HomeMy WebLinkAboutContract 1710CONSULTING PLANNERS
LANDSCAPE ARCHITECTS
March 11, 2003
Mayor and Members of the City Council
c/o Mr. Bob Streetar, Director of Community Development
City of Columbia Heights
590 40th Avenue North
Columbia Heights, MN 55421
Re: Agreement for Planning Services
Dear Mr. Streetar:
This letter of agreement between the City of Columbia Heights, MN (the City) and Dahlgren, Shardlow
and Uban, lnc. (DSU) is for planning services to guide the redevelopment of the site containing, and
potentially surrounding, the K,Mart shopping center.
OBJECTIVES OF SERVICE
DSU will work with the future owner and his representatives to develop a redevelopment plan that
responds to market opportunities and furthers the objectives of the Columbia Heights Comprehensive
Plan. The objectives of this service area as follows:
· Redevelop an outdated retail center by allowing creative reuse
· Determine the most cost effective method of redevelopment.
· Explore the opportunity to provide more employment opportunities for residents within walking
distance of transit and other uses
· Provide new housing choices within the city, in particular life cycle housing
· Reestablish, if not increase, the use of transit, and provide more amenities to encourage walking and
biking
· Involve the community in determining the best type of redevelopment for the Subject Property,
· Cooperatively work with affected units of government and, in particular, establish the basis for
funding through the Metropolitan Council's Livable Communities Grant Program.
PROJECT DESCRIPTION
The project description responds to the objectives of the project. We believe that our methodology will
produce a meaningful, cost effective and responsive plan for the City of Columbia Heights. The project
consists of the following four phases:
Phase I:
Phase II:
Phase III:
Phase IV:
Community Goals / Articulation of Public Purpose
Preliminary Concept Plan Development / Affirmation of Community Goals and Public
Purpose / Establishment of Design Principles
Evaluation of Alternatives
Review & Evaluate Developer's RedevelOpment Master Plan
300 FIRST AVENUE NORTH · SUITE 210 · MINNEAPOLIS, MN 55401 · PH: 612.339.3300 ° FAX: 612.337.5601 ° WW~.DSUPLAN.COM
ST. CLOUD OFFICE: 101 SEVENTH AVENUE SOUTH · SUITE 110 ° ST. CLOUD, MN 56301 · PH: 320.251.3150 · FAX: 320.251.9090
City of Columbia Heights
March 11,2003
Page 2
Redevelopment Advisory Committee meetings and City Council updates will take place at regular
intervals throughout the project. Financial feasibility analysis, and communications activities will also
occur during all stages. DSU will work with the City, and the future owner of the subject site and his
representatives, to complete the redevelopment planning process by July 31, 2003.
PHASE I: COMMUNITY GOALS / ARTICULATION OF PUBLIC PUROSE
An important element of Phase I is the establishment of a Redevelopment Advisory Committee to act as
an advisory group to the project and ensure effective communications between interested parties. Another
early component to the project is the adoption of a communications plan. A planning analysis will be
undertaken that focuses on existing conditions in the project area in terms of land use, transportation,
public services, natural systems, infrastructure, plans and regulatory controls. The McCombs market
study will be consulted to evaluate the potential for residential, commercial office and retail uses within
the project area.
Task 101: Project Initiation Meeting/Redevelopment Advisory Committee Formation
The primary purpose of this meeting is to address administrative and coordination 'concerns related to
carrying out this planning effort:
1. Confirm project goals and objectives;
2. Refine the project description;
3. Clarify contractual interpretation;
4. Review individuals' roles and responsibilities;
5. Confirm membership of the Redevelopment Advisory Committee; and
6. Establish a project schedule and a basis for all participants to work together to ensure a successful
project.
The project initiation meeting will be held with the Community Development Director and a
representative of Ehlers Associates, Kennedy & Graven, LLP, and Nedegaard Custom Homes.
End Product: A clear understanding of project parameters and process by all parties.
