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HomeMy WebLinkAboutCSA #3CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM CONSULTANT SERVICE AGREEMENT (CSA) KIMLEY-HORN AND ASSOCIATES, INC. 189 South Orange Avenue, Suite 1000 Orlando, FL 32801 Work Authorb atlon No: CSA - #3 (RFO #18-11) Protect Title: Phase II Comprehensive Plan 2040 IT IS AGREED to undertake the following work in accordance with the provisions of the KIMLEY-HORN AND ASSOCIATES, INC Master Agreement entitled Non -Exclusive Agreement for Continuing Professional Planning and Landscape Architect Consulting Services Dated January 25. 2018. Description of Assignment: Refer to Exhibit A —Task Assignment No. 02, page 1 for Scope of Services. Pricing - Refer to Exhibit A— Task Assignment No. 02. page 8 for Phase II itemization. Description CityCouncil Workshops I Resnse to ORC Re�Prt I City Cpunul Hearing - Adootion I TOTAL FEES S EXPENSES: I 2. Deliverables -Refer to Exhibit A —Task Assignment No. 02, page 6 for Phase II task descriptions. Basic of CompensatioNPerlod of Services: The above referenced description for CSA #3 will be performed for a fee in the amount of $ 25,100. AGREED: VENDOR: VE�+�' jy/ elllant eK y Klepper, Viu' P s Kimley-Horn Associates, Inc. Date: 1 O 1 7p20 CI F SEBASTIAN: aul E. Cedisle City Manager TOTALS $ 10.800 $10.000 $ 5.500 $ 25,100 Date: A2", 7 Ad t: Approved as to Form and Content for Reliance by the City of Sebastian only: J nelleWilliams,Mr ,City Clerk ANON.MANNY. JR-12047956292"T -> Manny A11En Jr., Esq., C'dy Anomey EXMBITA TASK ASSIGNMENT NO.02 TO THE CONTRACT FOR PROFESSIONAL CONSULTING SERVICES FOR PROFESSIONAL PLANNING CONSULTING SERVICES BETWEEN THE CITY OF SEBASTIAN AND KIMLEY-HORN AND ASSOCIATES, INC. August20, 2019, Revised September 16, 2019, Revised September 16, 2020 (Phase 2) SCOPE OF SERVICES AND PROJECT UNDERSTANDING The project requires professional planning services for completion of the City of Sebastian's amendments per statutory changes since the last comprehensive plan was adopted (collectively, 'amendments°) limited to the Future Land Use, Transportation/MDbility, Housing, Public Facilities, Recreation/Open Space and CoastallConservation Elements. It is understood the City has previously undertaken and completed the Data Inventory and Analysis speclfic to the Recreation/Open Space Element and only minimal analysis and updates are assumed to be prepared by Kimley-Hom. It is also understood, the City will provide the most recent 5-year capital Improvement schedule for Inclusion In the Capital Improvements Element Kimley- Hom will work with the City to define the project objectives and prepare the finalized schedule. As pad of this Scope of Services, Kimley-Horn will also restructure the current comprehensive plan format to better serve as a long-range planning document allowing for increased ease of use. Services shall Include the following tasks (it should be noted that these tasks are not strictly sequential and there is overlap in tasks as described In the tasks below). It is understood this Scope of Services addresses those services identified in Phase It. It is understood Phase I is included for reference purposes only and is not induced in this amendment PHASE Task 1 — Project Kick -Off and Coordination Procedures A. Kimley-Hom will meet with City staff and key officials one (1) time as a Pmject Kick -Off and also to conduct initial field observations and secure readily available data. At this meeting, project organization and staff coordination guidelines/procedures will be established. It is understood, Kimley-Horn will facilitate a project progress call every two weeks with City staff to review the work assignments, project status, datalanalysis needs, and similar, through the end of this assignment It is assumed up to two (2) Kimley-Horn team members will participate in each progress call. Tasks to be connDleted/Deliverable: • Project Kick -Off meeting • 6i-wEe ly-pm!eot calls; summary review memomndumlemail Task 2— Data Collection A Kimley-Horn will collect data for the amendments specific to the Elements identified in the Scope of Services -Project Understanding; and assess changes to the comprehensive plan since the City's last comprehensive plan update (assumed to be 2012 per the posted Florida Department of Economic Opportunity Evaluation and Appraisal Notification Schedule). Kimley-Horn will rely on information pmv(ded by the City / City Departments in the evaluation of the plan (including adopted master plans). Kimley-Hom will also utilize readily available data from the DEC, Florida Department of Transportation (FDOT), Regional Planning