HomeMy WebLinkAbout2026-4255800 Washington Avenue North, Suite 207
Minneapolis, Minnesota 55401
February 9, 2026
Mitchell Forney, Community Development Director
City of Columbia Heights
3989 Central Ave NE
Columbia Heights, MN 55421
RE: AN AGREEMENT BETWEEN THE CITY OF COLUMBIA HEIGHTS AND HOISINGTON KOEGLER GROUP
INC. FOR SERVICES PERTAINING TO 2050 COMPREHENSIVE PLAN
Dear CLIENT:
This letter outlines a Scope of Services, Fee Schedule and other elements which together constitute
an agreement between the City of Columbia Heights hereinafter referred to as the CLIENT, and
Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for 2050 Comprehensive
Plan, hereinafter referred to as the PROJECT.
The CLIENT and CONSULTANT agree as set forth below:
A.BASIC SERVICES
The CONSULTANT’S basic services for the PROJECT are as provided in Attachment A Work Program.
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 Paragraph A above.
2.Services or Deliverables not specifically identified in Paragraph A above.
C. FEES FOR PROFESSIONAL SERVICES
The CONSULTANT agrees to complete the scope of work contained in Paragraph A in exchange for
professional fee compensation as noted below. The CLIENT agrees to pay the CONSULTANT for
PROJECT services rendered as follows:
1.For the CONSULTANT’S Basic Services described in Paragraph A above, a fee based on the
CONSULTANT’S current hourly rate schedule (see Attachment B) not-to-exceed one hundred
CONTRACT #2026-4255
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fifteen thousand dollars inclusive of expenses as noted in Paragraph A. This fee includes a
ten thousand dollar contingency that will be used with the approval of the client project
manager.
2. 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 via email 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, including, but not limited to open
houses, stakeholder meetings, neighborhood meetings, and commission/board meetings.
3. Preparation of required minutes per city policy.
4. Participation in Project team and staff meetings.
5. Reproduction and distribution of Project reports as deemed necessary and not otherwise
specified in paragraph A.
6. Participation in community engagement events to expand reach of those specified in
paragraph A.
7. Review of draft Project reports prepared in accordance with paragraph A.
8. Coordination and preparation of transportation and infrastructure analysis. Delivery of DNR
water supply and the local surface water management plan in a schedule consistent with the
overall comprehensive plan schedule.
9. Preparation of content to be inserted into comprehensive plan chapters.
E. INSURANCE
CONSULTANT 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
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review CONSULTANT’s insurance policies at any time to verify that contractual requirements have
been met.
1. 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
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
$4,000,000 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 within thirty months of the date that the CLIENT
issues a notice to proceed. The notice to proceed shall come from an authorized representative of
the City.
G. SUB-CONSULTANTS
The CONSULTANT shall not add any Sub-Consultants without written consent from the CLIENT.
H. NONDISCRIMINATION
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.
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I. 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 subcontractors for such work to
incorporate such requirements in all subcontracts for program work.
J. INDEMNIFICATION
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 attorneys 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
K. 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.
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Name Title
Vice-President
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CONSULTANT
Hoisington Koegler Group Inc.
Name Title
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ATTACHMENT A WORK PROGRAM
TASK 1 – TAKE THE PULSE
Task 1 is focused on establishing the foundation for the 2050 Comprehensive Plan. While the plan is
not a complete rewrite, the community has changed since the last plan was adopted. Task 1 will
focus on developing an understanding of the community’s existing context, gathering input on
community needs, and confirming the vision. In addition to updating base mapping and
demographics, the planning process will include an audit of the 2040 Comprehensive Plan and a
review of how the direction established by the Metropolitan Council in Imagine 2050 will need to be
incorporated into the 2050 Comprehensive Plan.
1.1 Conduct a kick-off meeting with Planning Staff to confirm the scope, schedule, gather
background information, and begin preparations for community engagement.
1.2 Prepare base mapping.
1.3 Update demographic, housing, and economic information to create a succinct summary for
the community and to update the Community Context chapter.
1.4 Review any studies, reports, or Comprehensive Plan amendments prepared since
completion of the 2040 Comprehensive Plan.
