Loading...
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