HomeMy Public PortalAbout201013 - Fully Executed Crestview Mobility Study for CRAMatrix
STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
Matrix Design Group, Inc.
320 Bayshore Drive, Suite B
Niceville, Florida 32578
Client Name:
City of Crestview
Client Project Manager:
Elizabeth Roy
City Clerk
Contact Information:
850-682-1560
cityclerk@cityofcrestview.org
Address:
198 North Wilson Street
Crestview, FL 32536
Project Name:
Mobility Study for the Community Redevelopment
Agency Area of the City of Crestview, Florida
Project Location:
Crestview, Florida
Matrix Design Group, Inc. (MATRIX) and the City of Crestview (CLIENT), hereby enter into this
Agreement for Professional Services, pursuant to which, MATRIX will perform services for the
compensation set forth below, subject to the General Conditions (Exhibit A), which are attached
hereto and made a part hereof.
Attachments: The following attachments are made a part of this Agreement and are hereby
incorporated by reference:
Exhibit A — General Conditions
Exhibit B — Scope of Services
Exhibit C — Fee Estimate
Exhibit D — Public Records Addendum
Compensation: Matrix will complete the aforementioned scope of services (Exhibit B) on a lump sum
basis, per the attached fee worksheet (Exhibit C). Upon written approval from the City of Crestview,
additional work that is outside of the aforementioned scope of services (Exhibit B) will be completed
as negotiated through a change order to this Agreement.
ESS ,%. HEREOF, MATRIX and Client have made and executed this Agreement.
SIGN GROUP, INC.
Title: D1r uor of i ranporVti'tion
Cit of Crestvie
JB Whitten
Title: _Mayor
Date: �" ` ?.(2
Date: _10/13 /22020
Attest i'L ti1 d�
� --' 14 OD-owt /to PE
coo
Elizabeth M Roy
Exhibit A
GENERAL CONDITIONS
Matrix’s Agreement with Client is comprised of these
General Conditions and the accompanying written proposal
or authorization for services (hereinafter referred to as
“Agreement”):
SECTION 1: MATRIX RESPONSIBILITIES
1.1 Matrix agrees to perform services in accordance
with the attached Scope of Services (Exhibit B).
Modifications to the proposal or Scope of Services must be
provided and mutually agreed to in writing between Matrix
and Client prior to rendering of services by Matrix. In
performing services, Matrix will use that degree of care and
skill ordinarily exercised under similar circumstances by
planners practicing in the same locality wherein the project
is located.
1.2 Matrix will perform the services as an independent
contractor, and shall not be deemed, by virtue of this
Agreement, to have entered into any partnership, joint
venture or other relationship with Client.
1.3 TO THE MAXIMUM EXTENT PROVIDED BY
LAW, NO WARRANTY OF ANY KIND, EXPRESS OR
IMPLIED, AT COMMON LAW OR CREATED BY
STATUTE, IS EXTENDED, MADE OR INTENDED BY THE
PROVISION OF PROFESSIONAL SERVICES AND
ADVICE OR BY THE FURNISHING OF THE
PROFESSIONAL WORK PRODUCTS PURSUANT TO
THIS AGREEMENT.
1.4 If Matrix’s performance is delayed due to factors
beyond its reasonable control, or if project conditions or the
scope of work change, Matrix will give timely notice of the
change pursuant to change order and receive compensation
for any additional work.
1.5 The Project shall be completed and provided to the Client
within the term of this Agreement.
SECTION 2: CLIENT'S RESPONSIBILITIES
2.1 Client shall designate a person to act as the Client's
representative with respect to the services Matrix is to
provide at the project. Client's designee shall have complete
authority to transmit instructions, receive information,
interpret and define Client's policies and decisions with
respect to the services.
2.2 Any questions, requests for clarification or
directions from Client to Matrix shall be in writing, pursuant
to a Request for Information or otherwise, and Matrix is
under no obligation to follow verbal direction provided on
site.
2.3 Client is solely responsible for coordinating
amongst design professionals. Client agrees to provide
Matrix with all known information, conditions, standards,
criteria and objectives which affect its services. This
includes, but is not limited to, all plans or reports from other
design professionals that may impact or affect Matrix’s work.
Matrix will be entitled to rely on the accuracy of the
information provided. Client hereby agrees that if Client fails
to provide Matrix with any of the information required in this
paragraph, Client will assume all risks associated with that
failure. Matrix will not be responsible for any omissions or
acts which were caused in whole or in part by the failure of
Client to provide the required information to Matrix.
2.4 Client agrees that Matrix will not be liable for any
changes in conditions to the project caused by others after
Matrix’s work is completed on the project.
