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This contract outlines a Scope of Services, Fee Schedule and other elements which together
constitute an agreement between the City of Columbia Heights, Minnesota, 590 401h Avenue
NE, Columbia Heights, MN 55421 hereinafter referred to as the CLIENT, and Hoisington Koegler
Group Inc., 123 North 3`d Street, Suite 100, Minneapolis, MN 55401, hereinafter referred to as
the CONSULTANT for professional services related to preparing the update of the Columbia
Heights Comprehensive Plan, hereinafter referred to as the PROJECT.
The CLIENT and CONSULTANT agree as set forth below:
A. BASIC SERVICES
The CONSULTANT will work with City staff to update the Columbia Heights Comprehensive
Plan. The CONSULTANT'S basic services for the PROJECT areas provided in Attachment A -
Scope of Work.
B. ADDITIONAL SERVICES
The CONSULTANT and the CLIENT may agree in writing to amend this Contract for additional
services related to the PROJECT and compensation for such services. The following services
have not been requested by the CLIENT but are available upon written authorization.
1. Meetings in addition to those specified in Attachment A.
2. Services or Deliverables not specifically identified in Attachment A.
D. SUB- CONSULTANTS
The following sub - consultants will provide services for the project under separate
agreement with the CONSULTANT:
SRF Consulting Group, Inc.
No other sub consultants will provide services under this contract without the written
permission of the CLIENT. All sub - consultants shall be subject to the provisions of this
agreement as set forth in provisions E thru 0.
C. FEES FOR PROFESSIONAL SERVICES
The CONSULTANT agrees to complete the scope of work contained in Paragraph and
Attachment A in exchange for professional fee compensation as noted below. The CLIENT
agrees to pay the CONSULTANT for PROJECT services rendered as follows:
Agreement - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 2
1. For the CONSULTANT'S Basic Services described in Paragraph A above and Attachment
A, a fee based on the CONSULTANT'S current hourly rate schedule (see Attachment B)
not -to- exceed $99,400 including reimbursable expenses.
For the CONSULTANT'S Additional Services described in Paragraph B, a fee based on the
CONSULTANT'S current hourly rate schedule plus incidental expenses or a negotiated
fee.
3. Invoices will be submitted electronically (PDF form) to the CLIENT on a monthly basis as
work is completed and shall be payable within 30 days in accordance with this
Agreement.
4. The CONSULTANT reserves the right to suspend services if the CLIENT is delinquent in
making payments in accordance with this Agreement.
D. CLIENT'S RESPONSIBILITY
The CLIENT shall be responsible for the following:
1. Assembly of background information including, but not limited to digital copies of all
files, pertinent plans, aerial photographs, base maps, inventory data, available GIS
mapping, limited to those that are reasonably available.
2. Arrangements and notification for public meetings.
3. Reproduction and distribution of Project reports.
4. Items noted in Attachment A as Columbia Heights Staff Responsibilities.
E. INSURANCE
CONSULTANT and SRF Consulting Group, Inc. shall maintain insurance of the kind and in the
amounts shown below for the life of the contract. Certificates for General Liability Insurance
should state that the CLIENT, its officials, employees, agents and representatives are Additional
Insureds. The CLIENT reserves the right to review CONSULTANT's or SRF Consulting Group, Inc.'s
insurance policies at any time to verify that contractual requirements have been met.
Commercial General Liability Insurance
$2,000,000 per occurrence
$3,000,000 general aggregate
$300,000 damage to rented premises
$15,000 medical expenses
2. Umbrella Liability
$1,000,000 per occurrence
$1,000,000 general aggregate
$10,000 self- insured retention
Agreement - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 3
3. Worker's Compensation and Employer's Liability
a. Worker's Compensation per Minnesota Statutes
b. Employer's Liability
$500,000 per accident;
$500,000 per employee;
$500,000 per disease policy limit.
4. Professional Liability Insurance
$2,000,000 per claim
$2,000,000 annual aggregate
F. COMPLETION SCHEDULE
The services of the CONSULTANT will begin upon CLIENT approval and will, absent of causes
beyond the control of the CONSULTANT, be completed by June 30, 2018.
