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HomeMy WebLinkAboutEDAW - CONTRACT - RFP - P831 CITY PLAN UPDATEAdministrative Services Purchasing Division CITY OF FORT COLLINS ADDENDUM No. 1 April 11, 2002 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Proposal No. P-831, City Plan Update OPENING DATE: 3:00 p.m. (our clock) April 22, 2002 NEW OPENING DATE: 3:00 p.m. (our clock) April 29, 2002 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. The opening date has been changed to April 29, 2002 at 3:00 p.m. (our clock) RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 • Attend Mayor's Round Table Deliverables: One camera-ready/electronic draft and one final Technical Memorandum, 3 Regional Maps -Future Regional Growth, Future Regional Land Use and Regional Values and Desires Meetings: TAC # 4 TASK 4 MARKET ANALYSIS The EDAW team will quantify the demand for selected land uses. The RFP indicated the need to evaluate residential densities prescribed by the City Plan. Based on the population and household forecasts, the land area needed to accommodate future multi -family and single- family housing will be identified. A spectrum of densities will be evaluated; including those currently identified in the City Plan as well as more conventional single- and multi -family densities, to determine the appropriate area and locations for future housing development. Retail demand will be estimated based on population and housing forecasts by location and expected levels of store growth needed to serve population growth. The existing retail development pattern will be evaluated to determine the need for and appropriate location of additional community and regional retail centers. A regional market framework will be developed to address the City's position related to emerging trends and opportunities. Employment land use will be addressed with a focus on the land area needed to accommodate future industrial and office uses The primary focus of the framework will be on economic development opportunities for the City and their impact on future revenues. Subtasks • Develop forecast of single-family and multi -family housing needs based on demographic projections. • Based on market research, provide land area estimates required to meet future demand for residential, retail, and employment land uses under various density alternatives. • Review available data related to existing retail uses by type and location and estimate retail sales levels by location from City sales tax data. • Determine need for and appropriate location of additional retail. • Evaluate regional market trends and assess the City's ability to accommodate new development. • Compare existing City Plan land uses to market demand. Deliverables: One camera-ready/electronic draft and one final Technical Memorandum — Market Analysis Meetings: TAC # 5 CAC #2 TASK 5 OPPORTUNITIES AND CONSTRAINTS After Tasks 2 through 4 have been completed in draft form, the EDAW team will compile an Opportunities and Constraints map. With the background information collected and analyzed and existing conditions reviewed, we will develop a summary memorandum and map that translates the physical and market findings into physical and policy opportunities and constraints such as: • growth management boundaries, • regional linkages, • infill opportunities, • site and infrastructure resources, • real and perceived barriers - such as employment and educational, • fledgling initiatives... physical, environmental, social, economic, The analysis will consist of a presentation of Task 2 through 4 findings and a presentation of the team's initial Opportunities and Constraints. These will be documented both in map format and in written format. Vacant and underutilized parcels, GMA's, IGA's, land status, as well as potential environmentally sensitive areas are some of the base layers that comprise this analysis tool. A discussion will follow to focus on the market analysis and on the key physical opportunities and constraints of the planning area. Deliverables: One camera-ready/electronic draft and one final Opportunities and Constraints Summary Memo and Map. Meetings: TAC # 6 TASK 6 PUBLIC INVOLVEMENT/PUBLIC MEETING (#1) In Tasks 2 through 4 of this phase, the goal of the public involvement effort will be to condense and disseminate existing information and clarify its relationship to the plan update. To accomplish this end, the team will present information to the Citizen Advisory Committee and communicate key data to the general public. This second goal will be accomplished through a public meeting/presentation early in the process. The team recommends a brief presentation on the project and educating the public on the importance of growth management, tools utilized for growth management and case study examples of successes and failures in managing growth. Doug Porter of the Growth Management Institute will lead this presentation. This would be followed an interactive work session and a review of exhibits depicting information collected to - date. EDAW assumes that the City will provide pre-existing maps depicting information about the City of Fort Collins (e.g. natural resources, zoning.). EDAW will provide any analysis maps generated from previous tasks. EDAW will also gather information on quality of life indicators to be used in the next Phase. