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HomeMy WebLinkAbout20070102 - VI-14VI-14 City oC Hastings Parks & Recreation Depas-tment 920 ~' 10th St. Hastinns, .Tt~9N 55033 Ph: (651)4$0-6775 Fax: (651) 437-5396 wtvw.ci.hastim~s.mn. us Agnatic Center 901 ~-laple St_ }lastings. MN 55033 Yh: (651} 480-239'? }~<tx: (G51) 437-5396 Civic Arena 2801 Redt~~ing T3}id. }lastings, MN 55033 Ph: (651)480-b195 Fax: (651)437-4940 MEMO Date: To: From: Subject: 12/26/06 Honorable Mayor and Council Members Barry Bernstein, Parks and Recreation Director Contract for Park Comprehensive Plan Enclosed you will find a contract between the City and Brauer and Associates for their work toward the Park Comprehensive Plan. It is my recommendation that the City accept this contract. Council Action Requested: 1. Accept the contract with Brauer and Associates for the Park Comprehensive Plan. REF: City Council/ Park Comp Plan Contract 1 2007 November 15, 2006 City of Hastings 101 4"' Street East Hastings, MN 55033-1995 Attention: Barry Bernstein, Director of Parks and Recreation Coordinator RE: Professional Services Proposal -Comprehensive Parks and Recreation Plan for the City of Hastings, Minnesota This letter proposal outlines a scope of services, fee schedule, and other elements which, if approved, constitute an Agreement between the City of Hastings, Minnesota, herein referred to as the OWNER, and Brauer and Associates, Ltd., herein referred to as the CONSULTANT. The OWNER hereby retains the CONSULTANT to provide professional services required to complete a Comprehensive Parks and Recreation Plan for the City of Hastings, located in Hastings, Minnesota, hereinafter referred to as the PROJECT. The CONSULTANT'S services shall include the following: A. SCOPE OF SERVICES "A" -Project Start Up Attend a `Focus Meeting' with city staff to: ^ Develop a clear understanding of the Owner's expectation of process and outcome. • Confirm key individuals, committees, project representatives who will involved in the project. ^ Discuss project issues and concerns. • Formalize the project schedule. B. SCOPE OF SERVICES "B" -Demographic Review Demographic review to develop an understanding of the community's population characteristics. This task will also contribute to identifying target groups and stakeholders, including identifying populations that may be not be currently recognized or are under-represented.(City to provide current demographic information for Consultant review.) C. SCOPE OF SERVICES "C" -Public Input Develop a comprehensive assessment of needs, demands and priorities for recreational facilities. Create and execute a public process to assess the needs of the community, build direct and lasting relationships with key stakeholders, and involve them in the decision process. Based on our current understanding of the project, we anticipate involving stakeholders in the following ways: • City staff -structured brainstorming session(s) and general project meetings to discuss issues as they arise. Anticipate 5 or 6 meetings through the course of the project. • Task force -facilitated work sessions at strategic times during planning process. Anticipate 3 or 4 meetings. • School District/Community Education -one to two meetings to understand and build upon current working relationship for mutual benefit. • Local associations and special interest groups -structured focus groups and/or interviews to understand needs and build relationships. For efficiency, this includes consecutive time-slotted meetings over the course of up to two meeting dates. • Adjoining communities/townships/counties -structured work session(s) to define opportunities for collaboration on parks, open spaces, trails, and recreational facilities. Up to three meetings aze anticipated. • Public open houses -typically two are held during the process to aliow residents to be involved in the process and voice their concerns and opinions. Page / of S For efficiency, meetings with various groups as listed will be consolidated to reduce number of separate trips to the city. It is assumed that City staff will assist in setting up all meetings. D. SCOPE OF SERVICES "D" -Assessment of System and Planning Issues 1. Evaluation of the current park system, services, and past approaches to system planning. 2. Prepare a general system inventory and assessment of the condition of parks, facilities and infrastructure - including review of available information about the current park system and related data, prior development efforts and master plans, funding strategies, etc. The Brauer team will work closely with staff on gathering, reviewing and analyzing this information. 3. Review information provided by staff or obtained from user groups on participation rates and use patterns. This work would be preformed in close association with staff on defming current demand for facilities. 4. Prepare a review of best practices and secondary research and literature that may have relevance to the City of Hastings. E. SCOPE OF SERVICES "E" - Development of Strategic Plan and Planning Framework 1. Deftne the City of Hastings mission statement and vision for the park system. 2. Develop guidelines for park, open space, and trail classifications and other planning components to give structure to the physical planning process. This shall include classifications for community park, neighborhood park, open space area, athletic complex, and so forth. These guidelines make it feasible to translate community needs into a physical plan to meet those needs. The guidelines will include both a written and graphic description of park and trail classifications to clearly articulate key provisions. 