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HomeMy WebLinkAboutP-0035 - Cultural and Archaeological Resources Policy for Orange County Construction Projects/~ ' ~ '-~ ~ POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: October 3, 2006 NUMBER: P00035 EFFECTIVE DATE: October 3, 2006 REVISIONS: POLICY: Cultural and Archaeological Resources Policy for Orange County Construction Projects Purpose: The purpose of this policy is to clarify the County's intention to iuentijy and evaluate cultural and archaeological resources on sites that are planned for construction prior to the commencement of ground-breaking activity. 1. A cultural and archaeological survey shall be conducted for any construction project that meets of the following criteria: a. A project undertaken by Orange County Government that involves the disturbance of 0.5 acres or more. b. Any project undertaken by Orange County Government located in a local or National Register Historic District, or in an area identified. as having a high probability of cultural • or azchaeological resources. c. A project by an outside agency, school system or other organization where $50,000 or more of rts fundmg is provided by Orange County Government. d. Any project funded in full or in part with state or federal monies, or requiring state or federal licensing. 2. The survey shall be conducted using the following general process: a_ Once the initial design work (or concept plan) for the development project has been approved by the Boazd of Commissioners or its designee, before the final plan has been completed, Orange County will prepaze a request for proposals (RFP) for a cultural and azchaeological survey. b. The concept plan shall be used to identify those areas of the site intended for buildings, pazking, driveways, etc. that shall be subject to subsurface investigation and those areas suitable for reconnaissance survey. c. The RFP will be sent to a list of firms, who meet the professional qualifications for archaeology outlined by the National Pazk Service (the Code of Federal Regulations, 36 DRF Part 61). - . d., County staff shall receive the proposals and make a recommendation for a firm. e. The Boazd of Commissioners or its designee will consider and approve the contract for the survey. f. The survey will be conducted prior to any ground disturbing activity. g. Findings from the cultural and azchaeological survey shall be incorporated into the final design for the development project--to assist with the siting.of facilities and for identifying areas of historic and cultural interest for possible future interpretation. h. Any recommendations for further work identified as a part of the survey shall be evaluated by the Boazd of Commissioners, and appropriate action taken. Adopted October 3, 2006 3 Cultural and Archaeological Resources Policy for Orange County Construction Projects October 3, 2006 Purpose: The purpose of this policy. is to clarify the County s intention to ident fy and evaluate cultural and archaeological resources on sites that are planned for construction prior to the commencement of ground-breaking activity. 1. A cultural and archaeological survey shall be conducted for any construction project that meets of the following criteria: a. A project undertaken by Orange County Government that involves the disturbance of 0.5 acres or more. b. Any project undertaken by Orange County Government located in a local or National Register Historic District, or in an azea identified, as having a high probability of cultural or archaeological resources. c. A project by an outside agency, school system or other organization where $50,000 or more of its funding is provided by Orange County Government. d. Any project funded in full or in part with state or federal monies, or requiring state or • federal licensing. 2. The survey shall be conducted using the following general process: a. Once the initial design work (or concept plan) for the development project has been approved by the Boazd of Commissioners or its designee, before the final plan has been completed, Orange County will prepare a request for proposals (RFP) for a cultural and archaeological survey. b. The concept plan shall be used to identify those areas of the site intended for buildings, pazking, driveways, etc. that shall be subject to subsurface investigation and those areas suitable for reconnaissance survey. c. The RFP will be sent to a list of firms, who meet the professional qualifications for archaeology outlined by the National Pazk Service (the Code of Federal Regulations, 36 DRF Part 61). d., County staff shall receive the proposals and make a recommendation for a firm. e. The Boazd of Commissioners or its designee will consider and approve the contract for the survey. f. The survey will be conducted prior to any ground disturbing activity. g. Findings from the cultural and archaeological survey shall be incorporated into the final design for the development project--to assist with the siting of facilities and for identifying azeas of historic and cultural interest for possible future interpretation. h. Any recommendations for further work identified as a part of the survey shall be evaluated by the Boazd of Commissioners, and appropriate action taken. Adopted October 3, 2006 4 • Orange County Environment ~ Resource Conservation >Q6-.~ Rr~ cre IZ~,acl I P(~ fox 5181. Hillsb~~r~iu~h, \~C ?