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CR 07-036 Contract-Comprehensive Plan UpdateG~TY OF March 28, 2007 N O P K I N S Council Report 07-36 CONTRACT -COMPREHENSIVE PLAN UPDATE Proposed Action. Staff recommends the following motion: Move to approve the Hopkins Comprehensive Plan Update Contract with Hoisington Koegler Group Inc. Overview. The City is in the process of updating its Comprehensive Plan. Hoisington Koegler is the company that will be doing the updating and did the last update to the plan. They have done many studies within the City and are very familiar with the City. Mr. Koegler has already held akick-off meeting, and community meetings are scheduled for the end of April and beginning of May. The contract is a collaborative effort with Hoisington Koegler and the City staff. The City staff plays a large role in the updating of the plan. The updating of the plan will continue to 2008. Primary Issues to Consider. • What is the amount of the contract? The contract amount is not to exceed $30,000. $20,000 is budgeted for 2007, and the remaining $10,000 will be budgeted in 2008. Supporting Documents. Contract Nancy .Anderson, AICP Planner Financial Impact: $ 30,000 Budgeted: Yes Source: 101-46120 Related Documents (CIP, ERP, etc.): Notes: Creative Solutions for Land Planning and Design ©© Hoisington Koegler Group Inc. March 21, 2007 Nancy Anderson City Planner City of Hopkins 1010 First Street Hopkins, MN 55343-9475 Re: Hopkins Comprehensive Plan Update Contract Dear Ms. Anderson: This letter outlines a Scope of Services, Fee Schedule and other elements which together constitute an agreement between the City of Hopkins, hereinafter referred to as the CLIENT, and Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for professional planning services for the Comprehensive Plan Update, 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: Work Program The following work program outlines a collaborative effort between Hopkins' City staff and staff from Hoisington Koegler Group to prepare the Hopkins Comprehensive Plan Update. This collaborative effort draws on the expertise and experience of both the City and the consultant to meet the mandated submission deadline. Role of City Staff City staff will play an active role in the preparation of certain portions of the plan as noted herein. Staff will also make arrangements for all of the meetings providing appropriate venues and support materials as needed. Role of HKGi HKGi will help facilitate the comprehensive plan update process and will be responsible for preparation of the components as noted herein. Task 1 Organize the Effort 123 North Third Street, Suite 100, Minneapolis, MN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 Hopkins Comprehensive Plan Lipdate March 2I, 2007 Paget The purpose of this task is to orient the various participants in the planning process and to begin the ongoing task of collecting, assembling and coordinating data. Organization will involve the following: 1.1 Prepare Project Manual. The project manual is a tool that HKGi uses to help coordinate project management and it is particularly beneficial in collaborative planning processes. The manual includes copies of the work scope with assigned responsibilities, project schedule, communication strategies, key contact information, lists of data needs and requests and other useful information that will be needed throughout the project. City Staff will be provided copies of the project manual. 1.2 Kick-Off Meeting with the Zoning and Planning Commission/City Council. Meeting with the Zoning and Planning Commission to review the scope and schedule of the Plan update and to identify issues that are likely to be important in the Plan update. (Complete - 2/13/07) Deliverables: The following deliverables will be part of Task 1 o Final work program and project schedule o Project Manual o Slide handouts in PowerPoint format for Zoning and Planning Commission/City Council meeting. Staf f Responsibilities: o Send out meeting packet materials Task 2 Define the Context -Understand Hopkins Task 2 will focus on developing a thorough understanding of the physical, social and natural forces that have shaped or are currently shaping the City of Hopkins. This task will include assembling a quantitative analysis of demographic trends and socio-economic data and work with City staff on coordinating mapping updates. Detailed subtasks in Task 2 include: 2,1 Prepare Mapping. Accurate and usable mapping plays an essential part of the Compreherisive Planning process. This work program assumes that the City will take the lead in assembling required base mapping and in the GIS analysis. Data from past planning studies should also be assembled and distributed to the consultant team. HKGi will assist the City in establishing project protocols for ArcView GIS software and AutoCAD. HKGi work with the City to define a common graphic style for all mapping. Layers of mapping will focus on existing conditions including natural features and patterns, existing land use and development patterns, utility systems, park and trail systems, roadway corridors and traffic patterns, existing zoning and platting. City files can be supplemented by electronic map data available online through regional data sources such as ~~ Hopkins Comprehensive Plan Update March 2I, 2007 Page3 the DNR, Metropolitan Council, USGS and Mn/DOT. 2.Z Review relevant plans and studies. HKGi will review all relevant plans and studies to understand current planning and policy directions that can be used in the planning process. 2.3 Create Demographic and Socio-Economic Profile. HKGi will create a demographic and Socio-economic profile from Census information. 