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HomeMy WebLinkAbout1998 01 12 Regular Item I Date: 011298 The following Document should really be dated 1/12/1998. COMMISSION WORKSHOP ITEM I REGULAR X CONSENT INFORMATIONAL January 12. 1997 Meeting MAR.. .f(fII//11/DEPT. Authorization REQUEST: The Community Development Department, Planning Division, requesting the City Commission to authorize the City Manager to enter into a contract with the firm of Dover, Kohl & Partners, specializing in Town Center Designs to prepare a two- phase Town Center Development plan. PURPOSE: The purpose of this Agenda Item is for the City to employ a design consultant specializing in Town Center Design. The City is at the point in the process of creating a new Town Center where a design team of various professionals with specific expertise must be brought together to prepare the Town Center Development plan. Note: A twenty minute presentation will be made by the firm which will discuss firm credentials, successful Town Centers, and the schedule of work and meetings involved in the planning process. APPLICABLE LAW AND PUBLIC POLICY: The scope of services approved in this contract will provide the City with information and planning and design documents needed to implement a Town Center. The provisions of 163.3167(11) which states, "Each local government is encouraged to articulate a vision of the future physical appearance and qualities of its community as a component of its local comprehensive plan. The vision should be developed through a collaborative planning process with meaningful pubic participation and shall be adopted by the governing body of the jurisdiction." Policy 3.c. under Objective A of Goal 1 of the Traffic Circulation Element in the Comprehensive Plan which mentions the "creation in the undeveloped central area of Winter Springs of a primary civic, business and service focus for the City." CONSIDERATIONS: 1. The City of Winter Springs Comprehensive Plan was adopted on April 27, 1992. In the Traffic Circulation Element of the Plan; it makes reference to a town center. 2. The S.R. 434 Corridor Vision Plan Visioning Workshop was held on May 20, 1995, with representatives of the City Commission, Planning and Zoning Board, other boards, and the public in attendance. At the workshop there was agreement on the need for the corridor to be divided into three (3) areas, one of which was a "Town Center." A graphic depiction of the three subareas of the S.R. 434 Corridor was presented at the March 25, 1996, City Commission meeting showing the "Redevelopment Area", the "Town Center," and the "New Development Area. " 3. The City Commission at its June 9,1997 meeting, adopted Ordinance 661 creating a "Town Center" Overlay Zoning District. 4. The City approved a contract with Michael Design Associates to prepare a "Concept Plan" of the Town Center including the appropriate location of the County Trail System. 5. On November 10, 1997 the City Commission authorized $100,000 for the preparation of a detailed Town Center Plan from which a Public and Private partnership could be developed to implement the plan. 6. The firm of Dover, Kohl & Partners was selected by staff due to their expertise and extensive background with town centers. The design team put together by Dover, Kohl, & Partners includes 13 professionals that will be involved in the project. The scope of work includes an estimated 1700 hours of work to be performed by these 13 professionals over a highly condensed 60 day period for Phase I and 30 day period for Phase II. FUNDING: The scope of services required to complete the planning process will exceed the original $100,000 authorized for both phases as follows: Phase I Phase II Total Fees $122,500 25.000 $147,500 Expenses $ 16,250 1. 750 $ 18,000 Total $ 138,750 26.750 $ 165,500 A less expensive firm could have been chosen. However, based upon the importance of this project to the future of the city, we don't believe the engagement of a firm without a proven record of experience in town center design is prudent. It is recommended that these funds be appropriated from General Fund Reserves. There is currently $2.8 million dollars in unemcumbered General Fund Reserves. RECOMMENDATION: It is recommended that the City Commission authorize the City Manager to enter into a contract with the firm of Dover Kohl Partners to prepare a Town Center Development Plan. IMPLEMENTATION: Phase I of the project will begin in February 11, 1998 and will terminate on March 23, 1998 with a presentation to the Commission and the community. Phase II will begin immediately following phase 1 and should be competed by May 1, 1998. ATTACHMENTS: 1. Contract 2. Scope of services COMMISSION ACTION: wp\grimms\consults.1-12-98 DOVER, KOHL &: PARTNERS town planning January 8, 1998 Mr. Ron McLemore, City Manager THE CITY OF WINTER SPRINGS 1126 East State Road 434 Winter Springs, FL 32708 p R o p o s A L Town Planning Services for The City of Winter Springs, Florida Mr. McLemore: Thank you for our meeting last Monday regarding the town center design for Winter Springs. As you requested I have drawn up a proposal based on a two step approach as follows: STEP 1 STEP 2 Design Session and Final Presentation Graphic Code The ftrst step involves a Design Session in Winter Springs and a follow-up Final Presentation. The session will be seven working days over two weeks. This event involves a multi-disciplinary design team creating a detailed visual plan of what the town center should be. There are also private