G. NONDISCRIMINATI
The CONSULTANT agrees not to discriminate by reason of age, race, religion, color, sex,
national origin, or handicap unrelated to the duties of a position, of applicants for
employment or employees as to terms of employment, promotion, demotion or transfer,
recruitment, layoff or termination, compensation, selection for training, or participation in
recreational and educational activities.
H. EQUAL OPPORTUNITY
During the performance of this Contract, the CONSULTANT, in compliance with Executive
Order 11246, as amended by Executive Order 11375 and Department of Labor regulations
41 CFR Part 60, shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex or national origin. The CONSULTANT shall take
affirmative action to insure that applicants for employment are employed, and that
employees are treated during employment, without regard to their race, color, religion, sex
or national origin. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion, transfer; recruitment or recruitment advertising; layoff
or termination, rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The CONSULTANT shall post in conspicuous places available to
employees and applicants for employment notices to be provided by the Government
setting forth the provisions of this nondiscrimination clause. The CONSULTANT shall state
that all qualified applicants will receive consideration for employment without regard to
race, color, religion, sex, or national origin. The CONSULTANT shall incorporate the
foregoing requirements of this paragraph in all of its subcontracts for program work, and
will require all of its sub - consultants for such work to incorporate such requirements in all
subcontracts for program work.
1. INDEMNIFICATION
Agreement - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 4
CLIENT and CONSULTANT agree to indemnify and hold the other harmless, and their
respective officers, employees, agents, and representatives, from and against liability for all
claims, losses, damages, and expenses, including reasonable attorney's fees, to the extent
such claims, losses, damages or expenses are caused by the indemnifying party's negligent
acts, errors, or omissions. In the event claims, losses, damages or expenses are caused by
the joint or concurrent negligence of the CLIENT and CONSULTANT, they shall be borne by
each party in proportion to its negligence.
J. TERM, TERMINATION, SUCCESSORS AND /OR ASSIGNS
1. The Term of this Agreement shall be concurrent with the work authorized and shall be
in accordance with the schedule to be established between the CLIENT and the
CONSULTANT.
2. Either party may terminate this Agreement by written notice to the other party at its
address by certified mail at least ten (10) days prior to the date of termination.
3. Neither the CLIENT nor the CONSULTANT shall assign, sublet or transfer its interest in
this Agreement without the written consent of the other.
4. The time schedule shall not apply and /or time extensions will be allowed for any
circumstances beyond the control of the CONSULTANT.
5. This Agreement shall be governed by all applicable laws.
6. Upon termination, Consultant shall be entitled to fees earned through the effective date of
termination.
K. DISPUTES
In the event the CLIENT and CONSULTANT are unable to reach agreement under the terms
of this contract, disputes shall be submitted to mediation prior to either party commencing
suit regarding same.
L. REVOCATION
If this agreement is not signed and accepted by both parties within 90 days of the contract
date, it shall become null and void.
M. DATA PRACTICES
All data collected, created, received, maintained, or disseminated for any purposes by the
activities of Consultant because of this contract is governed by the Minnesota Government
Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota Rules
implementing such act now in force or as adopted, as well as federal regulations on data
privacy.
Agreement - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 5
Trade Secrets: Assuming that the material that the organization would supply is not just
proprietary, but also constitutes a trade secret under the Uniform Trade Secrets Act
definition, it could be protected under Minn. Stat. Section 13.37 subd. 1(b) and subd. 2. The
MGDPA definition of "trade secret information" tracks the language of the UTSA, and thus
includes "government data, including a formula, pattern, compilation, program, device,
method, technique or process (1) that was supplied by the affected individual or
organization, (2) that is the subject of efforts by the individual or organization that are
reasonable under the circumstances to maintain its secrecy, and (3) that derives
independent economic value, actual or potential, from not being generally known to, and
not being readily ascertainable by proper means by, other persons who can obtain
economic value from its disclosure or use." If it meets this definition, then subd. 2 makes it
nonpublic data with regard to data not on individuals, and private data with regard to data
on individuals. Beyond the protections of this provision, it would be difficult for a city to
keep a promise of confidentiality.
