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Home My WebLink About5G, B-2 Implementation Plan Contract� EN HILLS Request for Council Action Prepared By: Jill Hutmacher, Community Development Director and Council Meeting Date: November 14, 2011 Terry Maurer, Public Works Director B-2 Implementation Plan Contract Budgeted Amount: Actual Amount: Funding Source: $54,000 $48,260 PIR Fund Recommendation: City Council is requested to authorize entering into a contract with Bolton and Menk for Phase 1 of the B- 2 District Implementation Plan as described in the attached scope of services for a cost not to exceed $48,260. Supporting Documents: 1. Memorandum dated November 14, 2011, from Jill Hutmacher, Community Development Director, and Terry Maurer, Public Works Director. 2. Scope of Services prepared by Bolton and Menk. 3. Proposed Fee Estimate. � EN HILLS MEMORANDUM DATE: QI� November 14, 2011 Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director J� Terry Maurer, Public Works Director ��/"" ' SUBJECT: B-2 District Consulting Contract Background At the October 17, 2011, Work Session the B-2 District implementation plan was discussed with the City Council. Staff presented a recommendation to break the implementation into two phases. Phase 1 would be similar to a feasibility study dealing with the county road issues, property access, and details of the streetscape design elements. The major deliverables at the end of Phase 1 would be a written report summarizing the findings and a critical path schedule laying out the steps and timeline for Phase 2, design and construction of the improvements. Staff recommended negotiating a scope of services and fee for Phase 1 of the B-2 Implementation Plan with Bolton and Menk who have successfully completed similar projects throughout the metro area. City Council agreed with this staff recommendation and directed staff to proceed. Staff has had several discussions with Bolton and Menk to ensure that there is a complete understanding of the scope of Phase 1. Attached is the scope of services they have prepaxed. Council will note that Marcus Thomas is the Project Manager and Chris Chromy will lead the traffic/transportation issues. Paul Paige of HKGi will be a subcontractor to Bolton and Menk for urban design/landscape architecture tasks. Staff feels this scope adequately addresses the various issues outlined in Phase 1. Also attached is a proposed fee estimate far the scope of services in the amount of $48,260. Staff had originally estimated that Phase 1 would be about 20% of the total estimated fee of $270,000 or $54,000. City Council Meeting P:�Admin\Council�Agendas & Packet Information�2011\l 1-14-ll Regular�Packet Information�B-2MemoReBMI.doc Page 1 of 2 a.. Council Action Requested, 'City Council is�requested to� authorize entering into a contract�with Bolton and Menk for Phase 1 of the B-2� Dis'trict Implemeritation Plan as described in the. attached scope of � services:for a cost not'to exceed $48,260: ' ��. , � A . � . , r , / E 4 9 City"Council Meefing ° Ifi P:�Admin\Council�Agendas &YPacket Iriformation\lOLl\l 1-14-11 Regular�Packet'eInformation�B-2MemoReBMI.doc � � , : Page 2 of 2: : _ . , r , . . . _ _ ---: ... A � �a. City of Arden Hills is interested in exploring potential corridor improvements along County Road E between Hamline Avenue and Lexington Avenue as part of an enhancement of the B2 Zoning District. Main objectives of the B-2 Implementation Plan include deternuning the scope of access management and streetscape enhancements within the district. Two phases of implementation have been identified to establish a project prior to moving into detailed design and construction. We have identified necessary tasks for the successful completion of the B-2 Implementation Plan Phase 1 work as requested by the City of Arden Hills staff. We anticipate building upon the work completed as part of the Guidin� Plan for B2 District, Approved bv the Citv Council — October 27, 2008, and incorporating new information related to land use, economic indicators, County's Master Road Plan, and stakeholder input. A summary of our approach to the key project elements is outlined in the following task descriptions. TASK 1: PROJECT MANAGEMENT ObjeCtive: Provide accurate and timely coordination and facilitation services for the duration of the project. Task 1.1: Project Administration and Coordination The City of Arden Hills and its project partners can expect effective project management from the Bolton & Menk/HKGi team. Our project team will be lead by Marcus Thomas as Project Manager. He will prepare a detailed schedule of activities to illustrate the interdependence of various tasks and those which are on the critical path. Mr. T'homas will ensure project expectations are understood and met in a timely and efficient manner. He will work closely with the City of Arden Hill's Project Manager to ensure clear and consistent communications are occurring and will institute foresight for upcoming tasks and challenges. Mr. Thomas will rely upon Chris Chromy to lead the traffic and transportation tasks as well as Paul Paige to lead the urban design and landscape architecture tasks. The consultant team will remain available to city staff to meet as needed to coordinate the project. Through informal meetings and/or conference calls, we will proactively lead city staff through the study process. Deliverables: Facilitation of work plan, monthly progress reports and invoices, schedule updates. TASK 2: PUBLIC AND AGENCY COMMUNICATION ObjeCtive: Present information at meetings, provide cleaz and understandable information, incorporate viable public comments into design solutions, and promote an informed decision-making process for stakeholders. Task 2.1: Project Management Team (PM� The PMT will include members of the consultant team, Arden Hills staff, Ramsey County staff, and other agencies or stakeholders identified by PMT. The role of the PMT will be to consider technical findings and public input to establish a recommended course of action. A critical objective of the PMT will be to balance the goals of the City's B-2 District with the safety and mobility requirements of the County. A total of 6 PMT meetings are anticipated in Phase 1 of the B-2 Implementation Plan. Task 2.2: Corridor Advisory Committee (CAC) The CAC will include members of the PMT, appointed city council member(s), 3-5 business/property