Task 102: Analysis of Existing Conditions and Development Pattern, Review of Existing Studies
and Regulatory Controls
Existing land use, transportation, public facilities, natural systems, infrastructure, plans and regulatory
controls will be analyzed for the area surrounding the Subject Property site.
End Product: Base maps of the project area and a memorandum summarizing the existing site conditions
in the project area, and relevant planning issues and policies.
Task 103: Review Market Analysis to Determine Redevelopment Potential
An examination of the site's location, surrounding land uses, and conditions will be conducted. Potential
market areas and market conditions for different types, of uses at the site, including, but not limited to,
residential, commercial office and retail will be identified.
End Product: A recommended mix of uses that optimizes use of the space, recognizes potential synergies
that may occur through a mix of uses, and is sensitive to the City's policies for project financing.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
March 11, 2003
Page 3
Task 104: Synthesis of Tasks 101-103
A synthesis of the analysis conducted in Phase I will be produced that highlights the opportun, ities and
constraints existing in the project area.
End Product: A summary memorandum describing the opportunities and constraints of the project area.
Task 105: Redevelopment Advisory Committee Meeting- Evaluation of Phase I Findings
A presentation to the Redevelopment Advisory Committee will be made of Phase I findings.
End Product: An update to the Redevelopment Advisory Committee outlining the key findings of Phase I.
Task 106: Presentation to the Planning Commission and City Council
A presentation will be made to the Planning Commission and the City Council of Phase I findings.
End Product: An update to the Planning Commission and City Council outlining the key findings of
Phase I.
PHASE H: PRELIMINARY
COMMUNITY GOALS AND
PRINCIPLES
CONCEPT PLAN DEVELOPMENT, AFFIRMATION OF
PUBLIC PURPOSE, STATEMENT OF GUIDING DESIGN
In Phase Il a number of concept plans for redevelopment will be developed and presented to a community
forum for input and refinement. Specific tasks in Phase II will include:
Task 201: Development of Concept Plans
A workshop will be held with all consultants involved in the project in order to work through the results
of the Phase I analyses and formulate concept plans for redevelopment of the project area.
End Product: A number of schematic redevelopment plans for the project area. These concept plans will
include schematic depictions of potential land use and development patterns, open space systems,
building types and placement, pedestrian improvements, transit facilities, development alternatives for
the Subject Property, potential use mixes, amenities, streetscape elements, and housing options. The
concept plans will also provide the general outlines of necessary changes to regulatory controls,
available funding options, potential design standards and guidelines, and promotional strategies.
Task 202: Community Open House / Issues Forum
A public workshop will provide a forum to involve local residents and other stakeholders in a meaningful
dialogue about the future of the Subject Property. The primary intent of the workshop is to present the
preliminary concept plans created during task 201 and receive substantive feedback from the community.
This two- to three-hour workshop will be held at a convenient location within the City. The agenda may
include the following items:
Introductory Presentation: Description of the planning procesS, introduction of the
participants, and project objectives.
Summary of Findings to Date: A brief chronology of relevant dates will be presented
along with the results of Phase I analyses.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
March 11, 2003
Page 4
I!I.
Reaffirmation and Prioritization of Issues and Objectives: The participants will go
through an exercise to come to a broad based agreement on the importance and priority of
the pertinent issues in light of the findings of Phase I.
Wrap-Up Summary: The participants will discuss next steps and the development
schedule.
End Product: Broad-based community awareness of the priority of issues and objectives, community
involvement in the planning and design process, and concept plans responsive to the community
objectives.
PHASE III: EVALUATION OF ALTERNATIVES
Phase III will be used to select a preferred option from the concept plans for redevelopment formulated
and refined during Phase II. Specific tasks in Phase III will include:
Task 301: Redevelopment Advisory Committee Workshop to Evaluate Concept Plans and
Recommend a Preferred Option
The Consultant will present and recommend a preferred alternative for review by the Redevelopment
Advisory Committee. The Committee will review the alternative and develop a recommendation to the
City Council of the preferred option.