~2i8 Phone: (919) 2=+~-590. Fax: (919) 6=}=}-331 The Seven Mile Creek Preserve August 4, 2006 MEMORANDUM TO: Archaeology Consultants FROM: Tina Moon, ERCD Land Use & Preservation Planner SUBJECT: Request for Proposals -Cultural and Archaeological Survey Southern Human Services Campus Chapel Hill, Orange County, NC • Orange County is seeking a qualified and experienced archaeologist(s) to conduct a survey of cultural and archaeological resources on the undeveloped portion of the Southern Human Services Campus (SHSC). The site is located at 2501 Homestead Road, just west of the intersection with Martin Luther King Jr. Boulevard/Historic Airport Road in Chapel Hill and near the intersection with Interstate 40 (Exit 266). Parcels adjacent to the Southern Human Services Campus include, single- and multi-family residences, and the planned Carolina North (UNC expansion) on vacant land immediately south of the Campus. Also nearby is Homestead Park, which is owned and operated by the Town of Chapel Hill. Orange County purchased this 34-area property in 1992, and in 1994 received approval from the Town of Chapel Hill to construct the existing 34,500 square foot Southern Human Services Center building, associated parking and landscaping. The Interfaith Council also petitioned the Town of Chapel Hill for a SUP modification to construct two buildings for residence programs on a three-acre tract leased from the County at the northwest comer of the property. In 2005, the County modified its special use permit to allow for the construction of the 25,000 square foot Southern Orange Senior Center plus parking and landscaping on the northeast corner of the site (currently underway). Findings from the cultural and archaeological survey will be incorporated into the plan for the overall Campus to assist with the siting of future facilities and for identifying areas of historic and cultural interest for possible future interpretation. If your firm is interested in performing this work, please mail or deliver your response to the Orange County Purchasing and Central Services Department, Attn: Pam Jones, Director, 129 East King Street, PO Box 8181 Hillsborough, NC 27278. Proposals will be accepted until 12 noon, Wednesday, August 16, 2006. Should you have questions or comments regarding this • proposal, please contact either Ms. Jones (919) 245-2652 or me (919) 245-2583 directly. 5 REQUEST FOR PROPOSAL Cultural and Archaeological Survey of the Southern Human Services Campus Orange County is seeking a qualified and experienced archaeologist to conduct a survey of cultural and archaeological resources within the undeveloped portions of the Southern Human Services Campus. The information will be used for siting future facilities and for identifying areas of historic and cultural interest, which may be used for future interpretation. All proposals must address the specifications of the accompanying Scope of Work, and are to include, but not be limited to the following: 1. A discussion of the research design for the proposed investigation. 2. A discussion of the field and laboratory methods to be employed. 3. A work schedule for the proposed survey. 4. A lump sum project cost proposal, with cost breakouts as cited in Section IV. 5. Resumes articulating qualifications of all members of the project team, including, • but not limited to the Principal Investigator(s) and field director(s). 6. A list of all similar projects completed by the proposer over the past five (5) years, along with contact names and telephone numbers where they may now be reached. Submission Deadline: The Purchasing Director must receive Proposals no later than 12 noon, Au4ust 16, 2006. Proposals received after that time will be returned unopened. Mail or deliver proposals to be received by the deadline time to: Orange County Purchasing Department Attn: Pam Jones, Director 129 East King Street PO Box 8181 Hillsborough, NC 27278 Additional information and/or clarifications regarding the scope of work should be directed to Tina Moon, Land Use/Preservation Planner, Orange County Environment and Resource Conservation Dept. at 919/245-2583 or cmoon@co.orange.nc.us, or Pam Jones, at 919/245-2652 or pjones@co.orange.nc.us. • (O • SCOPE OF WORK Guttural and Archaeological Survey Southern Human Services Campus Orange County, NC I. Project Background Orange County owns a 34-acre tract in Chapel Hill that is being designed as the Southern Human Services Campus. The property is located at 2501 Homestead Road, just west of the intersection with Martin Luther King Jr. Boulevard/Historic Airport Road in Chapel Hill, near the intersection with Interstate 40 (Exit 266). Parcels adjacent to the Southern Human Services Campus include, single and multi-family residences, a small Duke Power substation, and undeveloped land owned by the State of North Carolina (planned "Carolina North." Also nearby is Homestead Park, which is owned and operated by the Town of Chapel Hill. (See Vicinity Map) The site currently contains a34,500-square foot building, with a meandering entrance drive and parking areas, known as the Southern Human Services Center (in the southern portion of the tract) and a small multi-building complex that serves the Interfaith Council residence programs (in the northwest corner). The future Southern Orange Senior Center, a 25,000-square foot building with associated parking is under construction in the northeast corner of the site. A modest one. and one-half story, circa 1940s, frame house is located near the center of the tract; the house is currently unoccupied but has been stabilized for potential future use. The house had once been a residence of the Hoyle family from whom Orange County purchased the 34-acre property in 1992. Two areas of the site have been recognized for having environmental significance: a resource conservation district, identified by the Town of Chapel Hill in the northern part of the property and an undisturbed natural area in the southwest corner, identified by Orange County. The remaining undeveloped portions of property consist of pine trees of various ages, with some