HomeMy WebLinkAboutCLARION - CONTRACT - RFP - P976 NORTHWEST SUBAREA PLANPROFESSIONAL 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 Clarion Associates of Colorado LLC, a limited liability 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 Appendix "A", consisting of fifteen (15) page[s], 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 Appendix "A" Ppage
14, 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 ten (10) days following execution of this
Agreement. Services shall be completed no later than August 1, 2006. 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
Professional Services Agreement —January, 2005
1
NORTHWEST SUBAREA PLAN ■ APPENDIX A: S1;OPE OF SERVICFS
Task 1.7 — Interviews
The consultant team will work with staff to organize and conduct interviews (i.e., with large landowners
(including CSU), service providers, neighborhood representatives, builders, and other individuals in the
area). We believe these events should occur early in the project to build awareness of and support for
the planning effort and to determine which representatives would be interested in informally advising
the planning team (as part of the liaison group described in Task 1.13, below) and recruiting other
participants to attend meetings. The interviews may be kitchen table discussions or another format,
depending on participants' level of comfort. The consultant will attend up to 10 interviews. City and
County staff may attend interviews and conduct additional interviews as necessary.
Task 1.8 — Youth Photo Exercise
The purpose of this exercise is to involve youth representatives in planning for the subarea. The benefit
is to provide outreach and get input from a segment of the population often overlooked and
underrepresented, to incorporate different perspectives about changes in the area. Sometimes a
secondary benefit is to draw in interested parents of students. The consultant team suggests working
with youth from Poudre High School or Lincoln Junior High to capture photo images of the area —what
students "like' and "would like to change". During this task, the consultant will work with City and
County staff to contact the schools to determine the best approach. The consultant will prepare an
exercise description and format and supply the materials to the students.
Task 1.9 — Host Neighborhood -Level Meetings (up to 4)
The purpose of this first series of events will be to meet with area residents and others in focused
geographic areas of the subarea to share information about current conditions and proposed changes,
and hear from the parties about their concerns for their focused area. We will also begin to discuss
goals and explore possible plan alternatives. The consultant team will work with City and County staff
to design the forums using a creative format so participants agree that their time is well spent and
informative.
Task 1.10 — Prepare Goals and Initial Guiding Principles and/or Policies
The consultant team will work with staff to develop draft goals (or potential themes) to use as a guide
in preparing and updating the framework alternatives in the next task. The goals will be based on
interviews and conversations with stakeholders in earlier tasks. As part of the goals document, the
consultant will also prepare the initial guiding principles or policies, which we will continue to refine
during Phase 2. The consultant will review the goals and principles with staff, citizen advisors
(optional), and the TAC, and refine them as needed.
Task 1.11— Planning and Zoning Board Study Session
At key points during the planning process the project team will conduct study sessions with the
Planning and Zoning Board . For this first study session, the consultant team will assist with preparing
a Powerpoint slide overview of the process to -date and handouts, if appropriate. City staff will attend
the study session.
Task 1.12 — County Officials Study Session (Planning Commission and Board of County Commissioners)
The project team will also conduct study sessions with the joint Planning Commission and Board of
County Commissioners. For this first study session, the consultant team will assist with preparing a
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NORTHWEST SUBAREA PLAN ■ APPENDIX A: SCOPF ,">F SFRVIFFS
Powerpoint slide overview of the process to -date and handouts, if appropriate. County and City staff
will attend the study session and, if requested, the consultants will attend this study session.
Task 1.13 — Form and Work with Liaison Group
The consultant will assist the City and County with creating a Liaison Group, which will provide advice
on the process and key issues. This group, in contrast with a Citizen Advisory Group (CAG), will meet
on an infrequent basis and less formally, if at all, and will be comprised of a balanced mix of primarily
neighborhood representatives and other stakeholders in the area who agree to assist with the project.
Individual liaisons will also serve as hosts at the Community Working Group Intensives and the Open
House. If deemed helpful, the planning team will provide materials for review and will meet with
liaisons from time -to -time during the project. The City and County staff will be responsible for
coordinating, maintaining contact, and providing materials to this group.