N. RECORDS -AVAILABILITY AND RETENTION
The Consultant agrees that the City or any of their duly authorized representatives at any time
during normal business hours and as often as they may reasonably deem necessary, shall have
access to and the right to examine, audit, excerpt, and transcribe any books, documents,
papers, records, etc., which are pertinent to the accounting practices and procedures of the
Consultant and invoice transactions relating to this Agreement.
Consultant agrees to maintain these records for a period of three (3) years from the date of
termination of this Agreement.
O. MERGER AND MODIFICATION
It is understood and agreed that the entire Agreement between the parties is contained here
and that this Agreement supersedes all oral agreements and negotiations between the parties
relating to the subject matter. All items referred to in this Agreement are incorporated or
attached and are deemed to be part of this Agreement.
Any material alterations, variations, modifications, or waivers of provisions of this Agreement
shall be valid only when they have been reduced to writing as an amendment and signed by the
parties.
P. AUTHORIZATION
IN WITNESS WHEREOF, The CLIENT and the CONSULTANT have made and executed this
Agreement for Professional Services,
This 13th day of February, 2017
CLIENT:
Agreement - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 6
City of Columbia Heights, Minnesota
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Signature Title
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Printed name
Signature
Printed name
CONSULTANT:
Hoisington Koegler Group Inc.
Name: R. Mark Koegler
Title
Title: CEO
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TASK 1 - ORGANIZE THE EFFORT
The initial task involves the start -up efforts for the comprehensive plan update process. This task will
include orienting the project team and staff to the project objectives, issues, and opportunities as well
as provide an understanding and expectation for key project communications and a plan for community
engagement. Key sub -tasks include the following:
1.1 Kick -off Meetings
The HKGi team will facilitate a 3 hour workshop with key City Staff to officially kick -off the project. The
following items will be part of the kick -off event:
• Issues and opportunities discussion.
• Review and establishment of detailed project schedule and milestones.
• Brainstorming and staff input into the community engagement process and plan.
• Review and establishment of communication process for information gathering and
coordination /communication with relevant advisory boards and commissions and the City
Council.
• Gathering of relevant background studies, reports, policies, ordinances, mapping data, and
other relevant data sets.
• Tour of the community focusing on areas of change but also demonstrations of community
successes.
The HKGi team will also facilitate a kick -off meeting with the City Council, Planning Commission and
Review Committee. Only a portion of the current members of the City Council and Planning Commission
were involved in prior Columbia Heights' comprehensive plans. That same level of experience is also
likely among the Review Committee members. Accordingly, an initial kick -off meeting will be held to
review "Columbia Heights Comprehensive Planning 101 ". The session will be designed to provide an
orientation to comprehensive planning in general with a specific focus on Columbia Heights' current
plan as well as the update. The session will include a review of the current plan, required
comprehensive plan contents, the Thrive 2040 initiative, Columbia Heights' System Statement, the
schedule for the update process and other pertinent information.
1.2 Collect Mapping Data
Collect GIS and CAD based mapping and data sets from all relevant sources (City staff and GIS
consultant).
1.3 Assemble Project Base Maps
This will include basic parcel data, roadway network, planning and zoning, park system, trail network,
infrastructure systems, neighborhood districts (if any), tax increment or redevelopment district
boundaries, and natural resource information. We will prepare a set of base maps that will be used over
the course of the project.
1.4 Prepare Community Engagement Plan
We will prepare a detailed community engagement plan that:
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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• Utilizes effective communication tools accessible to a broad and diverse audience.
• Engages community leaders and underserved populations.
• Ensures the community outreach strategies align with the sequence of project tasks, including
key decision points, so that input gathered can meaningfully inform the work products that are
developed.
• Includes community -based events and activities in locales where Columbia Heights' residents
and businesspersons typically gather, including community festivals like the Lion's Club
Jamboree and Carnival, Taste of Columbia Heights, and the Heights Art Fest.
