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HomeMy Public PortalAbout137-2018 - Amerian Structure Point - Comprehensive PlanPROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into this /s," day of Q 2018, and referred to as Contract No. 137-2018, by and between the City of Richmond, Indiana, a municipal corporation acting by and through its Board of Public Works and Safety (hereinafter referred to as the "City") and American Structurepoint, Inc., 7260 Shadeland Station, Indianapolis, Indiana, 46256 (hereinafter referred to as the "Contractor"). SECTION I. STATEMENT AND SUBJECT OF WORK City hereby retains Contractor to provide professional services to develop a new Comprehensive Plan for the City (the "Project"). Requests for Proposals were made May 4, 2018, and have been made available for inspection by Contractor, is on file in the office of the Director of the Department of Infrastructure and Development and the Director of the Department of Purchasing for the City, and is hereby incorporated by reference and made a part of this Agreement. Contractor agrees to abide by the same. Portions of the response of Contractor to said Request for Proposals dated May 31, 2018, are attached hereto as Exhibit A, which portions consist of twenty-five (25) pages, and which Exhibit is hereby incorporated by reference and made a part of this Agreement. Contractor agrees to abide by the same. Contractor's Final Scope of Services, received September 21, 2018, consisting of eight (8) pages, is attached hereto as Exhibit B, and which Exhibit is hereby incorporated by reference and made a part of this Agreement. The parties agree to abide by the same. Should any provisions, terms, or conditions contained in any of the documents attached hereto as Exhibits, or in any of the documents incorporated by reference herein, conflict with any of the provisions, terms, or conditions of this Agreement, this Agreement shall be controlling. Contractor shall perform all work herein in a timely manner, conforming to all applicable professional standards. The Parties acknowledge that no representations or warranties will be made concerning any present conformance of the structures with applicable building codes, except as otherwise indicated herein. The Contractor shall furnish all labor, material, equipment, and services necessary for the proper completion of all work specified. No performance of services shall commence until the following has been met: 1. The City is in receipt of any required certificates of insurance; 2. The City is in receipt of any required affidavit signed by Contractor in accordance with Indiana Code 22-5-1.7-11(a)(2); and 3. A purchase order has been issued by the Purchasing Department. [Revised] Contract No. 137-2018 Page 1 of 6 SECTION II. STATUS OF CONTRACTOR Contractor shall be deemed to be an independent contractor and is not an employee or agent of the City of Richmond. The Contractor shall provide, at its own expense, competent supervision of the work. SECTION III. COMPENSATION City shall pay Contractor a sum not to exceed Seventy-five Thousand Dollars and Zero Cents ($75,000.00) for the complete and satisfactory performance of this Agreement. SECTION IV. TERM OF AGREEMENT This Agreement shall be effective when signed by all parties and shall continue in effect until satisfactory completion of the Project, which completion is expected to be finished within ten (10) months of the notice to proceed. Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in part, for cause, at any time by giving at least five (5) working days written notice specifying the effective date and the reasons for termination which shall include but not be limited to the following: a. failure, for any reason of the Contractor to fulfill in a timely manner its obligations under this Agreement; b. submission of a report, other work product, or advice, whether oral or written, by the Contractor to the City that is incorrect, incomplete, or does not meet reasonable professional standards in any material respect; C. ineffective or improper use of funds provided under this Agreement; d. suspension or termination of the grant funding to the City under which this Agreement is made; or e. unavailability of sufficient funds to make payment -on this Agreement. In the event of such termination, the City shall be required to make payment for all work performed prior to the date this Agreement is terminated, but shall be relieved of any other responsibility herein. This Agreement may also be terminated, in whole or in part, by mutual Agreement of the parties by setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. SECTION V. INDEMNIFICATION AND INSURANCE Contractor agrees to obtain insurance and to indemnify the City for any damage, loss, or cost to the extent it arises from damage or injury to person or property caused by the Contractor's willful misconduct or negligent performance of its services under this Agreement; provided, however, that nothing contained in this Agreement shall be construed as rendering the Contractor liable for acts of Page 2 of 6 the City, its officers, agents, or employees. Contractor shall as a prerequisite to this Agreement, purchase and thereafter maintain such insurance as will protect it from the claims set forth below which may arise out of or result from the Contractor's operations under this Agreement, whether such operations by the Contractor or by any sub -contractors or by anyone directly or indirectly employed by any of them, or by anyone for whose acts the Contractor may be held responsible. Coveralle Limits A. Worker's Compensation & Statutory Disability Requirements B. Employer's Liability $100,000 C. Comprehensive General Liability Section 1. Bodily Injury $1,000,000 each occurrence $2,000,000 aggregate Section 2. Property Damage $1,000,000 each occurrence D. Comprehensive Auto Liability Section 1. Bodily Injury $1,000,000 each person $1,000,000 each occurrence Section 2. Property Damage $1,000,000 each occurrence E. Comprehensive Umbrella Liability $1,000,000 each occurrence $2,000,000 each aggregate F. Malpractice/Errors & Omissions Insurance $1,000,000 each occurrence $2,000,000 each claim SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall, before commencing work under this Agreement, provide the City a certificate of insurance, or a certificate from the industrial board showing that the Contractor has complied with Indiana Code Sections 22-3-2-5, 22-3-5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore subject to another state's worker's compensation law, Contractor may choose to comply with all provisions of its home state's worker's compensation law and provide the City proof of such compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law, SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM REQUIREMENTS Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program. Contractor is not required to verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify program no longer exists. Page 3 of 6 Prior to the performance of this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does not knowingly employ an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor violates 1C 22-5-1.7 the Contractor shall be required to remedy the violation not later than thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in breach of this Agreement and this Agreement will be terminated. If the City determines that terminating this Agreement would be detrimental to the public interest or public property, the City may allow this Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated under this section, then pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual damages. SECTION VIll. 1RAN INVESTMF,NT ACTIVITIES Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged in investment activities in Iran. In the event City determines during the course of this Agreement that this certification is no longer valid, City shall notify Contractor in writing of said determination and shall give contractor ninety (90) days within which to respond to the written notice. In the event Contractor fails to demonstrate to the City that the Contractor has ceased investment activities in Iran within ninety (90) days after the written notice is given to the Contractor, the City may proceed with any remedies it may have pursuant to IC 5-22-16.5. In the event the City determines