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting # 1 TASK 1 "WHAT IF" At the conclusion of the analysis phase, the team will present a preliminary summary of major issues and opportunities, and weaknesses. The EDAW team will work collaboratively with the Fort Collins Staff Group, GMC, CAC, and the public to begin preliminary "What if' scenarios for the future of the community. First, a brainstorming workshop will occur with the Staff Group and GMC. Questions to be asked during this task will include: • What type of community does Fort Collins want to be? • Is there an optimal size for the community? • What are the appropriate indicators to evaluate scenarios and how does this relate to the 17 indicators used in recent monitoring reports? • Where can the City grow? • What is the GMA's population and job employment potential using City Plan density policies? • What role can redevelopment feasibility play for continued employment opportunities and population growth? • What policies and implementation techniques does the City need to establish to achieve its desired outcome? • What should the relationship of Fort Collins be in the context of the regional growth? • What elements of good urbanism should be adopted within the community? • What are the appropriate housing densities and community form for each neighborhood in the community? • How do the growth objectives of Larimer County and other surrounding communities affect growth in the region? • What is the appropriate balance between growth and preservation of natural resources and open space? This workshop should conclude with an answer to these questions, what the three land use scenarios should be and what indicators should be used to evaluate them. EDAW is currently assuming the indicators will consist of a maximum of 17 indicators used either from recent monitoring reports or a similar list of indicators to be determined. To assist in this discussion, the EDAW team will also provide a matrix from several other communities that compare community growth with quality of life factors. The "big ideas" that emerge will be tested, massaged, and refined to create the preliminary growth management scenarios for the City. Schematic drawings that begin to illustrate these opportunities will begin to formalize during this brainstorming session. EDAW will generate three scenarios based on the information obtained during the first public meetings, interviews, CAC meetings, TAC meetings and this workshop. One of the scenarios will be a " baseline scenario' projecting growth in the future using the existing City Plan and the results from the previous monitoring reports. The City will assist in the detailed refinement of these scenarios. The EDAW team will utilize CommunityViz to display three alternative scenarios. In addition, we anticipate utilizing visualization tools in CommunityViz and/or other software to simulate general growth patterns. EDAW also anticipates generating six photo -simulations (2 per scenario) displaying large areas of future land uses from an oblique perspective. Based on a scoping meeting held June 6t" with the City of Fort Collins, EDAW was requested to add additional photo -simulations. EDAW anticipates developing additional 6 photo -simulations from an oblique perspective of specific areas that depict the principles of City Plan. These graphics would also be included in the final plan. Towards the end of this task, there will be a working session with City Council to review the "What if' scenarios and growth management strategies discussed to date. Deliverables: One base line scenario and two alternative land use scenarios- 0 Twelve photo simulations One draft and one final camera-ready summary memorandum outlining the "What if' process, feedback and results. Meetings: CAC # 3 TAC#7 GMC#2 City Council Work Session # 1 TASK 2 PUBLIC INVOLVEMENT/PUBLIC MEETING (#2) In Task 1 of this phase and Public Meeting # 1, three land use scenarios were developed. Thee goal of the public involvement effort will be to obtain additional public comment on the three preliminary land use scenarios. The team recommends a brief presentation on the three scenarios followed by a work -session focusing on possible refinements. EDAW assumes that the City will provide pre-existing maps depicting information about the City of Fort Collins (e.g. natural resources, zoning.). EDAW will provide any analysis maps generated from previous tasks. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting # 2 TASK 3 EVALUATION OF "WHAT IF" SCENARIOS The EDAW team will evaluate the growth options against the 17 existing or modified indicators. The process will begin by evaluating the baseline scenario (one of the three) which includes existing conditions and the current structure plan. Recent monitoring reports will also provide a historic baseline. The same process will be used on the other two land use scenarios, providing a relative comparison. The application of the criteria will allow measurement of the relative benefits and tradeoffs associated with each scenario and the formulation of a preferred option based on the best characteristics and strengths of the options tested. EDAW will utilize Community Viz or other methods to evaluate the three scenarios. As stated above, EDAW will evaluate the 17 existing or modified indicators. The City and TAC will need to provide refinement and buy -off of the Community Viz indicator formulas prior to proceeding with the modeling. EDAW also assumes the PBS&J will take the lead in the evaluation and refinement of the transportation indicators (2-3 indicators). The evaluation will provide only a "relative" evaluation of the three alternatives. Exact estimates of indicators will not be possible with general data used in the analysis, but a relative evaluation will be used to assess these alternatives. EDAW also assumes that the City in conjunction with the EDAW Team will provide a single recommendation for a preferred land use scenario. The preferred land use scenario will be discussed in the city council work session, modified, and then presented to city council for adoption. Subtasks: • Developed and refine 17 indicators in conjunction with the City and the Transportation Consultant • Evaluate growth options against defined criteria i.e. Reality Check — are the alternative scenarios achievable Priority Check — are the alternative scenarios affordable • Prepare a matrix summarizing the evaluation of alternatives. • Formulate a preferred scenario from evaluation findings and work sessions and present to City Council for adoption. Deliverables: One draft and one final camera-ready summary memorandum outlining the "What if' process, feedback and results. Meetings: TAC #8 & #9 CAC #4, #5 City Council Work Session # 2 GMC #3 TASK 4 PUBLIC INVOLVEMENT/PUBLIC MEETING (#3) Public involvement is essential in this phase. Our goal will be to involve as many members of the community as possible, asking that each interested participant contribute to the vision for Fort Collins' future. Citizen Advisory Committee meetings in this phase will explore alternative futures and allow the committee members to envision the community, as they want it to be. EDAW will also compare Fort Collins to other communities and address quality of life factors as it relates to growth. A public workshop will occur to present the "What if' scenarios that the Staff, GMC, CAC and consultant team had devised. The second part of the workshop will include an interactive "What if' session with the public. This workshop will help members of the community translate imprecise images into specific visual details that capture the desired future. This phase could also include a survey or focus group aimed at adding detail to the community vision. Another goal of the workshop is highlight a preferred land use scenario. The City notification process and media relations from the Transportation Consultants PR firm will ensure that community members know when, where and how they can contribute to the visioning process. Our approach will be to provide as many options as possible for contributing ideas, including attending public meetings, offering ideas in writing (electronically or in hard copy), communicating through existing organizations or contacting the Citizen Advisory Committee, project team or staff. The City will provide all base information maps and the EDAW team will provide all analysis maps. The Growth Management Institute will also participate in this public meeting, possible providing a brief presentation. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting/Lecture #3 CITY PLAN UPDATE PART IL IDENTIFIED CITY PLAN UPDATE AND OTHER RELATED ISSUES PHASE 1- ANALYSIS/RECOMMENDATIONS FOR UPDATING CITYPLAN COMPONENTS TASK 1 GOALS, PRINCIPLES AND POLICIES REVIEW The EDAW team will lead a review and reconfirmation of the assumptions, fundamental principles and policies, and major choices made at the adoption of City Plan. The team will focus on those issues/policies that have come up since the adoption of City Plan, as well as those new principles that City leaders have identified for consideration. All elements will be reviewed in the context of growth management for the community and surrounding region. This review will also occur in the context of the preferred scenario as adopted by the city council. This Task will also include a review of the 'lessons learned' to date with City Plan and current growth management strategies. This will include both successes and those areas/policies that were not as successful. The EDAW team will analyze Fort Collins' Growth Management Strategies and examine other communities that have been successful, and those that have issues. Deliverables: One camera-ready/electronic draft and one final Recommended changes to Goals, Principles, and Policies (outline format) Meetings: TAC # 10 CAC #6 TASK 2 RECONFIRM VISION This Task will include a review and reconfirmation of the vision identified in City Plan in context with both the major choices made at the adoption of City Plan and the decisions made to date within the City Plan Update planning process. The City may wish to take the lead of detailed refinement of the Vision Statement provided by the consultant team. Deliverables: One camera-ready/electronic draft and one final Vision Statement (if update necessary) Meetings: TAC #11 GMC#4 CAC #7 City Council Presentation # 3 TASK 3 PUBLIC INVOLVEMENT/PUBLIC MEETING (#4) The essential public involvement objectives in this phase are: 1. Restate the vision in a compelling way and disseminate it to the public. 