• Includes faith communities in Columbia Heights and other groups to help identify and reach
various project constituencies.
• Incorporates online community engagement platforms including, but not limited to, email
broadcasts, project website, and cable TV.
The community engagement plan will include a detailed schedule and will be maintained and adjusted
as needed over the course of the project. A summary of community input will be continually assembled
creating a detailed accounting of engagement activities and results throughout the planning process.
1.5 Establish Document Format
HKGi will work with City Staff to outline a new format for the Comprehensive Plan update. The new plan
will need to be far more interesting and user friendly than the current plan and it will be designed to be
viewed in both paper and electronic formats. Accordingly, the document will include frequent links to
related content and background material to allow readers to get more information on specific
components of the plan if they desire.
1.6 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task.
1.7 Review Committee Meeting
Meet with the Review Committee to present the outcomes of Task 1 and to receive feedback.
Task 1— HKGi Project Team Deliverables:
• Detailed project schedule and key milestones.
• Agenda and meeting summary notes.
• Project base mapping.
• Community Engagement Plan.
• New plan format template.
Task 1— Columbia Heights Staff Responsibilities:
• Coordinate all Review Committee, City Council, Parks and Recreation Commission and Planning
Commission meetings throughout the project including all meeting announcements, meeting
locations, meeting minutes, required printing for meeting packets, and electronic distribution of
all review materials.
• Provide copies (digital and/or paper) of all relative studies, surveys and other documents that
are required to support the planning process.
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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• Provide GIS base information.
• Coordination of kick -off activities including meeting space and leading the community tour.
• Design and establish project website page.
• Posting and responses to all usage of social media throughout the project.
• Summaries of key input and information from social media throughout the project.
TASK 2 - UNDERSTAND THE CONTEXT
Task 2 is focused on researching, analyzing, and communicating the local and regional context that may
affect Columbia Heights over the planning horizon. This will include a physical analysis of the community
as well as a policy analysis. In this task, we will fully review the regional policy plans and Metropolitan
System Statement to ensure that we address all requirements of the land planning act. More
importantly will be an analysis of the Columbia Heights community with an eye towards where change
may occur or where change should occur. The following key subtasks are included in Task 2.
2.1 Evaluate the Current Plan
As part of the effort to understand the aspects of the existing Comprehensive Plan that need to be
updated and enhanced, HKGi will collaborate with City Staff to conduct a Comprehensive Plan audit.
The audit will explore and summarize the strengths and weaknesses of the current Plan. The purpose of
the Comprehensive Plan audit is to:
• Understand the characteristics of the Plan that have made it a useful tool.
• Determine the elements of the Plan that have not worked as well as expected.
• Identify plan elements and policies that continue to be relevant and effective.
• Obtain guidance on desired changes to the Plan.
2.2 Evaluate Other Plans and Studies
This will include both regional and local policy plans and studies that will affect Columbia Heights
Included in this task will be an update of existing demographic data and a look at how changing
demographics might affect Columbia Heights.
2.3 Analyze Existing Land Use and Change /Opportunity Areas
We will evaluate existing land use using parcel data. We will work with staff to establish key
redevelopment indicators and systematically apply those indicators using GIS to identify areas where
future change might be likely.
2.4 Prepare Economic /Employment /Market Profile
The HKGi team will assemble a general profile of economic, employment and market conditions in
Columbia Heights focusing on major area employers, employment trends and economic trends and
forecasts. The profile will have a specific focus on the future market potential for commercial
development along University and Central Avenues. Market information will be used to help guide land
use designations and recommendations for corridor improvements.
2.5 Identify Emerging Transportation Needs and System Constraints
The project team will explore how some of today's emerging transportation needs can be integrated
throughout the plan as well as the impacts of policies and constraints posed by other agencies (Anoka
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
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County and MnDOT). The purpose of this exercise is to recognize the growing changes in the
transportation sector, while setting the stage for a transportation system that truly reflects Columbia
Heights' long -term vision. We will help discover how the community's vision embraces non - vehicular
modes of travel (bike /pedestrian), innovative technologies (autonomous vehicles), travel demand
management strategies (transit and telecommuting), sharing economies (Ober and Lyft), Complete
Streets, and system preservation techniques. Findings will help create a plan that is adaptable to
emerging transportation needs while informing future transportation investments.
