HomeMy WebLinkAboutAgenda 06-16-2026; 8-e - Amendment to Professional Services Contract with Clarion Associates to Develop a Comprehensive Land Use Plan, and Approval of Budget Amendment #12-B 1
ORD-2026-017
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 16, 2026
Action Agenda
Item No. 8-e
SUBJECT: Amendment to Professional Services Contract with Clarion Associates to
Develop a Comprehensive Land Use Plan, and Approval of Budget Amendment
#12-B
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Contract Amendment #4 — Services Tom Altieri, 919-245-2579
Agreement Cy Stober, 919-245-2592
2. Year-to-Date Budget Summary
PURPOSE: To approve 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 #12-B.
BACKGROUND: At its May 16, 2023, Business meeting, the BOCC approved the original
contract with Clarion Associates, LLC, to develop a Comprehensive Land Use Plan. Following is
a summary of subsequent amendments to the original contract:
• Amendment #1 — Approved by BOCC on September 5, 2023, and added additional
meetings between Clarion Associates and the BOCC.
• Amendment #2 — Approved by BOCC on October 15, 2024, and extended the end of the
term seven (7) months to April 30, 2026, added additional public outreach meetings, and
BOCC and Planning Board meetings.
• Amendment #3 — Approved by BOCC on November 18, 2025, and added note taking at
BOCC educational work sessions and retreats.
The attached Contract Amendment #4 reflects a restart of Clarion's services, extends the term
from April 20, 2026, to December 31, 2027, and adds the following additional services:
• Attendance and note taking at up to two (2) BOCC work sessions or one (1) half-day retreat
for discussion and direction on the preliminary draft Land Use Plan (LUP) 2050;
• Incorporate BOCC revisions into the preliminary draft LUP 2050;
• Extension of project management services throughout the duration of the contract;
• Extension of project website domain and refreshing the website prior to the launch of
Community Engagement Window (CEW) #3;
• Support for a Latino community meeting to include room reservation, facilitation,
translation, and targeted notification;
• Two (2) fully-virtual public meetings during CEW #3;
• A modest number of gift cards and some refreshments for encouraging public turnout
during community engagement meetings;
2
• Up to two (2) floating meetings (target audiences to be determined if/as needed);
• Americans With Disabilities Act (ADA) compliant public hearing draft;
• BOCC retreat to review the public hearing draft Land Use Plan 2050 and collect any
required revisions; and
• Incorporate any plan revisions identified during the BOCC retreat.
FINANCIAL IMPACT: The compensation for the additional work included in Contract Amendment
#4 is up to $58,855. The original Agreement is amended to reflect a maximum payable amount
of $299,589.
Budget Amendment #12-B transfers $58,855 from General Fund fund balance to the Multi-Year
Grant Fund to cover the cost of these services and amends the following grant project ordinance,
and increases the authorization in both funds by $58,855.
Comprehensive Land Use Plan ($58,855) - Project# 10086
Revenues for this project:
Current FY 2025-26 FY 2025-26
FY 2025-26 Amendment Revised
Transfer from General Fund $188,204 $58,855 $247,059
Transfer from County Capital Reserve $71,779 $0 $71,779
Total Project Funding $259,983 $58,855 $318,838
Appropriated for this project:
Current FY 2025-26 FY 2025-26
FY 2025-26 Amendment Revised
Project Expenditures $259,983 $58,855 $318,838
Total Costs $259,983 $58,855 $318,838
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.
3
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
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. Approve and authorize the County Manager to execute and sign the Contract
Amendment #4 (Attachment 1);
2. Authorize the expenditure of an additional $58,855 for planning services to develop a
Comprehensive Land Use Plan, increasing the total project cost from $240,734 to a
maximum of $299,589; and
3. Approve Budget Amendment #12-B as detailed above.
4
NORTH CAROLINA Attachment 1
CONTRACT AMENDMENT#4
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this 22nd day of June, 2026 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 December 31,2027.
2. "Attachment A3: Deliverable and Fee Schedule" shall be replaced in its entirety with"Attachment A4: Fourth
Update to Deliverable and Fee Schedule".
3. The compensation for the additional work included in this Amendment shall be fifty eight thousand eight
hundred fifty five dollars ($58,855). Article 5 of the Original Agreement is amended to reflect a maximum
payable not-to-exceed amount of two hundred ninety nine thousand five hundred eighty nine dollars
($299,589).