areas of abandoned farm fields. A small pond is located by the natural area, which contains the most concentrated area of mature hardwoods. There is a marked walking trail that begins near the pond and winds through the natural area. (See Existing Conditions Map) The master plan for the Southern Human Services Campus includes, in addition to the existing social services buildings and new Senior Center (under construction), up to three potential building sites for future facility needs. The future building site areas include anticipated extensions to the existing vehicular circulation system on the property--from Homestead Road to the existing and proposed buildings and a potential stub-out to the western boundary line. Information from the Cultural and Archaeological Survey will be used for siting these future facilities and for identifying areas of historic and cultural interest for possible future interpretation. (See Areas for Evaluation Map) 7 • II. Descriution of Work The County is requesting a cultural and archaeological survey for-use in designing the Southern Human Services Campus on Homestead Road in Chapel Hill. For the purposes of this project, County staff has divided the property into four main areas for evaluation. (See Figure 3 -Southern Human Services Campus Tract Areas for Evaluation.l 1) Area 1 (approximately 12 acres) includes portions ofi the site that may be significantly disturbed for the construction of new facilities-one or more buildings and their associated driveways and parking areas. Work in Area 1 should include a full Surface and Subsurface Investigation. to locate and evaluate the probable significance and extent of any archaeological or historically significant remains in this area and to avoid any damage of cultural resources by the proposed development. 2) Area 2 (approximately 4 acres) includes the portion of the site currently under construction for the Southern Orange Senior Center. Work in this area should be limited unless preliminary research reveals a compelling reason to suspect an important cultural and/or archaeological find. 3) Areas 3 & 4 (approximately 18 acres) includes the remaining portions of the site including the natural areas, likely to be used for low-impact recreation or open space, and the existing building complexes. Work in these areas should include a reconnaissance-level survey to identify any areas that appear to merit additional investigation. The survey will be comprised of the following principal components: (a) background research, (b) a surface and possible subsurface investigation of the area (Area 1 & possibly 2) proposed for facilities construction, (c) a limited field reconnaissance of the remainder of the property (Areas 3 & 4), and (d) a reporting of results. These components are described as follows: A. Background Research Prior to the initiation of the field investigations the Contractor shall undertake background research sufficient to acquire a working familiarity with the natural and cultural resources in the study area and to locate any previously recorded historical or archaeologically significant sites on the property, including former roads, historic structures, and any significant landscape alterations associated with those historic structures. The North Carolina Division of Archives and History (Office of State Archaeology) should be contacted to determine whether there are any such recorded sites, and to reference existing architectural and archaeological survey files. Other resources should include, but not be limited to An Inventory of Cultural, Historical, Recreational Biological, and Geological Significance in the Unincorporated Portions of Orange County, the Historic Preservation Element of the Orange County Comprehensive Plan and ERCD staff research files. B. Surface and Subsurface Investigation of Potential Construction Areas The Contractor should perform surface and possible subsurface investigation in potential construction areas (shown as Area 1 on Figure 3). The amount of subsurface excavation will depend on the results of initial surface investigation, and may require 2 CJ • intensive subsurface shovel test pits (STPs) only in specific concentrated areas. The number of STPs shall be of the- Contractor's choosing, but should be sufficient to determine the cultural and archaeological significance of the site(s) and to document the site(s) with state survey forms. C. Field Reconnaissance for Remainder of Property A limited field investigation should be conducted for the rest of the park property where no construction is planned other than trails and other passive activities (shown as Areas 3 & 4 on Figure 3). The Contractor shall use the field reconnaissance to identify any areas that appear to be worthy of further investigation and to report such information to Orange County. The Contractor shall document any sites discovered during the field reconnaissance using state site and cemetery forms as appropriate of all above ground structures, including burial grounds or cemeteries. The field methods and techniques used shall be of the Contractor's choosing, but should reflect a thorough working knowledge of contemporary archaeological methods and techniques. The field investigation shall be of a nature sufficient to accomplish the following goals: 1. Make recommendations on the potential need for further survey, 2. Locate and identify sites that may have archaeological or historic significance, and 3. Evaluate the archaeological significance of any such sites. Based on this limited field investigation, Orange County will discuss with the Contractor whether there are areas thaf may warrant a more intensive surface and subsurface investigation. For instance, once specifrc locations are