2.6 Prepare Background Report
We will document findings in a format that follows the plan format template established in Task 1. Key
information from this report will be extracted to be used in a PowerPoint presentation for use in
subsequent engagement tasks.
2.7 Staff Workshop
We will conduct one staff workshop in a charrette -like environment. At that workshop we will review
initial findings and brainstorm potential redevelopment areas and strategic actions that might be carried
forward in the Comprehensive Plan.
2.8 Review Committee Meeting
Meet with the Review Committee to present the outcomes of Task 2 and to receive feedback and
direction.
2.9 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task.
Task 2 — HKGi Project Team Deliverables:
• Background report that documents existing conditions, plan directions, issues, and
opportunities.
• Maps and datasets highlighting change and opportunity areas.
• Summaries of the staff workshop.
Task 2 — Columbia Heights Staff Responsibilities:
• Participation in the evaluation of current plan.
TASK 3 - ENGAGEMENT PHASE I - UNDERSTAND WHAT IS DESIRED
Task 3 is the first significant part of the community engagement process. Phase I of the community
engagement effort will have two primary purposes. First, we will use it to communicate the project to
the community: the "what ", "why ", and "how" of the Comprehensive Plan update. Secondly, we will
use this phase to test and validate or refine the goals and policies in the current plan. The exact
approach and means of engagement will be defined in the community engagement plan prepared as
part of Task 1. As part of this task, the consultant team will facilitate online engagement and in- person,
face to face engagement. Key subtasks will likely include:
3.1 Prepare Engagement Materials
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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Engagement materials will include presentation slides, boards, survey mechanisms, press releases and
invitations. Information will be prepared for online engagement resources and in- person meetings.
3.2 Preparation of Online Platform Materials
Online engagement materials will be provided to City Staff for posting on the project website.
3.3 Facilitation of In- person Engagement Process
To be established in the engagement plan — up to 3 targeted focus group sessions.
3.4 Summary and Recap of Engagement
Prepare a memorandum summarizing the Phase 1 community engagement.
3.5 Project Management and Communications
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task.
Task 3 — HKGi Project Team Deliverables:
• Engagement materials.
• Facilitation of meetings.
• Summary report of outcomes (PowerPoint slides and report in plan report template to be
appended to community engagement plan).
Task 3 — Columbia Heights Staff Responsibilities:
Securing space and making arrangements for all community engagement sessions throughout
the project.
TASK 4 - EXPLORE THE POSSIBILITIES
This step in the planning process builds on the information produced in the previous tasks. The
understanding of what exists and the identification of issues sets directions for the future. In this part of
the process, HKGi will work with the City to define options for future growth, development and
redevelopment, (in particular along the University and Central Avenue corridors), open space systems
and community connectivity. These options will contain the details needed to address the issues and
evaluate the implications of each option while exploring land use, housing, economic development,
sustainability, active living and open space options and developing supporting plan elements and policy
directions.
4.1 Conduct Staff Meeting
Meet with Staff to discuss community input and identify focus area directions and opportunities.
4.2 Prepare Preliminary Concept Alternatives and Approaches
Building off of what was learned through the process to date, HKGi staff will develop a series of broad
system diagrams (city wide) and more refined set of sketches and vignettes for focus areas and major
commercial corridors. These sketches and vignettes will articulate possible directions and applications of
the goals and policies as well as best management practices and policies.
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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4.3 Conduct Full -day Design Workshop /Charrette
This workshop /charrette will be with City Staff to refine, evaluate and agree on preferred options
emerging from task 4.2.
4.4 Quantify Impacts on 2040 Population, Household, Employment and Development Projections
This task will rely on Metropolitan Council population, employment and household projections as a
basis. An evaluation of future opportunities for development /redevelopment will provide a check for
the projections.
