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CR 98-58 Comprehensive Plant ContractApril3, 1998 Proposed Action. Staff recommends the following motion: Move to award the contract to assist the City in updating the Comprehensive Plan to Hoisington Koegler Group Inc. Overview. The City is required to update the Comprehensive Plan by December 31, 1998. The City has received a $10,000 grant to provide assistance with the updating of the plan. The firm of Hoisington Koegler Group Inc. will be assisting the City with the update. The staff received several bids from various consultants to assist in the updating. Staff has chosen Hoisington Koegler Group Inc., based on their experience in updating comprehensive plans and also the City's experience in working with the firm. Because of the limited funds, the staff will be heavily involved in the updating of the plan. Supporting Documents o Work plan and contract Nancy Planner Anderson, AICP COMPREHENSIVE PLAN -- CONTRACT Council Report 98 -58 Creative Solutions for Land Planning and Design March 23, 1998 City of Hopkins 1010 1 Street Hopkins, MN 55343 -7573 Re: Contract for Comprehensive Plan Update Attention: Ms. Nancy Anderson Hoisington Koegler Group Inc. 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 CITY, and Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for professional planning services authorized to assist the City with the completion of the Hopkins Comprehensive Plan Update, hereinafter referred to as the PROJECT. The CITY and CONSULTANT agree as set forth below: A. WORK PROGRAM - BASIC SERVICES The Work Program will be accomplished through the combined efforts of HKGi and City Staff. Participating parties are identified at the conclusion of each task. The Hopkins Comprehensive Plan will be updated to bring it into consistency with the Metropolitan Land Planning Act. The basis of the update will be the Comprehensive Plan draft that was prepared in 1989. Task 1 - Goals and Policies Update The purpose of this task will be to update the goals currently found in the plan addressing community development, natural resources, land use, housing, transportation, and recreation. In all cases, goals will be reviewed for consistency with those found in the Regional Blueprint. Hopkins' goals will also be brought into compliance with recent legislative changes and regional goals supported by the City of Hopkins such as the Livable Communities Act. (HKGi and City) Task 2 - Socio- Economic Update Employment, population and household projections will be updated utilizing 1990 Census data and projection data generated by the Metropolitan Council. Projections for 2010 and 2020 will be utilized in other portions of the plan in order to address land use, housing, employment and recreational needs. (HKGi and City) 123 North Third Street, Suite 100, Minneapolis, MN 55401 -1659 Ph (612) 338 -0800 Fx (612) 338 -6838 Task 3 - Land Use A. GIS base information recently acquired from Hennepin County will be used as the basis for updating the City's existing land use map. Categories used for the mapping will be compatible with those used by the Metropolitan Council. Maps and acreage tabulations will be assembled and compared with the data available from the Metropolitan Council's 1995 database. Updated information will include the current supply of vacant lots. (HKGi and City) B. A future land use analysis will be conducted addressing development of the few remaining vacant portions of the community. This analysis which will lead to the preparation of a future land use plan which will also address redevelopment of portions of the community based on identified needs. The analysis will include an examination of densities to address the Metropolitan Council's forecasts and density targets. (HKGi and City) C. A future land use map and related tabulations will be assembled. The map will depict the allocation of land for residential, commercial, industrial, recreation, and open space uses. (HKGi) Task 4 - Housing A. Housing Supply Update - Housing supply information will be updated using information from the 1990 Census and information available from City files and from the Metropolitan Council. Information will include total units counts by unit types, age and occupancy characteristics, currently permitted densities, vacancy rates and to the degree that information is available, housing condition. (HKGi) B. Housing policies will be reviewed as part of Task 1. Housing policies will specifically address affordable housing, housing mix, development densities, mixed use, particularly in the downtown area currently under redevelopment, employment/housing linkages and concentrations of lower cost or substandard housing. (HKGi) C. The existing housing plan will be updated to address housing programs to be used to meet identified local and regional goals, the impact of local controls on housing supply and cost, and local fiscal devices to be used with other available tools to facilitate