City of Grand Forks Staff Report

Transcription

1 City of Grand Forks taff Report Committee of the Whole May 14, 2018 City Council May 21, 2018 Agenda Item: Downtown Action Plan ubmitted By: Meredith Richards, Community Development Deputy Director taff Recommended Action: Authorize appropriate City officials to execute a contract, subject to City Attorney review, with RDG Planning & Design for consultant services associated with Grand Forks Downtown Action Plan, and approve any necessary budget amendments Committee Recommended Action: Council Action: BACKGROUND: On February 5, 2018, City Council authorized issuing an RFQ for a Downtown Action Plan to build on the vision of the Mayor s Vibrancy Initiative and maximize the $100+ million investment that is expected downtown in the next 5 years. Requested deliverables included a Downtown Parks & Open pace Plan; treetscape & Wayfinding Plan; Downtown Design tandards; and Redevelopment trategy. A very strong RFQ response submissions was received, which the review committee narrowed down to 5 finalists. Those finalists were interviewed May 3, and the review committee agreed that the team led by RDG Planning & Design was most qualified. taff have since been working with RDG to develop a scope of work and schedule. A preliminary draft is attached; an updated version will be provided prior to the May 21 meeting. RDG, based in Omaha, partnered locally with AE2 on this project; Gruen Gruen Associates will provide economic and market analysis. RDG specializes in downtown planning based on partnerships and collaboration, and has worked in cities of all sizes (Oklahoma City as well as Mandan). everal RDG projects have been nationally recognized by the American Planning Association. taff recommends allocating up to $234,715 for the Downtown Action Plan from Corporate Center revenue (5996). This budget represents the EDA (non-cdbg) share of revenue generated by the Corporate Center from eptember 2017 through April When the City repaid the bonds associated with the Corporate Center last eptember, the project began generating positive cash flow. While EDA s authority over that revenue ends when the EDA

2 mortgage on the property is released, EDA must approve the use of revenue generated by that project in the interim. EDA has stated that downtown planning is an acceptable use of this revenue. A mortgage release has been requested effective April 30, 2018, and is in process. FINDING & ANALYI: RDG Planning & Design is a highly qualified firm with nationally recognized downtown planning experience. AE2 is their local partner on the Downtown Action Plan. RDG is preparing a standard contract based on hourly rates not to exceed $234,715. This will be provided to the City Attorney for review when it is received. Draft scope of work and schedule are attached. These are undergoing refinement, with particular emphasis on prioritizing streetscape elements to ensure NDDOT deadlines for the Demers reconstruction project can be met. City Engineering and NDDOT staff are already in contact with RDG and their engineering team member KLJ. UPPORT MATERIAL: Draft scope of work and schedule.

3 AGREEMENT FOR CONULTING ERVICE BETWEEN THE CITY OF GRAND FORK, NORTH DAKOTA, AND RDG PLANNING & DEIGN This Agreement is entered by and between the City of Grand Forks, North Dakota, hereinafter referred to as the City and RDG chutte Wilscam Birge, Inc. (dba RDG Planning & Design), 900 Farnam t., uite 100, Omaha, Nebraska 68102, in association with KLJ, AE2 and Gruen Gruen + Associates, hereinafter referred to as the Consultants. WHEREA, the City wishes to develop a Downtown Action Plan for the city; and WHEREA, the City is committed to a planning process that provides community engagement in the preparation of the plan; and WHEREA, the Consultants have indicated a willingness to provide professional planning services to the City in the preparation of this plan. NOW, THEREFORE, the parties hereto do mutually agree as follows: ection One. cope of ervices The Consultants agree to provide in a complete and professional manner the work elements set forth in Exhibit A, cope of ervices, attached hereto and incorporated into this Agreement. ection Two. Additional ervices 2.1 If, during the progress or upon completion of the work outlined in the cope of ervices in this Agreement, it is desirable or necessary to cause the Consultant to perform additional services other than those outlined in the cope of ervices, a fee for such services may be negotiated and agreed upon prior to commencing services Additional tasks may be added to this agreement by amendment(s) at such time the City is prepared to proceed with each Task. ection Three. Time of Performance 3.1. The schedule for completion of project deliverables is on or before May 1, The schedule for completion of the streetscape element is on or before November 15, ection Four. Responsibilities of the City The City agrees to provide the Consultants with complete information and available maps and materials relevant to the completion of the services provided herein and to perform the following services: 4.1. Access to Work. The City shall make best efforts to arrange access to and make provisions for the Consultants to enter upon public and private lands as required for the Consultants to perform such work as inventories, field surveys, and inspections in the development of the Plan.

