HomeMy WebLinkAboutAgenda - 11-18-2008 - 4fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2008
Action Agenda
Item No. ~{- - -F
SUBJECT: RFP Award: Graphic Design, Cartography and Production of a Map of Bicycle
Routes in Orange County
DEPARTMENT: Purchasing, Planning PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
INFORMATION CONTACT:
Pam Jones, 245-2652
Karen Lincoln, 245-2594
PURPOSE: To consider awarding RFP's for Graphic Design and cartography to develop a map of
designated bicycle routes in Orange County to R+M, Inc. of Cary, North Carolina (Graphic Design)
and Simpson Maps of Concord, North Carolina (Cartography).
BACKGROUND: The BOCC, in October 2007, endorsed a resolution authorizing the Manager to sign
an agreement with NCDOT for reimbursement of costs of developing an Orange County Bicycle Map
subject to final review and approval by the County Attorney and others to ensure that the County's
policies and procedures adhere to federal requirements of the agreement. The Orange County bicycle
route mapping and signing project has been programmed in the TIP since the 1997-2003 TIP, which
scheduled the project for FFY 1998. Staff shortages in the North Carolina Department of
Transportation (NCDOT) delayed progress of this effort for several years.
The purpose of the bicycle map and signing project is to develop auser-friendly map that highlights
the 150 to 200 mile system of designated bicycle routes in Orange County and the bicyclist-oriented
information that supports travel along these routes. This bicycle routing system is not the same as the
priority routes in the Orange County Bicycle Transportation Plan. An Orange County Bicycle Map
Committee made up of interested Orange County residents and planning staff from Orange County,
Chapel Hill, Carrboro and Mebane met with staff from the NCDOT Division of Bicycle and Pedestrian
Transportation in a series of meetings in 2002 to develop a system of proposed bicycle routes that
would not be too difficult or unsafe for the average bicyclist to serve Orange County communities and
provide connections to bicycle routes in adjacent counties. NCDOT staff studied proposed routes and
developed a preliminary map, which was reviewed by planning staff from Orange County, Chapel Hill,
Carrboro, Hillsborough, Mebane and the Chapel Hill Bicycle and Pedestrian Advisory Committee.
Requests for Proposals (RFP) for the graphic design and production (RFP 5147) and the cartography
(RFP 5146) were developed by Staff and NCDOT DBPT. RFPs were sent to ten firms. Two firms
submitted proposals:
1. R+M, Inc. of Cary, North Carolina for graphic design (layout) and production (actual maps)
of the maps;
2. Simpson Maps of Concord, North Carolina for cartography (mapped representation of the
County and bicycle routes).
Both firms have done maps for Catawba County, Dare County and Gaston County. It is anticipated
that the map would be completed by April of 2009. The cost for each contract is listed below:
R+M, Inc - $42,000 (design and production of 20,000 maps)
Simpson Maps - $8,000 (cartography)
FINANCIAL IMPACT: Total cost of this action will be $50,000. Orange County will receive 100%
reimbursement of the. $50,000 through NCDOT DBPT. Therefore there is no cost to the County. The
cost is consistent with similar maps produced by other counties.
RECOMMENDATION(S): The Manager recommends the Board: 1) award RFP 5147 to R+M, Inc. of
Cary, NC at a total cost of $42,000 to design and produce 20,000 maps; 2) award RFP 5146 to
Simpson Maps of Concord, North Carolina for a total of $8,000 for the cartography associated with the
map; and 3) authorize the Purchasing Director to execute the necessary paperwork.