1.5 Evaluate the city’s system statement and checklist from the Metropolitan Council to
determine what needs to be updated and what topics potentially require additional
discussion with Staff, policymakers, and the community.
1.6 Facilitate a meeting with Key Staff (e.g. parks, engineering, public works) to officially kick off
the project:
a. Discuss what worked and what didn’t work with the 2040 Comprehensive Plan and
introduce upcoming meetings to audit the 2040 Comprehensive Plan.
b. Discuss issues and opportunities.
c. Confirm background information received to date.
d. Review and refine draft community engagement materials.
e. Discuss approach for updates to Parks & Trails, Transportation, and Water Resources
chapters.
1.7 Conduct virtual meetings with Key Staff to audit individual chapters of the 2040
Comprehensive Plan to understand what is working, what should be modified, what barriers
or obstacles prevented implementation, and what potential updates are needed to address
the Metropolitan Council direction.
1.8 Conduct a meeting Key Staff and the Parks System Master Plan consultant to coordinate
community engagement efforts.
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1.9 Conduct Kick Off Event with the Advisory Committee, Planning Commission, and City
Council to provide background on comprehensive planning, provide highlights about
Columbia Heights today, preview the upcoming community engagement outreach, and
solicit initial input.
1.10 Conduct Engagement Round 1. Round 1 of the community engagement 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 confirm the vision and identify any community needs that should be considered. It
is anticipated that this round of engagement will include the preparation of materials for
posting on the project website and inclusion in City communications; preparation of an
online engagement tool; attendance at community pop-up events; and the preparation of an
engagement summary. In order to ensure a broad audience is engaged, this round of
community engagement will extend for at least four months to enable the consulting team
and Planning Staff to participate in a range of events. While the consultant team will
participate in up to 3 events, the consultant team will ensure Planning Staff will have the
materials needed to attend additional events. At least two of the community engagement
events will include community engagement questions/activities related to the Parks System
Master Plan.
1.11 Meet with Planning Staff to review of draft community engagement summary and
community context chapter, as well as to confirm additional community outreach events.
1.12 Share the community engagement results pertaining to the Parks System Master Plan with
the Park System Master Plan consultant.
TASK 2 – SHAPE THE PLAN
Building on the findings from Task 1, HKGi will collaborate with Key Staff to identify key directions for
each chapter of the Comprehensive Plan. This will include recommended refinements to existing
goals and policies, as well as the development of new goals and policies for the Metropolitan
Council’s new requirements regarding climate and natural systems. Task 2 will also focus on
exploring key land use changes and potential impacts of those changes on infrastructure.
Community Engagement Round 2 will focus on seeking input with targeted stakeholders on areas of
change and areas of topical expertise.
2.1 Collaborate with Key Staff on the key plan directions, as well as land use changes and
infrastructure system improvements needed. This exploration is anticipated to extend up to
three staff meetings and will include the development of diagrams and illustrations.
Preliminary data will also be quantified as needed to enable high-level evaluation of land
use concepts.
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2.2 Meet with the Advisory Committee to review community input from Task 1 and discuss the
key directions being explored.
2.3 Meet with the Planning Commission to review community input from Task 1 and discuss the
key directions being explored.
2.4 Meet with Planning Staff to refine key directions and prepare for Community Engagement
Round 2.
2.5 Conduct Community Engagement Round 2. The 2nd round of community engagement will
focus on seeking input from targeted stakeholders regarding key directions. This outreach
will include meetings with the Economic Development Authority, Park and Recreation
Commission, and Sustainability Commission to review key directions and updates
anticipated to the relevant plan chapter. Then, depending on the key directions identified,
this could also include a meeting with a neighborhood or a community organization.
TASK 3 – PREPARE THE PLAN
Task 3 will use community input and the key directions from Task 2 to prepare a full draft of the 2050
Comprehensive Plan in collaboration with Staff. A review draft will be presented to the Advisory
Committee, Planning Commission, and City Council. Then, HKGi will facilitate Community
Engagement Round 3. Input from the reviews and community engagement will be used to create a
final draft that will be considered for approval by the Planning Commission and City Council in Task
4.