4 Agreement for ervices May 8, 2018 Page Records, Files, and Previous Planning Efforts. The City shall make all records and files (GI data) relevant to the Plan available to the Consultants as needed and furnish all reasonable and necessary assistance in the use of such records and files. In addition, the City shall make previous reports and market studies available to the Consultants, along with all other studies and work that provide information pertinent to the completion of the Plan Consideration of Consultants Work. The City shall give thorough consideration to all reports, drawings, and other documents presented for review by the Consultants and shall inform the Consultants of all decisions and comments within a reasonable time to avoid undue delays teering Committee. The City shall organize a teering Committee to carry out the citizen participation program of the planning process. This committee shall be appointed no later than June 11, Meetings. The City shall provide logistical support for all meetings, including arranging for meeting places and assisting with notification of participants and citizens. The City shall further hold all required public hearings, serve all required notices, and fulfill all legal requirements associated with the project City s Representative. Meredith Richards, Community Development Deputy Director, shall be responsible for the City s portion of the project management. ection Five. Compensation and Method of Payment 5.1. Total compensation pursuant to the services specified in this Agreement, except as provided in ection 2.1, shall be in the sum of Two Hundred Eighteen Thousand, One Hundred Thirty-Five Dollars ($218,135.00) Payment shall be made to the Consultant on a monthly basis on an hourly rate. All billings shall be accompanied by a written progress report describing the status of the project. ee Exhibit B: Hourly-rate chedule The fee includes all travel-related expenses for eight (8) visits. Additional visits will be reimbursed at an hourly rate and include travel related expenses (flights, rentals, mileage, lodging). Meals are excluded. ee Exhibit B: Hourly-rate chedule The fee includes the production of one hard copy and one electronic copy of the final document. Production of additional copies shall be reimbursed at cost, or in accordance with the attached in-house reproduction rate schedule. ee Exhibit C: Reproduction chedule. ection ix. Ownership of Materials 6.1. The City shall control all media releases or other publicity related to the completion of this project No report or map produced in whole or part under this agreement shall be the subject of a copyright application by the Consultants. 2 of 3

5 Agreement for ervices May 8, 2018 Page 3 Reproduction or distribution of illustrations or renderings shall acknowledge the principal author, RDG Planning & Design. ection even. Assignment The Consultants agree that they are prohibited from assigning an interest in this agreement or delegating the performance of any of its duties hereunder without the written consent of the City. ection Eight. Amendments Either party to this Agreement may request an amendment or modification. uch amendment will not take effect unless incorporated into this Agreement by written amendment executed by both parties. ection Nine. Nondiscrimination In the execution of this Agreement, the Consultants shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, disability, national origin, age, marital status, or receipt of public assistance. ection Ten. Termination This agreement may be terminated by either party upon ten (10) days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the other. In the event of such termination, due to the fault of others than this firm, this firm shall be paid for services and expenses to the date of such termination. ection Eleven. Independent Contractor In relationship to the City of Grand Forks, the status of the Consultants under and by virtue of this Agreement is that of independent contractor. IN WITNE WHEREOF, the AGREEMENT has been executed this day of, By: CITY OF GRAND FORK Todd Feland City Administrator By: RDG CHUTTE WILCAM BIRGE, INC. (d/b/a RDG PLANNING & DEIGN) Marty hukert, FAICP Principal 3 of 3