4.5 Prepare Summary of the Preferred Options for Focus Areas /Commercial Corridors /Key Issues
This summary will be prepared in a manner that will serve as content for the updated Comprehensive
Plan.
4.6 Review Committee Meeting
Meet with the Review Committee to present the outcomes of Task 4 and to receive feedback and
direction.
4.7 Conduct Meeting with the Planning Commission
This meeting will be to provide an update to the Planning Commission on project directions and status.
4.8 Conduct Meeting with the City Council
This meeting will provide an update to the City Council on project directions and status. Materials for
this meeting can also be used as appropriate to provide information for other boards and commissions.
4.9 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task
Task 4 — HKGi Project Team Deliverables:
• Agendas and presentation materials and summaries for all meetings.
• Facilitation of design workshop /charrette.
• Summary of options and preferred direction for focus areas, commercial corridors and key
issues.
Task 4 — Columbia Heights Staff Responsibilities:
• Participation in workshop / charrette.
TASK 5 - UPDATE THE PLAN ELEMENTS
HKGi will use the information gained during the previous tasks to update the various sections of the
Comprehensive Plan document. In addition, HKGi will coordinate with the Public Works Department to
ensure that the updates anticipated for the water resources section of the plan are aligned with the rest
of the Comprehensive Plan chapters.
The result of Task 5 will be a first draft Comprehensive Plan suitable for review by staff and elected and
appointed officials. Subtasks include:
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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5.1 Prepare Draft #1 of the Plan
As identified in the RFP, the Comprehensive Plan will include the following chapters:
• Section 1: Executive Summary and Background — After the other sections of the plan have been
compiled, the HKGi team will prepare a draft executive summary for inclusion in the document
as part of the up -front background and overview.
• Section 2: Land Use - Using the information from prior tasks, the HKGi team will prepare the
updated Land Use chapter. This will be accomplished through an iterative approach working
collaboratively with City Staff, and through workshops with the Review Committee, Planning
Commission and City Council. We envision two workshops with City Staff and one workshop
each with the Review Committee, Planning Commission and City Council during this task. Since
the Land Use chapter is likely to contain information focused on the University and Central
Avenue corridors, it is particularly important to get concurrence from the Planning Commission
and City Council at this stage in the update process.
Ultimately, this task will result in a draft land use plan, development projections (housing and
commercial), and a phasing /sequencing plan, particularly for change areas such as major
commercial corridors. The plan will be developed using baseline GIS data. Land uses will be
generally categorized consistent with the current land use categories of the comprehensive plan
and will be prepared consistent with Metropolitan Council requirements.
• Section 3 — Housing - HKGi will prepare the housing chapter to address existing and projected
housing needs. Information from the Land Use chapter will inform the specific update of this
chapter. The housing chapter will analyze existing housing data, assess housing needs, discuss
the City's ongoing role in housing, and identify local and regional resources to accomplish
housing objectives. It will have a specific focus on maintaining housing quality throughout the
City. Updated goals and policies and action steps will be integrated into the housing section of
the plan as well.
• Section 4 — Transportation - The transportation element of the Comprehensive Plan will be
updated in a manner that blends together all modes of transportation into one unified system.
The plan will include a pedestrian and trail gap analysis to identify broken links in the
pedestrian /bicycle network that limits connections between neighborhoods, parks, jobs centers,
commercial areas, schools and key destinations. The future roadway network will also be
evaluated from a complete streets perspective to determine opportunities for addressing any
gaps in the pedestrian /bicycle network.
• Section 5 — Economic Competitiveness - HKGi will work with City Staff to craft a strategic
approach to economic development and economic competitiveness. The HKGi project team will
facilitate one work session with City Staff to specifically discuss economic development and
competitiveness. Preparations for the planning session will include assembly of best practices
from similar communities, a summary of Columbia Heights' economic competitiveness in the
region and metro area (including strengths, weaknesses, employment /industry concentrations,
demographics and market strengths, etc.), and an overview of how economic development is
interconnected to all aspects of comprehensive planning (land use, parks, trails, roads,
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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infrastructure, etc.). The Economic Competitiveness section of the plan will include the results
of this effort.