3.1 Prepare draft of the 2050 Comprehensive Plan in collaboration with Staff.
3.2 Present the draft 2050 Comprehensive Plan to the Advisory Committee.
3.3 Present the draft 2050 Comprehensive Plan to the Planning Commission.
3.4 Present the draft 2050 Comprehensive Plan to the City Council.
3.5 Conduct Community Engagement Round 3. Round 3 of Community Engagement will include
the posting of the draft 2050 Comprehensive Plan online for broad community review and
comment. The draft will also be sent to the Economic Development Authority, Parks and
Recreation Commission, and Sustainability Commission for review and comment.
TASK 4 – SEEK APPROVALS
The final task of this phase will begin with the preparation of the final draft of the 2050
Comprehensive Plan based on the review and community input in Task 3. The final draft will then be
presented to the Planning Commission at a public hearing. The City Council will consider approving
the draft for distribution to adjacent and affected agencies for review.
4.1 Prepare final draft of the 2050 Comprehensive Plan.
4.2 Conduct the Planning Commission Public Hearing.
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4.3 Make final revisions to the plan based on Planning Commission recommendation.
4.4 Present 2050 Comprehensive Plan to the City Council for approval to distribute to adjacent
and affected agencies.
Phase Two: Distribute the Plan for Review
TASK 5 – DISTRIBUTE THE PLAN FOR 6-MONTH REVIEW
Comprehensive Plans are required to be distributed to adjacent and affected jurisdictions for a
minimum of six months, or until comments from all agencies are received. Depending on timing, the
Metropolitan Council also allows communities to submit the draft Comprehensive Plan for optional
preliminary review. Subtasks for this task include:
5.1 Assemble electronic version of Comprehensive Plan for distribution.
5.2 Support review by adjacent and affected jurisdictions by preparing an email with a response
form and a link to the 2050 Comprehensive Plan for Planning Staff to distribute to the required
list of affected and affected jurisdictions.
5.3 Submit the 2050 Comprehensive Plan for Metropolitan Council preliminary plan review.
5.4 Summarize comments received and prepare revisions as needed from adjacent and affected
jurisdictions, as well as the Metropolitan Council.
5.5 Present revised 2050 Comprehensive Plan to the City Council for authorization to submit it to
the Metropolitan Council.
Phase Three: Metropolitan Council Review and Final Adoption
Task 6 – FACILITAT E METROPOLITAN COUNCIL REVIEW
Task 6 will focus on seeking approval from the Metropolitan Council for the 2050 Comprehensive
Plan. This will involve making revisions until the Metropolitan Council deems it complete and
supporting Planning Staff through the approval process.
6.1 Prepare and submit the 2050 Comprehensive Plan for Metropolitan Council formal review.
6.2 Revise the 2050 Comprehensive Plan as needed to address completeness issues identified by
the Metropolitan Council.
6.3 Support Planning Staff through the Metropolitan Council approval process.
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Task 7 – ADOPT THE PLAN
The final task will support the final adoption of the 2050 Comprehensive Plan by the City Council
following approval by the Metropolitan Council.
7.1 Prepare final 2050 Comprehensive Plan for City Council adoption.
7.2 Support Planning Staff with the City Council’s adoption.
7.3 Submit the 2050 Comprehensive Plan and all required documentation to the Metropolitan
Council.
7.4 Provide Planning Staff with the final electronic files.
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ATTACHMENT B 2026 HOURLY RATE SCHEDULE
Rates by Professional Category
Principal ................................................................. $200-290/hr
Associate ................................................................ $145-200/hr
Senior Professional ................................................ $110–160/hr
Professional II .......................................................... $90-135/hr
Professional I ............................................................ $50–90/hr
Technical .................................................................... $50-90/hr
Litigation Services .................................................. $250-350/hr
Testimony .............................................................. $275-375/hr
Incidental Expenses
Mileage ............................................... current federal rate/mile
Photocopying BW .......................................................... 5¢/page
Photocopying Color .................................................... 25¢/page
Outside Printing ....................................................... Actual Cost
Large Format Scanning ............................................ Actual Cost
Lodging and meals .................................................. Actual Cost