owners, and other stakeholders identiiied by PMT. The purpose of the CAC will be to enable stakeholder involvement and promote transparency in decision-making. A total of 3 CAC meetings are anticipated in Phase 1. Task 2.3: Business and Property Owner Meetings Consultant team staff will lead discussions with the business and property owners within the corridor in order to garner input regarding desired streetscape and access needs. A primary objective of these meetings is to compile local area interests in order to coalesce them with the overarching goals of the City and its existing Guiding Plan. Two (2) public information meetings will be held during Phase 1. The first will reintroduce the purpose and need for the B-2 District as well as collect input from those directly affected by the improvement. The second will present Phase 1 findings and outline the next steps towards collaborative solutions. In between the two public informational meetings, consultant staff will meet with individual business and/or property owners to establish a better understanding of transportation and accessibilities needs, visual quality preferences, and input on proposed concepts. There are up to 27 properties that rely on County Road E for access and/or visibility, including 14 properties that are immediately adjacent to the corridor. We anticipate up to 30 meetings with individuals or small groups with common interests will be necessary during Phase 1. Task 2.4: City Council Presentation Bolton & Menk and HKGi will present input and findings from the business and property owner meetings as well as GAC to the City Council for its input and consideration. We will attend one mid-term meeting with the City Council to report on project progress and public participation received to date. A second meeting will be held at the completion of Phase 1 to present our findings and recommendations. City Partitipation: Attendance and participation in PMT, CAC, and Public Informational Meetings; Provide property owner contact information and assist with Public Information Meeting notifications and logistics. Deliverables: PMT and CAC meeting agendas and summaries; Business/Property Owner Meeting Summaries, PowerPoint presentation to City Council. TASK 3: CONCEPT DEVELOPMENT AND EVALUATION Objettive: Begin development of corridor improvement concepts, evaluate concepts' abilities to meet the project purpose and need, narrow concepts. Task 3.1: Streetscape Intensity and Identity HKGi will lead discussions on corridor identify and potential levels of streetscape. HKGi will present multiple levels of streetscape intensity and amenity options to the PMT, CAC, and business/property owners. A total of 5 intensity levels will be described and illustrated to help gage agency and property owner preferences. General guidance on the benefits and cost of each will be provided. Task 3.2: Utility Evaluation Bolton & Menk will work with city public works staff and private utility owners to identify existing utilities within the County Road E corridor and to deternune what levels of relocations or upgrades that may be needed within the corridor. We will: engage Xcel Energy to consider relocation or improvement options far electrical boxes within the comdor and associated costs for said improvements. Preliminary cost estimates will be prepared for public utility improvements. Task 3.3: Tr�c and Transportation Concepts The consultant team will update traffic and transportation work completed as part of the previous study in close coordination with the PMT. We will collect updated turning movement data for each of the public street intersections as well as high volume private access points. Data collection will include pedestrian volumes along the corridor as well as those crossing the corridor. Depending on the time of year the data is collected, traffic and pedestrian data may be adjusted for seasonal variations based on historic data collected in the Twin Cities. Data will be collected at up to seven (7) public street intersections as well as mid-block high volume private accesses. A comprehensive inventory and assessment of existing roadway access will be prepared including a description of each access's purpose relative to the associated land use, its need and potential for removal, and any circulation improvements necessary to mitigate closure. Several access concepts will be developed in close coordination with potential circulation and land use modifications. We will evaluate existing and future,traffic conditions relative to proposed access and land use concepts and quantify mobility measures of effectiveness such as level of service of intersections, corridor travel time, and intersection control needs. We will build upon the work completed to date as well as identify new options for access management and traffic control. Specific emphasis will be placed on the interdependence of land use and transportation. Our concepts will consider land use configuration relative to access and vice versa. For redevelopment concepts, we will review potential for higher density land use and quantify the net effect relative to automobile and pedestrian trips generated and mobility measures. More specifcally, we will focus on potential redevelopment concepts on the Arden Plaza and former Holiday Inn sites and evaluate associated traffic implications with each. Task 3.4: Funding and Financing Alternatives Bolton & Menk will explore funding and financing alternatives for the concepts as an integral component to the concept development and evaluation. We will work to quantify potential benefits to stakeholders including adjacent properties, Ramsey County, utility customers, and others as a means to determine cost sharing between agencies, potential approach to assessments, utility fund availability, and other public funding and financing options. Task 3.5: Reporting A comprehensive Phase 1 Implementation report will be prepared to document CAC and public input, technical recommendations, preliminary project costs, and an implementation process. The implementation process will include a critical path schedule of activities and milestones that would need to be achieved in order to reach the goal of construction in 2014. City Participation: Provide input and guidance on technical analysis and funding options, review and comments on deliverables. 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