Council, and the Office of Economic and Demographic Research. City of Sebastian Task Assignment fr2, Page 2 Tasks to be comoleted/Deliverable: • Initial assessment matrix of the Comprehensive Plan and Growth Management Statutory changes since the last comprehensive plan update. Task 3 —Current Plan Analysis & Data Inventory and Analysis (DIA) Kimley-Horn will assess the information and data collected in the previous tasks as it relates to each of the City's comprehensive plan elements listed in the Scope of Services -Project Understanding. Specifically, the following actions will occur: A. Review the Plan for consistency with adopted State and regional requirements, since the adoption of the last comprehensive plan. We will also identify language of the current Plan that is regulatory in nature and more appropriate to the Land Development Code. B. Develop a draft review 'Matrix' of recommended GOPs for amendment including justification(s). C. As part of Task 3, Based on the recommended amendments from the initial assessment, our team would analyze and prepare the necessary Data Inventory and Analysis (DIAs) for each Chapter (Element) of the Comprehensive Plan as follows: 1. Future Land Use Kimley-Hom will identify the City's existing land use and development totals utilizing information from the City (i.e., development review approvals, site and building permits, and similar) along with the latest information from the Property Appraiser's office and any relevant studies completed since the adoption of the last plan update. This will provide a snapshot of the current development and impacts as compared to the City's current carrying rapacity per the adopted Comprehensive Development Plan/Future Land Use designations. Kimley-Horn Will also compare the City's population projections based on available information including the State Bureau of Economic and Business Research (BEBR) with future lend use analysis for the planning horizon. 2. Transportation/Mobility See Task 3.D. for specific analysis and information. 3. Housing Includes principles, guidelines and strategies for the creation and preservation of affordable housing for residents of the City. Also includes strategies aimed at stabilizing residential neighborhoods while creating housing diversity. Kimley-Hom will also utilize readily available data including the property appraiser in the Identification of housing types, age of construction, and general condition. 4. Recreabon/Open Space Utilizing Information and analysis previously prepared by the City, Kimley-Horn will utilize this information as the basis for the GOPs developed as part of Task 4. It is understood no new analysis is proposed and only minor updates are assumed. \\3MiPot\Glob,M1MpMII,{Vmpw\OIYbMbuWn\mmpnMmMPM1nYRhM\Tgp119l6Mjehutln,-FMYW CgnpnMVNp phn MUMmmY MlOM19_(B]6519_ W lB W 0_] W)M)O TA 4f.tla City of Sebastian Task Assignment k2, Page 3 5. Conservation / Coastal Management Kimley-Horn previously updated these Elements specific to sea -level rise/resiliency. Kimley- Hom will update the remaining portions of the City's Conservation and Coastal Management Element including wedand protections, water quality, protected habitats and vegetative community protections. 6. Public Facilities (potable water, wastewater, solid waste, groundwater recharge, drainage). Consistent with Task 4.A., Kimley-Horn will not undertake or update the City's respective utility plans, slomnvater master plans, water supply facilities plan, etc. Kimley-Horn will utilize the data and plans provided by the City with respect to each of these Items for Inclusion In the DIA and the subsequent GOPs. 7. Intergovernmental Coordination and Monitoring (it is understood the City will assist Kimley-Hom In the research, analysis and development of the Intergovernmental Coordination and Monitoring components of the Comprehensive Plan. It is understood that specific monitoring requirements will be included in the respective Element. 