during the course of this Agreement that this certification is no longer valid and said determination is not refuted by Contractor in the manner set forth in IC 5-22-16.5, the City reserves the right to consider the Contractor to be in breach of this Agreement and terminate the agreement upon the expiration of the ninety (90) day period set forth above. SECTION IX. PROHIBITION AGAINST DISCRIMINATION A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting on behalf of Contractor or any sub -contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, color, sex, disability, national origin, or ancestry. B. Pursuant to -Indiana Code 5-16-6-1, the Contractor agrees: That in the hiring of employees for the performance of work under this Agreement of any subcontract hereunder, Contractor, any subcontractor, or any person acting on behalf of Contractor or any sub -contractor, shall not discriminate by reason of race, religion, color, sex, national origin or ancestry against any citizen of the State of Indiana who is qualified and available to perform the work to which the employment relates; 2. That Contractor, any sub -contractor, or any person action on behalf of Contractor or any sub -contractor shall in no manner discriminate against or intimidate any employee hired for the performance of work under this Agreement on account of race, religion, color, sex, national origin or ancestry; Page 4 of 6 I That there may be deducted from the amount payable to Contractor by the City under this Agreement, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the Agreement; and 4. That this Agreement may be canceled or terminated by the City and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the Agreement. C. Violation of the terms or conditions of this Agreement relating to discrimination or intimidation shall be considered a material breach of this Agreement. SECTION X. RELEASE OF LIABILITY To the extent permitted by law, the parties (1) waive against each other, and the other's employees, officers, directors, members, agents, insurers, partners, and consultants, any and all claims for or entitlement to incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to this Agreement or Project and (2) agree that the Contractor's liability to the City under this Agreement shall be limited to One Million Dollars ($1,000,000.00) or the total amount of compensation received by Contractor, whichever is greater. Contractor and the City agree that compensatory damages arising out of this Agreement or the Project are permissible under this provision. SECTION XI. MISCELLANEOUS This Agreement is personal to the parties hereto and neither party may assign or delegate any of its rights or obligations hereunder without the prior written consent of the other party. Any such delegation or assignment, without the prior written consent of the other party, shall be null and void. This Agreement shall be controlled by and interpreted according to Indiana law and shall be binding upon the parties, their successors and assigns. This document constitutes the entire Agreement between the parties, although it may be altered or amended in whole or in part at any time by filing with the Agreement a written instrument setting forth such changes signed by both parties. By executing this Agreement the parties agree that this document supersedes any previous discussion, negotiation, or conversation relating to the subject matter contained herein. This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit arising out of this Contract must be filed in said courts. By executing this Agreement, Contractor is estopped from bringing suit or any other action in any alternative forum, venue, or in front of any other tribunal, court, or administrative body other than the Circuit or Superior Courts of Wayne County, Indiana, regardless of any right Contractor may have to bring such suit in front of other tribunals or in other venues. Notwithstanding the foregoing, in the event of a dispute, the parties specifically agree to negotiate the dispute between them in good faith during the thirty (30) days after a written notice of dispute. If negotiations do not result in an amicable written resolution within said thirty (30) day timeframe, then the dispute may be mediated within ninety (90) days. If mediation is unsuccessful within said ninety (90) day timeframe, then the parties may exercise their rights at law. Page 5 of 6 Any person executing this Contract in a representative capacity hereby warrants that he/she has been duly authorized by his or her principal to execute this Contract. In the event of any breach of this Agreement by Contractor, and in addition to any other damages or remedies, Contractor shall be liable for all costs incurred by City in its efforts to enforce this Agreement, including but not limited to, City's reasonable attorney's fees. In the event that an ambiguity, question of intent, or a need for interpretation of this Agreement arises, this Agreement shall be construed as if drafted jointly by the parties, and no presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement at Richmond, Indiana, as of the day and year first written above, although signatures may be affixed on different dates. "CITY" THE CITY OF RICHMOND, INDIANA by and through its Board of Public Works and Safety By: Vicki Robinson, President By: S S Ri hard Foore, Member By: mily Palm& , Member APPROVE : r -- - M. r Date: "CONTRACTOR" AMERICAN STRUCTUREPOINT, INC. 7260 Shadeland Station Indianapolis, IN 46256 wer.M.MAIrn 11 OA f .. Date: 11 khro Page 6 of 6 May $1, 2018 Jack Cruse, Director Department of Infrastructure and Development City of Richmond 50 North Sth Street Richmond, Indiana 47374 Mr. Cruse and Selection Committee Members: This update to your comprehensive plan is more than a long-range planning effort This is an exciting opportunity to create forward -thinking, accountable, and actionable Ideas that will be supported by the entire Richmond community. American Structurepoint is also excited about this project because it aligns perfectly with our own mission, which is to improve the quality of life for communities we serve. As you review our proposal, please consider these unique benefits of our team: MULTIDISCIPLINARY EXPERTS We are a full -service planning team made up of technical experts who know how to deliver the forward -thinking ideas and solutions you seek. You will have access to our professlonal planners, architects, designers, engineers, and strategists, as well as hundreds of other experts across our other ten disciplines. For Richmond, this means you'll get more expertise across physical, economic, social, and natural systems. Our team of experts will find root causes of Issues and form systems -level solutions. PLATFORMS FOR COLLABORATION Collaboration is the cornerstone of our approach to planning. Working with public, private, and non-profit sectors, we build platforms for collaboration. Building off assets of partner organizations, we'll also help unlock Richmond's full planning capacity. Weil work with `natural helpers' in your commu- nity to reach Richmond's most vulnerable populations and turn disparate actions into extraordinary outcomes. TANGIBLE RESULTS Improving the quality of life of a community is to create places that contribute to people's happiness and well-being. it is a complex and highly subjec- tive metric, and something we excel at Our team of experts Is unmatched in their ability to assess such things as living conditions, economic mobility, physical safety, aesthetic beauty, governance structures, environmental conditions, cultural perspectives, and historical context, among others, to produce tangible results based on community consent, meaning we should all be concerned with the fact that what and where we build Impacts the health and well-being of individuals and entire communities. We understand the planning services required for this project, and our firm is fully committed to helping the City of Richmond succeed! Please contact our project manager, Brooke Thomas, with any questions, and we look forward to the next steps in your selection process. Very truly yours, American Structurepoint '.! Ui . , Ir. I , /-P/ /%! I 1EXHiBIT A -PAGE _®F 5 Having successfully completed a number of projects throughout Wayne County and the east - central Indiana region, American structurepoint has already had a direct impact on the quality of life offered by the City of Richmond. The following pages summarize our understanding of this project and some of the underlying issues that have produced a number of unique circumstances relating to future growth and development within and around the city of Richmond. 