PHASE 1 — DELIVERABLES AND MEETINGS
Consultant Deliverables
Consultant will provide deliverables in PDF format:
■ Project Bulletin (1.2);
■ Issues Outline and updated issues summary (1.3);
■ Summary Report, to include summary of existing plans and documents (Task 1.4), City -
produced inventory maps and analysis maps and tables (listed in Task 1.5) for review by TAC;
and Revised Summary Report;
■ Interview questions and summary of interviews (1.7);
■ Youth photo exercise description and materials (1.8);
■ Draft and Final Plan Goals (1.10);
■ Assist with Powerpoint for City and County Officials' Study Sessions (1.1 1 and 1.12).
Consultant Meetings
The consultant will attend the following events and meetings:
■ Project team start-up meeting and City and County Elected Officials Study Sessions, if
requested (1.2);
■ Technical Advisory Committee (1.6);
■ Interviews — up to 10 (attended by consultant team, City and County staff) (1.7);
■ Youth photo exercise meeting (1.8);
■ Neighborhood -level meetings — up to 4 (1.9);
■ County Officials Study Session, if requested (1.12); and
• Regular staff updates.
City Deliverables and Meetings
■ Project start up logo and Study Sessions (1.2);
• Website maintenance during project (1.2);
■ Inventory maps (1.5);
■ Attend City and County Officials Study Sessions (1.1 1 and 1.12);
■ Organize location and notification for TAC meetings and public events;
■ Attend all public events;
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NORTHWEST SUBAREA PLAN ■ A.PPENDIX A: SCOPE OF SERVI''ES
■ Organize and attend other special board meetings (e.g., T-Board, Natural Resources Advisory
Board); and
■ Review and comment on all materials provided by consultant team.
County Deliverables and Meetings
■ Project start up logo and Study Sessions (1.2);
■ Attend County Officials Study Sessions (1.12);
■ Provide inventory GIS data to City and consultant team as requested; and
■ Review and comment on all materials provided by consultant team.
Phase 2—Framework Plan Key Choices or
Alternatives
During this phase, based on the previous public events and discussions with City and County staff and
officials about goals and our understanding of conditions in the subarea, we will begin to brainstorm
alternative development patterns, circulation systems, and land uses for the area.
Given the nature of the area —predominantly county enclaves and rural developments, with vacant
lands interspersed —it may make sense to prepare "key choices for select parcels' rather than full-
blown land use "alternatives." The consultant team is flexible in the approach to developing either
choices or alternatives depending on results of Phase 1. Choices might focus on the following types of
topics:
■ need for, location and design of a neighborhood commercial center;
■ need for and location of multi -family housing;
■ location of community separator;
■ form and adjustments to Low Density Mixed Use Neighborhood and Urban Estate categories
and clustering approaches;
■ locations of street and trail connections; and
■ Preservation and rehabilitation of neighborhoods or rural developments.
Because the Northwest Area is unique for the community of Fort Collins, this plan may necessitate
taking a fresh look at the City's classifications and types of land development patterns that should take
place here — or possibly consider whether additional land use classifications are needed to avoid
"force fitting" conditions into more urban categories.
With staff, we will assess opportunities in the area, and identify the "big ideas" that are still relevant
from the Structure Plan, or that the plan has not embraced and should. While we do not anticipate
major policy shifts, we will do a thorough evaluation of the current principles in the City Plan as they
relate to the subarea.
Task 2.1— Plan Alternatives or Key Choices Concepts and Approach
The consultant team will discuss with staff whether to develop distinct plan alternatives or key choices.
Prepare a brief concepts outline and description of the possible alternatives or choices for the area to
discuss with the TAC during task 2.2 and present to the community during task 2.3.
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Task 2.2 — Technical Advisory Committee Meeting
The consultant team will work with TAC to discuss framework alternative concepts for alternatives or
choices, discuss alternative land use patterns and transportation alternatives, and other framework plan
directions. Following this meeting, the consultant team will further develop alternative concepts.