conference room sessions with stakeholders to establish design concepts. The Design Session ends with a presentation to the City Commission and public of the work-in-progress for their comment. A Final Presentation of the town center plan will follow approximately three weeks later. The second step is the creation of a custom Graphic Code for the town center. This code prescribes urban and architectural criteria. This step will proceed only if authorized by the City Commission. We have secured TIlE GmBS PLANNING GROUP as part of our team for economic / retail analysis and retail planning. For the past ten years, President Robert Gibbs has been active in refining innovative yet practical methods .tor adapting town center concepts to new development sites throughout the United States. We are also including on our team the design ftrm of MICHAEL DESIGN ASSOCIATES, INC. as full-time participants in the process outlined below. Their understanding of the site and landscape design expertise will enhance the overall design of the plan and the code. Thank you again for considering our firm as part of your design team for this project. Robert Gr 5879 Sunset Drive, Suite 1 · South Miami, FL 33143 · Tel: (305) 666-0446 · Fax: (305) 666-0360 January 8, 1998 Mr. Ron McLemore, City Manager THE CITY OF WINTER SPRINGS 1126 East State Road 434 Winter Springs, FL 32708 p R o p o s A L Town Planning Services for The City of Winter Springs, Florida Mr. McLemore: Thank you for our meeting last Monday regarding the town center design for Winter Springs. As you requested I have drawn up a proposal based on a two step approach as follows: STEP 1 STEP 2 Design Session and Final Presentation Graphic Code The first step involves a Design Session in Winter Springs and a follow-up Final Presentation. The session will be seven working days over two weeks. This event involves a multi-disciplinary design team creating a detailed visual plan of what the town center should be. There are also private conference room sessions with stakeholders to establish design concepts. The Design Session ends with a presentation to the City Commission and public of the work-in-progress for their comment. A Final Presentation of the town center plan will follow approximately three weeks later. The second step is the creation of a custom Graphic Code for the towri center. This code prescribes urban and architectural criteria. This step will proceed only if authorized by the City Commission. We have secured TIlE GmBS PLANNING GROUP as part of our team for economic / retail analysis and retail planning. For the past ten years, President Robert Gibbs has been active in refining innovative yet practical methods for adapting town center concepts to new development sites throughout the United States. We are also including on our team the design firm of MICHAEL DESIGN ASSOCIATES, INC. as full-time participants in the process outlined below. Their understanding of the site and landscape design expertise will enhance the overall design of the plan and the code. Thank you again for considering our firm as part of your design team for this project. Sincerely, Robert Gray Scope of Work DOVER KOHL & PARTNERS and their sub consultants THE GmBS PLANNING GROUP, and MICHAEL DESIGN ASSOCIATES, INC. (hereinafter referred to as 'the Consultants') will accomplish the tasks described below on behalf of THE CITY OF WINTER SPRINGS, FLORIDA (hereinafter referred to as 'the Client'). STEP I The Consultants will create a Master Plan for approximately 100 acres for the town center of Winter Springs on behalf of the Client. This plan will be created through a combination of an on-location design session and work carried out in the offices of the Consultants. Task 1: Kick-off Presentation Task la - Kick-ofT Presentation The Consultants will present a slide presentation to the City Commission of Winter Springs on the basic principles of urban design and traditional town centers. Task Ib - Base Map / Design Session Setup Coordination The Consultants will collect base information provided by the Client and work with the City of Winter Springs to coordinate design session logistics. Task 2 - Field Evaluation and Market Analysis The Consultants will visit the surrounding area including, adjacent/regional shopping centers and the projected residential growth areas within the proposed trade area. The Consultants will review existing demographic data: household income, age, growth, etc. (as supplied by the City and available on our data base). The Consultants will define a primary and secondary trade area for the proposed town center development area. The Consultants will complete a qualitative analysis of the areas retail development potential based upon: pedestrian circulation, general vehicular circulation patterns, proposed adjacent residential and office construction, as well as other relevant conditions. The Consultants will prepare: · a map identifying the location of all major retail centers in the study area primary and secondary areas. · GIS maps of key demographic factors of the market by census tract. · a written summary of the relevant population and demographic characteristics of the trade area. · a written summary of the study area and provide a void analysis for the market with specific recommended retail category types, tenant mix, targeted retailers, and appropriate contacts when available. Proposal to Mr. Mclemore, The City of Winter Springs January 8, 1998 Page 2 of 11 Task 3: Design Session The Consultants will conduct a design session