6 Exhibit A: cope of ervices, City of Grand Forks Downtown Action Plan TAK I: COMMUNITY ENGAGEMENT 1.1 COMMUNICATION PLAN RDG will tailor the communications plan with city staff before the start of the project. Elements of the communications plan must be considered carefully to design an effective process that maximizes the city s resources and community participation. The process should include a spectrum of tools: A. teering Committee. The steering committee meets at strategic milestones of the project to provide direction, mid-course correction, and review deliverables. A preliminary timeline is indicated on the schedule following this scope and shows seven scheduled meetings. B. Technical Committee. The project team will meet with staff on a regular basis via phone or webcast, often starting with weekly meetings, then meeting on alternate weeks. C. Online Tools. blasts, social media, surveys, and discussion forums contribute to sharing ideas, concepts, and receiving feedback. Task 1.2 identifies specific online techniques, yet we have several other tools that can be added or substituted from our toolbox. D. Onsite Tools. More traditional methods of attracting the public to meetings such as fliers, posters, postcards, business cards, letters, and ads can be used. E. Logo and Project Branding. A project logo will be developed to use as the brand for the project. Buttons, stickers, shirts, and magnets add interest to the project and add fun to the process. RDG will provide the graphics and coordinate production with vendors, while the City will pay the vendor. 1.2 ONLINE INTERACTIVE FORUM Online tools can engage people from their home, office, or cafe. Possible elements include: A. Project Website. RDG will develop a website that will provide updates on the planning process. B. ocial Media. RDG will schedule and coordinate announcements for existing social media forms. C. urvey Monkey. RDG will create a survey to gauge people s perspective about downtown and possible issues. Also, it will include a visual listening survey that asks participants to score images, including streetscape, parks, wayfinding, and development character. 1.3 ONITE MEETING A. Committee Kick-off Meeting. This initial meeting will establish principles and objectives for the study area and help refine the specific objectives of this plan. The project may have multiple committees that focus on specific topics, like development, parks, streetscape, wayfinding, and regulations.

7 Exhibit A: cope of ervices Page 2 B. PUBLIC WORKHOP #1: Kick-off Meeting and Roundtable. The kick-off meeting is an opportunity for the public to understand the value of planning for Grand Forks. Displays at the event encourage people to identify priorities for the study. Also, the event will include visual listening work stations that engage people to respond to images of streetscape, parks, and wayfinding examples. This survey will be adapted to an online platform. Past events have been paired with a community social (beverages/ice cream), community fair, existing community celebration, movie and panel discussion. In conjunction with the kick-off event, RDG will host a community goals and issues workshop, inviting the public to participate in round-table discussions with their peers to identify aspirations for downtown. C. Focus Group Interviews. Working with the teering Committee and the city, RDG will identify stakeholders and conduct a two-day program of focus group discussions to address the project area, its dynamics, potential, and future directions. D. PUBLIC WORKHOP #2: tudent Program. The Team will host a student program with the High chool. The program can be organized as a one-hour classroom session for a government class, stakeholder meeting with student council, or half-day event for a large group of students that becomes an educational opportunity about city planning and design. E. Other Meetings & Events. During planned visits, RDG will meet with other regulatory and advisory groups, such as student groups, business associations and clubs. Presentations may be 10 minutes to describe the project and process, or 1-hour discussions that describe the history of planning, Grand Forks trends, and the need to think about the future. F. teering Committee Debrief. RDG will meet with the teering Committee to review emerging themes from public meetings and documentation of results. G. Coordination Meetings. a. North Dakota Department of Transportation and MPO. KLJ, in association with RDG, will coordinate transportation enhancements with the Department of Transportation and any MPO-funded downtown studies. b. Area Agencies and Groups. AE2, in association with RDG, will coordinate activities/events related to the downtown action plan. TAK II: CONDITION & OPPORTUNITIE 2.1 BAE MAPPING AND REVIEW OF EXITING PLAN/CODE RDG will compile existing maps and plans from various local, state, and federal agencies. This includes base mapping for the entire project. 2.2 DOWNTOWN PROGRAMMING RDG and AE2 will collect and review all relevant events and programs that occur in downtown. This includes discussions with various stakeholder groups to understand the operation and performance of activities. 2.3 LAND UE, BUILDING UE, AND ENVIRONMENTAL ANALYI The project team will inventory the project area and present the results in graphic format. As available, team members will visit with property owners while touring the area.

