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HomeMy WebLinkAbout6.i. Approval of an Agreement for Professional Services Between the City of Rosemount and Hoisington Koegler Group, Inc. for Preparation of a Pedestrian and Bicycle Master Plan4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: March 2, 2010 AGENDA ITEM: Approval of an Agreement for Professional Services Between the City AGENDA SECTION: of Rosemount and Hoisington Koegler Consent Group, Inc. for Preparation of a Pedestrian and Bicycle Master Plan PREPARED BY: Jason Lindahl, AICP AGENDA NO. Planner ATTACHMENTS: Agreement for Professional Services Between the City of Rosemount and Hoisington Koegler Group, Inc. for APPROVED BY: Preparation of a Pedestrian and Bicycle Master Plan RECOMMENDED ACTION: Motion to approve execution of an Agreement for Professional Services between the City of Rosemount and Hoisington Koegler Group, Inc. for preparation of a Pedestrian and Bicycle Master Plan. SUMMARY Attached for the City Council's review and approval is an Agreement for Professional Services between the City of Rosemount and Hoisington Koegler Group, Inc. for preparation of a Pedestrian and Bicycle Master Plan. This agreement has been reviewed by the City Attorney and the Community Development Department and staff recommends approval. BACKGROUND In December 2009, the City was awarded a $25,000 grant for consultant services to develop a Pedestrian and Bicycle Master Plan. This grant was funded by the Minnesota State Health Improvement Program (SHIP) through the Dakota County Active Living Partnership and the Dakota County Public Health Department. The City approved a contract between Dakota County and the City to accept these funds at the January 5, 2010 Council meeting. Once this contract was approved by the Council, staff began the process to solicit consultants to complete the plan. Staff began this process by seeking recommendations from our active living partners in both the public and private sector that have completed similar studies across the state. This process generated a list of ten firms from both Minnesota and across the County with skills and experience in pedestrian and bicycle planning. The City then distributed a Request for Proposals (RFP) to these firms which included the following selection criteria. 1. Responsiveness to the request. 2. Project approach and demonstrated understanding of the assignment. 3. Demonstrated expertise and experience by the consultant personnel who will be directly involved in the project. 4. Capabilities of proposed personnel and a positive record of past performance based on review of the resumes and references submitted. Of the original ten firms, staff received proposals from the six firms listed below. Each of these proposals was reviewed by representatives from the Engineering, Parks, and Planning departments. While all of these proposals met the minimum expertise and experience necessary to produce a high quality plan, staff ultimately selected Hoisington Koegler Group, Inc. (HKGi). 1. Alta Planning & Design 2. Charlier Associates, Inc. 3. Hoisington Koegler Group, Inc. 4. Kinley -Horn & Associates, Inc. 5. MRFA & Allia.nt Engineering, Inc. 6. SRF Consulting Group, Inc. Staff selected HKGi based on the finding that their proposal most closely met the experience, scope, budget and timeline for this project. Specifically, HKGi, has wide - ranging experience with pedestrian and bicycle planning in communities such as Hastings, St. Louis Park, Woodbury, and St. Paul with the Central Corridor Light Rail Line. In addition, HKGi has extensive familiarity with Rosemount having completed the Development Framework for Downtown, the Interpretive Trail Corridor Plan, and the UMore Park Master Plan. Upon Council approval of the agreement, staff will begin to work with HKGi to complete the Pedestrian and Bicycle Master Plan by midsummer. RECOMMENDATION Staff recommends approval of the of an Agreement for Professional Services between the City of Rosemount and Hoisington Koegler Group, Inc. for preparation of a Pedestrian and Bicycle Master Plan. AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF ROSEMOUNT, MINNESOTA AND HOISINGTON KOEGLER GROUP INC. FOR PREPARATION OF A PEDESTRIAN AND BICYCLE MASTER PLAN February 25, 2010 Jason Lindahl, AICP Planner City of Rosemount City Hall 2875 145th Street West Rosemount MM 55068 Re: Rosemount Pedestrian and Bicycle Master Plan Dear Mr. Lindahl: This letter outlines a Scope of Services, Fee Schedule and other elements which together constitute an agreement between the City of Rosemount, Minnesota, hereinafter referred to as the CLIENT, and Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for preparation of a Pedestrian and Bicycle Master Plan, hereinafter referred to as the PROJECT. The CLIENT and CONSULTANT agree as set forth below: A. BASIC SERVICES The CONSULTANT'S basic services and deliverables for the PROJECT are as provided in Attachment A - Work Plan. 