2.4 Consider Local, Regional and National Trends that Impact Hopkins. Review street classifications and traffic volumes; examine existing standards and policies for parks and trails; and consider emerging development trends i.e. walkablity, green infrastructure, etc. 2.5 Conduct Staff Meeting. Meet with staff to review and refine materials generated in Task 2. Deliverables: The f olloauing deliverables will be part o f Task 2 o Technical Memorandum documenting recent plans and studies as well as trends o Census profile • Sta f f Responsibilities: o Mapping and GIS analysis o Collection and distribution of key background information and map data to consultant team o Summary of meeting notes from Staff meetings. Task 3 Community Assessment -Explore and Confirm Goals The purpose of this task will be to establish and/or confirm directions for the Comprehensive Plan update. This task will include the first series of community meetings. Subtasks include: 3.1 Conduct First Round of Community Open Houses. This task will be the first of two sets community meetings. Utilizing an open house format, four meetings will be held, three focusing on residential neighborhoods in Hopkins and one with an emphasis on the business community. The residential meetings will be organized based on geography and the business meeting will be held in conjunction with a meeting of the Hopkins Business & Civic Association (HBCA) . The open houses will be focused on presenting information and obtaining feedback that will help set the stage for the plan. Information to be presented and topics to be discussed will include but not be limited to informing people about the comprehensive plan update process, critiquing community goals, an assessment of issues that are important to the residential and business sectors of the community and a survey of open house attendees. Hopkins Comprehensive Plan I.Ipdate March 21, 2007 Page 4 3.2 Summarize First Round of Open Houses. Working with City Staff, HKGi will summarize the findings and results of the first round of open houses and prepare a technical memorandum outlining information collected at the meetings. 3.3 Zoning and Planning Commission Meeting. This meeting will be used to present findings from the first round of open houses and to determine how to apply the information learned to the Plan update process. Deliverables: The following deliverables will be part o f Task 3.0 o Meeting agenda and materials for conducting the four open houses. o Technical memorandum of meeting results o Preparation of a camera-ready newsletter announcing the open houses. S~ta f f Responsibilities: o Advertising first round of open houses including mailing the initial newsletter. o Assistance with preparing for, conducting and summarizing open houses o Preparation of meeting notes from the Zoning and Planning Commission meeting. Task 4 Def ne Planning Issues Hopkins will change in a number of ways over the next 10 to 20 years. Demographic changes will impact the community, the Excelsior Crossings development will likely spur other development on the east side and other redevelopments are likely to occur either with or without public encouragement. The Comprehensive Plan process needs to consider a broad range of changes that may occur in the next 20 years. Task 4 is a collaborative process involving HKGi and City staff to identify future planning issues. The purpose of identifying planning issues is to further establish a basis for the preparation of the various elements of the Comprehensive Plan. The definition of future planning issues in Hopkins will begin with land use. Although land use is identified as a starting point, land use considerations will integrate housing, transportation, parks, utilities and infrastructure. Subtasks that are part of Task 4 include: 4.1 Assess Future Planning Issues. HKGi will convene ahalf--day meeting involving City staff and HKGi personnel. The meeting will be used as a forum to assess potential changes in the community over the life of the Comprehensive Plan. Factors to consider when assessing future planning issues will include but not be Limited to: ^ Varying redevelopment assumptions ^ Differing applications of community development trends such as walkablity ^ Live/work opportunities ^ Varying approaches to the provision of park and recreation facilities ^ Mass transit alternatives Hopkins Comprehensive Plan Lipdate March 2I, 2007 Page 5 ^ Differing types of housing and densities ^ Differing relationships between housing and transit ^ Options for non-vehicular movements of people Issues and directions that are identified will be compiled in a Technical Memorandum for subsequent review. 4.2 Present the Planning Issues to the Zoning and Planning Commission. Meet with the Zoning and Planning Commission to review identified planning issues and to seek input. Deliverables: The f olloaving deliveracbles quill be part o f Task 4 o Technical Memorandum outlining planning issues and assumptions Stu f f Responsibilities: o Participating in the planning issues meeting. o Preparation of meeting notes from the Zoning and Planning Commission meeting. Task 5 Develop Draft Comprehensive Plan and Supporting Implementation Strategies This task is focused on applying the information generated through Task 4 to efforts to draft various sections of the Comprehensive Plan. The Plan will include applicable supporting public policies and strategic implementation initiatives. The draft Plan will be a readable, illustrative document with maps, photographs, sketches, diagrams and supporting narrative to allow people to fully understand the direction established by the Plan. It will also provide the requisite technical information to ensure that public actions needed to implement the Plan are clear and achievable. For purposes of this Work Program, the content of the Comprehensive Plan update is anticipated to match that of the current Plan. In order to make the plan more readable and "user friendly", HKGi will work with City staff to restructure the organization of the plan as appropriate and establish an overall graphic style and format. This task will be a collaborative effort between HKGi and City staff as noted in the respective subtasks that follow. 