8 Exhibit A: cope of ervices Page PARKING, TRANPORTATION, RECREATION, AND FACILITIE RDG will collaborate with city staff to understand the state of Grand Forks transportation system and possibilities. A. Coordinate on ongoing projects, including a parking study update, one-way to two-way conversions, and street vacation. B. Diagram circulation patterns for pedestrians, cyclists, and motor vehicles. This includes wayfinding. The team will lend special attention to circulation barriers (real or perceived). C. Vehicles: Review traffic patterns, access issues, and truck circulation. D. Pedestrians: Review key pedestrian patterns and challenges. E. Bicyclists: Review bicycle movements throughout the district and linkages to neighborhoods. 2.5 DEIGN INVENTORY AND UTAINABLE DEIGN IUE The design inventory includes: Building character and setbacks Patterns in the streetscape Green infrastructure Historic quality Art Neighborhood connections Graphic communication Parks and open spaces ustainability issues Gateways, graphics, and themes 2.6 OPPORTUNITY ANALYI MAP Development opportunities will be identified and categorized based upon the physical inventory. Potential opportunities will include: A. pecific redevelopment sites for detailed study. B. Adaptive reuse opportunities. C. Circulation improvements for pedestrians, bicyclists, and vehicles. D. Open space/riverfront enhancements. E. Connections to parks, neighborhoods, gathering places, and across the waterway. TAK III: MARKET REVIEW RDG and Gruen Gruen + Associates (GGA) will evaluate the existing strategic market position of the city to identify the market potential for downtown. 3.1 MARKET UNDERTANDING (PRE DEIGN TUDIO) The market assessment includes understanding past performance and forecasts. Tasks include: A. Identify current trends through discussions with real estate agents and brokers. Determine the implications for target development sites. B. Evaluate current business mix and identify potential niches and opportunities. C. Identify current gaps in the market. D. Clarify retention and growth opportunities for competitive position.

9 Exhibit A: cope of ervices Page 4 E. Discuss the redevelopment area s competitive position in relation to other business clusters. 3.2 DEVELOPMENT TRATEGY (POT DEIGN TUDIO) This task will place special attention on the WTP site and perhaps the Town House Hotel. The results of the study will include: A. Recommendations for target markets and segments appropriate to strategic sites. B. Identifying market strategies to pursue developers and tenants. C. Providing preliminary market evidence of commercial viability for target markets. D. Identifying obstacles to development, relating to policy, infrastructure, transportation, or market forces. E. Identifying methods to retain and grow existing business. F. Prioritizing redevelopment of existing sites. G. Recommending roles of key stakeholders. H. Identifying financing tools to implement projects. I. Creating a pro forma for project viability and possible incentive arrangements. 3.3 MARKET REVIEW REPORT The consultant team will make a presentation of the market review findings to the Technical Committee via video conference with RDG present. TAK IV: PLAN CONCEPT 4.1 PUBLIC WORKHOP #3: DEIGN TUDIO RDG will host two design studios, the first studio will be dedicated for the streetscape. The second will focus on all action areas (parks, wayfinding, development strategies, and streetscape) and have public open hours. During each three-day studio, we work on-location with stakeholders, developers, students, and other interested parties to develop concepts for the action plan. The studio will use the information gathered in previous parts of the process and will address: A. The guiding vision for downtown (building on previous efforts). B. Key market focuses and opportunities. C. Major functional/infrastructure issues and public investment needs. D. ub-districts, or community nodes. E. Redevelopment opportunities, including test fits for housing and commercial development. Completing this task marks the start of reviewing the design standards. F. Possible reuse of parking areas and under-used buildings for new development. G. treetscape enhancements. H. Transportation concept showing circulation patterns and wayfinding for pedestrians, bicyclists, and motorists. I. Connections to adjacent neighborhoods. J. Program and design concepts for parks, gathering spaces, and art.