determined for constriction of park facilities, we may decide to follow up this project with a systematic shovel testing program based on a 30-mefer, or similar, grid pattern across the areas of the property that have been identified as potentially significant. Confract pricing for this will be negotiated with the successful bidder in the eventuality the work is ordered. D. Reporting of Results The Contractor shall give regular (bi-weekly) verbal reports to the Orange County during the course of the project. In order to facilitate the effective use of survey findings, the final report must be completed and submitted to Orange County in final form no later than Frida September 15, 2006. Approximately midway through the project (specific dates to be included in contract), the successful Contractor will provide Orange County with a Preliminary Field Report of the findings to date, status of the survey (research and field work). The contractor shall also, at this time, be prepared to conduct a short presentation (15-20 minutes) to the Orange County staff working on the project, depending on the findings. The final report shall provide overviews of those portions of prehistory and history that are relevant to this portion of the Chapel Hill community, set within the broader context of Orange County and the Southeast. The report will also include detailed maps of any former locations of roads, historic structures, and any significant landscape alterations associated with those historic structures. The final report shall generally satisfy 3 • requirements outlined in the "Guidelines for Preparation of Archaeological Survey Reports," prepared by the NC Office of State Archaeology. Two copies of a draft of the final report shall be submitted to Orange County for review and comment at least one week in advance of the final submittal deadline. Following that review, the Contractor shall make any required changes and submit four copies of the revised final report to Orange County by September 15.2006. The Contractor shall also submit to Orange County copies of all field maps delineating the subsurface test grid and the location of all archaeological and above ground sites, and copies of all recorded survey sites including copies of black and white photographs. III. Cost Consultants submitting a proposal must provide a lump sum bid for the project, with cost break outs cited for the following project components, Background Research (Section-A); Limited Surface and Possible Subsurface Investigation in Potential Construction Areas (Section II-B); Field Reconnaissance for Remainder of the Property (Section II-C); and Reporting (Section II-D). IV. Project Schedule Orange County will negotiate the exact project schedule with the successful consultant. For purposes of resource planning, however, it may be helpful to know that the successful consultant will need to provide to Orange County a Preliminary Field Report by • September 8, 2006, with Final Report submittal no later than September 15.2006. V. Notice to Proceed The contractor will not begin any work on the project until issuance of a Notice to Proceed from Orange County. The County anticipates approval of this contract by the Board of County Commissioners on August 22, 2006 and a Notice to Proceed Issued shortly thereafter. VI. Business Interests A. Insurance. The Contractor shall provide proof of insurance purchased from an insurance company authorized to write casualty insurance in the State of North Carolina the following limits of insurance: 1. Worker's Compensation Insurance -Worker's Compensation insurance as required by law for all of the Contractor's employees. The Contractor shall also require his subcontractors to provide Worker's Compensation for all of the tatter`s employees, unless the Contractor affords protection to such employees. 2. Comprehensive General Liability Insurance -Comprehensive General Liability Insurance shall be carried in the following amounts: $500,000 bodily injury each person, $300,000 property damage. • 3. Automobile Liability Insurance -Automobile Liability Insurance shall be carried in the following limits: $300,000 bodily injury each person, $500,000 bodily injury each accident, $300,000 property liability. Automobile Liability Insurance shall 4 [0 cover liability arising out of the use of owned, non-owned and hired motor vehicles. The cost of all insurance shall be included in the bid submitted. Proof of insurance must be submitted with the contract at the time of execution by the successful consultant. Insurance shall be maintained in full force and effect until the contract has been fully and completely performed, as evidenced by final acceptance payment. Certificates of Insurance submitted with contract shall provide for a thirty (30) day written notice to the County in the event of any modifications, cancellation, or expiration of said policies. Orange County must be included as an additional named insured as their interests may appear in this agreement. B. Contract Fonm. The successful consultant will be expected to execute alump-sum project contract. C. Progress Payments. Orange County will entertain requests for progress payment at completion of milestones in the project, as agreed to between Orange County (Purchasing and Central Services Department) and the successful consultant. • VII. Fiscal Responsibility The Contractor shall maintain for a period of two years a full and accurate record of all expenditures, and shall make it available to Orange County for review upon request. VIII. Curatorial Responsibilities The Contractor shall make the necessary arrangements for the storage and curation of all records and materials recovered during the survey. Any arrangements by the Contractor must