of at least seven days. The Consultants will design a town center for the City of Winter Springs. The Consultants will gather and incorporate input with other participants or local experts as determined necessary in coordination with the Client. The Client will arrange the location for the on-location work and the following: Sixteen 3' x 6' folding tables; a minimum of 100 stacking chairs; electrical power; 24 hour access to a photocopier, telephone and fax machine; and meals & refreshments for 7 days for 13 consultants + others as you deem appropriate. The room chosen for each design session should ideally be on or very near to the site, and should include a large, well-lit and air conditioned space, with room to rearrange chairs & tables into a variety of configurations, and with the ability to be darkened for minor presentations. Task 3a - Conference Room Sessions: The Consultants will conduct interviews and meetings with individuals or small groups chosen by the Client. Suggested groups include the Florida Department of Transportation, vested stakeholders, business owners, property owners, and neighborhood representatives. These sessions will last approximately 1.5 hours each. These sessions give an individual forum to key stakeholders to discuss relevant issues and design possibilities. Task 3b - Design the Physical Plan The Consultants will design an overall physical plan showing streets, blocks, curbs, public spaces, new & existing buildings, and civic buildings at a scale to be determined, and in color suitable for publication. Task 3c - Dlustrate Design Concepts for the Town Center The Consultants will draw perspective renderings (3-4) illustrating the conceptual character of the Town Center. These drawing will be hand drawn and in color. Task 3d - UrbaD Retail Plan The Consultants will prepare the Urban Retail Plan which will include: · a written summary of the physical options for the property, where applicable, including suggested reuse and/or demolition of existing structures. · identification of specialty, regional and national retail, service and entertainment tenants that meet the above market study criteria and that could be appropriate for the site. · a statement of qualitative opinion regarding supportable retail development in and around the Town Center. · a master leasing/tenant mix plan for the study area illustrating potential locations for retail, residential, office, civic, entertainment and service businesses. · an overall phasing and development plan for retail mix. Task 3e - Urban Greenspace System Element The Consultants will provide an interconnected greenspace system plan through the Town Center. The greenspaces will be designed to create exciting vistas and views to public and commercial buildings and features. The plan will be designed to promote circulation, and public gathering functions such as art festivals, political events, and other civic and comercial ventures. January 8, J 998 Page 3 of 11 Proposal to Mr. J.1cLemore, The City of Winter Springs · Parks of all scales (passive and active) · recreation facilities (associated with the greenspace system) · Overland stormwater transfer system (incorporating wetlands, ponds, and streams) · Boulevard greenspaces Task 3f - Circulation Element The Consultants establish a multimodal and interconnected street system. The community will be pedestrian and bicycle friendly, and the vehicular traffic will be calmed with a variety of design devices. Coordinate with City Engineer regarding utility requirements. Task 3g - Design Session Presentation The Consultants will make a presentation of work-in-progress to the City Commission at the end of the design session. This presentation will: · briefly review the design session activities; · describe the results from the design session; · present the design session work products; · show the significant details of the physical Plan; · show the significant details of the Retail Plan; and · seek the advice and reaction of the Commission regarding the design at that point. Task 4: Finish Design Work and Final Presentation After the design session presentation, the Consultants will return to their offices to complete their work. This will include updating the design, completing any work products not finished during the design session, and incorporating input from the Commission. They will return to the City of Winter Springs approximately three weeks later to present the Final Work Products to the City Commission. STEP II This step is conditional upon the approval of the final plan and work products in-concept by the City Commission at the conclusion of STEP 1. Task 1: Urban Design Graphic Code The Consultants will prepare a prescriptive graphic code for the town center plan in two drafts. This will include a first draft for comments from the Client and City staff and a final version based upon those comments and refinements. The code is likely to include: 1. A Regulating Plan, showing build-to lines and street or building types; 2. A Basic Standards section governing details such as building placement, location of architectural elements, parking, and lot coverage; 3. Street Standards regarding elements within the right-of-way and the relationship of buildings to the street; and 4. Architectural Standards prescribing a palette of materials and acceptable architectural features. Proposal to Mr. Mclemore, The City of Winter Springs January 8, 1998 Page 4 of 11 Work Products The following list summarizes the work products from the tasks described above: Step I Task 2: Field Evaluation and Market Analysis 1. A map identifying the location of all major retail centers in the study area primary and secondary areas. 