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
5
Project Schedule
The Comprehensive Plan will be developed using the following project schedule.
Project Schedule:Part 1 (2023-2020
,
P'RO]ECT MONTH 1 2 3 4 5 6 7 8 4 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3D 31 32 33 34 35 36
Phase 1:Launch
Project
. _ .
Phase 2:IdenMy
New Issues&
opportunddes BOCC PB
Phase 3:Evaluate
Planrdng Influences
Phase 4:develop V1 IP V V1 Vi
Plan Pyr p
LEW 41:
Cionfirmirg
community
CEW 42:Testing
Growth and
sr�ff W tlrking Clee}1F q�nfersap
Rdf Working Go.p(VbT all
Planeftgoard
9nerd orcftffy affwnlsgwtiner.
Project Schedule:Part 2(2026-2027)
r �
PROJECT MONTH 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54
Phases JUL AUG SEPT O-CT NOV DEC JAN FEB MAR APR MAY JUKE JULY AUG SEPT OCT NOV DEC
Phase 4: Develop Plan
BOCC
Phase 5: Adopt Plan
Windowsvi
Engagement
Staff Working Group (In-Person)
Staff Working Group (Virtual)
PB Planning Board
BOCC Board of County Commissioners
11 Orange County Comprehensive Land Use Plan
6
Project Cost
ORANGE COUNTY, NC PAY SCHEDULE Amendment#4
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 $ 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 $ 1,415
Phase 2 Identify New Issues and Opportunities(Months 2-7) Phase Total: $ 40,261
2.1 Develop Current Policy Profile $ 6,780
2.2 Staff Working Group Meetings#245 $ 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
Total Travel $ 1,388
Phase 3: Evaluate Planning Influences(Months 3-8) Phase Total: $ 17,508
3.1 Develop the Factbook $ 15,440
3.2 Staff Working Group Meeting#6 $ 1,035
Project Management Meetings $ 765
Total Travel 7 $ 268
Phase 4: Develop Plan (Months 9-44) Budget(Amend 3) Budget(Amend 4) Phase Total: $ 146,386
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 $ 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 $ 18,600
4.9 Staff Working Group Meetings#7-15 $ 10,600
4.10 Prepare Public Review Draft of Comprehensive Land Use Plan 4,020 $ 4,516 $ 14,176
4.11 Community Engagement Window#3-Unveiling of Draft Plan $ 13,675 $ 31,825
4.12 Briefings to Planning Board and Board of Commissioners $ 2,645 $ 6,855
Project Management Meetings and Services $ 12,300 $ 15,360
Total Travel $ 3,398
Phase 5:Adopt Plan(Months 45-54) Budget(Amend 3) Budget(Amend 4) Phase Total: $ 44,259
5.1:Finalize Public Hearing Draft of Comprehensive Land Use Plan $ 4,440
5.2:Board of Commissioners Retreat 6,485 $ 6,485
5.3:Staff Working Group Meeting#16 $ 2,475
5.4:Meetings with Planning Board and Board of County Commissioners(up to 4) $ 8,850
5.5:Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff Team $ 850
Task 5.6:Additional Website Expenses and WCAG Level 2.1 Accessibility Compliance $ 6,935 $ 6,935
Project Management Meetings and Services $ 12,300 $ 13,320
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 $ 58,856 $ 299,589
12 Orange County Comprehensive Land Use Plan
7
Year-To-Date Budget Summary
Fiscal Year 2025-26
Fund Budget Summary General Fund Grants
Fund
Original Budget Revenue $298,315,586 $283,500
Interfund Transfer Revenue $665,729 $0
Fund Balance Appropiation $7,056,130 $0
Total Original Budget $306,037,445 $283,500
Additional Revenue Received Through
Budget Amendment#12-B (June 16th)
Grant Funds $1,017,213 $1,304,179
Non Grant Funds $11,088,265 $168,350
Additional Interfund Transfer Revenue $329,261 $82,124
Additional Fund Balance Appropriation $3,383,228
Total Amended Budget $321,855,412 $1,838,153
Dollar Change in 2025-26 Approved Budget $15,817,967 $1,554,653
% Change in 2025-26 Approved Budget 5.17%1 548.38%