41 EXHIBIT _P�— PAGE A OF45. We understand the City of Richmond is seeking a qualified planning consultant to facilitate a planning process for the purposes of completing a comprehensive plan update. Due in large part to our long-term interest and ongoing investments in the county and across the east -central Indiana region, we can point to a number of projects that have enhanced both the quality of life and quality of place offered by the City. We recognize that the Richmond Comprehensive Plan will comprise recommendations that are intended to respond to any number of existing community conditions ranging from housing and transportation to downtown revitalization and brownfield remediation. We are excited by the fact that local policy and decision -makers consider each of these parts as belonging to the whole. Together, our seasoned team of multidisciplinary experts will assist your community with the creation of a road map that leads to a future where the sum of the parts is much greater than the whole. The diversity of experience of our team has produced a high -degree of situational awareness around the various physical, natural, and social + economic systems that existwithin each community. It's what fuels our collective desire to continuous- ly improve upon various parts of each system. EXHIBIT PAGE �! Ut- L-3 PHYSICAL SYSTEMS Civic spaces, public gathering places, public buildings, historic structures, public Infrastructure, public and public -serving utilities, housing, blight, transportation systems, recreational amenities PHYSICAL IMPROVEMENTS Adaptive reuse, transportation Improvements, construction, demolition AW p0 0" NATURAL SYSTEMS Public health, air quality, water quality. • soil conditions, and habitats 00"oQ0 0 0 0000oo ENVIRONMENTAL STEWARDSHIP Conservation, preservation, restoration, management, and responsible use SOCIAL AND ECONOMIC SYSTEMS Laws, regulations, taxation, systemic racism. policies, elections, history. agricultural production, manufacturing, development incentives, Investment areas, business growth, commerce, and markets SOCIAL PROGRESS Equity social movements, identity, literacy, bankability, population growth and distribution, leadership, and social cohesion EXHIBIT PAGE 1+ OF dS Our team is especially interested in helping you address any number of issues, but especially those related to your community's desire to achieve the following. Grow the resident population to reach 50,000+ people by 2025. Create a vibrant downtown leveraging the various (public and private) reinvestment opportunities within and between Downtown, the Depot District, and the adjacent residential neighborhoods. Prioritize business retention and expansion over business attraction. Eliminate blight specifically as it relates to unsafe buildings and brownfields. • Enhance mobility options and improve multimodal connectivity beginning with completion of the remaining phases of The Loop and addressing issues related to many of the city's major thoroughfares. . Developing the next generation of civic leaders through youth involvement and community building. Grow the city's tax base, putting vacant and underutilized properties back on the tax rolls. • Enhance and promote the City's brand identity to strengthen the strong sense of place that currently exists and to continue to draw attention to the opportunities offered throughout the city. • Plan for, but manage, growth, paying particular attention to preservation of agricultural land and conservation of natural areas and open spaces. • Provide adequate housing for all residents but especially Richmond's most vulnerable/hidden populations, namely seniors and low-income, single -parent households. • Enhance the partnerships that exist between governmental agencies, institutions of higher education, and human service providers. EXHIBIT -A-- PAGE _a_, 1 To create a vision is to dream about what you want your community to become, setting the bar high and then identifying the action steps to make it happen. This section describes our planning philosophy and introduces you to Vision2Action, our proven methodology to creating actionable plans for communities like the City of Richmond to achieve what some might consider to be "the impossible" EXHIBIT —PAGE LZ_OFa—tS t 49 OUR PHILOSOPHY Vision is critical to any community's success', it provides a common goal to which everyone can aspire and by which everyone can measure progress. A strong vision is what drives employees, organizations, and residents to get involved and remain involved in their community as achievements are attained. Daily activities and decisions begin and end with the community's vision. This is where the planning journey begins for the City of Richmond comprehensive plan —with a community -held vision for improving quality of life for existing and future residents, visitors, and businesses. EkHiBIT A PAGEOE VISi0N2ACTION An aspirational vision can motivate people to achieve monumental tasks, but how does a community determine the appropriate vision and understand what actions should be taken to achieve that vision? Determining the proper vision for future growth and development within the city of Richmond may seem like a straight- forward or easy task, but it will take a unique set of talents —a unique team of multidisciplinary professionals —to devel- op an outcome -based, community -derived vision statement. This is where American Structurepoint's planning process provides value. Our Vision2Action process is specifically geared toward outcomes that focus on what a community wants. The Vision2Action process focuses intensely on the three most important elements of a planning initiative: the vision (or dream), collaboration, and an action -based strategy for implementation. Vision2Action produces much more than a typical long-range plan. It creates a platform for collaboration. Vision2Action is an action -oriented process that allows local government, residents, and philanthropic organizations to help shape and carry out the shared vision of your community. Vision2Action is capable of producing an operating system speclfl- cally for the Richmond community. The Vision2Action process successfully brings everyone in the community to the table, creates beneficial and influ- ential partnerships, and cultivates a collaborative environment that elevates leaders who ultimately drive the process forward. Vision2Action develops a game plan that is comprehensive by nature, but focuses on issues that are most important to the community, while creating clear strategies for implementation. Vision2Action is a flexible process that is tailored to the community, providing the results you expect in a manner that your community envisions. _ PAGE 9,-0F�] KEY ELEMENTS The Vision2Action process is best described using our 4E philosophy: educate, engage, explore, and empower. Each of these is intentionally an action verb, and this process is geared toward identifying solutions, creating oppor- tunities for the community to get involved and to get tasks accomplished. Whether your focus is on reinvestment, evaluating appropriate housing options, providing adequate transportation and utility services, or outlining economic development strategies, this collaborative, action -oriented process will help you understand your community's assets, determine appropriate goals, and develop strategies to achieve those goals. Together, we'll use Vision2Action to ad- dress the following key questions: Where is the city now? Where is it headed? Where does the community want to be in 5, 10, or 20 years? And, how can we get to there. �i o EDUCATE ENGAGE EXPLORE EMPOWER EXHIBITS PAGE `i C EDUCATE jThe Vision2Action process begins with an immersive educational process to allow our team to get fa- miliar with the people, places, and history of the city of Richmond. The primary purpose of this phase is to educate ourselves early on, which often begins with the examination of a community's strengths, weaknesses, and opportunities related to development and redevelopment, connectivity, transportation, and