2. GIS maps of key demographic factors of the market by census tract. 3. A written summary of the relevant population and demographic characteristics of the trade area. Task 3: Design Session Work Products 1. Master Plan, at an appropriate scale, hand drawn and suitable for publication. 2. Perspective Renderings (3-4), hand drawn and suitable for publication. 3. Diagrams, representing various concepts such as public space, transportation, and connectivity. 4. Retail Plan illustrating tenant mix and overall phasing. Task 4: Final Work Products 1. Completed and Final work products from the design session (Task 3). 2. Final Master Plan, in AutoCAD format. 3. Phasing plan illustrating initial projects within the plan. 4. Final Written report of the Urban Retail Plan. 5. A CDROM of the Final Presentation Slide Show. STEP II Task 1: Urban Design Code The code is likely to include: 1. A Regulating Plan, showing build-to lines and street or building types; 2. A Basic Standards section governing details such as building placement, location of architectural elements, parking, and lot coverage; 3. Street Standards regarding elements within the right-of-way and the relationship of buildings to the street; 4. Architectural Standards prescribing a palette of materials and acceptable architectural features; and 5. Landscape Standards prescribing street trees species, public green spaces requirements, and greenways edge conditions. Proposal to Mr. McLemore. The City of Winter Springs January 8, 1998 Page 5 of 11 Proposed Schedule January · Execute contract; Begin Step I · Task 1: Kick-off Presentation · Arrange Design session Logistics February · Task 2: Field Evaluation / Market Analysis Feb. 11-13 Feb. 16-20 · Task 3: Public Design session March 23 · Task 4: Final Presentation When Authorized · Begin Step II :Graphic Code (schedule to be determined) Ongoing · Followup work, hourly as requested Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 6 of 11 Base Information To perform the work the Consultants shall be provided by the Client with the following types of base information: - BASE MAP(S), which indicate existing conditions within the study area, including property lines, buildings, rights-of-way, easements, curb lines, driveways, and sidewalks, plus any environmeniallimitations if known, etc; These maps should be in AutoCAD format or comparable computerized files, and should be provided as hard copy at a scale to be determined in coordination with the Client. - CURRENT ZONING or FUTURE LAND USE MAP, and supporting information as necessary to interpret the map - AERIAL PHOTOGRAPHS, in plan view, such as 'REDI-Maps', at the largest possible scale and preferably in color - PROPOSED PLANS (if any) for developments for the site, including development program, phasing, site plan and any submitted traffic analysis - OTHER RELEVANT INFORMATION, such as existing zoning regulations, street standards, historical background, previous studies etc. - OWNERSHIP MAP, reflecting current ownership of land parcels and lots within the study area. Proposal to Mr. McLemore, The City of Winter Springs January 8. 1998 Page 7 of 11 Fees & Reimbursable Expenses The Consultants and their team agree to perform the work described above for fees not-to-exceed $127,500. Reimbursable expenses are estimated at $17,000. Fee Breakdown: Fees Expenses $ STEP I Task 1: Task 2: Task 3: Task 4: SubTOTAL Kick -off Presentation Market Analysis / Retail Plan Design Session Finish Design / Final Presentation 27,500 75,000 20,000 $122,500 STEP 11* Task 5: TOTAL Urban Design Code $ 25,000 $147,500 $ 250 5,500 7,000 3,500 $16,250 $ 1,750 $18,000 * STEP II is conditional upon the approval-in-concept of the final plan and work products by the City Commission at the conclusion of'STEP I Reimbursable expenses include long distance tolls, faxes, lodging, meals, travel expenses, mileage, and reprographic services. To minimize expenses it is essential to schedule the on-location work well in advance. Any additional services shall be charged on an hourly basis with the Client's approval. Hourly rates are as follows: $175 per hour for principals Dover and Kohl; $100 per hour for project managers, staff designers, architects, illustrators; $75 per hour for draftpersons and assistants; and $35 per hour clerical work. PAYMENT TERMS: The Consultants require a non-refundable retainer/deposit of 25% ($35,000) prior to scheduling and beginning the work. Invoices will be at the end of each Task with the balance due 15 days upon receipt. Overdue accounts are charged a late fee of 1.5% per month. Payment Schedule: FEES Est. Expenses STEP I Sign Contract (Retainer / Deposit) End of Task 3 End of Task 4 STEP I TOTAL $ 35,000 72,500 15,000 $122,500 STEP II Retainer / Deposit End of Task 5 STEP II TOTAL $ 5,000 20,000 $ 25,000 $ 0 13,250 3,000 $16,250 $ 1,750 $ 1,750 Proposal to Air. McLemore. The City of Winter Springs Page 8 of 11 January 8. J 998 Terms & Conditions CHANGES IN THE SCOPE OF WORK: Changes in the scope of work may be accomplished after execution of this agreement, and without invalidating this agreement, by Change Order. A Change Order is a written instrument prepared by the Consultants and signed by the Client and the Consultants stating their agreement upon all of the following: 1. a change in the Scope of Work; 2. the amount of the adjustment in the Total Fees, ifany; and 