housing consistent with needs identified in the plan. (HKGi) Task 5 - Surface Water Management The City of Hopkins is in the process of updating its surface water management plan. Information prepared by the City's engineering consultant and City staff will be utilized to fulfill the comprehensive planning requirements for surface water management. (City) Task 6 - Solar Access Protection Hopkins' 1989 Comprehensive Plan which was approved by the Metropolitan Council did not contain a solar access element. The plan update will include a solar access section that meets the original requirements of the 1979 Metropolitan Land Planning Act. (HKGi) Task 7 - Transportation The transportation section of the Hopkins Comprehensive Plan will be updated to correlate land use information along with household and employment projections in order to assess future impacts on Comprehensive Plan Update Contract with City of Hopkins Page 2 local roadways and metropolitan highways. The plan will provide an allocation of households and employment by TAZ zone through the year 2020. Mapping will be developed depicting volumes and functional classifications. The transportation plan update will also address existing and future transit needs as well as bicycle and pedestrian facilities. (City) Task 8 - Sewers Hopkins is completely served by sanitary sewer. Therefore, the City will comply with Tier 1 requirements for sewer plans. The sewer plan element will correlate sewer capacity with adopted community household and employment forecasts. Mapping of the existing system will be included in the plan and where future growth will occur, means and methods of providing sanitary sewer service will be identified and mapped. Goals and policies addressed in Task 1 will include strategies for preventing and reducing excessive I/I as an extension of programs currently in place by the City. (City) Task 9 - Parks and Open Space Hopkins' Comprehensive Plan that was completed in 1989 did not contain a detailed parks and open space section. Material will be added as part of the plan update to reflect household and park user projections for 2010 and 2020. The five year parks capital improvement program will also be included. (HKGi) Task 10 - Water Supply Hopkins has updated of its water supply plan which will satisfy the majority of the regional requirements. The plan will be supplemented as necessary to satisfy the requirements found in Minn. Stat. Sec. 473.859, Subd. 3 (4). (City) Task 11 - Aviation and Airports Although Hopkins is not directly impacted by the operations of any public or private airport, the plan update will include provisions to protect general airspace ( >200'). (HKGi) Task 12 - Economic Development In 1995, Hopkins assembled the Strategic Plan for Economic Development. Information from the plan will be incorporated into the Comprehensive Plan. (HKGi) Task 13 - Implementation An implementation section will be added to address roles and responsibilities, housing, land use, transportation, recreation and citizen participation. Impacts of administrative procedures as well as consistency between the comprehensive plan and the zoning ordinance will be addressed. (City and HKGi) Task 14 - Public Participation Throughout the preparation of the comprehensive plan, public participation will be an important element. Monthly meetings will be held by the Planning Commission to review comprehensive planning topics. Notice will be published for these meetings and the general public will be encouraged to attend. At the end of the process, a public hearing will be held. HKGi's participation Comprehensive Plan Update Contract with City of Hopkins Page 3 in public meetings shall include: Planning Commission Meetings (6), City Council Meetings (1) and public hearing (1). (City and HKGi) B. SCOPE OF ADDITIONAL SERVICES The following services have not been requested by the CITY but are available, upon authorization, from the CONSULTANT. 1. Meetings in addition to those specified in Basic Services. 2. Additional services not specified herein. 3. Engineering and other detail elements that may be required as part of the Metropolitan Council's Surface Water Management Guidelines as found in Minnesota Rules, Chapter 8410. 4. Engineering and other detail elements that may be required as part of the Metropolitan Council's Water Supply Guidelines as found in Minn. Stat. Sec. 473.859, Subd. 3 (4). C. FEES FOR PROFESSIONAL SERVICES The CITY 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) plus expenses, the sum of which shall not exceed Ten Thousand Three Hundred Fifty Dollars ($10,350.00). 2. For the CONSULTANT'S Additional Services described in Paragraph B, a fee based on the CONSULTANT'S current hourly rate schedule (Attachment A) plus incidental expenses or a negotiated fee. 3. Statements will be submitted to the CITY on a monthly basis as work is completed and shall be payable within 30 days of receipt by the CITY. 4. The CONSULTANT reserves the right to suspend services if the City is delinquent in making payments in accordance with this agreement. D. CITY'S RESPONSIBILITY The CITY shall be responsible for the following: 1. Tasks noted in the work program. 