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HomeMy WebLinkAboutContract 1767PRELIMINARY DRAFT INCORPORATED CONSULTING PLANNEP,S LANDSCAPE ARCHITECTS 300 PIP, ST AVENUE. NORTH SUITE 210 MINNEAPOLIS, MN 55401 612'339'3300 May 4, 2004 Mr. Bob Streetar, Director of Community Development City of Columbia Heights 590 40th Avenue North Columbia Heights, MN 55421 Re: Proposal to Provide Basic Planning Services Dear Bob: On behalf of Dahlgren, Shardlow and Uban, Inc. (DSU), I would like to thank you for this opportunity to submit a proposal to provide day to day consulting planning services to 'the City of Columbia Heights. DSU has been providing professional and knowledgeable assistance to Twin Cities communities for the past 27 years in the areas of planning and urban design. We have a range of experience working with both public sector and private sector clients, which means that we understand the development process from both the communities' and applicants' viewpoints. OBJECTIVE OF SERVICES We propose to provide basic planning services during specified office hours as agreed upon by the Director of Community Development. We propose that these hours will be Tuesdays and Thursdays 9 a.m. through 4:45 p.m., during which time the planner will be accessible to members of the public. The City shall provide voicemail and email to the planner through which the planner can communicate with members of the public, city staff and elected officials. The planner will conduct meetings, inspections, and counter consultations with the general public, city staff and elected officials during office hours. Inquiries received by the city outside of office hours will be responded to by the planner on the next day that office hours are provided. The planner will be accessible to the Director of Community Development at all other times at the offices of DSU by way of telephone, facsimile, e-mail conversations and correspondence by regular mail. Mr. Bob Streetar May 4, 2004 Page 2 PRELIMINARY DRAb-T Retainer Services: General Services to Be Performed During Office Hours, Tuesdays and Thursdays, 9 a.m. to 4:45 p.m. · Administer and enforce Zoning Ordinance, Subdivision Ordinance and Sign Ordinance. Meet with potential applicants to discuss planning and zoning procedures and meet with applicants and developers to review and discuss planning and zoning applications. · Perform site plan review and coordinate review of land use proposals with other city staff. · Act as planning representative for the building permit review process. Prepare agenda items and written reports for the Planning and Zoning Commission and City Council on planning and zoning applications that have been filed with the City. · Monitor the Comprehensive Plan, Zoning Ordinance and Zoning Map to identify changes when necessary. Consult as necessary with the applicants and their consultants, Community Development Director, City Engineer, City Attorney, other city staff, and members of the public on planning and zoning applications. Planning Commission and City Council Meeting Attendance · Attend one Planning Commission meeting and one City Council meeting per month to present planning and zoning applications. Additional Hourly Services As needed, the following additional hourly services will be performed on a time plus materials basis: Attend additional meetings or workshops of the City Council, Planning Commission, or others as requested by the Community Development Director, beyond the basic meetings described above. Perform other professional services as directed by the Community Development Director, such a facilitating task force efforts, special studies on zoning issues, special mapping, or other issues that may come before the City. · From time to time, the writing of planning reports for large-scale, complicated Mr. Bob Streetar May 4, 2004 Page 3 P~LIMIN~YDR~T planning and zoning applications may involve preparation time outside of office hours. The planner will seek the prior approval of the Community Development Director for such tasks. KEY PERSONNEL Ellen Berkelhamer, AICP, Senior Planner. The services detailed in Tasks 1-4 will typically be performed by Ellen Berkelhamer, AICP. Ellen has a Masters Degree in Urban Planning and Policy and thirteen years experience as a community planner. Prior to joining DSU, Ellen worked as a senior city planner for the city of Highland Park, Illinois, where she served as staff to the Plan Commission, Housing Commission and Historic Preservation Commission. She was responsible for the review of applications for subdivisions, planned unit developments, conditional use permits, and rezonings, and for assisting in amending and updating the Zoning Ordinance, Subdivision Ordinance and Comprehensive Plan as necessary. While with DSU, Ellen has provided