Ordinance:
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Orange County Comprehensive Land Use Plan ($24,760) - Project# 10086
Revenues for this project:
Current FY 2024-25 FY 2024-25
FY 2024-25 Amendment Revised
Transfer from County Capital Reserve $211,954 $24,760 $236,714
Total Project Funding $211,954 $24,760 $236,714
Appropriated for this project:
Current FY 2024-25 FY 2024-25
FY 2024-25 Amendment Revised
Project Expenditures $211,954 $24,760 $236,714
Total Costs $211,954 $24,760 $236,714
ALIGNMENT WITH STRATEGIC PLAN: This item supports:
• GOAL 1: ENVIRONMENTAL PROTECTION AND CLIMATE ACTION
OBJECTIVE 4. Incentivize and promote sustainable agriculture and local food systems
development through supportive policy, funding, farmland protection and educational
outreach.
OBJECTIVE 5. Review land use policies to promote and connect Town, County, and
private trails and open spaces.
OBJECTIVE 6. Protect water supply/watersheds.
OBJECTIVE 7. Conserve and protect high priority open space, including Natural Heritage
sites, nature preserves, watershed riparian buffers, and prime/threatened farmland.
OBJECTIVE 8. Include environmental stewardship objectives in the Comprehensive Land
Use Plan.
• GOAL 2: HEALTHY COMMUNITY
OBJECTIVE 7. Invest in services and programs that improve the health and quality of life
of the community (e.g., recreation and public open spaces, arts, etc.)
• GOAL 3: HOUSING FOR ALL
OBJECTIVE 5. Review County ordinances, policies, agreements, and the regulatory
processes to streamline practices, and increase opportunities and reduce barriers to
construct housing.
OBJECTIVE 7. Expand resources and invest in housing designed for our aging and
disabled residents.
OBJECTIVE 9. Increase representation of people with lived experience on housing related
matters.
• GOAL 4: MULTI-MODAL TRANSPORTATION
OBJECTIVE 1. Identify priorities and resources necessary to implement the Orange
County Transit Plan.
• GOAL 5: PUBLIC EDUCATION/LEARNING COMMUNITY
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OBJECTIVE 1. Foster collaborative relationships with formal and informal educational
organizations and agencies to provide opportunities for community members to meet,
connect, and learn together.
• GOAL 6: DIVERSE AND VIBRANT ECONOMY
OBJECTIVE 2. Review and revise County policies and regulations to support business
investment in Orange County.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Authorize the expenditure of an additional $24,760 for planning services to develop a
Comprehensive Land Use Plan, increasing the total project cost from $211,954 to a
maximum of$236,714;
2. Approve and authorize the County Manager to execute and sign the contract amendment
(Attachment 1); and
3. Approve Budget Amendment #2-B as detailed above.
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NORTH CAROLINA Attachment 1
CONTRACT AMENDMENT#2
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this 25th day of October, 2024 by and
between ORANGE COUNTY (hereinafter referred to as "County") and Clarion Associates, LLC (hereinafter referred
to as"Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated May 22, 2023, (hereinafter the "Original
Agreement"), for the provision of services for developing a Comprehensive Land Use Plan; and
WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and
conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to
amend the Original Agreement as follows:
1. The term of this Agreement shall be from date of contract execution to April 30,2026.
2. "Attachment A2: Deliverable and Fee Schedule" shall be replaced in its entirety with "Attachment A3:
Second Update to Deliverable and Fee Schedule".
3. The compensation for the additional work included in this Amendment shall be twenty four thousand seven
hundred sixty dollars ($24,760). Article 5 of the Original Agreement is amended to reflect a maximum
payable not-to-exceed amount of two hundred thirty six thousand seven hundred fourteen dollars ($236,714).
4. Except for the changes made herein,the Original Agreement shall remain in full force and effect to the extent
it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original
Agreement and the terms of this Amendment,this Amendment shall control.
IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above
written.
ORANGE COUNTY PROVIDER
Travis Myren Leigh Anne King,Director, Clarion
County Manager Associates,LLC
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Project Schedule
The Comprehensive Plan will be developed using the following project schedule.