2. Provide venues for the public to help translate the vision into specific goals, principles and policies in context with the "What if' outcomes in Part I. 3. Demonstrate the relationship between the vision and the goals, policies and principles. 4. Disseminate the vision statement and the goal/principle/policy statements. The Citizen Advisory Committee will be instrumental in reviewing and helping to revise the staff team/project team work in this phase. A Public Informational Meeting in this phase will include presentations of the vision, goals, principles and policies and provide the public with the opportunity to offer feedback, pointing out those cases where the vision statement is not adequately reflected. This meeting will include a display of the vision statement and the existing principles established in City Plan. Should the project and staff team elect not to use a survey or focus group earlier in the process, this is a time when it might be warranted. In this phase, this kind of public involvement tool allows the project/staff team to gauge community reactions to the vision statement and the other draft plan elements. Mass communication and electronic communication can provide support for the public involvement process at this point, ensuring wide distribution of these elements and providing the means of offering community feedback. W The City will provide all base information maps and the EDAW team will provide all analysis maps. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting/Informational Session #4 PHASE 2 — CITY PLAN UPDATES TASK 1 POLICY RECOMMENDATIONS Based on planning to date, the EDAW team will identify and outline new policies and modifications to existing policies that should be considered to support the various strategies to be pursued for all of the categories contained in the City Plan Goals, Policies, and Strategies. Subtasks: Prepare recommendations in an outline format for revisions to existing policies and preparation of new policies to address issues and directions established for City Plan during Phase 1 of the City Plan update. It is anticipated that these new policy directions and/or "course corrections" may include, among others, the following: - Growth Management Area strategies - Housing Density/Community Form - Redeveloping Areas - Enhanced Transportation Corridors - Jobs/Housing Balance - Affordable Housing • Review policy recommendations with staff technical team and Citizens Advisory Committee. Deliverables: Recommended changes to Goals, Principles, and Policies (outline format) Meetings: CAC # 8 GMC—#5 TAC-#12 TASK 2 PREPARE REVISED CITY PLAN GOALS, PRINCIPLES, AND POLICIES Based on the policy direction established during Task 1, the consultant will prepare draft revisions to the City Plan Vision, Goals, Principles, and Policies. These will be reviewed with staff, members of the CAC, and elected and appointed officials and refined as necessary to develop a set of revised Goals, Principles, and Policies for adoption. Subtasks: • Refine policy recommendations and draft new/revised Goals, Principles, and Policies as appropriate to address issues and directions established in Task 1. • Review draft policy revisions with Staff Technical Team, CAC, and Council Growth Management Committee. • Revise documents as needed to address issues that arise during review and prepare final Goals, Principles, and Policies for adoption by City Council. 10 Deliverables: Text changes to Goals, Principles, and Policies Meetings: TAC # 13 CAC #9 Council Working Session #4 TASK 3 CITY STRUCTURE PLAN The EDAW team will develop a Purpose Statement for the City Structure Plan. We will address its use in context with the City's Zoning Plan and other plan documents used to guide development in the City. This Purpose Statement will also be used as a guide to the degree of detail required for the mapping. From the Purpose Statement and as a result of planning to date, including questioned policies and principles, reaffirmation of the vision, and review and inclusion of sub -area plans completed since City Plan, the EDAW team will review and make modifications to the City Structure Plan map. Deliverables: A Purpose Statement for City Structure Plan One camera-ready/electronic draft and final City Structure Plan Map. Meetings: GMC # 6 (coinciding with Tasks 2 and 3) CAC #10 TAC # 14 TASK 4 PUBLIC INVOLVEMENT/PUBLIC MEETING (#5) The detailed work of reviewing and evaluating policy changes is best accomplished, from a public involvement perspective, through the Citizen Advisory Committee with updates to the general public that help interested citizens follow the progression from vision to policy. The City will provide all base information maps and the EDAW team will provide all analysis maps. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting/Informational Session #5 PHASE 3 — IMPLEMENTATION TASK 1 REVIEW EXISTING DEVELOPMENT CODES AND PRACTICES Once the primary revisions to City Plan have been determined, it is likely that amendments to the City's Development Code will be needed to implement the Plan. Clarion Associates will take the lead in reviewing the City's regulatory documents and procedures, including the Development Code, Adequate Public Facility requirements, and Capital Improvements Plans, to recommend needed revisions to implement the Plan's vision. Subtasks: • Review City's Development Code and other regulatory documents. Produce a summary "Diagnosis" report in memorandum format that identifies areas that may need to be changed to reflect City Plan changes. Deliverables: Development Code Diagnosis Memorandum Report 11 TASK 2 DEVELOP CAPITAL IMPROVEMENTS PROGRAM Based on revisions to the City Plan, the team will develop an updated summary of capital improvements needed for plan implementation, including estimated project costs, available funding, and project priorities within available funding. This Capital Improvements Program will focus on short-term high -priority action items, and will be coordinated with the capital improvement recommendations coming out of the concurrent Transportation Master Plan effort. Subtasks: Prepare a summary of capital improvements needed to implement the updated City Plan. Assign initial priorities to improvements. Prepare order -of -magnitude cost estimates for priority improvements. Identify existing levels of revenue for capital projects. Identify revenue shortfalls and unmet needs. Deliverables: Draft Capital Improvements Program Meetings: City Council Work Session #5 TAC#15 TASK 3 PREPARE IMPLEMENTATION STRATEGY RECOMMENDATIONS Based upon the consultant's review of the City's regulatory documents completed in Task 1, the EDAW team will prepare a detailed implementation strategy and Action Plan for City Plan. The Implementation Action Plan will be in summary report and matrix format. Subtasks: • Prepare an Implementation Strategy and Action Plan, to include consideration of the following: - New or Changed Development Regulations - Recommendations for revisions to the City's Intergovernmental Agreements - GMA Policies - Funding primary services - Priority CIP needs (from Task 2) • Review Implementation Strategy with the Staff Technical Team, CAC, and Council Growth Management Committee and revise as necessary. Deliverables: One camera-ready/electronic draft and one final Implementation Strategy and Action Plan Meetings: CAC # 11 GMC#7 TASK 4 PUBLIC INVOLVEMENT/PUBLIC MEETING (#6) Close communication with the Citizen Advisory Committee is critical in this phase. At this point in the process, the expertise gained by the committee members will allow them to provide highly informed reactions to the implementation strategies. This is the third and final point at which a survey or focus group can be useful. Survey or focus group questions can focus on the implementation details including the tradeoffs and priority 12 setting inherent in this phase. Of all of the opportunities to use this type of public involvement tool, we believe this is the most appropriate. Survey or focus group interview questions should be as detailed as possible. The time, effort and expense of focus group or survey work make it a less useful choice for open-ended, visionary questions. Were we to use this kind of technique in the final phase of the project, we could explore tolerance for tax changes, reaction to specific ordinance changes and preference among competing capital improvement projects. A joint effort with the transportation planning process is possible in this phase. As the implementation details emerge, the public should have one final opportunity to react to the plan draft and offer feedback. Public meetings at this point give members of the public a forum where they can confirm their support for the plan or explain any remaining concerns. The final public involvement task in this phase is dissemination of the final plan. Mass communication can be useful to disseminate information about the plan's core content and about the fact that the plan is complete. EDAW assumes that the City will take the lead in preparing for this public meeting and any presentations. Deliverables: Graphic, PowerPoint Presentation and/or handouts as necessary Meetings: Public Meeting/Informational Session # 6 TASK 5 FINAL DOCUMENTATION AND PLAN IMPLEMENTATION After all meetings, the EDAW team will compile all 'Summary Memorandums' into a final City Plan Update report. EDAW assumes that the transportation consultant, PBS&J, will provide the transportation chapter and content. EDAW will also assist the City with Council Meetings necessary to ensure the Plan's adoption. Deliverables: One camera-ready/electronic draft and one final City Plan Update Plan Meetings: TAC # 16 City Council Work Session #6 MEETINGS / COORDINATION The EDAW team assumes that the City staff will take responsibility for the logistics of the public meetings and the CAC meetings, securing locations, meeting packets, notifications, mailings and handling room set-up. Given the presence of a public relations consultant for the transportation project and the goal of a unified transportation and land use project, we expect that the media relations and advertising connected with CAC and public meetings will be the primary responsibility of the public relations consultant. We fully expect to participate as a member of the team, assisting the public relations consultant in their work. ADDITONAL SERVICES Most of the time, we are able to manage a project's controversy through the public involvement methods we intend to employ in this project — public meetings, web communication, media relations and, most importantly, the CAC meetings. Should the level of controversy require a higher level of attention to the public involvement effort, we believe that three things could be required, additional public meetings, longer CAC meetings and individual contact between the consultant team members of the public. None of these would require that the deadline change. Additional services would be required for these meeting. 