• Section 6 — Parks and Trails — The parks and trails section of the plan will include recent park
improvements, needed future improvements, and it will emphasize connectivity through
enhanced pedestrian and bike connections.
• Section 7 — Water Resources —The water resources section of the plan will be prepared under a
separate contract under the direction of the Public Works Department. The outcome of that
effort will be incorporated into the Comprehensive Plan draft.
• Section 8 — Resilience — Resilience is an optional element of Comprehensive Plans under the
Metropolitan Council's framework. HKGi will work with City Staff to define the content and
depth of the inclusion of resilience in the plan. Minimally, the plan will address Columbia
Height's participation in the Minnesota GreenStep program (currently Step 2) and methods to
elevate the community's status in the program.
• Section 9 — Implementation — In order to create a "road map" to guide implementation, this
section of the plan will clearly articulate strategies that create partnerships for implementing,
monitoring and assessing plan directives. Strategies will address intergovernmental
cooperation; private sector and non- profit sector initiatives; neighborhood organization
initiatives; tools and mechanisms for financing and funding services and projects; a public
facilities plan that informs the Capital Improvement Plan; and recommendations for zoning and
other land development regulations and related community policies and guidelines such as
design standards, complete streets, etc. The implementation section will also include general
zoning and regulatory recommendations that will bring the new Comprehensive Plan and
Columbia Heights' Zoning Ordinance into compliance.
5.2 Review Draft Elements with Staff
During Task 5, three meetings with City Staff are planned to review draft plan elements prior to
assembling the plan for subsequent review.
5.3 Make Revisions to Draft Elements
One set of revisions will be made to the draft plan elements based on staff comments
5.4 Present Plan Sections in Draft Form to the Review Committee
Task 5 includes four study meetings with the Review Committee to review the draft document and to
provide hands -on feedback. Detailed agendas will be established by HKGi prior to the meetings.
5.5 Present Plan Sections in Draft Form to the Planning Commission
Task 5 includes one study meeting with the Planning Commission to review the draft document.
Detailed agendas will be established by HKGi prior to the meeting.
5.6 Present Parks and Trails Section in Draft Form to the Parks and Recreation Commission
Task 5 includes one study meeting with the Parks and Recreation Commission to review the draft
document. Detailed agendas will be established by HKGi prior to the meeting.
5.7 Present Plan Sections in Draft Form to the City Council
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
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Task 5 includes one study meeting with the City Council to review the draft document. Detailed agendas
will be established by HKGi prior to the meeting. Plan summaries will be made available for review by
other advisory commissions.
5.8 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task.
Task 5 Deliverables:
• Agendas and presentation materials for all review meetings
• One digital and one original copy of draft Plan
• PowerPoint presentation summary of the draft Plan
Task 5 — Columbia Heights Staff Responsibilities:
• Review of all draft materials.
TASK 6 - ENGAGEMENT PHASE 2 - CONSULT AND COLLABORATE
Once we have completed Tasks 4 and 5, Phase 2 of the community engagement process will commence.
At this point in the process, we will have completed an initial draft of the Comprehensive Plan
document. The objective of Phase 2 community engagement is to present potential changes to the
Comprehensive Plan.
Key steps in this process will follow the stakeholder engagement plan outlined in Task 1. Key sub -tasks
include:
6.1 Update Online Materials
Provide materials to City staff to update the project website or online presence including schedule,
communication, and survey data (for review of the draft plan).
6.2 Prepare Project Update Summary
Prepare project update summary materials in written form for use by City staff in newsletters, email
blasts and /or media releases.
6.3 Facilitation of In- person Engagement Process
To be established in the engagement plan — community open house and up to 3 targeted focus group
sessions.
6.4 Summary and Recap of Engagement
Prepare a memorandum summarizing the Phase 2 community engagement.
6.5 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task
Task 6 Deliverables:
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 10
Engagement /Presentation materials.