2023 2024r2026
PROJECT MONTH 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33
Phase l:Launch
Project
Phase 2:Identify
New Issues&
Opportunities
Lhu,a,tpetencesopOCC
t
cornmumty
Asprations
Growth and
of Draft Plan
Staff Working Group(In-Personl
Staff Working Group(Virtual)
Planning Board
Board of County Commissioners
17 Orange County Comprehensive Land Use Plan
6
Project Cost
ORANGE COUNTY, NC PAY SCHEDULE Amendment#2
Phase 1 Launch Project(Month 1) Phase Total: $ 26,405
1.1 Kickoff Meeting with County Staff Planning Team $ 4,470
1.2 Kickoff Meeting with Staff Working Group $ 4,395
1.3 Stakeholder Interviews(including BOCC members) $ 10,080
1.4 Reconnaissance Trip with County Staff Team $ 1,885
1.5 Develop Project Management Plan FE $ 2,515
1.6:Collect and Inventory ArcGIS Data,Policy Documents,and Relevant Studies $ 520
1.7:Develop Public Engagement Branding $ 870
Project Management Meetings $ 255
Total Travel AN $ 1,415
Phase 2 Identify New Issues and Opportunities(Months 2-7) [haetal: $ 40,261
2.1 Develop Current Policy Profile 6,780
2.2 Staff Working Group Meetings#2-#5 3,495
2.3 Briefing to Board of County Commissioners(#1 September 2023) 4,983
2.4 Prepare Equity Database 3,140
2.5:Community Engagement Window#1:Confirming Community Aspirations 11,400
2.6 Summary of New Issues and Opportunities 2,895
2.7 Briefings to the Planning Board and Board of County Commissioners(#3 February 2024) 5,160
Project Management Meetings 1,020
TotalTravel 1,388
Phase 3:Evaluate Planning Influences(Months 3-8) V$,
17,508
3.1 Developthe Factbook 15,440
3.2 Staff Working Group Meeting#6 1,035
Project Management Meetings 765
TotalTravel 268
Phase 4:Develop Plan (Months 9-27) Original Budget Phase Total: $ 109,230
(Amend 1)
4.1 Develop Draft Plan Framework,Vision,and Goals $ 4,790
4.2 Project Team Work Session-Growth and Conservation Framework $ 9,620
4.3 Briefing to Board of Commissioners(#4 April 2024) $ 4,983
4.4 Development of Land Use&Development Recommendations Report $ 3,350
4.5 Briefing to Board of Commissioners(#5 September 2024) $ 4,210
4.6 Community Engagement Window#2-Testing Growth and Conservation Framework $ 10,969 $ 14,540
4.7 Briefings to Planning Board and Board of County Commissioners(#6 November 2024) $ 4,080
4.8 Develop Plan Policies and Actions $ i 3,060 $ 18,600
4.9 Staff Working Group Meetings#7-15 $ 10,600
4.10 Prepare Public Review Draft of Comprehensive Land Use Plan $ 5,640
4.11 Community Engagement Window#3-Unveiling of Draft Plan(including meeting with BOCC-April 2025) $ 9,990 $ 18,150
4.12 Briefing to Board of Commissioners(#8 September 2025) $ 4,210
Project Management Meetings $ 3,060
Total Travel $ 3,398
Phase 5:Adopt Plan(Months 28-33) Original Budget Phase Total: $ 18,539
(Amend 1)
5.1:Finalize Public Hearing Draft of Comprehensive Land Use Plan $ 4,440
5.2:Staff Working Group Meeting#16 $ 2,475
5.3:Meetings with Planning Board and Board of County Commissioners(up to 4) $ 8,850
5.4:Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff Team $ 850
Project Management Meetings $ 1,020
Total Travel $ 904
Konveio Public Engagement Platform License $ 2,270
Contingency Budget for Board of Commissioner Meetings(up to 2:#2 Nov.2023 and#7 March 2025) $ 9,500
Budget for Targeted Public Engagement Meetings $ 13,000
GRAND TOTAL $ 236,714
18 Orange County Comprehensive Land Use Plan
7
Year-To-Date Budget Summary
Fiscal Year 2024-25
County
Fund Budget Summary Grants Fund Capital
Reserve
Original Budget Revenue $282,000 $0
Interfund Transfer Revenue
Fund Balance Appropiation $356,539
Total Original Budget $282,000 $356,539
Additional Revenue Received Through
Budget Amendment#2-B (October 15, 2024)
Grant Funds $125,796
Non Grant Funds
Additional Interfund Transfer Revenue $24,760
Additional Fund Balance Appropriation $131,422
Total Amended Budget $432,556 $487,961
Dollar Change in 2024-25 Approved Budget $150,556 $131,422
Change in 2024-25 Approved Budget 53.39% 36.86%