3. Prepare a set of guiding principles for the system plan, which address subject areas such as: • Implementing a balanced system plan that offers multiple community values • Fostering continued stakeholder involvement in plan development and implementation • Allowing for flexibility in the plan implementation • Maintaining a high standard of quality throughout the system • Planning and designing parks for their entire life-cycle • Adherence to a standardized planning and design process for individual parks F. SCOPE OF SERVICES "F" - Preparation of Park and Open Space Plan I. Review the effect of development patterns and how anticipated growth will affect the demand for parks, trails, open space, and recreation facilities. 2. Establish with the OWNER a desirable balance between servicing the needs of the community and the economic viability of implementing the plan. The plan shall consider issues such as the following: • Fostering a comprehensive and interrelated parks, open space, and recreation service delivery system • Using existing park and open space land to its highest and best use • Recognizing the limitations of resources (physical and fiscal) • Developing a plan that allows for incremental and orderly improvements or revitalization of parks and facilities based on priority • Preserve and protect the natural resource amenities within the city • Service youth and adult athletics by providing high quality facilities strategically located within the city 3. Identify and address any new opportunities or imposing threats to the system, including but not limited to the following: • Capital improvements and maintenance • High intensity programmed uses • Compatibility of adjacent land uses • Natural environment • Recreation programs • Gaps, overlaps and barriers to service 4. Prepare a written park system plan starting with the broad description of the system and work toward the details associated with each park site. The plan will consider service areas, as well as provide an overview of the system by park classification. The plan will define how an individual site fits into the overall park system, and then go the next step by defining tl-e following items for each site: • Listing of major park features and service areas • Define preferred and appropriate park purpose and establish its development program focus • Define interrelationship of agiven park with that of other parks • Consider ecologicaUnatural resource issues and opportunities • Outline future development program based on documented needs • Consider short and long term programmed use of a given site Page 1 of S G. SCOPE OF SERVICES "G" -Preparation of Trail System Plan 1. Review the effect of development patterns and how anticipated growth will affect the demand for trails. 2. Establish with the OWNER a desirable balance between servicing the trail needs of the community and the economic viability of implementing the plan. The plan shall consider issues such as the following: • Fostering a comprehensive trail system that focuses on quality of recreational experience • Recognizing the limitations of resources (physical and fiscal) • Developing a plan that allows for incremental and orderly improvements to the trail system based on priority 3. Prepare a written trail system plan starting with the broad description of the system and work toward the details associated with each type of trail. H. SCOPE OF SERVICES "H" -Prepare EcologicaVNatural Resources Stewardship Plan 1. Develop a framework for stewardship of natural resources and a list of priorities for action based upon the OWNER supplied ecological inventory, as available. (Meetings associated with this planning task will be concurrent with other scheduled meetings.) I. SCOPE OF SERVICES "I" -Prepare Recreational Plan 1. Work in partnership with staff to define the programming issues and facility needs associated with the City's current and future programs and those of Community Education, local associations, and other user groups. Results of this evaluation will then be considered and incorporated into the planning effort. (Meetings associated with this planning task will be concurrent with other scheduled meetings.) 2. Determine the appropriate location for facilities -ranging from athletic complexes, to neighborhood parks, to special use facilities. 3. Define any opportunities for improving the relationship between the City and local associations and School District as we become aware of them during the course of our interviews with stakeholder groups.. J. SCOPE OF SERVICES "J" -Prepare Maintenance and Operations Plan 1. Work with City staff to define maintenance and operational issues and incorporate pertinent findings into the final system plan. 2. Meet with the maintenance and operations personnel. (Meetings associated with this planning task will be concurrent with other scheduled meetings.) K. SCOPE OF SERVICES "K" -Prepare Report Documentation 1. Prepare a written report document including the following sections that would be included in the written report. • Section 1 -Community Influences and Value Statement: Summarizes the influences that guided planning conclusions. This includes the findings of past planning projects and public input directly associated with the process. • Section 2 -Vision Statement and Policy Plan: Sets forth a common vision and provides the justification for the system plan. • Section 3 -Parks, Open Space and Greenway System Plan: Describes the various components of the parks, open space and greenway system plan. • Section 4 -Trail System Plan: Describes the various components of the trail system plan. • Section 5 -Natural Resource Stewardship and Water Resources Plan: Provides a framework for restoring and managing the city's natural areas and protecting water resources. • Section 6 -Recreational Plan: Describes programming issues and facility needs associated with the City's current and future programs and those of Community Education, local associations, and other user groups. (This section is a joint effort between City staff and the Consultant.) • Section 7 -Implementation Plan: Provides a framework for implementing the system plan. The maintenance and operations plan will be included in this section. 