receive prior approval from the N.C. Office of State Archaeology. IX. Human Skeletal Remains Any human skeletal remains encountered during the investigations shall be treated according to the provisions of the N.C. General Statutes, Chapter 70, Article 3. X. Consultant Selection/Qualifications Consultants or consulting firms will be evaluated in part on the basis of the following criteria: The person/firm has performed satisfactorily on previous archaeological surveys as indicated by the North Carolina Department of Cultural Resources, Division of Archives and History, Office of State Archaeology. Firms/persons who have previously completed archaeological surveys and National Register Nominations for archaeological sites or historic districts are preferred; • 2. The person/firm demonstrates a professional writing capability with a style of high quality that is suitable for publication; 5 • 3. The person/firm demonstrates that they have adequate experience and staff to perform the work required. Previous work in Orange County is preferable; 4. The person/firm must demonstrate that they have the ability and resources to meet the time schedule established for the work; 5. The person/firm must meet the qualifications of 36 CFR 66, Appendix C; and 6. The person's/firm's familiarity with the geographic area to be surveyed. XI. Submission of Proposals Persons, or consulting firms interested in the project are invited to submit a proposal that addresses the aforementioned criteria and includes material requested throughout this Request. In addition, samples of previous work must be submitted as part of the proposal. Proposals are to be marked "Cultural ~ Archaeological Survey for SHSC" and mailed or delivered to the Purchasing Director at the address listed below no later than 12 noon, August 16, 2006. Proposals received after the date and time will be returned unopened. Proposals may be mailed or delivered to: f Orange County Purchasing & Central Services Department Attn: Pam Jones, Director P.O. Box 8181 Hillsborough, North Carolina 27278 Questions regarding the project may be addressed to Tina Moon (919) 245-2583. All proposals received will become the property of Orange County and will be evaluated to determine which proposal most closely meets the requirements of the County. At the discretion and option of Orange County, oral interviews may be conducted with one or more firms to assist in the selection process. Orange County reserves the right to reject any and all proposals and to accept the proposal most favorable to the County. • 6 l ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 3, 2006 Action Agenda Item No. ~I - G SUBJECT: Cultural and Archaeological Survey Policy for Orange County Development Projects DEPARTMENT: Purchasing, ERCD PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Draft Policy Pam Jones, 245-2660 Example of C&A Survey RFP (SHSC) David Stancil, 245-2590 Tina Moon, 969-8959 PURPOSE: To consider adopting a new policy requiring Cultural and Archaeological Surveys for all Orange County development projects involving ground disturbance. BACKGROUND: In recent months, the Board has expressed interest in formalizing a policy to require a Cultural and Archaeological Survey as part of all County development projects involving ground disturbance. Cultural and archaeological surveys typically include the following components: background research, systematic surface and subsurface investigation (digging based on a grid system), field reconnaissance, and a reporting of the results. Information from these surveys can be used to assist in the siting of future facilities and/or for identifying areas of historic and cultural interest for possible interpretation. In past projects, Orange County staff have prepared a Request for Proposals (RFP) outlining the scope of the work, and advertised the project to consultants who meet standard criteria. The scope of work varies according to the specifics of the project. A conceptual design or plan for the proposed development is an essential part of the RFP. The plan delineates those portions of the site where the most intensive ground disturbance (new buildings and parking) will occur and therefore where subsurface archaeological investigation should occur, from those portions of site where limited to no ground disturbance will take place and reconnaissance fieldwork is sufficient. The attached draft policy outlines a process for Orange County to pursue for Cultural and Archaeological Surveys for all County development projects. Presumably the department pursuing the development would prepare or oversee the preparation of the conceptual design for the project. The logistics of which department would prepare the RFP for the Cultural and • Archaeological Survey would be determined internally, on a case by case basis, to ensure that survey work is completed in tandem with the development project. FINANCIAL IMPACT: Conducting a Cultural and Archeological Survey involves hiring a qualified consulting firm. The cost varies considerably due the size of the subject property and the scope of the work, primarily the amount of subsurface investigation that is required. The cost of conducting cultural and archaeological surveys would likely be an expenditure not already factored into the overall cost of a development project (at least in the short term). The proposed policy to require cultural and archaeological surveys would apply to all County development projects, including those conducted by other partners that the County funds, such as new schools. RECOMMENDATION(S): The Manager recommends that the Board consider the attached policy and provide direction to staff, or if deemed adequate, adopt the policy with any changes as needed. z •