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 services rendered as follows: ROSEMOUNT PEDESTRIAN AND BICYCLE MASTER PLAN February 25, 2010 Page 2 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) $23,000, Twenty Three Thousand Dollars and No Cents. 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 and provision of background information to the CONSULTANT including, but not limited to digital files in GIS and/or CAD format showing the location of existing sidewalks, bikeways and trails, existing trail and sidewalk plans, existing and future land use plans, aerial photographs, planimetric parcel and right of way data with ownership attributes, traffic and transportation information and appropriate GIS mapping, limited to those that are reasonably available. 2. Formation of a staff group to work the CONSULTANT on the PROJECT 3. Notification and invitations for public open house and stakeholder meetings. 4. Arrangements for public open house, stakeholder, Parks and Recreation Commission and City Council meetings and a community tour. S. Reproduction of all interim reports and materials for distribution as deemed necessary. 6. Reproduction of the final pedestrian and bicycle master plan not otherwise specified in paragraph A. 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 review CONSULTANT's insurance policies at any time to verify that contractual requirements have been met. 1. Commercial General Liability Insurance $1,000,000 per occurrence ROSEMOUNT PEDESTRIAN AND BICYCLE MASTER PLAN February 25, 2010 Page 3 $1,000,000 general aggregate $50,000 damage to rented premises $5,000 medical expenses 2. Umbrella Liability $1,000,000 per occurrence $1,000,000 general aggregate $10,000 self - insured retention 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 $1,000,000 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, 2010. G. 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. 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 ROSEMOUNT PEDESTRIAN AND BICYCLE MASTER PLAN February 25, 2010 Page 4 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. I. 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. CLIENT may terminate this Agreement by written notice to CONSULTANT 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. J. DISPUTES DISPUTES If the parties have a dispute about this Agreement, they will first attempt to resolve the dispute through mediation, with both parties equally sharing the cost of a mediator. If mediation is unsuccessful, either party may take the dispute to a court of competent jurisdiction. IC. 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. L. AUTHORIZATION IN WITNESS WHEREOF, The CLIENT and the CONSULTANT have made and executed this Agreement for Professional Services, ROSEMOUNT PEDESTRIAN AND BICYCLE MASTER PLAN February 25, 2010 Page 5 This day of , 2010 CLIENT City of Rosemount, Minnesota Name CONSULTANT Hoisington Koegler Group Inc. Name: Greg Ingraham Title Title: Vice President WORK PLAN IIKGi Page 4 • Rosemount Pedestrian and Bicycle Master Plan We, at H KGi, feel that providing for pedestrians and cyclists is a key component to creating meaningful places that support active living. We have a wealth of experience in pedestrian, bicycle and trail planning, and integrating walkability and pedestrian facilities into projects. We are keenly aware that providing for pedestrians and cyclists brings multiple benefits for communities including more options for commuting, transportation, and recreation as well as health benefits. Our proposed process uses four phases to prepare a Pedestrian and Bicycle Master Plan for the City of Rosemount that will serve as a catalyst for active living and enhanced quality of life. The project process is designed to build on and add detail to existing plans and to engage the community and city staff during every phase to create a comprehensive, functional plan that will be a clear guide for implementation. PHASE 1 - ASSESSMENT • Meet with a city staff working group (representatives from the planning, engineering, and parks and recreation departments) to refine project goals, work program, schedule and community outreach strategy. • Review relevant background studies, roadway and land use plans, and create a summary map of current pedestrian and bicycle facilities and plans. • Prepare a Pedestrian and Bicycle Vision and Goals Questionnaire to obtain advisory commission, stakeholder and staff input. • Create a visual pedestrian, bicycle and active