End Product: Development of a recommendation of a preferred concept redevelopment plan by the
Consultant and summary of review comments by the Redevelopment Advisory Committee.
Task 302: Presentation to City Council of Preferred Concept Redevelopment Plan.
A presentation will be made to City Council of the recommended concept redevelopment plan and the
Redevelopment Advisory Committee's recommended preferred option.
End Product: Endorsement by. City Council of the preferred concept redevelopment, plan that will be
further refined into the final redevelopment master plan.
Task 303: Preparation of a Technical Memorandum of Key Planning Issues
A working memorandum will be prepared summarizing key elements of the redevelopment process.
These may include necessary changes to the Comprehensive Plan, necessary changes to the zoning map
and related city ordinances, capital improvements funding needs and strategies (streetscape, stormwater
management), development financing issues, design standards and guidelines, and promotional strategies.
End Product: A technical memorandum detailing key aspects of the redevelopment master planning
process to be presented to the Planning Commission and City Council.
Task 304: Redevelopment Advisory Committee Meeting - Evaluation of Technical Memorandum
The memorandum will be presented to the Redevelopment Advisory Committee for evaluation and
referral to City Council.
End Product: Referral to City Council by Redevelopment Advisory Committee of working memoranda of
key redevelopment elements.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
March 11, 2003
Page 5
Task 305: Planning
Memorandum
The memorandum will
approval.
Commission and City Council Review and Approval of Technical
be presented to the Planning Commission and City Council for review and
End Product: Approval by City Council of key elements of the eventual redevelopment master plan.
PHASE IV: EVALUATE THE REDEVELOPMENT MASTER PLAN PREPARED BY THE
DEVELOPER
In Phase IV, the final, 'approved Master Plan will be presented to the public. The Consultant will evaluate
the Developer's redevelopment Plan and make recommendations for refinement and approval.
Task 401: Public Open House
The final redevelopment master plan will be presented to the public at an open house.
End Product: Communication of the intent, goals, and specific components of the final redevelopment
plan to the public at large so that it can view the results of the combined efforts of the community, the
consultants and the City.
ALL PHASE ACTIVITIES
The following activities will take place throughout the planning process:
Task 501: Project communications
Ongoing, effective project communications will be critical to the success of the redevelopment master
planning process. Project communications will begin with the development of a communications plan that
will identify the critical communications issues, audiences and messages and ongoing strategies to
successfully address communications needs. Communications products will include Q&A newsletters to
community members and other stakeholders at critical points in the project. The project Team will hold
regularly scheduled meetings to monitor and ensure progress throughout the process. Individual members
of the team may be called upon to prepare portions of the project communications materials at given
points within the process.
End Product: A communications plan developed in coordination with City staff and officials will layout a
blueprint for effective ongoing communications during the redevelopment master planning process. Q&A
newsletters will be developed at critical points in the project to answer critical questions, forecast key
messages, provide updates and keep the public and other critical audiences informed and involved
COST ESTIMATE
The cost of DSU's services will be billed to you monthly for the work completed during the previous
month on a time plus materials basis according to the attached Standard Rate Schedule. We estimate and
agree the cost of our services will not exceed $50,000 plus reimbursable expenses.
REIMBURSABLE EXPENSES
DSU will be reimbursed for all direct expenses relating to the professional services described above
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
March 11,2003
Page 6
according to the attached Standard Rate Schedule. These expenses may include drafting and art supplies,
mileage, postage, delivery charges, photography and reproduction charges, fax, long distance phone, and
other typical and normal expenses associated with this type of planning work. Any unusual or large
expenses will be approved in advance.
ADDITIONAL SERVICES
The following services are not included in our base proposal and will be considered additional services if
authorized by the client. The fees may be adjusted by means of a supplementary agreement to this
contract.
Additional meetings beyond those outlined in the Work Program.
Any other services provided beyond those outlined in the basic scope of services and that are
authorized in writing by the client.