13 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City' and EDAW, INC., a corporation, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of fifteen (15) pages, and incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of one (1) page, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than December 31, 2003. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: PSA 05101 1 • Additional services would be required if the schedule dramatically changes. The current schedule anticipates completion by November 2003. • Additional services for TAC, CAC and other meetings outside the meetings specified in the scope. 14 m, o a E � m. s " a , 8 ♦ r ♦ , a ' e ♦ ♦ a E �! a ♦i mLL' �g W j IL o � ♦ ♦ ♦ C 8, ♦'' a g ♦ ♦ ♦i E W g a. ! 'a ♦ a i U c e n iiiLSSS C E S c a gg m E ra g a s u w rc fr y g'. L. '�E ra@ aS�N_`4�am't)e'edyf M3 $ss83pp 5 e a y F g u s o LL-3'.0 .R ,� < tm - . - c�� Z2 EXHIBIT C Fees and Terms Fees for the scope of work described in Exhibit A will be provided for the fixed sum of $350,780 with the terms and conditions in the professional services agreement. Expenses and travel are over and above the base fee. We estimate the fee breakdown by the following phases Percentage Phase Description of Base Fee Base Fee Part I Type of Community, GMA Purpose/ Boundary Decisions Phase 1 Inventory and Analysis 29% $102,620 Public Meeting 1 Phase 2 Determine Type of Community, City Size, 22% $77,360 Purpose and Permanency of the GMA Boundary Public Meeting 2 & 3 Part II Identified City Plan Update Other Related Issues Phase 1 Analysis/Recommendations for Updating 12% $40,760 City Plan Components Public Meeting 4 Phase 2 Policy Development 14% $48,000 Public Meeting 5 Phase 3 Implementation 23% $82,040 Public Meeting 6 TOTAL BASE FEE $350,780 ESTIMATED EXPENSES $ 37,970 TOTAL FEE AND ESTIMATED EXPENSES $388,750 1 TRANSMITTAL EDAM/ INC TO James B.ONeillII DATE June 26,2OO2 Director of Purchasing/Risk Mgmt 240 EAST MOUNTAIN AVE City of Fort Collins 215North Mason Street, 2ndFloor FORT COLLINS COLORADO PO Box 580 JUN 2 6 2002 6o5z4 Fort Collins CO 80522-0580 FROM Julie Wallace, Business Manager Cc TEL 970 484 6073 PROJECT NAME City Plan Update (P-83 1) PROJECT NO 2FO28.O1 FAX 970 484 8518 SUBJECT Professional Services Agreement SENT VIA Courier www.eeaw.com ENCLOSED • Three signed/notarized originals — Professional Services Agreement for the Fort Collins City Plan Update Project (P-831) • Corporate Authorization Letter for signature by Vice President When available, please return a fully executed agreement for our files. Thank you! SIGNED EDAW, Inc. A California Corporation At a regularly scheduled meeting of the EDAW, Inc. Board of Directors held October 27, 2001 the following officers of the corporation were elected. These officers are duly authorized to commit the corporation in the execution of contracts and agreements and shall have such other powers and duties as the Board of Directors may prescribe. EDAW, Inc. Officers Barbara L. Faga, Chair of the Board Joseph E. Brown, Co -Chair, President/CEO David H. Blau, Senior Vice President/Secretary Stephen D. Quiggle, Vice President of Strategy and Finance/Treasurer/Assistant Secretary Dana Waymire, Chief Financial Officer Howard B. Altman, Senior Vice President Robert Pell, Senior Vice President Donald Smith, Senior Vice President William Vitek, Senior Vice President Curtis E. Aping, Vice President Leonardo Alvarez, Vice President Rosalind Bergeron, Vice President Russell L. Butler,ll, Vice President Dennis Carmichael, Vice President Andross Chan, Vice President James H. Cleland, Ph.D., Vice President Roger Courteney, Vice President William D'Elia, Vice President Tim Delorm, Vice President Richard Dorrier, Vice President Michael A. Downs, Vice President Allen Folks, Vice President H. Cales Givens, Vice President Bill Hanway, Vice President Ellen Heath, Vice President Gregory Hurst, Vice President James Hyatt, Vice President Gary Jakobs, Vice President Thomas M. Keith, Vice President Thomas M. Larkin, Vice President Patrick Lau, Vice President Jacinta McCann, Vice President Paul Moyer, Vice President Jason Prior, Vice President Herbert R. Schaal, Vice President Steven Scott, Vice President Brodie Stephens, Vice President Jill Sterrett, Vice President Jason Uyeda, Vice President Jack L. White, Vice President Laura Wiberg, Vice President The foregoing resolution was approved by EDAW, Inc. Board of Directors on October 27, 2001. David H. Bl u, Secretary Linda B. ter rg, Not Public LINDA B. UTTERBERG N b L. Faga, Chair o the o rnlow coMM. x 1220826 9 allotary POW . Calitomla N r„SAN FRANCISCO COUNfV j1".ww y Comm. Expires MAY 25, 2003 board:offi rsftsolulfon Professional: City: With Copy to: EDAW, Inc. Ken Waido James B. O'Neill II, CPPO, FNIGP 240 East Mountain Avenue Advance Planning Director of Purchasing and Risk Fort Collins, CO 80524 City of Fort Collins Management P. O. Box 580 City of Fort Collins Fort Collins, CO 80522 P. O. Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of $500,000. 6. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of Three Hundred Fifty Thousand Seven Hundred Eight Dollars ($350,780.00) plus reimbursable direct costs. All such fees and costs shall not exceed Three Hundred Eighty-eight Thousand Seven Hundred Fifty Dollars ($388.750.00). The parties acknowledge that Clarion Associates, Economic & Planning Systems, Resolve, Inc., The Growth Management Institute, Downtown Denver Partnership, and Sear Brown, are not parties to this agreement. Monthly partial payments based upon the PSA 05101 2 Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. PSA 05101 3 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. PSA 05101 4 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. By. `I J Jam s B. O'Neill II, CPPO, FNIGP Directo urchasing & Risk Management DATE: % I Z 1 o'L� &�` TST City Clerk APPRO EDIST FORM: Assis ant -City Attorney EDAW, INC. �JJ By: �h Title: V. �. CORPORATE PRESIDENT OR VICE PRESIDENT Date: (0•25.02- ATTEST: (Corporate Seal) e MOWUNbk Mr-ni1M e*f;m5 Z-ZI-0¢ PSA 05101 5 EXHIBIT A TYPE OF COMMUNITY, GMA PURPOSE/BOUNDARY DECISION (6 MONTHS) PHASE 1 - INVENTORY AND ANALYSIS TASK 1 PROJECT START-UP The EDAW team will coordinate project initiation, data gathering, establishment of a public outreach program, and development of a comprehensive work program, budget and project schedule. City staff will preliminarily define the Growth Management Committee (GMC), Staff Technical Advisory Committee (TAC), Citizen Advisory Committee (CAC), and assist in gathering information and generating GIS mapping products. A project kick-off meeting will occur to complete the following subtasks. Subtasks: • Finalize the detailed work program pertaining to the EDAW team and staff tasks, budget, and the project schedule. • Establish document formats, project notebooks, project website, project directory and reporting requirements. The EDAW team will create a project directory, and will utilize e- mail as a primary form of communication amongst team members and client contacts. Facsimile, conference calls and other means of communication will be used to assure the most efficient planning process. Document and mapping formats will also be established at this time between team members and with the City of Fort Collins. • Establish the final Citizen Advisory Committee (CAC). We presume that the committee will be broadly representative of the community interests and would include growth management advocates and skeptics, environmentalists, business interests, University affiliates, young, old, men, women, long-time residents, newcomers, etc. Among the members should be several that are also serving in an advisory role for the transportation planning process. These members would have an additional liaison role to play. We presume there will be a joint CAC committee representing the Transportation and the City Plan Update • Discuss mass media, electronic communication and the network of existing community organizations. • Discuss project expectations. • Finalize the comprehensive public outreach and public participation process. The EDAW team will review and enhance, as appropriate. It is anticipated that the public participation process will include four public workshops, public lectures, and a series of Citizen Advisory Committee meetings. This will include the preparation of presentation materials, PowerPoint presentations and other handout information. • Obtain any additional background information, including an electronic copy of City Plan. • As part of this early phase, we propose to announce the plan update, the formation of the Citizen Advisory Committee and the public involvement framework to the general public. • Discuss and finalize coordination between the City Plan Update and Transportation Master Plan. 0 Document City Council and Staff Issues. Deliverables: One camera-ready/electronic final detailed work program, budget, project schedule, Growth Management Committee roster, and final Citizen Advisory Committee roster Meetings: TAC Meeting # 1 TASK 2 INVENTORY AND ANALYSIS The EDAW team will develop an inventory of information relating to existing plans, studies, agreements and ordinances. This information will be shared with the Consultant Team selected for the Transportation Plan. EDAW also assumes all information collected by the Transportation Consultant will be provided to EDAW. These include, but may not be limited to: A) The current City Plan. B) Other Elements of City Plan: Specific Sub -area and Corridor Plans. Examples include the Historic Old Town Area Plan, the Harmony Corridor Plan, the Campus West Plan, the Mountain Vista Sub -Area Plan, the 1-25 Sub -Area Plan, the East Mulberry Corridor Plan, the Mason Street Corridor Plan and several other plans in the Fort Collins Area. C) Utility/Service Master Plans. Examples include the 1987 Poudre Fire Authority Strategic Plan, the Box Elder Drainage Study, the Cooper Slough Drainage Study and the Light