SECTION 3: DOCUMENTS AND REPORTS
3.1 Matrix shall deliver all documents, plans, research,
computer files, and any other materials created or prepared
by Matrix as part of its performance of this Agreement (the
“Work Products”) upon completion of each task as set forth
in the Scope of Services (Exhibit B).
3.2 If Client does not make payment in full as provided
in this Agreement, Client agrees to deliver all Work
Products previously transmitted to Client that have not been
paid for by Client upon demand by Matrix, and not to use
such unpaid for Work Products for any purpose whatsoever
until payment in full has been received.
3.3 Project records and Work Products will be
retained by Matrix for a period of three years following
completion of the services. At that time, Matrix may transfer
such records to Client or continue to store such records for
a period of time not shorter than the then-applicable
retention schedule for public records of the type as published
by the State of Florida Department of State.
SECTION 4: COMPENSATION, TIME FOR COMPLETION
4.1 Matrix’s pricing of this work is predicated upon
acceptance of the conditions and allocations of risks and
responsibilities described in this Agreement.
4.2 Invoices shall not be submitted more often than
once each month unless otherwise approved by this
Agreement or in writing by the City. Client will pay the
balance stated in the invoice within thirty (30) days unless
Client informs Matrix in writing of objections to the invoice
within that thirty-day period. Invoices shall correspond to
project milestones-deliverables and shall be submitted upon
completion of each deliverable in proportion to the total
number of deliverables set forth in Exhibit B.
4.3 Unless otherwise agreed in writing, Matrix shall
sequence and perform its work so that final completion of all
deliverables and tasks is completed not later than February
28, 2021.
4.4 Additional Services
A. If authorized by Client in writing, Matrix shall furnish
services in addition to those set forth above.
B. Client shall pay Matrix for such additional services
as follows:
1. A pre-determined lump sum basis payment as
agreed to in writing by both Matrix and Client.
2. On an hourly time and expenses basis for
additional services of Matrix’s employees engaged
directly on the Project in an amount equal to the
cumulative hours charged to the Project by each
class of Matrix's employees times standard hourly
rates for each applicable billing class, plus
reimbursable expenses and Matrix’s consultants'
charges, if any.
4.5 Matrix shall be entitled to recover all attorney’s fees,
dispute resolution fees, court costs and other expenses
incurred in the collection or attempted collection of any
amounts due under this Agreement.
4.6 At Matrix's option, Matrix may temporarily cease to
perform the services or elect to terminate this Agreement if
invoiced amounts are unpaid 180 days after the date of
Clients receipt of any invoice. In no event shall Matrix be
liable for any damage or expense resulting from such
termination or work stoppage.
SECTION 5: RISK, DISPUTES AND DAMAGES
5.1 NEITHER PARTY WILL BE LIABLE TO THE
OTHER FOR SPECIAL, INCIDENTAL, CONSEQUENTIAL
OR PUNITIVE LOSSES OR DAMAGES, INCLUDING BUT
NOT LIMITED TO DAMAGES RESULTING FROM
DELAY, LOSS OF USE, LOSS OF PROFITS OR
REVENUE, OR COST OF CAPITAL.
5.2 The parties agree that all disputes between them
will be submitted to a mutually agreeable neutral mediator,
as a condition precedent to litigation or other remedies
provided by law. The fee and costs of the mediator shall be
apportioned equally between the parties.
5.3 Client agrees to notify Matrix of any claimed
negligent act, error or omission within thirty days of the date
of its discovery and to provide Matrix with the opportunity to
investigate and to recommend ways of mitigating damages
as a condition precedent to litigation or other remedies
provided by law.
5.4 Many risks affect Matrix by virtue of entering into
this Agreement to provide professional services. For Client
to obtain the benefit of a fee which includes a reasonable
allowance for Matrix’s risk, Client agrees that Matrix's
aggregate liability will not exceed the fee paid for our
services or $50,000, whichever is greater, for Matrix's
alleged negligent acts, errors or omissions.
5.5 Consultant agrees, to the fullest extent permitted
by law, to indemnify and hold harmless the Client, its
officers, directors and employees (collectively, Client)
against all damages, liabilities or costs, including
reasonable attorneys' fees and defense costs, to the extent
caused by the Consultant's negligent performance of
professional services under this Agreement and that of its
subconsultants or anyone for whom the Consultant is legally
liable.
The Client agrees, to the fullest extent permitted by law, to
indemnify and hold harmless the Consultant, its officers,
directors, employees and subconsultants (collectively,
Consultant) against all damages, liabilities or costs,
including reasonable attorneys' fees and defense costs, to
the extent caused by the Client's negligent acts in
connection with the Project and the acts of its contractors,
subcontractors or consultants or anyone for whom the Client
is legally liable, other than Matrix.
