Loading...
HomeMy WebLinkAboutAgenda - 03-18-2025; 8-e - Orange Grove Road Sidewalk Professional Engineering Services Contract and Approval of Budget Amendment #7-A 1 ORD-2025-009 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 18, 2025 Action Agenda Item No. 8-e SUBJECT: Orange Grove Road Sidewalk Professional Engineering Services Contract and Approval of Budget Amendment #7-A DEPARTMENT: Orange County Transportation Services (OCTS) ATTACHMENT(S): INFORMATION CONTACT: 1. Service Contract— WSP Orange Nishith Trivedi, Transportation Director, Grove Road Sidewalk Professional 919-245-2007 Engineering 2. Year-to-Date Budget Summary PURPOSE: To approve an updated Professional Engineering Services contract for the Orange Grove Road Sidewalk project and approve Budget Amendment #7-A. BACKGROUND: At the June 18, 2024, Business meeting, the Orange County Board of County Commissioners approved a professional engineering services contract with WSP, a private firm, for the design and engineering of a sidewalk along Orange Grove Road in Hillsborough. The project extends from the existing sidewalk at Elfin Boulevard to the first driveway at Cedar Ridge High School on the northern side of the New Grady Brown School Road. With support from the Triangle West Transportation Planning Organization (TWPTO —and formerly the Durham-Chapel Hill-Carrboro Metropolitan Planning Organization), Orange County has successfully incorporated this project into the State Transportation Improvement Program (STIP). Subsequently, Orange County secured and executed a Municipal Agreement with the North Carolina Department of Transportation (NCDOT), enabling the County to recover 80% of the project cost under the Locally Administered Project designation for STIP project BL-0139. Additionally, on January 28, 2025, TWPTO approved an amendment to the project, granting Orange County an additional $250,000 to address rising project costs. In alignment with this Transportation Improvement Program amendment, Orange County Transportation Services is requesting Board of Commissioners' approval to revise the original Orange Grove Road Sidewalk Professional Engineering contract amount from $200,000 to $450,000. The original contract, approved by the Board of County Commissioners (BOCC) on June 18, 2024, included optional tasks. However, following discussions with the NCDOT, these tasks have been deemed necessary to achieve 100% signed and sealed drawings. The total project cost has increased by $176,698.12 to reflect the transition of optional tasks to required tasks. • Task 9 — Right-of-Way Services: $67,600 • Task 10 — Utility Coordination: $56,082.59 • Task 11 — Bid Documents: $18,040.87 2 • Task 13 — 100% Structure Plans for the Prefabricated Pedestrian Bridge over 1-40: $34,965.66 As the project extends across multiple fiscal years, staff recommends designating it as a County Capital Improvement Project and recognizing the increased funding allocation to cover these additional costs. Orange County Transportation Services has submitted the updated contract (Attachment 1) to NCDOT for final review regarding the locally administered project listed in the State Transportation Improvement Program (STIP) as BL-0139. FINANCIAL IMPACT: Orange County will pay the full project cost of $450,000 and receive 80% ($360,000) in reimbursements from NCDOT through the State Transportation Improvement Program (STIP BL-0139). The County will use funds already authorized in the Transpiration budget to cover the 20% required match. Budget Amendment #7-A moves $90,000 from the General Fund to the County Capital Fund, recognizes $360,000 in NCDOT funding, and appropriates $450,000 in expenses in the County Capital Fund, outside the General Fund and establishes the following project ordinance: Orange Grove Road Sidewalk($450,000) - Project# 30084 Revenues for this project: Current FY 2024-25 FY 2024-25 FY 2024-25 Amendment Revised NCDOT Revenue $0 $360,000 $360,000 Transfer from General Fund $0 $90,000 $90,000 Total Project Funding $0 $450,000 j $450,000 Appropriated for this project: Current FY 2024-25 FY 2024-25 FY 2024-25 Amendment Revised Project Expenditures $0 $450,000 $450,000 Total Costs $0 $450,000 $450,000 ALIGNMENT WITH STRATEGIC PLAN: This item supports: • GOAL 4: MULTI-MODAL TRANSPORTATION OBJECTIVE 2. Increase community awareness of all modes of transportation including transit, bike and pedestrian, vehicle, and all other modes. OBJECTIVE 3. Support road projects that address congestion and reduce commute time using the County' s Complete Streets policy. OBJECTIVE 4. Coordinate transit investments with municipal and county land use planning to reduce vehicle miles travelled and to provide more equitable access to shopping, employment, medical centers, college campuses, etc. OBJECTIVE 5. Invest in implementing the County' s Safe Routes to Schools plan. OBJECTIVE 6. Update transportation related plans to provide more multi-modal