Facilitation of meetings.
Summary report of outcomes (PowerPoint slides and report in plan report template to be
appended to community engagement plan).
TASK 7 - ASSEMBLE THE FINAL PLAN AND SEEK APPROVALS (ENGAGEMENT PHASE 3)
The HKGi team will refine the Columbia Heights Comprehensive Plan based on input from the
community, the staff review, and input from the Review Committee, Planning Commission and City
Council to create a final draft of the document. The revised Comprehensive Plan will include updates to
the existing chapters of the plan as outlined in the RFP. Having completed the final draft of the
Comprehensive Plan, HKGi will facilitate Phase 3 of the community engagement plan and undertake a
formal review and approval process with the Planning Commission and the City Council. Subtasks
include:
7.1 Assemble Final Draft Comprehensive Plan
This task includes a summary presentation and posting of the draft online for public comment.
7.2 Review Commission Meeting
Present the Plan to the Review Commission: one meeting.
7.3 Planning Commission Public Hearing
Conduct Planning Commission Public Hearing. HKGi will facilitate the formal public hearing in front of
the Planning Commission: one meeting.
7.4 City Council Meeting /Public Hearing
Conduct City Council Meeting /Public Hearing. This task will include the presentation of the final draft
plan to the City Council to authorize distribution of the Comprehensive Plan: one meeting.
7.5 Project Management and Coordination
At the completion of this task, HKGi's project manager will conduct a review of the completed task with
the City's project manager to confirm the task deliverables and to confirm schedule for the next task
Task 7 — HKGi Project Team Deliverables:
• One digital and one original copy of the Final Draft of the Comprehensive Plan and
Technical Documentation
• Executive summary designed for public communication
• Participation in Planning Commission public hearing and City Council meeting /hearing review
TASK 8 - PREPARE PLAN FOR DISTRIBUTION AND AGENCY APPROVALS
The Metropolitan Land Planning Act requires plans to be submitted through a formal process. This task
entails fulfilling those requirements. Subtasks include:
8.1 Assemble final Comprehensive Plan, and Appendices
Prepare electronic version of final (Draft) Comprehensive Plan.
Attachment A
Final Scope of Work - Columbia Heights Comprehensive Plan Update
February 13, 2017
Page 11
8.2 Review by Adjacent and Affected Jurisdictions
Provide materials to City Staff for required review.
8.3 Online Submittal
Complete Submittal Forms for Metropolitan Council through online portal.
8.4 Address Comments and Prepare Final Plan
The formal review process may result in comments from the Metropolitan Council. HKGi will work with
staff to prepare required responses to those comments and make one set of revisions based on agency
comments.
Task 8 — HKGi Project Team Deliverables:
• Final Comprehensive Plan and Appendices (20 copies after Metropolitan Council review)
• Complete Submittal Forms for use by City Staff in submitting the Plan through on -line portal for
Metropolitan Council review.
• All project files in digital form.
Task 8 — Columbia Heights Staff Responsibilities:
• Submission of Comprehensive Plan draft and any supporting materials to adjacent and affected
jurisdictions for review.
• Submittal of the updated Comprehensive Plan through the on -line portal for Metropolitan
Council review.
2017 - 2C
Principal ...................................................... $I70-225/hr
Associate ..................................................... $l15-165/hr
Senior Professional ...................................... $ r
Professional U ................................................ $8O-1O5/hr
Professional L----------------$5 r
Technica|-------.-----.------. r
Secretarial............................................................ $5O/hr
Litigation Services .............................................. $2UO/hr
Testimony........................................................... $205/h[
Incidental Expenses:
Mileage ...................................
current federal rate/mile
Photocopying BW .............................................
15C/page
Photocopying Color .......................................
$1.00/page
Outside Printing ............................................
Actual Cost
LargeFmrnlatScanning -----------
Actua|[ost
B/W Bond Plots ..............................................
$5.0]each
Color Bond Plots ...........................................
$2O.O0each
Photo Paper Color Plots ...............................
$4O.00each