8. Public Schools (it is understood the City will prepare the necessary updates to this Element) 9. Capital Improvements (it is understood the City will provide the City's adopted 5-year CIP for use by Kimley-Hom in the preparation of this Element). Consistent with F.S. Chapter 163.3177(3)(b), The capital Improvements element must be reviewed by the local government on an annual basis. Modifications to update the 5-year capital improvement schedule may be accomplished by ordinance and may not be deemed to be amendments to the local comprehensive plan. This information further serves as the foundation for the update to the speck GOPs. During this time, Kimley-Horn would coordinate with the various City departments along with applicable County and Regional agencies to obtain the necessary Information for the analysis; this digital date will be used not only for the analysis but also in the preparation of the map series. We would also prepare the baseline population projection estimates for the City using readily available information from the Office of Economic and Demographic Research and Indian River County. This analysis will also result in a physical existing conditions analysis of land uses, focal points, infrastructure, environmental features and resources, traffic patterns and bike/ped facilities. D. Specific to the Mobility Element, Data, Inventory, and Analysis (DIA) will be conducted for Input Into the Transportation Element Update by evaluating existing, 5-year horizon, and the long-term planning horizon for the City's Comprehensive Plan. The end results of analyzing future transportation needs will be the development of a coordinated Mobility Plan which addresses all modes of travel. 1. Existing Conditions — Kimley-Hom will use available traffic counts to identify existing LOS for roadways within the City. Kimley-Flom will also evaluate transit, bicycle, and pedestrian facilities, and Identify existing LOS for each of these modes. Maps and tables of transportation infrastructure and operating conditions will be developed, Including the identification of existing needs for all modes, 2. 2025 Conditions (i.e., 5-year horizon) — Kimley-Horn will use historic trends to project 2026 traffic volumes and will identify the 2025 LOS for roadways within the City. Maps and tables of transportation infrastructure and operating conditions will be developed, Including the Identification of 2025 system needs for all modes. 3. 2040 Conditions (i.e., long term horizon)— Kimley-Hom will use the available transportation model, along with the consideration of historic trends, to project 2040 traffic volumes and will \\YFiMI\4kbN.Wllf,1„yru�\gYdSNu,�+n\fn„pe6mM lion VptlX�\110�OAROJmMr�FMhW GmM�mM aw•M�Mmm4 City of Sebastian Task Assignment #2, Page 4 identify the 2040 LOS for roadways with the City. Maps and tables of transportation infrastructure and operating conditions will be developed, Including the identification of 2040 system needs for all nodes. 4. If needed, Kimley-Horn will update the model to include key roads and accessibility to Traffic Analysis Zones (TAZs) within the CITY to more accurately represent the network within and adjacent to the City. These minor model edits do not include a sub -area recalibration. 5. Land Use Densities and Intensities — As required by FS 163.3177(6)(b) 2.e., Kimley-Hom will work with the City to identify land use densities and intensities within the CITY along transit routes and corridors for existing, 2025 and 2040 conditions. This information will he used to assess transit service options. 6. Mobility Plan — Kimley-Horn will update the City's Transportation Element to include identification of Improvements by mode (roadway, transit, bicycle and pedestrian) to address future needs. Improvements will be Identified for each planning period (2025 and 2040). E. Revise the draft review 'Matrix' of recommended GOPs for amendment including justification(s) based on the additional DIA conducted in support of the amendments. Kimley-Horn will review the Matrix developed as part of Task 2 and this Task with staff prior to amending the Comprehensive Plan Elements in Task 4, F. Kimley-Horn will prepare an existing conditions analysis which will include a preliminary review of existing City land use, infrastructure and public facilities, and initial LOS analysis of items identified within the Capital Improvements. Tasks to be comoleted/Deliverable; • Prepare a (finalized) review Matrix of the existing Comprehensive Plan including recommendations for amendments to the City's Plan. • Prepare an existing conditions analysis including preliminary Data Inventory and Analysis. Task 4 - Update Goals, Objectives and Policies (GOPs) A. Based on the findings of Task 3, Kimley-Hom will update the GOPs for each of the comprehensive plan elements specific to the findings identified In 3C. It is understood Kimley-Horn will not undertake an update to the City's Water Supply Facilities Master Plan, sanitary sewer master plan, community redevelopment agency master plan or similar studies as part of this assignment but will incorporate those studies by reference. B. Draft GOPs will be presented to City staff for review and comment. Klmley-Hom will respond to up to two (2) rounds of revisions to the draft GOP9 based upon staff review and one (1) round