Task 2.3 — Hold Community Working Group "Intensive" Workshop
We will prepare for and facilitate a workshop to begin to build alternatives or choices based on earlier
discussions. At this workshop we will invite and ask the liaison group and other participants s to build
alternatives or choices and provide feedback on plan alternative concepts. One option for this
workshop is to have participants work in small groups with information available about land use
patterns and choices and other themes such as neighborhood commercial centers, housing, open
space, public facilities, and trail connections. A graphic recorder will be available to visually record
concepts and ideas during the meeting --as a visual storyboard. After hearing direction from the
community, the consultant team will summarize alternatives as graphics and in a brief report/matrix.
The intent is to reach general agreement on the direction for the alternatives or choices.
Task 2.4 — Prepare Plan Alternatives or Key Choices and Evaluation and Accompanying Policies
The consultant team will prepare up to three framework alternatives (or a series of choices as
described above) based on input from the community and TAC to identify options for: land use mix,
patterns and intensities, level of service considerations, locations for buffers and separators; locations
for community facilities and parks; types of rural or open space conservation areas; transportation and
circulation patterns, and other considerations. The consultant will also prepare narrative descriptions
of each alternative or choice (including relevant policy differences) and will illustrate the concept with
photos and graphic sketches to be included as part of the booklet below. Finally, as part of this task,
the consultant will develop evaluation criteria to compare and contrast alternatives or choices in terms
of their ability to meet City and County goals related to land use, economic development,
infrastructure capacity, and social considerations, and compare other quantitative and qualitative
factors. The City will provide transportation modeling to compare different transportation alternatives
or choices.
Task 2.5 — Prepare Alternatives or Choices "Briefing Booklet" including Analysis of Choices
The consultant team will prepare an Alternatives or Choices "Briefing Booklet." This booklet is
intended to be brief, understandable, and a non -technical document for public distribution. In
addition to the materials prepared in Task 2.4, the booklet will include the simple analysis of the
alternatives or choices with regard to identified goals for land use, economic, infrastructure capacity
and social considerations. Evaluation criteria related to goals will help with determining the relative
benefits and tradeoffs associated with each alternative or choice. We suggest making the booklet
available on the web, posting at schools and distributing as widely as possible.
Task 2.6 — Hold Community Working Group "Intensive" Workshop — Refine Preferred Alternative
We will prepare for and facilitate the second workshop to choose a preferred alternative or select key
choices based on feedback and analysis. We will have a "placemat" version of the Briefing Booklet
available at the workshop to ask stakeholders which aspects of alternatives or choices they prefer. We
suggest working in small groups to discuss and refine and provide input or rating of evaluation criteria.
If helpful, an illustrator could be available to help capture design concepts that might apply.
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NORTHWEST SUBAREA PLAN ■ APPFUNDIX A: SC APE OF SERVICES
Task 2.7 — Technical Advisory Committee Meeting
The TAC will review and comment on the results of the community feedback and refine and assist with
selecting and refining a preferred alternative.
Task 2.8 — Prepare Draft Framework Plan and Policies
The consultant team will prepare a draft Framework Plan and policies based on the preferred
alternative developed through community and TAC input. We will also prepare illustrations to
correspond to different elements of the physical plan.
Task 2.9 — City Officials Study Sessions (Planning and Zoning Board and City Council)
The consultant team will assist with preparing a Powerpoint slide overview of the process to -date and
handouts, if appropriate. City staff will attend the study sessions first P&Z Board, then City Council.
Task 2.10 — County Officials Study Session (Planning Commission and Board of County Commissioners)
The consultant team will assist with preparing a Powerpoint slide overview of the process to -date and
handouts, if appropriate. County and City staff will attend the study session.
PHASE 2 - DELIVERABLES
Consultant Deliverables
Consultant will provide deliverables in PDF format:
■ Plan Alternatives or Key Choices Concepts and Approach description (2.1);
■ Workshop materials (2.3);
■ Plan alternatives (or choices) and policies and evaluation framework (2.4);
■ Briefing Booklet, including evaluation (2.5);
■ Workshop materials (2.6);
■ Draft Framework Plan and Policies (2.8); and
■ Assist with Powerpoint for City and County Officials' Study Sessions (2.9 and 2.10).