the regulatory environment. But, more importantly, this is a chance for the city's residents to become involved in a process that not only educates us, but also teaches them about themselves as a community. The research within EDUCATE will begin to help our team determine what your community has that sets it apart from others, and will furthermore begin to form the overall community vision and goals for the area. For anyone who currently calls, or wants to call, the city of Richmond home, we will provide them with the opportunity to develop a greater understanding and appreciation for just how unique the area is, as well as how influential planning can be for ensuring the future health and vitality of the community. This educational effort is intended to produce a snapshot of the existing conditions of the area, analyze existing infrastructure and the regulatory environment, and recognize past successes in order to begin planning for the future. In an effort to thoroughly understand the issues facing the City of Richmond, our :EDUCATE process will focus on understanding your past and current planning and implementation efforts including, but not limited to: City of Richmond Comprehensive Plan (2006) City of Richmond Unified Development Ordinance (2010, and last updated in 2015) City of Richmond Bicycle and Pedestrian Master Plan (2015) City of Richmond Transportation Plan (2011) INDOT State Transportation Improvement Plan (2018) Analyses, alternatives, and projections produced by the INDOT Statewide Travel Demand Model Projects developed under "Positively Stellar. Positively Richmond" The Richmond Neighborhood Preservation Plan (circa 2000) Roseview Transit's Public Participation Plan (date unknown) All of this knowledge will then provide a strong foundation upon which we, as a team, can make informed decisions together and define the key parameters that will be tested in the next phase of work. EXN4►31W F'A E or _ a a ENGAGE p The most successful planning processes are ones in which the community has been provided the oppor- tunity to offer their input and feedback in meaningful and rewarding ways. Collaboration and community engagement is fundamental to the Vision2Action process. Engagement is not just limited to public officials or business owners, instead it includes everyone who is interested in being a part of the development of the plan. Our public engagement process is focused on identifying public, private, and non-profit agencies that can and will serve as partners in both the de- velopment and implementation of the Richmond Comprehensive Plan. This process is how we leverage a community's full planning and development capacity and engage local decision makers, community volunteers, and city residents. Without their information, insight, and willingness, the goals and strategies developed during the process can only achieve limited success. The general public and influential partners are engaged early and often during the Vision2Action process. This is intended to give them ownership in the process and in the goals that are highlighted throughout. Ownership is critical. Even the best -laid plans are doomed to fail without buy -in from both supporters and leaders. The vision is just an idea on paper if those who believe in it are not charged to implement. Engaging the broader Richmond community, especially the younger generations, throughout the pro- cess is a critical element and is crucial to the success of this effort- EXHIBIT`PAGE _L�__©F EXPLORE The insight gained during the education and engagement portions of the Vision2Action process come to life as, together, we explore the future of the area. Ultimately, this phase allows us all to dream, to think outside the box, to test new ideas, and to study relationships and scales of elements both inside and outside of the network. This is where we'll start to transition from planning to implementation as we work to address the following key questions, "What could we do together?- Then, "Of the things that we could do, what should we do?" And, "What will we do?" Together, we will develop a strong vision for future growth and development within the city of Richmond. Our team will use the foundations established during the EDUCATE and ENGAGE phases to test a full spectrum of planning and design opportunities for the community that further support and work to achieve the city's vision. The spectrum will identify opportunities for building and facade improvements, vehicular and pedestrian enhancements, signage and community art improvements, economic devel- opment strategies, and tools, as well as strategies, for enhancing department policies that impact the community and its facilities. During the EXPLORE phase, the best strategic recommendations will rise to the top, and our team will begin to prepare the final planning document that will clearly outline the strategies, recommendations, and action items necessary to carry the City of Richmond into the future. EXHIBIT A - PAGE W OF-35 1. IN 1 I ! IF Y .T. eL• G y , 1. sG t � ti,t,J EMPOWER Vision2Action empowers local community leaders and members of the public in a way that many plan- ning processes do not. It ensures that each component of the final plan is as relatable and relevant to property owners and private investors as it is to municipal and county government. The content will de- for scribe in clear and relatively certain terms the roads to take to realize the community -held vision the future. In addition to offering a sound set of policy objectives upon which to base future decisions about land use, development, and public infrastructure improvements, Vision2Action produces project champi- ons. An overall guide for future policy and decision making, the resulting plan becomes a detailed work plan complete with a unique set of well-defined, measurable action steps with clearly defined responsi- bilities, milestones, performance metrics, and resources. Vision2Action is a new way of thinking. It generates a sense of urgency that encourages residents and community leaders to remain as active participants in the implementation phase. Vision2Action helps to empower and energize the community, bringing everyone to the table focusing on a common set of desirable outcomes_ it is this energy that will help carry the weight long after our team has completed its scope of work. This is Richmond's plan, and your community will ensure the desired future is realized through the empowerment of champions. EXHIBIT - PAGE A 4 � s w r . h sJ6 PROJECT APPROACH We understand the importance of producing both a planning process and final set of deliverables that are capable of responding to changing community conditions over a long period of time. Our project methodology and entire planning process is founded on one word: collaboration. We see intrinsic value in offering a highly collaborative approach to developing the City of Richmond Comprehensive Plan update —one that produces a committed partnership between your community and our team. This approach was developed in response to the preliminary scope of services provided in the RFP. it is important to note that our approach can always be fine- tuned to best meet your community's needs. We are prepared and committed to offering our full range of community planning services to first prepare, and then deliver, the final scope of services for the Richmond Comprehensive Plan update. More specifically, we are eager and ready to work with you and your team to: Develop a working community outreach and engagement plan, and corresponding public communications plan, paying particular attention to the need to be highly transparent and inclusive in our processes and equitable in our findings and recommendations Consult any number of related data sets, plans or studies prepared at the local, county, regional, or state level that may also contain a summary of existing conditions, goals, objectives, policies or recommendations related to land use and development, growth management, mobility, the delivery of public and public -serving utilities, economic development, workforce development, housing stabilization, historic preservation, pollution prevention, protect- ing and enhancing environmentally sensitive areas, and open space preservation, among others Identify and share the root causes of the issues related to land use and development, as well as the many oppor- tunities the City can capitalize on going forward Develop a sound set of policy objectives to serve as the rationale basis for all future land use and development policies and decision -making Identify ways in which the City can help to leverage both information and resources across various local, county, regional, and state partner agencies Publish a detailed work plan, in the form of systems -level solutions, to serve as a platform for sustained community collaboration EXH66EY A PAGE OFF Update will be delivered through our 4E philosophy, :icipated meetings and deliverables and the costs as - and Cost Proposal sections. �y f .. ` .y.