5.1 Section 1 -Goals. City staff will update the Goals section of the plan with input from the Zoning and Planning Commission and from the results of the initial round of open houses. 5.2 Section 2 -- SWOT Analysis. City staff will update the SWOT analysis section of the plan with input from the Zoning and Planning Commission and from the results of the initial round of open houses. 5.3 Section 3 -Analysis of Population, Households & Employment. HKGi will assemble Section 3 of the Plan. Hopkins Comprehensive Plan Lipdate March 21, 2007 Page 6 5.4 Section 4 -Land Use and Development. City staff will update the Land Use & Development section of the plan. Land Use and Development issues will include issues identified in Tasks 3.1 and 4.1. 5.5 Section 5 -Land Use & Development Plan. City staff and HKGi will collaborate on the Land Use & Development Plan section. The land use plan will address the desired locations and mixes of residential, commercial, industrial, office, institutional, mixed-use, public and semi-public uses: In text and graphic forms, the Land Use and Development Plan chapter will illustrate the future land use pattern, desired development forms and specific development/redevelopment areas. HKGi will specifically focus on the portion of the plan that addresses the land use impacts and opportunities of existing and future transit. 5.6 Section 6 -Solar Access Protection. City staff will update the solar access section. 5.? Section 7 -Aviation. City staff will update the aviation section. 5.8 Section 8 -Downtown Hopkins. City staff and HKGi will collaborate on the update of the Downtown section of the plan. 5.9 Section 9 -Transportation. The transportation section of the Comprehensive Plan will be a collaborative effort of City staff and HKGi. City staff will coordinate land use information required for transportation modeling including TAZ data. HKGi will provide input on walkablity, connectivity, street widths, and the provision of sidewalks. 5.10 Section 10 -Housing. The housing chapter will be a collaborative effort of City staff and HKGi. It will include updated goals and policies. It will analyze existing housing data, prepare a housing needs assessment, evaluate neighborhood conditions, evaluate affordability, and evaluate lifecycle and workforce housing needs. It will discuss the City's ongoing role in housing and will identify local and regional resources to accomplish housing objectives. 5.11 Section 11 -Parks, Open Space & Trails. City staff and HKGi will collaborate on the update of the Parks and Trails section. An initial meeting with the Park Board will be held in May 21, 2007. 5.12 Section 12 -Sanitary Sewer System Plan. City staff will update the sanitary sewer section. 5.13 Section 13 -Water Resources Management Plan. City staff will update the water resources section. 5.14 Section 14 -Water Plan. City staff will update the water plan. 5.15 Section 16 -Implementation Strategies. HKGi will assume the lead role in the preparation of the Implementation section. Implementation actions will focus on those steps necessary to carry out the policy and land use directions Hopkins Comprehensive Plan Update March 21, 2007 Page 7 established in the plan as well as the directions established in each of the Plan sections. These will include identifying inconsistencies with zoning and subdivision ordinances, providing information for subsequently updating the capital improvement program, and other actions. The land use plan defines general land use patterns, development forms, infrastructure system improvements, and public objectives and policies. Community development planning involves more than simply land use. The Implementation section of the plan will also identify key strategic initiatives that will help carry out the community goals and build upon the directions and policies established in the land use plan. These initiatives will focus on economic development, redevelopment and revitalization and community image (gateways, streetscapes and the continued development of signature areas) . 5.16 Meet with City Staff. During the preparation of the draft Plan chapters, HKGi, and City staff are expected to meet a number of times to coordinate work and conduct common reviews of materials (3 meetings) . 5.1? Conduct Review of Plan Elements. Meet with the Zoning and Planning Commission and/or City Council (3 meetings) to review the chapters of the Plan. 5.18 Conduct Second Round of Community Open Houses. A second series of four open houses will be held to present the plan to the community and to seek final input prior to the more formal review and adoption process. As in Task 3.2, four open houses will be held, one focusing on the business community and three focused on Hopkins residential neighborhoods. The open houses will provide people with the ability to review the results of the planning process before the plan is placed in final form. Input from the public will be used to make final adjustments prior to the initiation of the review phase of the work program. 5.19 Refine the Plan Chapters Based on the Results of the Final Open Houses and Compile Final Plan Draft. Prepare the final draft of the Hopkins Comprehensive Plan for formal review. Deliverables: The following deliverables will be part o f Task 5. o Initial draft sections of the Comprehensive Plan noted above as HKGi responsibility. o Final Comprehensive Plan draft sections noted above as HKGi responsibility. o Summaries of meetings with City staff. o Preparation of a camera-ready newsletter announcing the open houses. Staf f Responsibilities: o Preparation of the plan chapters as noted above. o Advertising the final round of open houses including mailing the newsletter. Hopkins Comprehensive Plan Update March 21, 2007 Page 8 • o Preparation of meeting notes from Zoning and Planning Commission/ City Council meetings. o Sending out Zoning and Planning Commission and City Council packet materials. Task 6 Seek Approvals and Finalize Plan The final task focuses on seeking approvals and finalizing the printed plan for submission to adjacent municipalities and the Metropolitan Council. Consistent with the Land Planning Act, adjacent units of government have up to six months to review the Hopkins Comprehensive Plan draft and to provide the City with comments. Subtasks included in the approval process include: 6.1 Conduct Public Hearing. HKGi will assist staff in conducting a public hearing. 