3. the extent of the adjustment in the Schedule, if any. TERMINA TION OF THE WORK: If this project is suspended or delayed for any reason after work has begun, the Consultants shall be paid for all work to date and all reimbursable expenses to date. The retainer shall be credited toward this amount. OWNERSHIP OF DOCUMENTS: In the course of this project, drawings, graphic aids and written materials will be produced as documentation. Original art works shall remain the property of Victor Dover and Joseph Kohl or the sub consultants; a set of full-quality reproducible copies will be provided to the Client. CAD data will also be provided on diskette to the Client for use on this and future projects. This agreement provides the Client with permission to publish these documents, but this permission does not extend to others without written consent from Dover, Kohl and Partners or subconsultants; all reproductions and publications must carry the credit 'Dover, Kohl & Partners, South Miami, FL'. If the plans or drawings are altered in any way subsequent to their submittal by the Consultants to the Client, the Consultants shall retain the right to remove their names from any drawings and/or documents including documents used for the permitting and approval process, marketing, and promotion. The Client may request slides or prints taken during the course of the project and may reproduce them at the Client's cost. OTHER LIMITATIONS: The Client shall indemnify and hold harmless the Consultants from all liabilities, claims, damages, costs, and expenses including attorney's fees, incurred by, demanded, or asserted against the Consultants by third parties as a result of the Consultants participation in providing services to the project. As part of said indemnification, the Client shall provide the Consultants, at the sole cost and expense of the Client, with legal council to defend against any and all such claims. Plans, images and other items produced by Dover, Kohl & Partners and its sub consultants are for the Proposal to Mr. McLemore, The City of Winter Springs January 8, J 998 Page 9 of J 1 purposes of illustration only and do not represent a guarantee of any kind. These items are instruments of service which remain the property of Dover, Kohl & Partners and may not be duplicated without permission. Dover, Kohl & Partners and its sub consultants shall not have any control over and shall not be responsible for construction means, procedures, safety precautions, or legal disclosures in the implementation of the project, or for the errors or omissions by future consultants, developers, contractors or government. Hourly rates and fees in general are subject to change. The not-to-exceed fees described in this proposal are time-critical and are guaranteed by Dover, Kohl & Partners only if this agreement is executed by both parties within one calendar month of the date of this proposal. Proposal to AJr. McLemore, The City of Winter Springs January 8, 1998 Page 10 of 11 Signatures !fthe above arrangements meet with your approval, please sign below, indicate acceptance of any options, and return an executed copy to us with the retainer so that we may schedule the work. Accepted by DOVER, KOHL & PARTNERS by Victor Dover AICP Date Accepted for THE CITY OF WINTER SPRINGS, FL by Date Print Name and Title Proposal to Mr. McLemore, The City of Winter Springs January 8. 1998 Page 11 of 11 a DOVER, KOHL ~ PARTNERS t o w n p l a n n i n g January 8, 1998 Mr. Ron McLemore, City Manager THE CITY OF WINTER SPRINGS 1126 East State Road 434 Winter Springs, FL 32708 P R O P O S A L Town Planning Services for The City of Winter Springs, Florida Mr. McLemore: Thank you for our meeting last Monday regarding the town center design for Winter Springs. As you requested I have drawn up a proposal based on a two step approach as follows: STEP 1 Design Session and Final Presentation STEP 2 Graphic Code The first step involves a Design Session in Winter Springs and afollow-up Final Presentation. The session will be seven working days over two weeks. This event involves amulti-disciplinary design team creating a detailed visual plan of what the town center should be. There are also private conference room sessions with stakeholders to establish design concepts. The Design Session ends with a presentation to the City Commission and public of the work-in progress for their comment. A Final Presentation of the town center plan will follow approximately three weeks later. The second step is the creation of a custom Graphic Code for the town center. This code prescribes urban and architectural criteria. This step will proceed only if authorized by the City Commission. We have secured TxE GABS PLANNING GROUP as part of our team for economic /retail analysis and retail planning. For the past ten years, President Robert Gibbs has been active in refining innovative yet practical methods for adapting town center concepts to new development sites throughout the United States. We are also including on our team the design firm of MICHAEL DESIGN ASSOCIATES, INC. as full-time participants in the process outlined below. Their understanding of the site and landscape design expertise will enhance the overall design of the plan and the code. Thank you again for considering our firm as part of your design team for this project. Sincer , Robert Gray 5879 Sunset Drive, Suite 1 • South Miami, FL 33143 • Tel: (305) 666-0446 • Fax: (305) 666-0360 ' Scope of Work DOVER, KOHL & PARTNERS and their subconsultants THE GIBBS PLANNING