+«'t wit � . � Jn '. + •y - i Our clients acknowledge that our staff strives to meet every project deadline while providing proof of progress each step of the way. The following pages describe how we use existing information to make data -driven decisions throughout the entire planning process, reach out into the community in meaningful and memorable ways, and map out a strategic work plan (or series of work plans) for each of the City's participating departments. 7, EXHlBlT )AGE TIMELINE American Structurepoint will use our proven Vision2Action process to meet your project deadlines. Our team has the resources, staffing, and expertise to complete this comprehensive planning process within ten months of an executed contract or written notice to proceed. EDUCATE Read. Review. Analyze. Share. Repeal. j ENGAGE Map out Richmond's strengths.. EXPLORE Address the root rouses of issues and challenges. ENGAGE Ensure our findings are balanced and our recommendations are J equitable and effective EDUCATE -- i Share and discuss what we set out to do, what we did, and , what the results are. ENGAGE I i Celebrate what we've achieved and what is i t to come. EMPOWER — '�' Put Richmond on a dear th to an even better (afore _ at' a a rEiBIT $ PAGE 1$_OF_,5 ANTICIPATED PROJECT MEETINGS AND DELIVERABLES 4 PHASE 1 An Initial kickoff meeting with staff A kickoff meeting with steering committee to establish roles and responsibilities for the larger project team Two more steering committee meetings to develop the vision. identify values, and shape the public kickoff meeting A public workshop to map out the community's assets Several one-on-one meetings with key community stakeholders Online survey geared towards community values Regular status update calls/meetings with staff Base maps Community conditions profile summary Photos Working public outreach and engagement plan Public communications strategy Project website Community -based asset maps and inventories Community reports, topical white papers on issues and opportunities Meeting summaries and handouts © PHASE 2 Regular status update calls/meetings with staff A steering committee to establish the framework for the final plan Future land use map Annotated outline Online survey to test our findings and vet the preliminary recommendations One or more public outreach activities A steering committee meeting to determine the final recommendations A summary of the preliminary guiding principles and policy objectives Work plan(s) in the form of community initiatives Input session with the plan commission Input session with the common council Meeting summaries and handouts © PHASE 3 Regular status update calls/meetings with staff Several one-on-one follow up meetings with key community stakeholders A steering committee meeting to finalize any outstanding issues and prepare for the adoption process Public open house to reveal the draft plan A stylized, easy to read, easy to use document Introductory presentation during a regularly scheduled meeting of the plan commission Introductory presentation during a regularly scheduled meeting of the common council Meeting summaries and handouts Final presentation during an adoption hearing of the plan commission Final presentation during an adoption hearing of the common council All final deliverables listed in the cost proposal EXHIBIT A PAGE 1-1 10F �5 The services we anticipate providing and our fees can always be fine-tuned to best meet your needs and budgetary requirements. This section includes an itemized, not -to -exceed, fee schedule for discussion. Please note that we are open to further discussions regarding our scope of work and the proposed fees presented here. 77 EX fiBfT —PAGE a0 OF a5 We look forward to the opportunity to work with you to establish o final fee and budget —one that best coincides with the final scope of services. We are confident we can perform the work described under the Project Approach for a not -to -exceed base fee of $75,000. Our base fee for services is inclusive of reimbursable expenses that are associated with a direct cost for travel and the purchasing of such things as materials, supplies, or refreshments for public outreach and engagement activities. The following pages describe the activities, as well as the anticipated meetings and deliverables, for each encase « : _..... ..............:. .,....�. ` ........ . _._..:.::.::...: z�ooa ACTIVITIES Reviewing existing plans and studies Analyzing existing community conditions Mapping the community Preparing a working public communications plan Building the infrastructure for our social media campaign Developing the project website Producing community reports ANTICIPATED MEETINGS AND INTERIM DELIVERABLES An initial kickoff meeting with staff A kickoff meeting with steering committee to establish roles and responsibilities for the larger project team Base maps Community conditions profile summary Photos Working public outreach and engagement plan Public communications strategy Project website Meeting summaries and handouts EXHIBIT 1� PAGE &1 1 ACTIVITIES Developing, vetting, and implementing a public outreach and engagement plan and communications strategy Launching the project website Visioning exercises with the steering committee, key stakeholders, and the public Vetting the draft vision and values across the community Maintaining the public outreach and engagement plan and communications strategy Updating the project website Developing and distributing monthly social media campaigns ANTICIPATED MEETINGS AND INTERIM DELIVERABLES Two more steering committee meetings to develop the vision, identify values, and shape the public kickoff meeting A public workshop to map out the community's assets Several one-on-one meetings with key community stakeholders Online survey geared towards community values Regular status update calls/meetings with staff Community -based asset maps and inventories Community reports, topical white papers on issues and opportunities Meeting summaries and handouts EXPLOREf f f ACTIVITIES Creating and annotating an outline for the final deliverable Working with the steering committee and local stakeholders to prepare the: » Draft future land use map » Draft thoroughfare map n Draft narrative that describes our findings, the resulting guiding principles, and recommended policy objectives Vetting components of the draft plan with the public, online and in person Sharing the results of the community's response to the draft plan Resolving outstanding issues related to the development of the final document • Developing a work plan(s), in the form of community initiatives, for the implementation phase ANTICIPATED MEETINGS AND INTERIM DELIVERABLES • Regular status update calls/meetings with staff A steering committee to establish the framework for the final plan Future land use map EXHIBIT 2�j_ PAGE OF 3.fl Annotated outline Online survey to test our findings and vet the preliminary recommendations One or more public outreach activities A steering committee meeting to determine the final recommendations A summary of the preliminary guiding principles and policy objectives Work plan(s) in the form of community initiatives Input session with the plan commission Input session with the common council Meeting summaries and handouts ACTIVITIES Preparing for adoption Revealing the final plan to the public Finalizing all images and graphics Presenting the final plan before elected and appointed officials Taking action on the final plan ANTICIPATED MEETINGS AND INTERIM DELIVERABLES Several one-on-one follow up meetings with key community stakeholders A steering committee meeting to finalize any outstanding issues and prepare for the adoption process Public open house to