options including rural Orange County. RECOMMENDATION(S): The Manager recommends Board approve and authorize the Manager to sign the updated Professional Engineering (PE) Services contract (Attachment 1)for the Transit Access Sidewalk along Orange Grove Road, and approve Budget Amendment #7-A. 3 [Departmental Use Only] TITLE Transit Access Orange Grove Road Sidewalk PE FY FY25 NORTH CAROLINA SERVICES AGREEMENT NO RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter "Agreement"), made and entered into this 1st day of April, 2025, ("Effective Date") by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and WSP USA, (hereinafter,the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): Design and Engineering for a 1.07 mile sidewalk along north side of Orange Grove Road, from existing sidewalk near Elfland Blvd in Hillsborough,NC to first driveway at Cedar Ridge High School along Grady Brown School Road, see attached Scope of Work. Federal and State provisions are included in Exhibits A and B respectively. Exhibits A and B are hereby incorporated into this contract by reference, and the State and Federal requirements set forth in these attachments are hereby additionally incorporated in this contract by reference as though fully set out here. ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. Revised 01/24 1 4 b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. vi) Should any documents, exhibits, or addenda be attached to this Agreement, the terms of this Agreement shall have priority in any conflict with or among the terms of such referenced documents, exhibits. vii) Should this Agreement involve project designs, the construction or creation of which is to be bid out or fulfilled by other contractors, and bidding or negotiation with contractors produce prices which, when added to the other elements of the approved total project cost, produce a cost that is in excess of the approved total project cost, the Provider shall participate with the County in negotiation and design adjustments to the extent such are necessary to obtain prices within the approved total project cost. All activity of the Provider with respect to these matters shall constitute Basic Services and shall be performed by the Provider without additional compensation. If negotiation and design adjustments fail to bring costs within the total project cost the County may reject all bids and Provider will redesign or reduce portions of the project in an effort to reduce the Revised 01/24 2 5 bid prices to within the total project cost and rebid the project. One such redesign is included within Basic Services. If this second letting for bids does not produce bids that are within the approved total project cost initially or after negotiations with the contractor the cost is not reduced to an amount within the total project cost, the Provider is not obligated to engage in further redesign. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): Design and Engineering for a 1.07 mile sidewalk along north side of Orange Grove Road, from existing sidewalk near Elfland Blvd in Hillsborough, NC to first driveway at Cedar Ridge High School along Grady Brown School Road, see attached Scope of Work. Federal and State provisions are included in Exhibits A and B respectively. Exhibits A and B are hereby incorporated into this contract by reference, and the State and Federal requirements set forth in these attachments are hereby additionally incorporated in this contract by reference as though fully set out here. 4. Duration of Services a. Term. The term of this Agreement shall be from April 1, 2025 to June 30, 2027. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be April 1, 2025. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services satisfactorily (as determined by the County) performed pursuant to this Agreement. The maximum amount payable for Basic Services shall not exceed Four Hundred and Fifty Thousand Dollars ($450,000). Payment for satisfactorily performed Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. Revised 01/24 3 6 c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Nishith Trivedi Orange County Transportation Services Director) to act as the County's representative with respect to the Project who shall have the authority to render decisions within guidelines established by the County Manager or the County Board of Commissioners and who shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by County's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.goy/departments/purchasing division/contracts.php). If County's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of See attached Certificate of Insured (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without limitation, to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination Revised 01/24 4 7 a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days' prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven(7) days'prior written notice of its intent to terminate this Agreement for cause. Either party may terminate this Agreement upon notice to the other parry that obligations pursuant to this Agreement are made impractical due to declarations of emergency by Orange County or by North Carolina due to events directly impacting Orange County. Both parties shall remain responsible for all payment and performance due up to the receipt of such notice, but shall have no further obligation or responsibility beyond that date provided the terminating party has taken all reasonable steps to complete the performance of its obligations. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. Upon request of the County, the Provider shall submit to County all relevant documentation, including but not limited to, job cost records, to support its claims for final compensation. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. e. Suspension. County may suspend the Basic Services and this Agreement at any time for County's convenience and without penalty to County upon three (3) days' notice to Provider. Upon any suspension by County, Provider shall discontinue work on the Basic Services and shall not resume the Basic Services until notified to proceed by County. 11. Additional Provisions a. Limitation and Assigninent. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights Revised 01/24 5 8 of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal non-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each Orange County policy is incorporated herein by reference and may be viewed at http://www.orangecounty!ic.gov/departments/purchasing division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. Revised 01/24 6 9 In the event that public funds are unavailable or not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability or non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement. In the event of a change in the County's statutory authority, mandate or mandated functions, by state or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. i. Sing atures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article I IA and Article 40 of North Carolina General Statute Chapter 66. j. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider's Name Attention:Nishith Trivedi WSP USA P.O. Box 8181 434 Fayetteville St#1500 Hillsborough,NC 27278 Raleigh,NC 27601 [SIGNATURE PAGE TO FOLLOW1 Revised 01/24 7 10 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: By: By: Travis Myren, County Manager Emily Ritzler, AICP Senior Vice President Printed Name and Title Revised 01/24 8 11 ORANGE COUNTY-INTERNAL USE ONLY Finance Information Vendor Name: WSP USA Vendor Contact Person: Shivang Shelat,AICP Phone: (984)269-465 1Address:434 Fayetteville Street City Raleigh State:NC Zip:27601 Department: OCTS Amount: $450,000 Purpose: On-Call Task-PE Budget Code(s): 10435220 6300000 OCTS Contract Services Vendor# Vendor Status with NCSOS: Active Vendor is a BOCC consultant: ❑Yes ®No Contract Details Contract Type: ❑New ®Amendment(Original Contract: June 18,2024)(Most Recent Amendment Effective Date April 1,2025 End Date June 30,2027 Notice Date (Notice Purpose ) Award ❑ Approved by Board(Agenda Date: ®Made or Administered by OCTS Signature Authority - ® BOCC Express Delegation(Agenda Date: June 18, 2024) - Policy 9.4: ❑Under$5,000; ❑ Service Under$90,000; ❑ Construction Under$250,000 - ❑Budget Policy Section XV(Capital Improvement Project: ) Biddin ❑ Informal Bidding($30k-$90k); ❑Formal RFP($90k+); ❑ Other(<$30k); ❑Exception(#-----) Department Affirmation ® This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement. ❑ This agreement is approved as to technical form and content. Services related to this agreement have already begun or been completed.Description of the nature of the emergency condition that was addressed: Department Director's Signature Date: Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer Date: ®Inapplicable because no hardware/software purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards, specifications,and requirements: Office of the Risk Management Officer Date: Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer Date: Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney Date: Clerk to the Board All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Received for record retention: Revised 01/24 9 12 Office of the Clerk to the Board Date: Revised 01/24 10 13 Year-To-Date Budget Summary Fiscal Year 2024-25 Fund Budget Summary County Capital Original Budget Revenue $15,889,808 Interfund Transfer Revenue Fund Balance Appropiation Total Original Budget $15,889,808 Additional Revenue Received Through Budget Amendment#7-A (March 18th) Grant Funds $843,000 Non Grant Funds -$1,424,004 Additional Interfund Transfer Revenue $129,920 Additional Fund Balance Appropriation Total Amended Budget $15,438,724 Dollar Change in 2024-25 Approved Budget ($451,084) Change in 2024-25 Approved Budget -2.84%