GROUP, and MICHAEL DESIGN ASSOCIATES, INc. (hereinafter referred to as 'the Consultants') will accomplish the tasks described below on behalf of THE CITY OF WINTER SPRINGS, FLORIDA (hereinafter referred to as 'the Client'). STEP I The Consultants will create a Master Plan for approximately 230 acres for the town center of Winter Springs on behalf of the Client. This plan will be created through a combination of an on-location design session and work carried out in the offices of the Consultants. Task 1: Kick-off Presentation Task la -Kick-off Presentation The Consultants will present a slide presentation to the City Commission of Winter Springs on the basic principles of urban design and traditional town centers. Task lb -Base Map /Design Session Setup Coordination The Consultants will collect base information provided by the Client and work with the City of Winter Springs to coordinate design session logistics. Task 2 -Field Evaluation and Market Analysis The Consultants will visit the surrounding area including, adjacent/regional shopping centers and the projected residential growth areas within the proposed trade area. The Consultants will review existing demographic data: household income, age, growth, etc. (as supplied by the City and available on our data base). The Consultants will define a primary and secondary trade area for the proposed town center development area. The Consultants will complete a qualitative analysis of the areas retail development potential based upon: pedestrian circulation, general vehicular circulation patterns, proposed adjacent residential and office construction, as well as other relevant conditions. The Consultants will prepare: • a map identifying the location of all major retail centers in the study area primary and secondary areas. • GIS maps of key demographic factors of the market by census tract. • a written summary of the relevant population and demographic characteristics of the trade area. • a written summary of the study area and provide a void analysis for the market with specific recommended retail category types, tenant mix, targeted retailers, and appropriate contacts when available. Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 2 of 11 Task 3: Design Session The Consultants will conduct a design session of at least seven days. The Consultants will design a town center for the City of Winter Springs. The Consultants will gather and incorporate input with other participants or local experts as determined necessary in coordination with the Client. The Client will arrange the location for the on-location work and the following: Sixteen 3' x 6' folding tables; a minimum of 100 stacking chairs; electrical power; 24 hour access to a photocopier, telephone and fax machine; and meals & refreshments for 7 days for 12 consultants + others as you deem appropriate. The room chosen for each design session should ideally be on or very near to the site, and should include a large, well-lit and air conditioned space, with room to rearrange chairs & tables into a variety of configurations, and with the ability to be darkened for minor presentations. Task 3a -Conference Room Sessions: The Consultants will conduct interviews and meetings with individuals or small groups chosen by the Client. Suggested groups include the Florida Department of Transportation, vested stakeholders, business owners, property owners, and neighborhood representatives. These sessions will last approximately 1.5 hours each. These sessions give an individual forum to key stakeholders to discuss relevant issues and design possibilities. Task 3b -Design the Physical Plan The Consultants will design an overall physical plan showing streets, blocks, curbs, public spaces, new & existing buildings, and civic buildings at a scale to be determined, and in color suitable for publication. Task 3c -Illustrate Design Concepts for the Town Center The Consultants will draw perspective renderings (3-4) illustrating the conceptual character of the Town Center. These drawing will be hand drawn and in color. Task 3d -Urban Retail Plan The Consultants will prepare the Urban Retail Plan which will include: • a written summary of the physical options for the property, where applicable, including suggested reuse and/or demolition of existing structures. • identification of specialty, regional and national retail, service and entertainment tenants that meet the above market study criteria and that could be appropriate for the site. • a statement of qualitative opinion regarding supportable retail development in and around the Town Center. • a master leasing/tenant mix plan for the study area illustrating potential locations for retail, residential, office, civic, entertainment and service businesses. • an overall phasing and development plan for retail mix. Task 3e -Urban Greenspace System Element The Consultants will provide an interconnected greenspace system plan through the Town Center. The greenspaces will be designed to create exciting vistas and views to public and commercial buildings and features. The plan will be designed to promote circulation, and public gathering functions such as art festivals, political events, and other civic and comercial ventures. • Parks of all scales (passive and active) Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 3 of 11 • recreation facilities (associated with the greenspace system) • Overland stormwater transfer system (incorporating wetlands, ponds, and streams) • Boulevard greenspaces Task 3f -Circulation Element The Consultants