reveal the draft plan A stylized, easy to read, and easy to use document Introductory presentation during a regularly scheduled meeting of the plan commission Introductory presentation during a regularly scheduled meeting of the common council Meeting summaries and handouts Final presentation during an adoption hearing of the plan commission Final presentation during an adoption hearing of the common council FINAL SUITE OF DELIVERABLES 25 full -color, binder -bound copies of the adopted plan, complete with maps and appendices A high -resolution, non-editable and secure PDF copy of the completed plan (in print and web view) A high -resolution, non -secure PDF copy of completed plan (in print and web view) Source files for all maps, inventories, graphics, GIS shapefiles, workbooks, or meeting summaries and handouts, and any other document that was produced as interim or final deliverables, including but not limited to the Executive summary brochures (as a shareable PDF, in hard copy, and in its source file format) Large -format future land use and thoroughfare map exhibits (as a shareable PDF, plotted and mounted boards, and in its source file format) EXHIBITA- PAGEQ,�> OFt'�',A` I Frequently asked questions document (as a shareable PDF, in hard copy, and in its source file format) Any and all remaining public relations materials, such as balloons, created to raise awareness about the planning process TOTAL-BASEfEE... .NOT:To Exam $75AO OPTIONAL SERVICES FOR AN ADDITIONAL FEE ONLINE, DIGITAL PLAN FULL OF DYNAMIC FEATURES (i.e., online dashboard and interactive maps)..................................................................................................starting at $20,000 ONLINE, IMPLEMENTATION DASHBOARD...................................................................................................... starting at $10,000 SUBAREAPLANS ......................... ........................ ................. ..................... ....... ................................................................ $10,000 each EXt�lBlT PAGE ,:)'+ QF HOURLY BILLING RATES EMPLOYEE CLASSIFICATION.......................................................................................................................... HOURLY RATE Principal-in-Charge............................................................................................................................................................................... $260 SeniorProject Manager........................................................................................................................................................................ $195 ProjectManager..................................................................................................................................................................................... $150 SeniorPlanner......................................................................................................................................................................................... $125 ProjectPlanner....................................................................................................................................................................................... $115 StaffPlanner.................................................................................................................................. ................. $100 ......................................... Landscape Architect/Urban Designer............................................................................................................................................. $105 Researcher....................................................................................................................... ....$90 GraphicDesigner .... ................... .......................................................... ........................................ ............................................................ $60 It is anticipated that our senior planner and staff planners will be performing the majority of the services associated with this project. EXHIBIT PAGE &,,� -OF S� Exhibit A: Final Scope of Services City of Richmond Comprehensive Plan Final Scope of Services Assumptions The scope of work on the following pages assumes that: 1. The Controller's Office will issue a formal notice to proceed to allow American Structurepoint to begin to incur expenses related to this project. 2. While the land use category names and descriptions might change as a part of this process, the boundaries depicted on the future land use map will not. 3. Locating, booking, and handling the logistics (e.g. audio visual equipment and refreshments) of meeting locations, will be the responsibility of the City Planner. 4. Any and all public advertisements — paid or earned — will be the responsibility of the City, at the City's discretion and direction. Final Scope of Work The Consultant will complete the following scope of work in the completion of the City of Richmond Comprehensive Plan. 1. PROJECT INITIATION AND DATA GATHERING Preliminary Information Gathering Following the execution of a contract agreement, American Structurepoint will jumpstart the project by reviewing existing plans and studies, performing a preliminary analysis of existing conditions and trends, and establishing a base map of the study area. In addition to reviewing existing plans and data maintained by the City and County, the Consultant will obtain pertinent demographic data and socio-economic data. Sources of this information is likely to include: the U.S. Census Bureau, Indiana Business Research Center, U.S. Bureau of Economic Analysis, U.S. Department of Labor and the Indiana Department of Workforce Development. Client Responsibilities • Transmit GIS shapefiles and other source files • Furnish copies of all relevant studies, plans, and data that may pertain to the project. This includes, but is not necessarily limited to: the current comprehensive plan, unified development ordinance, and any other applicable development guidelines, capital improvements plan, park and recreation master plan, strategic economic development plan. It may also include other data sets, plans or studies prepared at the local, county, regional, or state level that are known to also contain a summary of existing conditions, goals, objectives, policies or recommendations related to land use and development, growth management, mobility, the delivery of public and public -serving utilities, economic development, workforce development, housing stabilization, historic 1 09/21/2018 ' I. Exhibit A: Final Scope of Services preservation, pollution prevention, protecting and enhancing environmentally sensitive areas, or open space preservation. • Share project updates and insights from the project team with the Common Council Meetings, Tasks and Deliverables • Conference calls with planning staff and others, as needed • A summary of current community conditions, including photos taken during site visits • A series of preliminary maps illustrating the context and baseline information for the project • A list of stakeholder questions • A preliminary list of issues and opportunities to vet and explore as part of this process • Assist in the preparation of talking points and handouts, when necessary, for status updates to the Richmond Common Council Establishing the Project Team and Outreach Plan Prior to kicking off the project with the larger community, the Consultant will work with the City Planner to establish a project steering committee, and identify ambassadors and key stakeholders to involve in the process. Generally speaking, the project steering committee will consist of 8 to 10 volunteer community members who have a vested interest in the future growth and development within the community, but who would otherwise not be personally responsible for implementing all or parts of the final plan. The project steering committee, headed by a team of co-chairs, will guide both the planning process and development of the final plan. Whether it's through regularly scheduled committee meetings, one-on-one conversations, or virtual conference rooms, the Consultant will enlist the project steering committee in our efforts to: • Develop and maintain a working Community Outreach and Engagement Plan. • Establish and vet a working vision statement. • Identify and enlist the help of key stakeholders. • Review and comment on interim/draft deliverables. • Reconcile any gaps or inconsistencies that may exist among the various sources of data and information. • Invite the public to participate in the planning process. • Determine when the plan is complete. • Participate in the adoption of the final plan. Generally speaking, ambassadors are individuals that act as a representative, or promoter, of the comprehensive planning process. An ambassador could be a local resident, a local business owner, the head of a local non-profit agency, a health care provider, a neighborhood block captain, or anyone else that is willing to work to bring people together to talk about the opportunities and challenges that the Richmond community is facing, and share what they heard or learned with the project steering committee. A volunteer member of the larger project team, ambassadors will serve as liaisons between the project steering committee and the broader Richmond community to help ensure that the comprehensive plan update addresses the full spectrum of ideas and goals that are present throughout the community. 