SECTION 6: SUCCESSORS, ASSIGNS AND
BENEFICIARIES
Client and Matrix each is hereby bound and the partners,
successors, executors, administrators and legal representatives of
Client and Matrix are hereby bound to the other party to this
Agreement and to the partners, successors, executors,
administrators and legal representatives (and said assigns) of such
other party, in respect of all covenants, agreements and obligations
of this Agreement.
SECTION 7: NO THIRD-PARTY RELATIONSHIP
7.1 Nothing in this Agreement is intended to create a
third-party beneficiary relationship with any party who is not
a signatory to this agreement. The rights and obligations
contained in this Agreement are solely limited to those
between Matrix and Client.
SECTION 8: NO LIABILITY FOR INDIVIDUAL
EMPLOYEES OR OFFICERS
8.1 It is intended by the parties to this Agreement that
Matrix’s services in connection with the Project shall not
subject the Matrix’s individual employees, officers or
directors to any personal legal exposure for the risks
associated with this Project. Therefore, and notwithstanding
anything to the contrary contained herein, Client agrees that
as Client’s sole and exclusive remedy, any claim, demand
or suit shall be directed and/or asserted only against Matrix,
a Colorado corporation, and not against any of the Matrix’s
individual employees, officers or directors.
8.2 It is intended by the parties to this Agreement that
Client’s responsibilities (including the agreed upon
payments to be made by Client) in connection with the
Project shall not subject the Client’s individual employees,
officers or directors to any personal legal exposure for the
risks associated with this Project. Therefore, and
notwithstanding anything to the contrary contained herein,
Matrix agrees that as Matrix’s sole and exclusive remedy,
any claim, demand or suit shall be directed and/or asserted
only against Client, and not against any of the Client’s
individual employees, officers or directors.
SECTION 9: MISCELLANEOUS PROVISIONS
9.1 This Agreement is effective as of the date it has
been signed by both parties.
9.2 Nothing contained in this Agreement shall create a
contractual relationship with or a cause of action in favor of
any third party.
9.3 This Agreement shall be interpreted according to
the law of Florida. Exclusive venue for any disputes arising
out of or related to this contract shall lie in the state courts in
and for Okaloosa County, Florida.
9.4 Each Provision of this Agreement is intended to be
severable. If any provision of this Agreement is declared
illegal or invalid for any reason, such illegality or invalidity
shall not affect the remainder of this Agreement.
9.5 This Agreement may be terminated in writing by
mutual written agreement by the parties. . Client shall pay
Matrix all fees and reimbursable expenses incurred up to the
date of termination. Matrix shall provide the Client with any
and all Work Products up to the mutually agreed upon date
of termination.
9.6 Professional Liability – Matrix shall obtain and
maintain a policy of professional liability insurance (with prior
acts coverage sufficient to cover the services performed
under this Agreement) with policy limits in an amount of not
less than $1,000,000 per claim/$1,000,000 aggregate. Such
insurance will be renewed so as to provide continuous
coverage during the term of this Agreement and for a period
of at least twelve (12) months following the completion of
Matrix’s professional services under the Agreement.
SECTION 10: TOTAL AGREEMENT
10.1 This Agreement (consisting of the Agreement for
Professional Services between the CLIENT and MATRIX DESIGN
GROUP, INC.; Exhibit A – General Conditions; Exhibit B – Scope
of Services; Exhibit C – Fee Estimate; and Exhibit D – Public
Records Addendum) constitutes the entire agreement between
Client and Matrix and supersedes all prior written or oral
understandings. This Agreement may only be amended,
supplemented, modified or canceled by a duly executed written
instrument.
Exhibit B
SCOPE OF SERVICES
This section describes the scope of work needed to complete this planning effort and provides the proposed project timeline. The
proposed tasks and schedule can be adjusted during the project Kick-off meeting (Subtasks 1.1 and 1.2) to meet the needs of the
City, the CRA, and Downtown area businesses and stakeholders.
Matrix uses a layered approach for the development of plans, wherein each task builds upon the progress and outcomes of
previous tasks. This approach will allow City staff to review and comment on the information collected and developed in each
project task. This approach helps to keep the stakeholders informed and involved, leading to a plan that is responsive to their
visions and goals and that will achieve a high level of community support.
The tasks below show our scope of services to building the mobility plan for the City of Crestview.
Task 1. Project Management
Subtask 1.1 Refine Scope of Work / Schedule
A critical first step in initiating the mobility plan project will be working with the City’s project manager to review and finalize the
project scope of work and schedule. This will include a clear and concise strategy report that outlines the roles / responsibilities of
our Team, stakeholder organizations, and City staff.