Consultant Meetings
The consultant will attend the following events and meetings:
■ Technical Advisory Committee (2.2) and (2.7);
■ Community Working Group Intensive Workshop (2.3);
■ City Officials Study Sessions (2.9);
■ County Officials Study Sessions (2.10); and
■ Regular staff updates.
City Deliverables and Meetings
■ Review and comment on all materials provided by consultant team;
■ Organize location and notification for TAC meetings and public events;
• Attend all public events;
■ Organize and attend other special board meetings (e.g., T-Board, Natural Resources Advisory
Board); and
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NORTHWEST SUBAREA PLAN ■ APPENDIX A: SCOPE OF SERVICES
■ Attend City and County Officials' Study Sessions (2.9 and 2.10).
County
■ Review and comment on all materials provided by consultant team; and
■ Attend County Officials' Study Sessions (2.10).
Phase 3—Implementation Strategies
During this task, the consultant team will work with City and County staff and others to develop
implementation strategies to support the goals and physical framework plan, such as recommending
City Plan or zoning changes, annexation and GMA strategies, identifying particular projects,
establishing funding strategies, and identifying partnerships.
Task 3.1— Prepare Strategies Outline
The consultant team will prepare an outline of possible strategies to implement the Northwest Subarea
Plan for review by the TAC and the community. The consultant team will initially work with staff to
prepare strategies to implement the plan's goals and physical framework plan based on what is
feasible. The consultant will also prepare a simple written description of "pros" and "cons" of
different possible approaches.
Task 3.2 — Technical Advisory Committee Meeting
The consultant team will review the implementation strategy options with the TAC and refine them for
the Community Intensive Workshop (in Task 3.3).
Task 3.3 — Community Working Group "Intensive" Workshop
The purpose of this last intensive workshop is for the community to review the draft framework plan and
give direction on acceptable and preferred strategies. We will have "poster" versions of the plan and
strategies available at the workshop and propose an interactive format again. Part of the purpose of
this meeting will be to discuss different strategic approaches and determine what is palatable to
stakeholders.
Task 3.4 — Prepare Detailed Implementation Strategies and (Optional) Annexation Assessment
The consultant team will prepare a detailed set of implementation strategies based on earlier feedback.
The strategies will include a general assessment and analysis of public -initiated actions, including City
and County regulations (e.g., design standards and guidelines, zoning, incentives, County
supplemental regulations), programs (e.g., open space, rural conservation), partnerships and
Intergovernmental Agreements, annexation and GMA boundary and policy changes, if necessary, and
other activities. The Implementation strategies could also recommend actions for local groups,
businesses, and other private organizations. The planning team will provide an estimate of the
resources and cost that each will entail. The consultant will provide clear technical direction on
regulatory revisions so that staff can prepare code revisions for Council action following the plan
adoption.
If the City and County decide to prepare an annexation assessment as part of this planning effort, the
consultant team will rely on assumptions generated by the City and County about potential annexation
costs and revenues related to transportation, natural resources, public facilities, parks and trails, urban
design, urban drainage, and other services and infrastructure. The consultant team will assist with
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NORTHWEST SUBAREA PLAN ■ APPFNDIX A: .COPF OF C3FRVK F�,
providing land use data and will format and generate the assessment using the data provided by the
agencies.
Task 3.5 — City Officials Study Sessions (Planning and Zoning Board and City Council)
The consultant team will assist with preparing a Powerpoint slide overview of the process to -date and
handouts, if appropriate. City staff will attend the study sessions. The consultant will attend the study
sessions if requested.
Task 3.6 — County Officials Study Session (Planning Commission and Board of County Commissioners)
The consultant team will assist with preparing a Powerpoint slide overview of the process to -date and
handouts, if appropriate. County and City staff will attend the study session. The consultant will attend
the study session if requested.
Task 3.7 — Action Matrix
Next, incorporating suggestions from advisors and the public, the consultant team will revise the
strategies and prepare a summary matrix for the proposed strategies that lists an associated period and
responsibilities to complete each strategy or action. We will work with the TAC (in task 3.8) to
determine rough costs, realistic responsibilities, and time frames for actions.
