HomeMy WebLinkAboutContract 1841
May 16, 2005
EDA Commissioners
c/o Mr. Bob Streetar, Deputy Executive Director
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 Economic Development
Authority, MN (the City) and Dahlgren, Shardlow and Uban, Inc. (DSU) is for planning services
to guide the redevelopment of the area along Central Avenue 3ih to 40th Avenue.
OBJECTIVES OF SERVICE
The outcome of our services is to guide the city through a participatory process to create a
master plan for the 39th and Central Redevelopment Area that will be market and financially
feasible, will foster a climate for reinvestment, create a vibrant, mix of office and residential uses
within a pedestrian scaled setting. The redevelopment plan will respond to market opportunities
and furthers the objectives of the Columbia Heights Comprehensive Plan. The objectives of this
service area as follows:
. Identify and prioritize key issues related to the redevelopment of this site to assist in the
development of goals and objectives. The identified goals and objectives will be used to
create consensus amongst community stakeholders related to the potential redevelopment
opportunities of this site.
. Redevelop an outdated retail strip area by allowing creative redevelopment and or reuse.
. Prepare a plan that is both market and financially feasible and will encourage private
reinvestment.
. Examine the feasibility of converting the six - story office building to partial residential.
. Update traffic counts in the project area.
. 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 additional housing choices within the city.
. 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.
DSU will be working in collaboration with RSP Architects on this project.
City of Colmnbia Heights
39th and Central Redevelopment Site
PROJECT DESCR!PT!ON
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:
Community Goalsl Articulation of Public Purpose
Preliminary Concept Plan Development 1 Affirmation of Community Goals and
Public Purpose 1 Establishment of Design Principles Evaluation of Alternatives
Evaluation of Alternatives
Phase III:
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 to complete the
redevelopment planning process by March of 2005.
PHASE!: COMMUN!TY GOALS I ARTICULATION OF PUBLIC PURPOSE
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.
Task 101: Project Initiation Meeting.
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. Establish a project schedule and a basis for all participants to work together to ensure a
successful project.
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: Synthesis of Tasks 101-102
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
39th and Central Redevelopment Site
A synthesis of the analysis conducted in Phase I will be produced that highlights the
opportunities and constraints existing in the project area.
End Product: A summary memorandum describing the opportunities and constraints of the
project area.
Task 104: Issues Forum
A public workshop will provide a forum to involve property owners 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 findings and receive feedback regarding issues and
concerns.
The (2) one-hour workshops will be held at a convenient location within the City. The agenda
may include the following items:
I. Introductory Presentation: Description of the planning process, introduction of
the participants, and project objectives.
II. Summary of Findings to Date: A brief chronology of relevant dates will be
presented along with the results of Phase I analyses.
III. Issues and Goals Identification. (Dotmocracy)
IV. 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.
PHASE II: PRELIMINARY CONCEPT PLAN DEVELOPMENT, AFFIRMATION OF
COMMUNITY GOALS AND PUBLIC PURPOSE, STATEMENT OF GUIDING DESIGN
PRINCIPLES
In Phase II 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: Design Charrette
A charrette 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.
Task 202: Refine Redevelopment Concept Plans
Design Team will refine the Concept plans from the design charrette and prepare illustrative
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
39th and Central Redevelopment Site
graphics and image sketches of concept plans.
End Product: Refined 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 203: Design Team Workshop to Evaluate Concept Plans and Recommend a
Preferred Option
The design team will review the redevelopment alternatives 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 204 Review Concepts
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 205: Community Open House I 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:
I. Introductory Presentation: Description of the planning process, introduction of
the participants, and project objectives.
II. Summary of Findings to Date: A brief chronology of relevant dates will be
presented along with the results of Phase I analyses.
III. 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.
IV. Wrap-Up Summary: The participants will discuss next steps and the
development schedule.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
39th and Central Redevelopment Site
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: 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 302: 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 303: Planning Commission and City Council Review and Approval of Technical
Memorandum
The memorandum will be presented to the Planning Commission and City Council for review
and approval.
End Product: Approval by City Council of key elements of the eventual redevelopment master
plan.
ALL PHASE ACTIVITIES
The following activities will take place throughout the planning process:
Task 401: 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
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
39th and Central Redevelopment Site
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 $20,000 plus
reimbursable expenses.
REIMBURSABLE EXPENSES
DSU will be reimbursed for all direct expenses relating to the professional services described
above 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.
BILLING
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.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601
City of Columbia Heights
39th and Central Redevelopment Site
CONDITIONS HEREIN AGREED TO:
c>'-)
Date
Jo . Shardlow, AICP, President
D gren, Shardlow and Uban, Inc.
U · CJJh ~ CAmt1
C. John Uban, ASLA, CEO
Dahlgren, Shardlow and Uban, Inc.
G.JCe '05
Date
Date
Attachment: Standard Rate Schedule, Billing Policy
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601