The URL can be used to link to this page

Home My WebLink About2019 04 22 Consent 308 - Planning and Community Visioning Services Agreement with the East Central Florida Regional Planning Council CONSENT AGENDA ITEM 308 .- 1959 CITY COMMISSION AGENDA I APRIL 22, 2019 1 REGULAR MEETING TITLE Planning and Community Visioning Services Agreement with the East Central Florida Regional Planning Council SUMMARY The East Central Florida Regional Planning Council (ECFPPC) presented to the City Commission during the April 15, 2019 Commission Workshop for services related to facilitating a community visioning exercise. At the conclusion of the presentation, the City Commission reached consensus to move forward with ECFPPC. The ECFPPC will facilitate community visioning sessions, which will include the following activities: • Reviewing the adopted vision and trend analysis with case studies • Conducting community workshops • Developing and releasing a community survey • Presenting findings and recommendations to the City Commission Case studies will be compiled for three communities of similar size and community assets to assess successful programs,development and other parameters identified. Staff is requesting an amount not to exceed $30,000 to commence this project. In addition to the services above, City staff is requesting Commission approve a continuing services agreement to supplement current staffing deficiencies. The ECFPPC will provide technical planning assistance to the City of Winter Springs as requested by City planning staff. Technical assistance activities include, but are not limited to application reviews, research, zoning inquiries, data analysis, GIS, and other requests by the staff. The ECFPPC will work with City Planning staff to obtain access to all necessary planning documents,codes,data and procedures for requested tasks. Upon request, the ECFPPC staff will be available to attend board and meetings as needed. Typical response time for a review, depending on the scope and size, is 5-7 business days. If a review will require additional time, based on the level of review, the ECFPPC will notify City staff within two days of receipt. Staff is requesting an amount not to exceed $25,000 to engage ECFPPC for technical assistance. o0A tlE09 9 �P East Central Florida Regional Planning Council 0 W - 455 N. Garland Avenue, Orlando, FL 32801 Hugh W. Harling, Jr. P.E. Phone 407.245.0300 • Fax 407.245.0285 • www.ecfrpc.org Executive Director Quote for Services: City of Winter Springs Technical Assistance and Community Visioning By East Central Florida Regional Planning Council (ECFRPC) I. Technical Planning Assistance The ECFRPC will provide technical planning assistance to the City of Winter Springs as requested by City planning staff. Technical assistance activities include, but are not limited to application reviews, research, zoning inquires, data and analysis, GIS, and other requests by the staff. If the RPC is unable to complete task due to level of required expertise (Ex: engineer or surveying), RPC will request either the appropriate City staff review or receive authorization to contract the task to an outside source. The ECFRPC will work with City Planning staff to obtain access to all necessary planning documents, codes, data and procedures for requested tasks. Upon request, the ECFRPC staff will be available to attend board and meetings as needed. Typical response time for a review, depending on scope and size, is 5-7 business days. If a review will require additional time, based on level of review, the ECFRPC will notify City staff within two days of receipt. The ECFRPC will invoice monthly on an "actual cost' basis and provide a per task cost. The table below comprises the maximum cost per position. Position Max Cost per Hour(2019-2021)* Administrative Assistant $62 Economic Development Manager $79 Emergency Preparedness Manager $67 Emergency Preparedness Planner 1 $42 Planner I (No Benefits)/Intern $25 Planner 1 $44 Planner 11 $58 Planner 111 $70 Planning Director $98 Project Coordinator $104 The ECFRPC will invoice monthly based on the personnel costs above. As chart represents the maximum cost for each position, the actual cost may be lower due to the staff member assigned to the task,fringe and indirect rates. Executive Committee Chair Vice Chair Secretary Treasurer Immediate Past Chair Member at Large Member at Large John Lesman Sean Parks Emily Bonilla Ed Kelley Lee Constantine Dina Sweatt David Moore Gubernatorial Appointee County Commissioner County Commissioner County Councilmember County Commissioner Mayor of Groveland County Commissioner Seminole County Lake County Orange County Volusia County Seminole County Lake Cty League of Cities Marion County Serving Brevard,Lake,Marion,Orange,Osceola,Seminole,Sumter,and Volusia Counties II. Community Visioning The ECFRPC will