Task 3.6 — Technical Advisory Committee Meeting
The consultant team will review the action matrix with the TAC and refine then for the Community
Intensive Workshop (Task 3.3).
PHASE 3 - DELIVERABLES
Consultant Deliverables
Consultant will provide deliverables in PDF format:
■ Strategies Outline and Analysis (3.1);
■ Workshop materials (3.3);
■ Implementation Strategies and (Optional) Annexation Assessment (3.4);
■ Assist with Powerpoint presentation (3.5 and 3.6); and
• Action Matrix, draft and final (3.7).
Consultant Meetings
The consultant will attend the following events and meetings:
• Technical Advisory Committee (3.2 and 3.8);
■ Community Working Group Intensive Workshop (3.3);
• City and County Officials Study Sessions (up to two) (3.5 and 3.6), if requested; and
■ Regular staff updates.
City Deliverables and Meetings
• Review and comment on all materials provided by consultant team;
■ Organize location and notification for TAC meetings and public events;
■ Attend all public events;
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NORTHWEST SUBAREA PLAN ■ APPFNDfX A� SCOFF OF SFRVICr;
■ Organize and attend other special board meetings (e.g., T-Board, Natural Resources Advisory
Board); and
■ Attend City and County Officials' Study Sessions (3.5 and 3.6).
County Deliverables and Meetings
■ Review and comment on all materials provided by consultant team; and
■ Attend County Officials' Study Session (3.6).
Phase 4—Northwest Subarea Plan
Based upon all work products prepared during the preceding tasks, the consultant team will prepare a
draft plan document for review by City and County staff, subarea residents and landowners, TAC, and
City and County Officials.
Task 4.1— Prepare Preliminary Draft Northwest Subarea Plan
The consultant will integrate text, graphic elements, maps, and other elements prepared during Phases
1 through 3 into a Preliminary Draft Plan. We anticipate the subarea plan might include elements such
as:
■ Introduction;
■ Issues;
■ Goals and Policies;
■ Land Use Plan;
■ Strategies related to:
Land Use, Growth and Annexation;
Circulation and Transportation;
Design and Character;
Commercial Services;
Neighborhood Services and Facilities; and
Environmental Resources and Open Space.
■ Action Plan; and
■ Background materials — "Snapshot"
Task 4.2 — Technical Advisory Committee Review
The planning team will distribute the Preliminary Draft Plan to the TAC for review and incorporate
feedback.
Task 4.3 — Prepare Proposed Northwest Subarea Plan
Following the TAC review, staff will consolidate comments for the consultant team. The consultant
team will revise the plan into a Proposed Plan. The City and County will make the Proposed Plan
available to the public, liaison group, and other interested parties for review before the Community
Open House (Task 4.2). To memorialize the Proposed Plan, Alchemy will prepare a graphic to
capture the key elements in the plan before the open house. For example, we could use the graphic
for the cover of a brochure or a poster for the schools. We could also do this graphic storyboard at
the end of the process —after adoption —to increase awareness about what came of the process.
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NORTHWEST SUBAREA PLAN ■ APPENDIX A: SCOPF OF SERVICFS
Task 4.4 — Community Open House
The planning team will present the Proposed Plan at an open house for greater input or consider
another type of meeting format or less formal channels. Prior to this meeting, the planning team will
discuss the best format to present the Proposed Plan and receive comments —either through slides or
display boards.
Task 4.5 — Public Hearings and Plan Adoption — Planning and Zoning Board
The consultant team will work with staff to prepare a Powerpoint presentation, and handouts. City and
County staff will present the Proposed Plan to the Planning and Zoning Board for consideration. If
deemed necessary, consultant and staff will attend a study session prior to the hearing.
Task 4.6 — Public Hearings and Plan Adoption — City Council
The consultant team will work with staff to revise the Powerpoint presentation (if necessary), and
handouts. City and County staff will present the Proposed Plan to the City Council.