planning and zoning administration services to the cities of Vadnais Heights and Columbia Heights, including the review of subdivision, conditional use, site plan and rezoning applications and preparing and presenting reports to the Planning Commission. Ellen has prepared Comprehensive Plan amendments and Zoning Ordinance amendments for several communities in Minnesota. Ciara Schlichting, Planner. Ciara Schlichting will be available as may be necessary to assist with background research, report writing, meeting attendance or other tasks as required. Ciara has 7 years experience as a community planner and has provided planning and zoning administration services to the cities of Vadnais Heights and Columbia Heights, including the review of subdivision, conditional use, site plan and rezoning applications and preparing and presenting reports to the Planning Commission. Ciara has prepared Comprehensive Plan amendments and environmental review documents for several communities in Minnesota. COST OF SERVICES Retainer Services All of the services listed as retainer services will be charged to the City on a monthly basis in the amount of $6~420. Hourly Services The services listed as hourly services will be charged to the City on a time plus materials basis. More detailed estimates can be given if requested for specific services and more detailed proposals or contracts can be prepared for larger projects if deemed necessary by the City Council. Examples of projects that would fall outside the scope of this contract Mr. Bob Streetar May 4, 2004 Page 4 PRELIMINARY DRAFT are the Kmart Redevelopment Project, the Industrial Area Redevelopment Project, and other similar neighborhood-specific planning projects. The following rates will be charged for the following individuals for hourly services: Ellen Berkelhamer, Senior Planner Ciara Schlichting, Planner $ 83 per hour $ 75 per hour Other DSU staff will be charged for according to the attached Standard Rate Schedule. Expenses The City will reimburse DSU for all direct expenses relating to the professional services described above according to the attached Standard Rate Schedule. These expenses may include mileage and normal expenses associated with the planning work. The cost estimate for mileage in a typical week month will be $65.00. Any unusual or large expenses will be approved in advance by the City Administrator. Renewal DSU and the Client will renegotiate this contract in December 2004 to account for revised 2005 billing rates and any potential revisions in scope of services. BILLING All costs incurred under any of the items in this contract will be payable to DSU upon receipt of a monthly invoice showing the work completed during the previous month and the cost of that work, including any expenses. A service charge of one and one-half percent (1.5%) will added to each invoice not paid within thirty (30) days. DSU is required to submit its monthly bill by the 5th day of the month. Invoices for service are to be submitted within sixty (60) days of the service performed and all invoices for services performed on an hourly basis shall include a description of the work performed, the amount of time spent, the name(s) of the person(s) performing the work, and the date the work was performed. TERMINATION This contract may be terminated by thirty (30) day written notice of either the City or DSU. In the event of termination, the City agrees to pay DSU for the work completed and expenses incurred up to that point. Should you have any questions about this proposed scope of services, please contact John Shardlow at 612-339~3300. Should the scope of services be agreeable to you, please sign Mr. Bob Streetar May 4, 2004 Page 5 PRELIMIN~YDR~T and return one copy of this letter to us. We look forward to working with you. Sincerely, DAHLGREN, SHARDLOW, AND UBAN, INC.: J ~~~l~h~ow, AI~Date CONDITIONS AGREED TO BY THE CITY OF COLUMBIA HEIGHTS: Walter R. Fehst- City Manager Date/'/ / Attachments: Standard Rate Schedule Billing Policy Mr. Bob Streetar May 4, 2004 Page 6 PRELIMINARY DRAFT DAHLGREN, SHARDLOW AND UBAN, INC. STANDARD RATE SCHEDULE 2004 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 1 Hour Expert Testimony Special Counsel Howard Dahlgren Past Due Accounts RATE $150.00 to $200.00 $75.00 to $125.00 $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% $0.375 Per Mile 1/2 Hourly Rate Two Times Hourly Rate (4 hour minimum) $200.00 1.5% Per Month Mr. Bob Streetar May 4, 2004 Page 7 PRELIMINARY DRAFT 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 time. 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 behalf 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, aiffare 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 right 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.