10 Exhibit A: cope of ervices Page 5 K. ustainable design practices for specific sites and projects. 4.2 TUDIO PREENTATION Following the design studio, the consultants will meet with the teering Committee to review the initial concepts and suggestions developed during the week s events. We approach these as working sessions rather than public hearings, and always view plans as works in progress. TAK V: PLAN REFINEMENT Following the design studio, the RDG Team refine the concept sketches and graphics to illustrate key concepts. These interim and refined plans are presented to the teering Committee in preparation for the public open house. 5.1 COMPENDIUM FRAMEWORK This task is the preparation of the plan document, creating the graphics and narrative associated with concepts and strategies for the district. The Action Plan will likely be a compendium of publications that focus on each of the subject areas, including Parks and Open paces, treetscape, Wayfinding, Design tandards, and Redevelopment trategies. Each compendium will have: A. Discovery. Background information that incorporates qualitative information from public input and our observations, and quantitative information from field research and data collection. B. Vision. A summary of themes and goals that guide the concepts. C. Concepts. Graphics will be developed to describe proposed projects in an inspiring way that can be used for funding support. These may include plan view maps, elevation sketches, perspective illustrations or models. D. upporting Narrative. Language that accompanies the graphics, describing the concept and steps for implementation. The plan will include demonstration projects from other communities and case studies of comparable projects that help illustrate desirable outcomes. E. Implementation trategies. Concepts will outline a framework of implementation steps and are discussed in Task VI. Commentary by Compendium: 1. treetscape. Deliverable is consistent with Gillette Urban Design Plan publication, which focus on features between the curb and property line. This includes street section, typical landscape improvements, typical street furniture and lighting. Diagram A describes the areas of streetscape application. 2. Branding Concept and Wayfinding. Deliverable includes identifying general placement of sign type and directional labels. Concept designs to include general size and appearance. Concepts are general in nature and intend to show options. a. Exclusions include: construction and specification documents; detailed placement of sign; mock-up for in-field placement; and coordination for formal approval by NDDOT or other groups. These items may be included as an amendment to the agreement.

11 Exhibit A: cope of ervices Page 6 3. Parks and Open paces. Deliverable is consistent with Deadwood Alive publication. Concepts are based on available information. Diagram A identifies the areas of study for concept sketches and advisory recommendations. Concept designs to include plan view sketches, while advisory recommendations include narrative. a. Exclusions include: topographic survey; schematic design; and construction documents. These items may be included as an amendment to the agreement. 4. Development trategies. Deliverable includes plan view diagram of downtown and candidate redevelopment sites. Concept designs to include use diagrams in plan and perspective, report from Task III, and design standards in Task VI. Diagram A identifies the key candidate sites for consideration. TAK VI: IMPLEMENTATION TRATEGIE 6.1 PUBLIC WORKHOP #4: IMPLEMENTATION WORKHOP This workshop invites city staff, key stakeholders, and the public to review concepts presented in the plan. Participants organize themselves into small groups by topic to discuss roles, challenges, and milestones. 6.2 BRANDING RDG will develop three logo possibilities for review by technical and steering committee. I refined logo will be used for wayfinding features. The city may elect to use the graphic for other applications. 6.3 PRIORITY CRITERIA & PHAING During the implementation workshop, the consultant team works with participants to establish a set of criteria for determining the priority level of proposed projects. These priority criteria will be matched with the vision established in the public engagement process and used to recommend phasing for projects. 6.4 DEIGN TANDARD & POLICY REVIEW The Design tandards will be incorporated into the Development trategies compendium. RDG will conduct a review of the city s code that impacts downtown development. Illustrations and narrative will describe the recommended changes. This will address the balance between form-based code and revisions to the existing process. 6.5 OPINION OF PROBABLE COT The plan will include a financing and implementation program. This program will include an opinion for probable costs for recommendations. This task is intended to help understand the magnitude of costs, as some values are unknown at a planning-level. A. Opinion of probable costs for streetscape and park sites (and other improvements) based on past project experience. B. Gruen to prepare a pro forma for redevelopment sites based on known information and the assumed program prepared by RDG. C. Review of available funding resources and incentives.