of revisions from the Planning & Zoning Commission. City staff will be responsible for compiling and submitting one set of review comments to Kimley-Horn. C. Kimley-Horn will conduct up to three (3) public outreach meetings in conjunction with the Planning & Zoning Commission regularly scheduled meetings including a review of the Matrix prepared in previous Tasks. These progress meetings will be a hands-on session intended to keep the Commission and City staff aware of the project process, outcomes, and anticipated recommendations. It Is assumed up to two (2) team members will be present for the workshops. Tasks to be comoleted/Delivereble: • Preparation of draft Goals, Objectives, and Policies and Standards. �wnwxcan+uen.mavAm.wnawnegra,,,..e„m.+w�,uw�v. otw,w sm,u.�,_u.swra,a.�."w. ro.....,�a�N m�omrs w� one rwrmmr�ov� City of Sebastian Task Assignment #2, Page 5 • Present at up to three (3) progress meetings including up to two (2) team members to review respective Elements. Kimley-Horn will coordinate with the City on the date of these progress meetings. • Two (2) rounds of revisions from staff and one (1) round of revisions to staff directed comments based on comments received from the Planning & Zoning Commission. • Compiled GOPs and DIAs including Maps / Map Series in hard copy (5) and digital format Task 5 - Local Planning Agency (LPA) Hearing, City Council Hearing —Transmittal to DEO (to be provided post Phase 2. Task 6) Klmley-Hom will present the DIAs and GOPs in cooperation with City staff to the Planning and Zoning Board one (1) time sitting as the Local Planning Board (LPA) for review and comment at a publicly noticed hearing. The City will be responsible for providing the meeting place and meeting advertisement/public notices. Kimley-Horn will revise the draft DIA and GOPs one (1) time per City directed comments based on City Council review and comment. Upon completion of the revisions as directed, Kimley-Horn will present the revised DIA and GOPs to the City Council for transmittal to the DEO. Tasks to be comnleted/Deliverable: One presentation to the Planning and Zoning Commission and one presentation to the City Council for transmittal of the draft DIA and GOP$ to DEO. gsurwr�r+.e.Mr.�winV�ws.wrar.rns.`µ�w•�•�w.ve.wsuVapim� s.mn+tiww«e comw.n.mr.. vi...,..�e,i..,.. City of Sebastian Task Assignment #2, Page 6 PHASE II —TA #31CSA #3 Task 6 —City Council Workshops Following recommendation of transmittal of the comprehensive plan amendments from the LPA to the City Council, Kimley-Hom will prepare for and assist the City in presenting the comprehensive plan as part of one (1) workshop. Kimley-Horn will revise the Comprehensive Plan one time per client directed comments received from the City Council. Task 7 - Response to ORC Report Following transmittal of the comprehensive plan amendments and per the State Coordinated Review process, the City transmits the amendments to the state land planning agency and review agencies. Upon receipt of comments from the respective agencies, Kimley-Horn will assist the City to respond to one (1) set of comments through the objections, recommendations and comments (ORC) report Tasks to be comoleled/Deliverable: Response to one set of comments through the ORC Report • Revisions to the GOPs per ORC Report Compiled GOPs and DIAs including Maps / Map Series in hard copy and digital format. Task 8 - City Council Hearing — Adoption Kimley-Hom will present the final DIAs and GOPs in cooperation with City staff to the City Council for review and adoption of the Comprehensive Plan amendments Including revisions per the ORC at a publicly noticed hearing. The City will be responsible for providing the meeting place and meeting advertisement/public notices. Tasks to be completed/Deliverable: One presentation to the City Council for adoption of the amendments post ORC Report and responses. \WawovWnmMp.�bwu4r=wuMry�ts...amW.,p�.1.nn. n.nup.uVp.aimism}.aa� unu..a m„p,.n.,.w. w.pm.