Task 4.7 — Public Hearings — Board of County Commissioners and Planning Commission
The consultant team will work with staff to revise the Powerpoint presentation (if necessary), and
handouts. City and County staff will present the Proposed Plan to the joint BOCC and PC.
Task 4.8 — Incorporate Final Comments Northwest Subarea Plan
Following review by staff, committees, the public, and elected and appointed officials, the consultant
team will incorporate final comments into the Adoption Draft Northwest Subarea Plan and submit
original files and all GIS files to the City and County. The City will prepare final edits and
reproduction.
PHASE 4 - DELIVERABLES
Consultant Deliverables
Consultant will provide deliverables in PDF format. For final deliverables, consultant will also provide
maps in GIS (ver. 9), document in Word, and will submit all original graphics and photos.
• Preliminary Draft Plan (4.1);
■ Proposed Plan (4.3);
■ Assist with Powerpoint presentation for City and County hearings (4.5, 4.6, 4.7); and
■ Incorporate final comments into Draft Plan and submit all materials to City and County (4.8).
Consultant Meetings
The consultant will attend the following events and meetings:
■ Technical Advisory Committee, if necessary (4.2);
■ Community Open House (4.4); and
• Regular staff updates.
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City Deliverables and Meetings
■ Review and comment on all materials provided by consultant team and provide consolidated
comments;
■ Organize location and notification for TAC meetings and public events;
■ Attend all public events;
■ Organize and attend other special board meetings (e.g., T-Board, Natural Resources Advisory
Board); and
■ Attend City and County Officials' hearings (4.5, 4.6, and 4.7).
County Deliverables and Meetings
■ Review and comment on all materials provided by consultant team; and
■ Attend County Officials' hearing (4.7).
Project Schedule
The following schedule outlines the Scope of Services and 18-month timeline for the project (from
approximately March 2005 through July 2006).
Phase 2005 2001
_... Mar Apr May Jun Jul Aug Sept On Nov Doc Jan Feb ANr Apr May Jun Jul Aug Sept On
1. Project Start-up, Public Strategy,
Analysis
2. Framework Plan
3. Implementation Strategy
4. Plan and Adoption
Staff Coordination Meetings (every two weeks, if
necessary)
Interviews or Other Focused Discussions '� q Optional
Community Working Group "Intensives" 0 . 0
Neighborhood -level meetings (up to 4) - Issues •
Community Open House - Review Draft Plan
City Planning & Zoning Board Study Sessions and . .
Adoption Hearings (consultant where indicated w/')
City Council Study Sessions and Adoption Hearings
(consultant where indicated w/ *)
County Officials' Study Sessions and Hearings 11 * �I *'Optional
(consultant where indicated w/ *)
City/County Technical Advisory Committee
:field trip
Project Bulletins '
IF* 1►*
O* 11*
11 *Optional 11*
)1'Altemativw Booklet
1110
•. Hearing
Hearing
001 Hearing
C L A R I O N 1 141
to the following addresses:
Professional:
City:
With Copy to:
Clarion Associates
City of Fort Collins
City of Fort Collins
Attn. Ben Herman
Attn. Purchasing
Attn. Timothy Wilder
226 Remington Street, #1
PO Box 580
PO Box 580
Fort Collins, CO 80524
Fort Collins, CO 80522
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, Proiect 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
6. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
according to Appendix "B" Project Budget consisting of one page; with maximum compensation (for
both Professional's time and reimbursable direct costs) not to exceed one hundred forty four
Professional Services Agreement —January, 2005
2
NORTHWEST SUBAREA PLAN ■ APPENDIX B: PRCJE,T RI DCF I
APPENDIX B: PROJECT BUDGET
This appendix includes the budget for the work phases contained in the scope of work. Details for
each phase are contained within Appendix A: Scope of Services
Fort Collins - Northwest Subarea Plan
Average work hours per firm 1,142 132 129 113 100 50 1,666
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thousand two hundred thirty dollars ($144,230). Monthly partial payments based upon the
Professional's billings and itemized statements of reimbursable direct costs 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 reimbursable direct costs. 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, prepared on stable mylar
base material using a non -fading process to provide for long storage and high quality reproduction.