establish a multimodal and interconnected street system. The community will be pedestrian and bicycle friendly, and the vehicular traffic will be calmed with a variety of design devices. Coordinate with City Engineer regarding utility requirements. Task 3g -Design Session Presentation The Consultants will make a presentation of work-in progress to the City Commission at the end of the design session. This presentation will: • briefly review the design session activities; • describe the results from the design session; • present the design session work products; • show the significant details of the physical Plan; • show the significant details of the Retail Plan; and • seek the advice and reaction of the Commission regarding the design at that point. Task 4: Finish Design Work and Final Presentation After the design session presentation, the Consultants will return to their offices to complete their work. This will include updating the design, completing any work products not finished during the design session, and incorporating input from the Commission. They will return to the City of Winter Springs approximately three weeks later to present the Final Work Products to the City Commission. STEP II This step is conditional upon the approval of the final plan and work products in-concept by the City Commission at the conclusion of STEP I. Task 1: Urban Design Graphic Code The Consultants will prepare a prescriptive graphic code for the town center plan in two drafts. This will include a first draft for comments from the Client and City staff and a final version based upon those comments and refinements. The code is likely to include: 1. A Regulating Plan, showing build-to lines and street or building types; 2. A Basic Standards section governing details such as building placement, location of architectural elements, parking, and lot coverage; 3. Street Standards regarding elements within the right-of--way and the relationship of buildings to the street; and 4. Architectural Standards prescribing a palette of materials and acceptable architectural features. Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 4 of 11 Work Products The following list summarizes the work products from the tasks described above: Step I Task 2: Field Evaluation and Market Analysis 1. A map identifying the location of all major retail centers in the study area primary and secondary areas. 2. GIS maps of key demographic factors of the market by census tract. 3. A written summary of the relevant population and demographic characteristics of the trade area. Task 3: Design Session Work Products 1. Master Plan, at an appropriate scale, hand drawn and suitable for publication. 2. Perspective Renderings (3-4), hand drawn and suitable for publication. 3. Diagrams, representing various concepts such as public space, transportation, and connectivity. 4. Retail Plan illustrating tenant mix and overall phasing. Task 4: Final Work Products 1. Completed and Final work products from the design session (Task 3). 2. Final Master Plan, in AutoCAD format. 3. Phasing plan illustrating initial projects within the plan. 4. Final Written report of the Urban Retail Plan. 5. A CDROM of the Final Presentation Slide Show. STEP II Task 1: Urban Design Code The code is likely to include: 1. A Regulating Plan, showing build-to lines and street or building types; 2. A Basic Standards section governing details such as building placement, location of architectural elements, parking, and lot coverage; 3. Street Standards regarding elements within the right-of-way and the relationship of buildings to the street; 4. Architectural Standards prescribing a palette of materials and acceptable architectural features; and 5. Landscape Standards prescribing street trees species, public green spaces requirements, and greenways edge conditions. Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 5 of 11 Proposed Schedule January Execute contract; Begin Step I • Task 1: Kick-off Presentation • Arrange Design session Logistics February Task 2: Field Evaluation /Market Analysis Feb. 11-13 Task 3: Public Design session Feb. 16-20 March 23 Task 4: Final Presentation When Authorized Begin Step II :Graphic Code (schedule to be determined) Ongoing Followup work, hourly as requested Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 6 of I1 Base Information To perform the work the Consultants shall be provided by the Client with the following types of base information: - BASE MAP(S), which indicate existing conditions within the study area, including property lines, buildings, rights-of--way, easements, curb lines, driveways, and sidewalks, plus any environmental limitations if known, etc; These maps should be in AutoCAD format or comparable computerized files, and should be provided as hard copy at a scale to be determined in coordination with the Client. - CURRENT ZONING or FUTURE LAND USE MAP, and supporting information as necessary to interpret the map - AERIAL PHOTOGRAPHS, in plan view, such as 'REDI-Maps', at the largest possible scale and preferably in color - PROPOSED PLANS (if any) for developments for the site, including development program, phasing, site plan and any submitted traffic analysis - OTHER RELEVANT INFORMATION, such as existing zoning regulations, street standards, historical background, previous studies etc. - OWNERSHIP MAP, reflecting current ownership of land parcels and lots within the study area. Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 7 of 11 . Fees & Reimbursable Expenses The Consultants and their team agree to perform the work described above for fees not-to-exceed $147,500. Reimbursable expenses are estimated at $18,000. Fee Breakdown: Fees Expenses STEP I Task 1: Kick-off Presentation $ $ 250 Task 2: Market Analysis /Retail Plan 27,500 5,500 Task 3: Design Session 75,000 7,000 Task 4: Finish Design /Final Presentation 20,000 3,500 SubTOTAL $122,500 $16,250 STEP II* Task 5: Urban Design Code $ 25,000 $ 1,750 TOTAL $147,500 $18,000 *STEP II is conditional upon the approval-in-concept of the final plan and work products by the City Commission at the conclusion of STEP I. Reimbursable expenses include long distance tolls, faxes, lodging, meals, travel expenses, mileage, and reprographic services. To minimize expenses it is essential to schedule the on-location work well in advance. Any additional services shall be charged on an hourly basis with the Client's approval. Hourly rates are as follows: $175 per hour for Victor Dover; $100 per hour for project managers, staff designers, architects, illustrators; $75 per hour for draftpersons and assistants; and $35 per hour clerical work. PAYMENT TERMS: The Consultants require anon-refundable retainer/deposit of 25% ($35,000) prior to scheduling and beginning the work. Invoices will be at the end of each Task with the balance due 15 days upon receipt. Overdue accounts are charged a late fee of 1.5% per month. Payment Schedule: FEES STEP I Sign Contract (Retainer /Deposit) $ 35,000 End of Task 3 72,500 End of Task 4 15,000 STEP I TOTAL $122,500 Est. Expenses $ 0 13,250 3,000 $16,250 STEP II Retainer /Deposit $ 5,000 End of Task 5 20,000 $ 1,750 STEP II TOTAL $ 25,000 $ 1,750 Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 8 of 11 Terms & Conditions CHANGES IN THE SCOPE OF WORK: Changes in the scope of work may be accomplished after execution of this agreement, and without invalidating this agreement, by Change Order. A Change Order is a written instrument prepared by the Consultants and signed by the Client and the Consultants stating their agreement upon all of the following: 1. a change in the Scope of Work; 2. the amount of the adjustment in the Total Fees, if any; and 3. the extent of the adjustment in the Schedule, if any. TERMINATION OF THE WORK: If this project is suspended or delayed for any reason after work has begun, the Consultants shall be paid for all work to date and all reimbursable expenses to date. The retainer shall be credited toward this amount. OWNERSHIP OF DOCUMENTS: In the course of this project, drawings, graphic aids and written materials will be produced as documentation. Original art works. shall remain the property of Victor Dover and Joseph Kohl or the subconsultants; a set of full-quality reproducible copies will be provided to the Client. CAD data will also be provided on diskette to the Client for use on this and future projects. This agreement provides the Client with permission to publish these documents, but this permission does not extend to others without written consent from Dover, Kohl and Partners or subconsultants; all reproductions and publications must carry the credit 'Dover, Kohl & Partners, South Miami, FL'. If the plans or drawings are altered in any way subsequent to their submittal by the Consultants to the Client, the Consultants shall retain the right to remove their names from any drawings and/or documents including documents used for the permitting and approval process, marketing, and promotion. The Client may request slides or prints taken during the course of the project and may reproduce them at the Client's cost. OTHER LIMITATIONS: The Client shall indemnify and hold harmless the Consultants from all liabilities, claims, damages, costs, and expenses including attorney's fees, incurred by, demanded, or asserted against the Consultants by third parties as a result of the Consultants participation in providing services to the project. As part of said indemnification, the Client shall provide the Consultants, at the sole cost and expense of the Client, with legal council to defend against any and all such claims. Plans, images and other items produced by Dover, Kohl & Partners and its subconsultants are for the purposes of illustration only and do not represent a guarantee of any kind. These items are instruments of Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 9 of 11 service which remain the property of Dover, Kohl & Partners and may not be duplicated without permission. Dover, Kohl & Partners and its subconsultants shall not have any control over and shall not be responsible for construction means, procedures, safety precautions, or legal disclosures in the implementation of the project, or for the errors or omissions by future consultants, developers, contractors or government. Hourly rates and fees in general are subject to change. The not-to-exceed fees described in this proposal are time-critical and are guaranteed by Dover, Kohl & Partners only if this agreement is executed by both parties within one calendar month of the date of this proposal. Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 10 of I1 .. ` ~ Signatures If the above arrangements meet with your approval, please sign below, indicate acceptance of any options, and return an executed copy to us with the retainer so that we may schedule the work. Accepted by`DOVER, KOHL & PARTNERS by Victor Dover AICP w for THE CITY OF WINTER SPRINGS, FL by /GaNnLO W. M~l,~r/~OR~ Print Name and Title _/-13- 98 Date /=/3'2`~ Date Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 11 of 11