6.2 Refine the Plan. HKGi will prepare refinements to the plan based on the public hearing results for sections noted as HKGi responsibility. 6.3 Assist Staff in presenting plan to City Council. HKGi will assist staff with preparing materials and presenting the plan to the City Council for final approval. 6.4 Prepare final text and graphics, HKGi will prepare the final document incorporating final recommended changes. Deliverables: The f olloa,~ing deliverables will be part o f Task 6. o Text and graphics in electronic format (CD/DVD) for sections of the plan noted as HKGi responsibility. Sta f f Responsibilities: o Presentation of the Plan at review meetings as necessary o Review of draft plan, changes to staff prepared sections as appropriate. o Preparing and coordinating the modifications of utility and transportation sections of the plan. o Printing and distribution of the draft plan. o Printing and distribution of the final plan. o Submissions to adjacent units of government. o Submission to the Metropolitan Council. 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. Hopkins Comprehensive Plan Lipdate March 21, 2007 Page 9 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 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 A) not to exceed $30,000 [thirty thousand dollars] including reimbursable expenses. 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. Statements will be submitted 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 paper and/or digital copies of all former comprehensive plans, aerial photographs, base maps, inventory data, U.S. Census information, traffic and transportation information and available CAD mapping, limited to those that are reasonably available. 2. Mailing lists, printing, postage and the mailing of invitations for public meetings. 3. Arrangements for public meetings. 4. Reproduction of all interim reports for distribution as deemed necessary. E. INSURANCE Hopkins Comprehensive Plan Update March 21, 2007 Page 10 CONSULTANT shall maintain insurance as follows at all times during the term of this Agreement: Statutory workers compensation and employers' liability insurance coverage. Comprehensive general liability insurance coverage and automobile liability insurance coverage in the sum of not less than $1,000,000 per policy. 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 12 months from notice-to-proceed date. At the beginning of the PROJECT, the CONSULTANT will prepare an overall PROJECT schedule identifying meetings, task completion dates, etc. The CONSULTANT will continually update the PROJECT schedule throughout the course of the work G. NONDISCRIMIl~TATION 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 Hopkins Comprehensive Plan Lipdate March 21, 2007 Page 11 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. I. INDEMNIFICATION CLIENT agrees to indemnify, defend and hold CONSULTANT harmless from and against any and all claims, liabilities, suits, demands, losses, costs and expenses, including, but not limited to, reasonable attorneys' fees and all legal expenses and fees incurred through appeal, and all interest thereon, accruing or resulting to any and all persons, firms or any other legal entities on account of any damages or losses to property or persons, including injuries or death, or economic losses, arising out of the PROJECT and/or this Agreement, except that the CONSULTANT shall not be entitled to indemnification to the extent such damages or losses are found by a court or forum of competent jurisdiction to be caused by CONSULTANT's negligent errors or omissions. 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 resolved using alternative dispute resolution (ADR) . L. REVOCATION Hopkins Comprehensive Plan Lipdate March 21, 2007 Page 12 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. AUTHORIZATION IN WITNESS WHEREOF, The CLIENT and the CONSULTANT have made and executed this Agreement for Professional Services, This day of 2007. CLIENT City of Hopkins Name CONSULTANT Hoisington Koegler Group Inc. ~.u~,.~ Title R. Mark Koegler, President Paul E. Paige, Vice President ATTACHMENT A HOISINGTON KOEGLER GROUP INC. 2007 HOURLY RATES Senior Principal ........................................... $130-155/hr Principal ....................................................... $120-140/hr Senior Professional ..................................... $120-150/hr Professional III ............................................... $80-140/hr Professional II .................................................. $65-90/hr Professional I .................................................. $60-75/hr Technical .......................................................... $35-55/hr Secretarial ............................................................. $50/hr Testimony ........................................................... $175/hr Construction Administration .............................. $100/hr Incidental Expenses: Mileage .......................................................... 48.5¢/mile Photocopying BW ......................................... ....10¢/page Photocopying Color .......................................... 80¢/page Outside Printing ............................................ Actual Cost Diazo Printing ............................................... Actual Cost B/W Bond Plots ........................................... $15.00 each Color Bond Plots .......................................... $20.00 each Photo Paper Color Plots ............................... $40.00 each