12 Exhibit A: cope of ervices Page ORGANIZATION TRUCTURE Emerging from the results of the Implementation Workshop (6.1) and Policy Review (6.3), the project team will identify leading and supporting agencies/departments to oversee implementation. This will include the role and operations of the Downtown Development Association, Chamber of Commerce, and City. TAK VII: APPROVAL PROCE 7.1 PUBLIC WORKHOP #5: PUBLIC OPEN HOUE AND PREENTATION RDG will conduct a community open house, consisting of a presentation and numerous display boards of the entire action plan. The compendium of plans will be posted online for public review. 7.2 PREENTATION AND EVENT COLLATERAL Digital copies of the PowerPoint and display boards will be available for community groups to share with their membership. 7.3 FORMAL APPROVAL RDG believes in empowering the community to take ownership of the plan. To that end, RDG will aid the teering Committee (or staff) to present the plan at formal meetings. Alternatively, a representative of the project team can present at the city council approval meeting.

13 Exhibit A RDG WB 2018 hourly rate schedule

14 2018 TANDARD IN-HOUE REPRODUCTION CHEDULE Effective 01/25/2018 Exhibit C DECRIPTION CHARGE B&W Prints/Photocopies (on bond or letter paper unless noted otherwise) Letter (8-1/2 x 11)... $0.10 per face Legal (8-1/2 x 14)... $0.10 per face Tabloid (11 x 17)... $0.20 per face Large Format... $0.25 per square foot Large Format on Vellum... $1.10 per square foot Large Format on Mylar... $1.10 per square foot Color Prints/Photocopies (on bond or letter paper unless noted otherwise) Letter (8-1/2 x 11)... $0.70 per face Legal (8-1/2 x 14)... $0.90 per face Tabloid (11 x 17)... $1.40 per face Large Format... $3.50 per square foot Large Format on photo paper... $5.00 per square foot Lamination Letter (8-1/2 x 11)... $1.00 Legal (8-1/2 x 14)... $1.25 Tabloid (11 x 17)... $1.25 Binding Letter (8-1/2 or 11 edge)... $2.00 Legal (14 edge)... $2.25 Tabloid (17 edge)... $2.25 In-house reproduction charges are meant to be market competitive. They are determined annually based on a survey of local providers.

15 CHEDULE GRAND FORK DOWNTOWN Issue: May 17, 2018 June July August eptember October November December January 19 February March April May 1: Community Engagement Awareness Campaign Communications Plan Interviews Workshop 1: -urvey Focus Groups Community -ocial Media Roundtable -chedule -Launch Website Workshop 2: urvey tudent Program Fieldwork Videos Workshop 3: Design tudio Workshop 4: Implementation Workshop Workshop 5: Open House 1. Presentations 2. Event Collateral 3. Meeting Guides 2: Conditions & Opportunities 1. Conditions Results Vision 2. Market Results 3. Public Input Results 3: Market Review 4. Vision Draft Proformas 4: Plan Concepts TREETCAPE 4: Plan Concepts PARK AND OPEN PACE 1. Conceptual Plans 2. Options and cenarios BRANDING & WAYFINDING TC TC Community Event Task tart/close teering Committee Meeting Technical Committee Meeting Video Conference DEVELOPMENT TRATEGIE DEIGN TANDARD 5: Refinement + Plan and ection Drawings + Perspective Illustrations + Video Animation 6: Implementation trategies 1. Opinion of Probable Costs 2. Implementation Roadmap 3. Design tandards 7: Approval 1. Complete Draft +PDF and InDesign +GI Kick-Off Committee Tour Discussion Technical Committee (video conference) Goals and Visioning Review Vision Attend Workshops Attend Worksohp Review Concepts Implementation Workshop TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC TC Draft Review 1. Meeting Minutes 2. Presentations 3. Event Collateral 1. Meeting Minutes 2. Communication Plan