2. The final report will be in 8-1/2 x 11 format. We typically use Adobe InDesign program for desktop publishing for its graphic handling capability, which can be converted to PDF format for use on websites and printing reports using standard software. Three draft and final copy of the report and all graphics will be provided to the City in hard copy and electronic PDF format for printing and distribution. Page 3 of S L. ADDITIONAL SERVICES 1. Additional Services: Services other than those listed in the Scope of Services above and requested and authorized in writing by the Owner. M. FEES FOR PROFESSIONAL SERVICES 1. For services as outlined in Paragraph A, through K above, an hourly not-to-exceed fee of Thirty Nine Thousand Five Hundred Dollars, ($39,500.00), plus direct expenses billed at cost plus 10% for administration. Scope of the work outlined in the proposal will be tailored consistent with this fee limit. 2. For additional services as outlined in Paragraph L above, an hourly fee, based upon the rate schedule listed below, plus direct expenses billed at cost plus 10% for administration. 2006 Hourly Rate Schedule Jeff Schoenbauer $110/lu. George Watson $110/hr. Jason Amberg $82.50/hr. Candace Amberg $71.50/hr. Amanda Prosser $55/hr. N. PAYMENTS TO THE CONSULTANT I . Invoices will be submitted to the OWNER on a monthly basis in proportion to the work completed. 2. Payments on account of the CONSULTANT'S services are due and payable within 30 days of receipt of CONSULTANT'S invoice. The City of Hastings has the right to withhold fmal payment until the finished product is completed and delivered O. OWNER'S RESPONSIBILITY 1. Full program coordination with one individual representing the OWNER'S interests. 2. Legal Counsel, advice, and services available to the CONSULTANT during the term of this Agreement on any or all matters related to the PROJECT such as, but not limited to, title opinions, interpretations of agreements, covenants and laws affecting the PROJECT, advice and assistance in processing applications, review and preparation of PROJECT agreement documents, participation in presentations to public agency staff and boards and general counsel on the legal implications of all substantive or procedural aspects of the PROJECT itself. 3. Coordinating all meetings and public involvement in the project. 4. Providing demographic data that will be used for the project, as available. 5. Providing all project base mapping and related information necessary for the Consultant to complete the work as listed. This includes information related to natural resources inventories using the MN DNR's MLCCS classification system or other agreed upon method. To the extent that the base mapping us currently available through City of Hastings or Dakota County sources. 6. All fees and expenses involved in federal, state agency or local permitting, plan review, etc. for the project. P. NONDISCRIMINATION The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, physical condition or age. The CONSULTANT will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, national origin, physical condition or age. Such action shall include but not be limited to the following: Employment, upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation and selection for training including apprenticeship. Q. CONSULTANT'S RECORDS, DOCUMENTS AND INSURANCE 1. The CONSULTANT shall maintain time records for hourly fees and research notes in legible form and these will be made available to the OWNER, if requested. 2. The CONSULTANT shall carry insurance to protect him from claims under Workman's Compensation Acts; from claims for damages because of bodily injury including death to his employees and the public, and from claims for property damage. Page 4 of S 3. The CONSULTANT reserves the right to secure and maintain statutory copyright in all published books, published or unpublished drawings of a scientific or technical character, and other works related to this PROJECT in which copyright may be claimed. The OWNER shall have full rights to reproduce works under this Agreement either in whole or in part as related to this PROJECT. One copy of each drawing shall be provided in reproducible form for use by the OWNER, but the original drawings will remain the property of the CONSULTANT. R. TERM, TERMINATION, SUCCESSORS AND ASSIGNS 1. The term of the Agreement shall be concurrent with the work authorized. 2. Termination may be accomplished by either party at any time by written notice, and shall be effective upon payment in full for all services performed to the date of receipt of such notice. 3. The OWNER and the CONSULTANT each binds itself, its partners, successors, assigns and legal representatives to the other party of this Agreement, and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement- 4. Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. S. EXTENT OF AGREEMENT AND APPLICABLE LAW This Agreement represents the entire and integrated Agreement between the OWNER and the CONSULTANT and supersedes all prior negotiations, representations, or Agreements, whether written or oral, with respect to the PROJECT. This Agreement may be amended only by written instrument signed by both OWNER and CONSULTANT. IN WITNESS HEREOF the OWNER and the CONSULTANT have made and executed this Agreement, this day of November, 2006. City of Hastings 101 4`~ Street East Hastings, MN 55033-1995 Signature: Printed Name: Title: Brauer and Associates, Ltd. 10417 Excelsior Blvd. Suite One Hopkins, Minnesota 55343 Signature: Jeffrey Schoenbauer, Senior Vice President Page S of 3