and Power Master Plan. D) Implementation Tools. Examples include the City's Land Use Code, Growth Management Area Agreement with Larimer County, and the Capital Improvements Program. E) Other Non -City Plans and Programs. Examples include special purpose districts, Larimer County PLUS, CSU Master Campus Plan, and the 1992 Poudre R-1 Master Plan. F) The review should also include new and emerging plans which have been adopted but not yet implemented so that the policies required for implementation and any associated costs are included in the analysis such as the Downtown Strategic Plan. G) The City Council's Themes, Goals and Objectives. H) Regional Data sets, including comprehensive/land use plans, parks and open space plans, IGA's and GMA's from surrounding municipalities and counties. These will be entered into a GIS system to be used during Phase 2. 1) Property ownership and land status (public, private, protected etc.) for lands surrounding the GMA. J) Natural resources information including sensitive wildlife habitat, prime farmland, natural hazards, wetlands and flood plains. Subtasks: • The City will provide maps and data depicting their existing GIS data. In subsequent tasks, data overlays/changes will be created in Arc GIS format in keeping with the standards specified by the City. Anticipated maps are; existing land use, proposed structure plan, vacant land/under developed land, transportation framework, natural resources, parks and recreation and open space. • Review, inventory and evaluate existing information, relations to existing public master plans or private development plans, and context of adjoining areas. • Interview service providers to document their capacity to serve existing and future development as well as to understand future plans and potential improvement costs. The EDAW team's project civil engineer will bring their knowledge of existing systems, which will allow the team to be efficient in the collection of information and the assessment of the City's future needs. • Review, inventory and evaluate the existing county/municipal services, including fire, police, school, library, etc. for existing service levels and the possibility of incurring additional service areas for the City. • Facilitate up to 20 stakeholder interviews with key property owners, business owners, developers, special interest groups and Regional and City officials. These interviews will take place during a scheduled two-day stakeholder's session. The stakeholder interviews will also include market and economic questions in order to understand the community's attitude toward growth management strategies. Other interviews may be conducted via phone. Examine the boundaries of the City's Growth Management Area (GMA) and the intents and purpose of the GMA boundary. Deliverables: One camera-ready/electronic draft and one final Assessment and Analysis of Existing Conditions Summary Report and 7 Maps. Meetings: TAC Meeting # 2 & 3 CAC # 1 TASK 3 GROWTH FORECASTS/REGIONAL OVERVIEW EDAW team will develop baseline growth forecasts and growth distributions for the Fort Collins region for the 2002 to 2025 time period. Forecasts will be based on the state demographer's figures of projected population, household, and employment growth for the Fort Collins MSA and will provide an accepted baseline of growth as a starting point for the planning process. Based on the growth and development objectives of the communities in the MSA, the EDAW team will develop distributions of growth between Fort Collins and the other cities in the MSA (Larimer County), Greeley, and Windsor. The EDAW team will also refine employment forecasts to consider growth by major job sector and to evaluate a range of jobs/housing balance options. The EDAW team will correlate these population forecasts against the GIS- based land use plans collected in Task 2 to determine discrepancies, refine demographic numbers and determine potential build -out scenarios. These forecasts will provide major input to the development of urban form alternatives for the region. EDAW will develop community and regional population and employment control totals and a GIS file containing the comprehensive plan land use maps of the City of Fort Collins and any immediately adjacent communities. EDAW will provide this information to PBS&J, the transportation consultant in charge of the Transportation Master Plan. EDAW assumes that PBS&J will update any TAZ's that need adjustment or enhancement. EDAW will also contact adjacent communities to determine any other information that would be relevant to growth. One method that may be used is to attend local mayor roundtables. Subtasks: • Evaluate state demographer growth forecasts for MSA level population, households, and employment for the 2002 to 2025 time period. • Forecast population and household growth by city for the region. • Forecast employment growth by sector and by major area (Fort Collins, Loveland and other). • Develop jobs/housing balance alternatives. Provide a GIS file depicting the future land use from comprehensive plan documents for the City of Fort Collins and immediately adjacent communities. EDAW will also map other pertinent information relating to growth that was provided during the meetings with adjacent communities.