HomeMy WebLinkAboutContract 1843
INCORPORATED
CONSULTING PLANNERS
LANDSCAPE ARCHITECTS
300 FIRST AVENUE NORTH
SUITE 210
MINNEAPOLIS, MN 55401
612.339.3300
June 16, 2005
Mr. Bob Streetar, Director of Connnunity Development
City of Columbia Heights
590 40th Avenue NOlih
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 connnunities 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 connnunities' 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 Monday,
Wednesday and Thursday, 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 connnunicate 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 plamler will be accessible to the Director of Connnunity Development at all other times at
the offices of DSU by way of telephone, facsimile, e-mail conversations and cOlTespondence by
regular mail.
Retainer Services: General Services to Be Performed During Office Hours, Monday,
Wednesday, and Thursday, 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.
Mr. Bob Streetar
June 16, 2005
Page 2
· Perfonn site plan review and coordinate review of land use proposals with other city staff.
· Act as planning representative for the building pennit 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 wliting of planning reports for large-scale, complicated 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
Jennifer Haskamp, Planner. The services detailed in Tasks 1-4 will typically be performed by
Jennifer Haskamp. Jennifer is pursuing her Masters Degree in Urban and Regional Planning and
holds a Bachelors Degree in Architecture. She has worked as a consultant in the planning field
and has been involved in the planning and architectural/engineering industry for the past five
years. Prior to joining DSU, Jennifer worked for a consulting finn as a municipal plmmer
perfonning daily planning functions for various cities and townships. She was responsible for
review of applications for subdivision, plmmed unit developments, conditional use pennits,
rezonings and preparing and presenting reports to various planning cormnissions and councils. In
addition, Jennifer helped communities with ordinance language and revision, as well as plan
amendments and comprehensive plan updates.
Mr. Bob Streetar
June 16, 2005
Page 3
Ciara Schlichting, Senior 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 $7,200.
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 proj ects if deemed necessary by the City
Council. Examples of proj ects that would fall outside the scope of tllis contract are the Kmart
Redevelopment Project, the Industrial Area Redevelopment Project, and other similar
neighborhood-specific plmming projects.
The following rates will be charged for the following individuals for hourly services:
Ciara Schlichting, Senior Planner
Jennifer Haskamp, 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 mId 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 tIns 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
Mr. Bob Streetar
June 16, 2005
Page 4
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 and
retum one copy of this letter to us. We look forward to working with you.
Sincerely,
DAHLGREN, SHARDLOW, AND UBAN, INC.:
Date
CONDITIONS AGREED TO
BY THE CITY OlC~LUMBIA HEIGHTS:
..-
D.>
Attachments: Standard Rate Schedule
Billing Policy
STANDARD RATE SCHEDULE
2005
Staff Member
Rate
Principal
$150.00 to $200.00
Market Analyst
$75.00 to $125.00
GIS Specialist
$60.00 to $85.00
GIS Technician
$45.00 to $65.00
Senior Planner
$55.00 to $115.00
Planner
$40.00 to $80.00
Landscape Architect
$55.00 to $120.00
CADD Specialist
$50.00 to $75.00
Draftsperson/Designer
$40.00 to $85.00
Administrative Accountant
$40.00 to $65.00
Administrative Assistant
$40.00 to $60.00
Outside Consultants
Cost Plus 5%
Supplies
Cost Plus 15%
Expenses
Cost Plus 15%
Mileage
$0.405 Per Mile
Travel Time Over 1 Hour
1/2 Hourly Rate
Expert Testimony
Two Times Hourly Rate
(4 hour minimum)
Special Counsel Howard Dahlgren
$200.00
Past Due Accounts
1.5% Per Month
CONSULTING PLANNERS
I DAHLGREN
SHARDLOW
AND. DBAN
LANDSCAPE ARCHITECTS
DAHLGREN
SHARDLOW
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 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, 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 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.
300 FIRST AVENUE NORTH SUITE 210 MINNEAPOLIS, MN 55401 PHONE (612)339-3300 FAX (612)337-5601