living presentation which will highlight best practices examples from similar communities. • Conduct a community tour with Rosemount staff. Identify destinations, origins, routes, safety issues and connections. • Hold a connections round table session with local and regional partners and key stakeholders. • Hold Community Open House # t to introduce the project and gather input on pedestrian bike needs and opportunities using interactive methods. • Prepare pedestrian and bicycle system inventory, evaluation and needs assessment based on information and input gathered in Phase i. PHASE 2 - PEDESTRIAN AND BICYCLE FRAMEWORK • Create Pedestrian and Bicycle Framework, in map form. Trail, bikeway and sidewalk types, hierarchy, roles, relationship with key land uses and standards will be identified. • Conduct a work session with city staff to review and refine draft pedestrian and bicycle framework. • Obtain Parks and Recreation Commission review and feedback on project vision, goals and opportunities, needs assessment and pedestrian/bicycle framework. PHASE 3 - DRAFT PEDESTRIAN AND BICYCLE MASTER PLAN • Prepare Draft Pedestrian and Bicycle Master Plan. Content of the Draft Plan will likely include: an inventory and analysis of the existing system; needs assessment; overall sidewalk and bikeway routes & alignments; definition of sidewalk and bikeway types, specifications and typical sectionslillustrations; location of support facilities such as bicycle parking; preliminary approach to way- finding; programs and best practices for all plan elements. • Conduct a City staff work session to review Draft Plan and prioritize initiatives for implementation. • Route Draft Plan to Parks and Recreation Commission and City Council for review and confirmation of overall direction and initiatives. PHASE 4 - FINAL PEDESTRIAN AND BICYCLE MASTER PLAN • Prepare Final Pedestrian and Bicycle Master Plan. HKGi will prepare a Public Draft for Review based on feedback and input and prepare implementation components to be included in the final plan. These will include: sidewalk and bikeway priority and implementation plan; cost estimates; phasing plan; funding, grant and partnership plan; and short and long term evaluation measures. • HKGi will meet with city staff to review the Public Draft and make changes based on their input. • Conduct Community Open House # 2 to gather community input on the Public Draft Pedestrian and Bicycle Plan. • HKGi will present the Public Draft to the Parks and Recreation Commission for their review and input. • HKGi will present the Final Plan to the City Council for review and adoption. Based on input from the Parks and Recreation Commission and the Community Open House, final adjustments will be made to the plan prior to City Council adoption. • Deliver Final Rosemount Pedestrian and Bicycle Master Plan. Digital Version and to printed color copies. SCHEDULE, MEETINGS, OUTREACH, AND BUDGET HKGI is committed to starting the work in February 2010 and completing the project by June 30, 2010. HKGi will complete the above Scope of Work and submit the Deliverables for a not -to- exceed fee of $23,000. This includes all direct expenses (printing, plotting and mileage). Task February March April May June Proposed Budget 1. Evaluation $5,600 2. Framework $3,400 3. Draft Plan Ak $6,700 4. Final Plan A 009 $7,300 Public Outreach - Ped /Bike Goals Questionnaire 0 Community Open House Total: $23,000 -Meeting /tour with city staff * Stakeholder /Partner Mtg. • Parks Commission Meeting *City Council Meeting WORK PLAN IIhGi Rosemount Pedestrian and Bicycle Master Plan - Page 5 ATTACHMENT B HOISINGTON KOEGLER GROUP INC. 2010 HOURLY RATES Senior Principal ........................ ....................$145- 170/hr Principal ...................... Senior Professional ..... Professional II ............. Professional I .............. Technical ..................... Secretarial ................... Testimony ................... Incidental Expenses: Mileage.............................. Photocopying B W .............. Photocopying Color ........... Outside Printing ................. Large Format Scanning...... B/W Bond Plots ................. Color Bond Plots ................ Photo Paper Color Plots..... .................. $120- 145/hr ................. $120 - 160 /hr .................... $90- 120/hr ..................... $60 -90 /hr ...................... $40 -60 /hr ........................... $55 /hr ......................... $195 /hr ..current federal rate /mile ..........................150/page ....................... $1.00 /page ......................Actual Cost ......................Actual Cost ....................... $5.00 each ..................... $20.00 each ..................... $40.00 each