09/21/2018 Exhibit A: Final Scope of Services Generally speaking, key stakeholders will include an individual, an agency or an organization who will likely be directly, or indirectly, responsible for the implementation of the final plan. Key stakeholders are policy and decision makers representing a wide -range of community interests, including: agricultural production, workforce and economic development, housing and real estate, parks and recreation, aviation, code enforcement, fire and EMS, Main Street, parks and recreation, public transit, public works and engineering, sanitation, and streets, and public safety. Of particular importance is the need to identify "natural helpers," that the Consulting team can work with to reach Richmond's high -priority populations. Whether it's through focus group meetings, one-on-one interviews, a speaker series, or information presentations/announcements made during a regularly scheduled meeting or event within the community, the Consultant will enlist key stakeholders in our efforts to: • Seek opportunities for agency outreach and coordination • Develop a social media campaign to build awareness around the entire planning process • Establish a cultural review committee, either as a stand-alone group, or a sub -committee of the project steering committee Ensure that the findings and recommendations of this planning effort align with those related to the City's Steller Community's projects and programs, existing or proposed, as well as any other key initiatives that are currently taking place within the city (or county). Client Responsibilities • A list of individuals, complete with their names, interests, contact information and preferred method of contact, that have — at the Mayor's request — agreed to serve on the project steering committee • An initial list of ambassadors AND key stakeholders, complete with their names, interests/area of expertise, and contact information, to begin to build upon • Preliminary review and sign off on some of the more pressing issues and opportunities related to this effort • Continue to share project updates and insights from the project team with the Common Council Meetings, Tasks and Deliverables • Conference call(s) with planning staff and others, as needed • A revised list of issues and opportunities to vet and explore as part of this process, if applicable • Infrastructure for the public information and communications component of the — Community Outreach and Engagement Plan, including a site map and draft content for the project website and social media campaign strategy and infrastructure framework • Continue to assist in the preparation of talking points and handouts, when necessary, for status updates to the Richmond Common Council 2. COMMUNITY OUTREACH AND ENGAGEMENT Project Team Kick -Off Meeting With the project steering committee members confirmed and a preliminary list of key stakeholders in -hand, the Consultant will convene the project steering committee to officially kick off the project. During the kick off meeting, the Consultant will review the roles and responsibilities of each member of the project team, chart out the steering committee's meeting 09/21/2018 Exhibit A: Final Scope of Services schedule, develop a working draft of the Community Outreach and Engagement Plan, establish a working vision statement, and begin to vet what appear to be the most pressing issues and opportunities related to this effort. Client Responsibilities • Reserve a meeting space for each of the meetings identified above • Assist with the identification and explanation of Richmond's community assets • Identify of the top 10 to 12 topics that warrant a written community report • Provide an updated list of key stakeholders, as necessary • Review and comment on collateral materials • Continue to share project updates and insights from the project team with the Common Council Meetings, Tasks and Deliverables • Project Team Handbook(s) • Public Information and Communication Plan • Project website • Meeting agendas, handouts (where applicable), and summaries for each meeting described above • Continue to assist in the preparation of talking points and handouts, when necessary, for status updates to the Richmond Common Council Visioning and Goal Setting The Consultant will prepare and publish a public opinion survey designed to set the tone for the vision and values that will guide the rest of the planning process. During a meeting of the project steering committee, the Consultant will facilitate a discussion designed to establish the framework and content for the city's vision and goals, as it relates to the values expressed by the larger Richmond community. The Consultant will engage with key stakeholders, in accordance with the working Community Outreach and Engagement Plan, to further assess the collective vision for the community, and inform the public outreach process. Topics of discussion will largely focus on the top ten to twelve topics that warrant a written community report, as determined by the Client. Following the completion of the public opinion survey, the steering committee meeting, and key stakeholder engagement but prior to the community asset -mapping -workshop, the Consultant will prepare a set of draft community reports to be reviewed by staff and members of the project team. Following a brief review and comment period, the Consultant will revise each community report and publish them to the project website. Following the publication of the draft community reports to the project website, the Consultant will facilitate a highly collaborative, hands-on community asset mapping workshop, where a multi -disciplinary team of professionals from American Structurepoint will work alongside participants to being to map the communities assets for the purposes of addressing the issues and opportunities that have been identified and to draft a preliminary set of findings and recommendations for the plan. 09/21/2018 Exhibit A: Final Scope of Services Following the community asset mapping workshop, the Consultant will reconvene the project steering committee to report out their findings and the preliminary set of policy objectives and strategies informed by the community asset mapping exercise and the final contents of the community reports. Client Responsibilities • Advertising and promoting the public opinion survey to the larger Richmond community • Reserve a meeting space for each of the meetings associated with this task • Review and comment on meeting materials, interim deliverables, and any new collateral materials • A final determination on the 7 topics that warrant a community report • Conditional approval of the draft community reports and community asset map • Assist in the preparation of talking points and materials for the Consultants status update presentation to the to the Richmond Plan Commission and/or Richmond Common Council Meetings, Tasks and Deliverables • Public Opinion Survey #1: Visioning & Goal Setting • Steering Committee Meeting: Visioning & Goal Setting • Up to seven (7) focus group meetings, twelve (12) one-on-one interviews, three (3) public presentations, or some combination thereof • Meeting agendas, handouts (where applicable), and summaries for each