�,e,,.m. 09'AIDU WI6NU WIfiIDID NTIDNGOf.dx City of Sebastian Task Assignment #2, Page 7 It. ADDITIONAL SERVICES Any services not specifically provided for In the above scope will be considered additional services and can be performed at our then current hourly rates. Additional services we can provide include, but are not limited to, the following: • Additional revisions beyond those referenced In the above scope of services. • Any additional community planning, urban design, economic and engineering studies and plans other than prescribed in this scope. • Markel Study, Fiscal Analysis. • Development review of individual sites. • Development of design and or engineering standards. • Meetings, workshops, charreftes and public hearings not specifically referenced in the above scope of services. • Additional reproduction needs for draft final documents referenced in the above scope of services. III. INFORMATION PROVIDED BY CLIENT The Consultant shall be entitled to rely on the completeness and accuracy of all Information provided by the Client or the Client's consultants or representatives. The Client shall provide all information requested by Kimley-Hom during the project as necessary and In support of the project IV. COVID-19 Due to the everohanging circumstances surrounding the COVID-19 Virus, situations may arise during the performance of this Agreement that affect availability of resources and staff of Kimley-Hom, the Client, other consultants, and public agencies. There could be changes in anticipated delivery times, jurisdictional approvals, and project costs. Kimley-Hom will exercise reasonable efforts to overcome the challenges presented by current circumstances, but Kimley-Hom will not be liable to Client for any delays, expenses, losses, or damages of any kind arising out of the impact of the COVID-19 Virus. V. FEE AND BILLING Kimley-Horn will perform the services in PHASE It: Tasks S and 5 for the total lump sum fee below; Task 7 for the NTE fee below. Note Tasks 1-5 previous authorized and the information provided is for reference only. Individual task amounts are informational only; amounts may be reallocated between Tasks. All permitting, application, and similar project fees will be paid directly by the Client. PHASE TASK 1 PROJECT KICK-OFFICOORDINATION PROCEDURES $ 3,400 TASK 2 DATA COLLECTION $ 22,000 TASK 3 CURRENT PLAN ANALYSIS & DATA INVENTORY ANALYSIS (DIA) $ 23,500 TASK 4 UPDATE GOALS, OBJECTIVES AND POLICIES (GOPS) $ 43,000 TASKS LPA & CITY COUNCIL HEARINGS (TRANSMITTAL TO DEO) S 7200 Total Fees & Expenses $ 99,100 \\LWrrot\6WM»M1,tlrNywpo»Wrya Le,»Yn\Cm�gtl»mMwnu�,u\10.ei.�r�.S�a»b,�FOA b»e CnmptlxnM nmlmMm�nu City of Sebastian Task Assignment #2, Page 8 PHASE II TASKS CITY COUNCIL WORKSHOP (Including edits) $ 10,600 TASK 7 RESPONSE TO ORC REPORT $ 10,000 TASKS CITY COUNCIL HEARING —ADOPTION 5,500 Total Fees & Expenses (Phase II) $ 26,100 VI. CLOSURE This agreement shall be Initiated as a work order under the provisions of the Agreement to Furnish Professional Services, dated September 26 2019. As used in the existing contract, the term "the Consultant" shall refer to Kimley-Hom and Associates, Inc., and the term "the Client" shall refer to the City of Sebastian. Kimley-Horn, in an effort to expedite invoices and reduce paper waste, offers its clients the option to receive electronic invoices. These Invoices come via email in an Adobe PDF format. We can also provide a paper copy via regular mail if requested. Please select a billing method from the choices below: Please email all invoices to Lira tier riff Ci}yo Fftbaf+iRt1-Ofg Please email invoices to ,Smi+H 0 Btiyoheisd etit-org AND provide a hard copy to the address listed above (please note below if it should be to someone else's attention or an alternative address). _ Please ONLY provide a hardcopy Invoice to the address listed above (please note below if it should be to someone else's attention or an alternative address). ACCEPTED BY: CITY OF SEBASTIAN By - TITLE:. vLI.:,..��..� DATE / n �/ , �_+ 2A KIMLEY-HORN AND ASSOCIATES, INC. BY B. Kelley Klepper Vice President TITLE: October 7, 2020 DATE' tUur+oitu�m.N�.n.uawww•KMare..wnv«m.n.,hr,. w�uw.,.t*� m w�sso_�.anw_wu..e �,w.�.�a.. rw.�,,,.m,,,.,n. mmmU_micwn m�sm+a+m+m�ouma� 1OVIDI9 NO Fnhlle MPPGnBz Scholl, uwelllN Gmemana, WOWallap m mmuetme Fee 20, lup<28,2020 2020 IM CmAtI tlm/C.—I Plies, MeneRemem Reveatlon, Mar63,2020 open$,." MR Board My 27,2020 COMPLETE PROPOSED Fmm Drah Final Ad.m.m Orah FINAL FLuMoil" Remmmenemmn Aaopnon AEopbon MobillN fury 30, ZOID 1zCmmm"mmtPA CINCounol ON Camber 15,200 IanuaN xpxl Cpmmil arch March 2W Fliers, Reaeallon, Open Comimcmmmevlan 30Day i ipaLeB Wd asM1np F-m. r CanemAcI n/Coastal Cd,C—mil penoa Mlim ment December2020 DEC August 20, 2020 The Comprehensive Development Plan 2040 update was initiated in October 2019 with the adopted budget for FY 2019/2020. Introductory presentations were held for the PZ Commission/LPA on November 21, 2019 and for the City Council on December 11, 2019. The timeline above provides the dates of the subsequent workshops and meetings held in order to inform and engage the public into the Comprehensive Plan Process. Please review the attached Elements or attend the scheduled meetings to provide input Into the City of Sebastian Comprehensive Development Plan 2040.