"CD" disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no
older then the established city standard.
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
Professional Services Agreement —January, 2005
3
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.
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 parry's reasonable attorney fees and costs incurred
because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
Professional Services Agreement —January, 2005
4
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.
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.
THE CITY OF FORT COLLINS, COLORADO
Blc
Ja es B. 'Neill II, CPPO, FNIGP
Dire for Purcha;1 & Risk Management
DATE: re 0 J
Date:
ATTEST:
Corporate Secretary
Professional Services Agreement —January, 2005
5
(Corporate Seal)
:NT
NORTHWEST SUBAREA PLAN ■ APPENDIX A: SCOPE C F SEKVICES
APPENDIX A: SCOPE OF SERVICES
This attachment sets forth the Scope of Services to complete the Fort Collins Northwest Subarea Plan
(Subarea shown below in Figure 1). This scope is generally based on the phases outlined in the
Request for Proposal and Clarion's Proposal to Prepare the Northwest Subarea Plan:
I. Project Start -Up, Participation Strategy, and Analysis
II. Framework Plan Development
III. Implementation Strategy
IV. Plan Document
Figure 1: Fort Collins Northwest Subarea
Phase I —Start up, Participation Strategy, and
Analysis
The Northwest project must be organized and managed to allow a highly diverse group of stakeholders
convenient, creative, and collaborative opportunities for participation to learn from and contribute to
the process. Creating "real" opportunities for public involvement and establishing legitimacy of the
City in the area requires a professionally facilitated approach. The following summarizes the approach
to citizen participation for this project:
■ Interviews - kitchen table meetings with stakeholders;
• Discussions with CSU and other agencies with interests in the area;
■ Poudre High School or Lincoln Junior High photo project;
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NORTHWEST SUBAREA PLAN ■ APPENDIX A SCOPE OF SERV!r"FS
■ Community Working Group "Intensive" workshop to build alternatives;
■ Briefing booklet to describe the alternatives;
■ Community Working Group "Intensive" workshop to refine alternatives and build proposed
plan;
■ City/County Technical Advisory Committee;
■ Project bulletins (newsletters), and website information;
■ Planning and Zoning Board and City Council Study Sessions; and
■ Lorimer County Commission and Planning Commission Study Session.
These events are described further following sections of the scope. As part of this first task, we will also
identify issues, assemble map data and other planning information, and complete a development
capacity analysis to determine how many acres of developable land are within the subarea and
potential impacts of future land use. The project team, including the consultants, will also hold regular
project update meetings throughout the process very two weeks, or as deemed necessary during the
project.
Task 1.1— Project Startup and Public Participation Strategy
As a first step in the process, the consultants will work with City and Lorimer County staff to firm up the
work plan and public involvement strategies and identify subarea leaders and interest groups. We
expect to hold a core project team start-up meeting (with key staff from the consultant team, City, and
County) to discuss project strategies and expectations, define the project team coordination and
communication protocol and finalize the public participation strategy. To result in a finished product
that citizens can support and that furthers the City and County's aim, the public participation process
should clearly define participants and the process throughout the project, but also be somewhat
flexible —to anticipate that some new interests and issues may arise throughout the process.
Task 1.2 — Other Kick -Off Activities and Materials
As part of this task, we will initiate project "kick-off" activities, including:
■ Attend study area tour;
■ Develop a project logo (provided by City);
■ Develop a one to two page project "Bulletin" (Project Information Sheet) that can be handed
out, posted on the website, or mailed to resident and businesses. The Bulletin will describe the
City/County roles in the project, the study area, the planning purpose, the schedule, and other
related project information to be shared with the public; and
■ Attend study sessions for the City and County Officials (staff) to provide an overview of the
scope and public outreach approach. Consultant will attend these study sessions if requested.
Task 1.3 — Identify Issues and Needs
The consultant team will work with staff and the stakeholders to prepare an initial outline of issues and
needs. The initial issues outline is a document of the list of issues and needs identified through the
various meetings and the subarea analysis, and it will help focus the planning effort. . The consultant
will update the issues outline from time -to -time as we learn new information from stakeholder
interviews and meetings later in this phase.