meeting described above • Up to seven (7) draft Community Reports published to the project website • Preliminary community asset map • Website updates, as needed • Status update presentation to the Richmond Plan Commission and/or Richmond Common Council 3. PLAN DEVELOPMENT Guidance Document Throughout the planning process, but especially during the plan development phase, the Consultant will analyze and document issues and opportunities related to the following: --- - • History and character • Demographic and socio-economics conditions • Land Uses, existing and future • Housing and neighborhood development • Commercial and industrial development and redevelopment • Downtown revitalization • Natural environment and environmentally sensitive areas • Parks and open space • Transportation, including public transit • Water and Sewer • Public facilities • Administrative policies and procedures • Workforce and economic development 5 09/21/2018 s Exhibit A: Final Scope of Services It is anticipated that the draft plan will be comprised of the following components: • An introduction that includes an overview of the plan, process, acknowledgements • Executive summary • An analysis of existing conditions and trends related to population change, housing and neighborhood development, job growth, agricultural preservation, and ways in which to influence and manage long-term growth and development • Evaluation and recommendations for the physical environment, as well as the implications that exist across the city's natural, economic, and social environments • An assessment of any regulatory barriers that may need to be addressed • future Land Use map • Future Thoroughfare map • A guide for evaluating, monitoring, and updating the comprehensive plan • Appendices, as necessary Prior to finalizing the draft plan, the consultant will prepare and publish a public opinion survey designed to solicit feedback on the guidance offered by the plan, and seek interested parties for the creation of one or more community initiatives. The results of the survey would be summarized in a memorandum that includes a list of the policies that are being influenced by the input received by the larger community. The Consultant will facilitate a meeting of the project steering committee to review the draft plan and share the findings of the public opinion survey. The larger project team will determine a course of action for any outstanding issues or opportunities to be included in the final plan. Client Responsibilities • Advertising and promoting the public opinion survey to the larger Richmond community • Reserve a meeting space for each of the meetings associated with this task • Review and comment on meeting materials, interim deliverables, and any new collateral materials • Review and comment on the draft plan, in the form of one set of consolidated comments to be addressed prior to issuing the adoption draft • Continue to share project updates and insights from the project team with the Common Council Meetings, Tasks and Deliverables • Annotated outline of the plan • Public Opinion Survey #2: Guidance Document • Steering Committee Meeting: Plan Development • Meeting agendas, handouts (where applicable), and summaries for each meeting described above • Website updates, as needed • Adoption draft of the final plan • Continue to assist in the preparation of talking points and handouts, when necessary, for status updates to the Richmond Common Council 6 09/21/2018 Exhibit A: Final Scope of Services Community Initiatives Working alongside city staff and key stakeholders, the Consultant will help to identify several communities that then become the initial set of work plans associated with the city's new comprehensive plan. A community initiative exists when there is a lead department, agency, or organization that has the adequate financial resources, experience, and staff (or volunteer) capacity to do the work, and to report their progress to the lead city agency on a regular basis. The work to be completed can be in the form of a policy, program, plan, study, or built project, provided that its outcomes are measurable, and that there is an estimated start and completion date associated with each task associated with the initiative. There is no limit to the number of community initiatives to include; only a set amount of time to identify them and meet these terms. Client Responsibilities • Review and comment on the draft plan, in the form of one set of consolidated comments to be addressed prior to issuing the adoption draft • Conditional acceptance of each community initiative/work plan • Continue to share project updates and insights from the project team with the Common Council Meetings, Tasks and Deliverables • The initial set of work plans/community initiatives for the plan • Continue to assist in the preparation of talking points and handouts, when necessary, for status updates to the Richmond Common Council 4. PUBLIC REVIEW AND ADOPTION PROCESS One or more representatives from our team will work with staff to reconcile any outstanding sections of the plan, and to prepare a final presentation to use at the public open house and during the adoption proceedings. Working with local elected and appointed officials, the Consultant will develop and facilitate a public open house to reveal the adoption draft of the plan, outline the adoption and implementation phases, and to celebrate the accomplishments of having completed the update to the Richmond Comprehensive Plan. Following the public open house, the Consultant will make a formal presentation at a regularly scheduled meeting of the Richmond Plan Commission, and be present to field questions during a public hearing of the Richmond Plan Commission when they are ready to take action on the plan. Similarly, the Consultant will make a formal presentation at a regularly scheduled meeting of the Richmond Common Council, and be present to field questions during a public hearing of the Richmond Common Council when they are ready to take action on the plan. Upon the adoption of the plan by the Richmond Common Council, the Consultant will incorporate the executed resolution into the final plan document, finalize all maps and exhibits, and make any necessary revisions to the findings and recommendations. The Consultant will then produce the full suite of reader -friendly, highly -graphic deliverables associated with the final plan. 09/21/2019 v Exhibit A: Final Scope of Services Client Responsibilities • Reserve a meeting space for each of the meetings associated with this task • Compliance with all applicable laws and regulations pertaining to the publication, public notices, public comment period, adoption, etc. of a comprehensive plan • Ensure that the comprehensive plan is docketed for both the Plan Commission and the Common Council in accordance with the scheduled on the following pages. • Review and comment on meeting materials and final deliverables Meetings, Tasks and Deliverables • Final website updates, transitioning from the planning phase to the implementation phase • Meeting agendas, handouts (where applicable), and summaries for each meeting described above • A presentation at Public Open House • An introductory presentation and a final presentation of the final plan to the Plan Commission • An introductory presentation and a final presentation of the final plan to the Common Council • 2S full -color, binder -bound copies of the adopted plan, complete with map exhibits and appendices • A high -resolution, non-editable and secure PDF copy of the completed plan (in print and web view) • A high -resolution, non -secure PDF copy of completed plan (in print and web view) • Source files for all maps, inventories, graphics, GIS shapefiles, workbooks, or meeting summaries and handouts, and any other document that was produced as interim or final deliverables, including but not limited to the: 1) executive summary brochures (as a shareable PDF, in hard copy, and in its source file format); and 2) large -format future land use and thoroughfare map exhibits (as a shareable PDF, plotted and mounted boards, and in its source file format) • Frequently asked questions document (as a shareable PDF, in hard copy, and in its source file format) • Any and all remaining public relations materials, such as balloons, created to raise awareness about the planning process 8 09/21/2018