All costs incurred will be payable to the Consultant upon receipt of an invoice showing the work
completed and the cost of said work. To each invoice not paid within thirty (30) days shall be added a
service charge of one and one-half percent (1.5%) per month for each month delinquent as per attached
billing policy.
TERMINATION
This contract may be terminated with thirty (30) days written notice by either party. In the event of
termination, the Client shall pay the Consultant for the work completed and expenses incurred to that
point.
If this agreement meets with your approval, please sign and return one copy of this letter to us. We look
forward to working with you.
CONDITIONS HEREIN AGREED TO:
Joh, ff. Shardlow, AICP, President
D~[lr[gren, Shardlow and Uban, Inc.
C. John Uban, ASLA, CEO~
Dahlgren, Shardlow and Uban, Inc..
~ c~fmCe~lt~ m b i: t~i~i~ ~at e ,Billing Policy
Date
Date
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
STANDARD
Staff Member
Principal
Market Analyst
GIS Specialist
GIS Technician
Senior Planner
Planner
Landscape Architect
CADD Specialist
Draftsperson/Designer
Administrative Accountant
Administrative Assistant
OUtside Consultants
Supplies
Expenses
Mileage
Travel Time Over I Hour
Expert Testimony
Special Counsel Howard Dahlgren
Past Due Accounts
R'ATE
2003
SCHEDULE
Rate
$150.00 to $175.oo
$75.00 to $125.oo
$60.00 to $85.00
$45.00 to $65.00
$55.00 to $115.00
$40.00 to $80.00
$55.00 to $120.00
$50.00 to $75.00
$40.00 to $85.00
$40.00 to $65.00
$40.00 to $60.00
Cost Plus 5%
Cost Plus 15%
Cost Plus 15%
$0.36 Per Mile
1/2 Hourly Rate
Two Times Hourly Rate
(4 hour minimum)
$200.00
1.5% Per Month
CONSULTING PLANNERS
D/~-{LGEEN
LANDSCAPE ARCHITECTS
DAHLGREN
SHARDLOYV
AND. UBAN
INCORPORATED
BILLING POLICY STATEMENT
We are pleased to have the opportunity to provide professional services to you. With this Statement,
we hope to avoid confusion or misunderstanding by explaining how and when we bill for these services.
Usually, we bill for our services in a range of hourly rates. The appropriate rate is dependent upon a
variety of factors, such as the type of work involved, the level of expertise required, the experience of
the individuals involved, and the magnitude of the project. Our rates are subject to modification from
time to tme.
We will provide you with a monthly invoice that summarizes the professional services that we have
provided and other related charges. Payment is due net 30 days. If payment is not received during that
time, it is our policy that finance charges of 1.5% will begin to accrue. If you have any questions or
concerns about the statement, we encourage you to immediately contact the Project Manager or the
Billing Department (612/312-2139). If you prefer, you may also contact either C. John Uban or John
Shardlow directly.
Reimbursable costs incurred on your behaff will also appear on your monthly invoice. Reimbursable
costs include, but are not limited to, such items as mileage, parking, long distance telephone charges,
drafting and art supplies, postage and messenger services, facsimile charges, photography and
copying charges, airfare and lodging, data acquisition, as well as any authorized outside services.
These charges will appear separately on the invoice and also have the same payment terms as stated
above. Any unusual or large expenses will be approved in advance.
If payment is not received within 30 days after you receive your invoice, your account will be considered
delinquent. In the event your account becomes delinquent, you should contact us without delay and we
will make every effort to reach mutually agreeable payment terms. If however, we are unable to do so,
we reserve the dght to cease working on your project until your account is current, or terminate our
agreement. We will then take such collection steps as we may deem appropriate under the
circumstances. Costs incurred to collect overdue accounts will become the responsibility of the client.
We are very pleased to be working with you and we appreciate the confidence you have placed in us.
We will make every reasonable effort to achieve successful results for you and we look forward to a
continued good relationship.
300 FIRST AVENUE NORTH SUITE210 MINNEAPOLIS, MN55401 PHONE(612)339-3300 FAX(612)337-5601