furnish the personnel and resources to conduct the following activities and provide the associated deliverables for each task noted below. Task 1: Adopted Vision and Trend Analysis with Case Studies The ECFRPC will review the currently adopted vision of the City of Winter Springs and projects and programs developed in support of the plan, conduct a trends analysis and make a determination as to the status of implementation of the adopted vision. The review will include data and analysis, research via the City website, and interviews with City staff as necessary. The trend analysis will include, but not be limited to comparison of trends in growth and development, future land use, demographics and economic development. Case studies will be compiled for three communities of similar size and community assets to assess successful programs, development and other parameters identified. Findings from this analysis will be presented to City Council. Deliverable: Adopted Vision and Trend Analysis with Case Study Report; Presentation to City Council Timeframe: May 1-June 14; Draft Deliverable of report and presentation—June 3; Final deliverable—June 14 Cost: $10,000 Task 2: Community Workshop 1) A workshop will be held in the community to discuss the findings of Task 1 and engage the community in a discussion on priorities, opportunities and needs within the City. The workshop will include a presentation and breakout group discussions. The information derived from this workshop will be utilized to develop Task 3. a) The City will provide the public notice of the workshop and outreach to the community. The ECFRPC will develop and provide the following: agenda, sign-in sheets, presentation, interactive survey, breakout group activities and meeting summary. 2) A business workshop will be held to discuss the findings of Task 1 and engage the community in a discussion on business and economic development within the City. The workshop will include a presentation and breakout group discussions. The information derived from this workshop will be utilized to develop Task 3. Executive Committee Chair Vice Chair Secretary Treasurer Immediate Past Chair Member at Large Member at Large John Lesman Sean Parks Emily Bonilla Ed Kelley Lee Constantine Dina Sweatt David Moore Gubernatorial Appointee County Commissioner County Commissioner County Councilmember County Commissioner Mayor of Groveland County Commissioner Seminole County Lake County Orange County Volusia County Seminole County Lake Cty League of Cities Marion County Serving Brevard,Lake,Marion,Orange,Osceola,Seminole,Sumter,and Volusia Counties a. The City will provide the public notice of the workshop and outreach to the business community. The ECFRPC will develop and provide the following: agenda, sign-in sheets, presentation, interactive survey, breakout group activities and meeting summary. The ECFRPC will coordinate the format, agenda, and presentation with City staff to ensure their approval. Deliverable: 2 workshops, agendas, sign-in sheets, presentation, meeting summary Timeframe: June 3 -June 28; Deliverables due June 28. Cost: $7,000 Task 3: Community Survey Using the Metroquest platform and input from Task 2, an online survey will be developed to engage the community in a greater capacity. The ECFRPC will work with the City staff to design the survey to cover topics such as opportunities, priorites and direction for the City to move. The survey will be released to the public when approved by the City. The City will be responsible for pushing announcements of the survey through various mechanisms. The survey will be available to the community for 30 days. After the survey is closed, the ECFRPC will develop a findings report which will analyze the results and include all comments made by participants. Deliverable: Survey, Survey Findings Report Timeframe: June 17—August 23; Deliverables due August 23. Cost: $5,000 (Metroquest Platform — Free) Task 4: City Council Presentation and Recommendations Develop recommendations for next steps. Present findings from the public workshop and survey as well as recommendations for next steps to the City Council. Deliverable: Recommendations document; Presentation to the Board Timeframe: August 23—September 30; Deliverables due September 30 Cost: $1,500 Community Visioning Totol-$23,500 Executive Committee Chair Vice Chair Secretary Treasurer Immediate Past Chair Member at Large Member at Large John Lesman Sean Parks Emily Bonilla Ed Kelley Lee Constantine Dina Sweatt David Moore Gubernatorial Appointee County Commissioner County Commissioner County Councilmember County Commissioner Mayor of Groveland County Commissioner Seminole County Lake County Orange County Volusia County Seminole County Lake Cty League of Cities Marion County Serving Brevard,Lake,Marion,Orange,Osceola,Seminole,Sumter,and Volusia Counties