2. The assembly of background information including, but not limited to, the following: A. Copies of all former comprehensive plans. B. Available computerized base map and inventory data. C. Aerial Photography D. U.S. Census information (1940 to 1990) Comprehensive Plan Update Contract with City of Hopkins Page 4 E. Transportation and street information such as street jurisdictions, traffic volumes, and street conditions. 3 Mailing lists, printing, postage and the mailing of invitations for public meetings. 4. Arrangements for public meetings. 5. Reproduction of all reports and distribution to the Planning Commission and City Council. 2. Printing the final document. E. COMPLETION SCHEDULE The services of the CONSULTANT will begin upon City Council approval and will, absent of causes beyond the control of the CONSULTANT, be completed by December 31, 1998. F. 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. G. 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. H. 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 CITY 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. Comprehensive Plan Update Contract with City of Hopkins Page 5 3. Neither the CITY 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. I. MISCELLANEOUS 1. The CONSULTANT shall furnish the necessary trained personnel to perform the professional services contracted under this Agreement in a manner commensurate with the standards of the industry. 2. The CONSULTANT, its officials, employees, agents, and sub - consultants shall not be officials, employees, agents, or sub - consultants of the CITY. The CONSULTANT shall insure that it and all of its agents and sub - consultants comply with the Workers Compensation Laws. 3. If the CITY believes that the CONSULTANT is not complying with the terms and conditions of this Agreement, it may give the CONSULTANT written notice of deficiency and what action it believes necessary to correct the deficiency by certified mail directed to the CONSULTANT at its address. The CONSULTANT shall have fifteen (15) days from the date of the receipt of the mailing to respond to the City in writing. The CITY shall not be obligated to pay any fees billed until a satisfactory response is received from the CONSULTANT. 4. The CONSULTANT shall save and hold the CITY harmless from all claims, demands and suits, whether at law or in equity, arising from or connected with the CONSULTANT, its officials, employees, agents and sub - consultant's performance under this Agreement for any and all injuries, death, property damage, and any and all other causes of action to include reasonable attorney fees, investigative costs, and suit fees. The CONSULTANT shall carry insurance insuring its obligation under this provision in the minimum limits of One Million Dollars ($1,000,000.00). 5. This Agreement is between only the CONSULTANT and the CITY and does not inure to the benefit of any third party nor does it create any rights or causes of action in any third party to include the CONSULTANT'S officials, employees, agents and sub - consultants. J. 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. Comprehensive Plan Update Contract with City of Hopkins Page 6 K. AUTHORIZATION IN WITNESS WHEREOF, The CITY OF HOPKINS and the CONSULTANT have made and executed this Agreement for Professional Services, CITY OF HOPKINS Name Title Attest: This Name Title HOISINGTON KOEGLER GROUP INC. f "Ijk'. Na e day of , 1998. r-9 Name R. Mark Koegler, Senior Vice President Paul Paige, Principal Comprehensive Plan Update Contract with City of Hopkins Page 7 Comprehensive Plan Update Contract with City of Hopkins HOISINGTON KOEGLER GROUP INC. Incidental Expenses: ATTACHMENT A 1998 HOURLY RATES Senior Principal $85- 115/hr Principal $70 -75/hr Professional II $52 -54/hr Professional I $38 -48/hr Technical $26 -38/hr Secretarial $38/hr Testimony $150/hr * 5% discount for retainer services Mileage 31 ¢ /mile Photocopying 15¢ /page Outside Printing Actual Cost Diazo Printing Actual Cost Draft Plotting $5.00 each Vellum Plotting $10.00 each Color Plotting $20.00 each Page 8 Memorandum To: Mayor Redepenning and City Council City Ma •er Steve Mielke From: Jim P- ons Date: April 3, 1998 Copy: n. a. Subject: League of t nnesota Cities Award Nomination Hopkins Center for the Arts ## City Manager's Department The staff recommends that the City of Hopkins submit a nomination to the League of Minnesota Cities 1998 awards program. The City would nominate itself in the housing, economic development and community spaces category for the Hopkins Center for the Arts. Nominations are due April 10; awards will be presented to winning cities at the League of Minnesota Cities annual conference in Duluth in June. Council approval of this nomination is requested.