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NORTHWEST SUBAREA PLAN ■ APPFHDIX A: SCOPE OF SFRVICEF
Task 1.4 — Review and Summarize Existing Plans and Documents
The consultant team will review and summarize existing plans and documents as they relate to the
subarea, and discuss with relevant parties unique issues in existing plans and documents, including but
not limited to:
■ 2004 City Plan and Structure Plan;
■ City and County utilities and stormwater plans;
■ City and County Transportation Plans;
■ Relevant jointly adopted drainage basin plans;
■ CSU Foothills Campus Master Plan, including any airport plans;
■ LaPorte Area Plan;
■ Westside Neighborhoods Plan;
■ Poudre School District plans;
■ Larimer County and City of Fort Collins Intergovernmental Agreements;
■ Poudre Fire Authority plans for training facility;
■ Larimer County Master Plan;
■ Open lands or natural areas plans; and
■ Current development proposals.
To make work within this task as efficient as possible, the consultant will build on relevant previous
work completed for the Northside Neighborhoods Plan. If necessary, to explore issues or factors
unique to the Northwest Subarea, the consultant team will meet with personnel in departments or
agencies. The written plan summaries will be part of an existing conditions "Summary Report."
Task 1.5 — Prepare a Subarea "Snapshot" and Analysis
The analysis in this task also will become part of the "Summary Report." As part of this task, the
consultant team will assemble physical data and statistical population and demographic data,
including current Census 2000 data plus current building permits. We will build on digital information
from the City and County and develop maps in ArcView GIS (Ver. 9).
The City will prepare the following inventory maps for the study area:
■ Existing and planned land use;
■ Ownership;
■ Existing City zoning;
■ Existing County zoning (City provides using County data);
■ Structure Plan;
■ Floodplains, drainage basins, and development constraints;
■ Natural Areas;
• Existing and proposed parks and open space;
■ Infrastructure and Service Districts (i.e., City water service, Sunset Water District, City sewer
service area, stormwater drainage, police, fire and EMS, schools, and community facilities,
Power transmission lines, other relevant infrastructure, the Growth Management Area
boundary, LaPorte Plan area boundary, and City limits); and
■ City and County existing and proposed transportation system (i.e., roads, bike lanes, transit,
railroads).
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NORTHWEST SUBAREA PLAN ■ APPENDIX A: KOPF C>F SERVICFS
The consultant team will prepare a map -based analysis showing:
■ Proposed projects;
■ Potential buildout calculations for existing City and County zoning and/or planned land uses,
given vacant and underutilized lands; and
■ Opportunities and Constraints map also highlighting "areas of change" and "areas of
stability."
The consultant team will also prepare written and quantitative analysis discussing:
■ Social needs, such as community facilities or services;
■ Parks and recreation needs;
■ Consideration of market opportunities for neighborhood services; and
■ Infrastructure deficiencies and needs (including transportation and utilities).
(Note: While this scope does not provide detail about specific tasks to be performed by the economic
development and transportation subconsultants. The consultant team will provide expertise to address
basic issues related to these topics, as listed above, except that the City will provide transportation
modeling for the project. We can make provisions for additional technical expertise if necessary
during the project).
Task 1.6 — City/County Technical Advisory Committee (TAC) Review
The consultant team and staff will present baseline conditions and analysis to the Technical Advisory
Committee and solicit feedback. The TAC will represent:
• City Advance Planning Department
■ City Current Planning Department
■ City Transportation Planning Department
■ City Engineering Department
■ City Stormwater Utilities
■ City Water Engineering Services
■ City Electric Planning and Engineering Services
■ City Geographic Information Services Department
■ City Natural Resources Department
■ City Building and Zoning Department
■ City Parks and Recreation Department
■ City GIS Department
■ City Engineering
■ Police Services
■ Poudre Fire Authority
■ Larimer County Planning
■ Larimer County Engineering
■ Colorado State University Facilities Management
■ Poudre School District, Planning Design and Construction
The TAC may also help determine an appropriate public venue for the information prepared as part of
Tasks 1.4 and 1.5.
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