As part of this proposal, Matrix has developed a project schedule that includes major milestones and deliverables within the four
(4)-month timeframe that is predicated on the City’s availability. This schedule is presented at the end of this section. As part of the
project kick-off, we will work with the City to develop a more detailed schedule with clearly defined deliverables, milestones, and
community engagement activities.
Subtask 1.2 Kick-Off Meeting
The purpose of this task is to get the project off to a positive start and to establish communication protocols with the City’s project
manager. Prior to beginning the planning process, Matrix staff will meet with City staff to discuss the work plan, public outreach
process, project schedule, lines of communication, and other items related to project execution. The Kick-off meeting will include
discussion about:
Project scope of work and schedule;
Communication protocols and procedures;
Specific issues and/or concerns to be addressed;
Approach to public involvement;
Information needs (data requests); and
Branding possibilities.
The Matrix Team will be present at the Kick-off meeting and will produce action minutes.
Subtask 1.3 Mobility Plan Best Practice Summary
Based on information received during the Kick-off meeting, Matrix will identify three to five peer cities that have conducted similar
mobility plans and will summarize key takeaways and outcomes. The intent of the review is to assist the City in developing a vision
and anticipated outcome of the final plan.
Subtask 1.4 Project Management
During the execution of this contract, Matrix will provide project management services typical of a professional planning firm,
including contract management, quality control, management and direction of subcontractors, progress reporting, and invoicing.
The Matrix Team will also execute the project management support activities listed below to facilitate on-going and transparent
communications concerning the performance of this contract.
Staff Coordination Meetings. Matrix will facilitate regular coordination calls with the City project manager. Typically, these will be conducted every few weeks, but this can vary depending on the issues that require
coordination.
Other Plan Coordination. The Matrix Team will work closely with the City’s project manager to integrate other planning documents with the mobility plan.
Task 1. Deliverables
Final Scope of Work
Final schedule
City staff Kick-off meeting
Kick-off meeting minutes
Mobility Plan Best Practices Summary
Ongoing project management reports to City Project Manager
Task 2. Public Participation and Communication
Task 2, Public Participation and Communication, is intended to span the entire duration of the project, ending with the final
adoption of the Mobility Plan by the City Council. Matrix’s team will work with the City’s Project Manager to develop the Public
Participation and Communication Plan to determine the best schedule for completing the public outreach. For each of the events
identified below, Matrix will provide or assist with the following:
Agendas;
Media release (for distribution to media outlets by the City);
Social media postings (recommend City to post if social media accounts currently exist);
Presentation and meeting materials (as appropriate); and
Action minutes (listing of actions from each event/meeting).
Subtask 2.1 Public Participation Plan
Rigorous, thorough, and transparent public participation is a vital part of the planning process and is critical to the outcome of a
community-supported Mobility Plan that is inclusive of the needs and plans of the City of Crestview. Engaging stakeholders early
and throughout the planning process will help maintain open lines of communication, build relationships, encourage mutual
understanding and help reach consensus and support.
Understanding the difficulty of generating interest and enthusiasm in the planning process, the primary goal in working with the
City will be to elevate the overall discussion about the Mobility Plan and establish stakeholder and public involvement. To
accomplish this goal, the Matrix Team will undertake a comprehensive and creative plan to engage the stakeholders as advocates
through a constant feedback loop consisting of research, education, engagement and active support of the Mobility Plan. This
strategy will be developed in the Public Participation Plan.
Matrix’s extensive experience with public and stakeholder outreach will help us to form a Public Participation Plan that will
effectively target the unique interest groups associated within the community. The Public Participation Plan will set goals for the
public outreach process, outline the steps necessary to reach those goals, and standards to measure the success of the program.
The plan will also define milestones and timing for all public engagement efforts.
Subtask 2.2 Project Branding
Matrix will create and provide three branding options for the City’s review. This will include a project logo and other design
components that will be used throughout the project. The branding is designed to create a symbol that will make it easier for the
community to recognize materials and events that are related to the Mobility Plan.
Subtask 2.3 Informational Brochure #1
The Matrix Team will prepare a brochure that summarizes the mobility plan process and the key components that will be analyzed.
This will assist with internal discussions, stakeholder interviews and any public outreach to ensure a clear path forward.
Task 2. Deliverables
Public participation plan (electronic)
Project branding
Information brochure # 1 (overview)
Task 3. Existing Conditions Assessment – CRA Districts
Subtask 3.1 Existing Data Collection and Compilation
Knowledge of existing conditions within the City of Crestview Downtown and surrounding area will give stakeholders a solid
foundation upon which to develop a successful plan. This task is critical for establishing early on what is working and not working
for the community.
At the beginning of the planning process, and prior to initiation of public involvement, Matrix will compile all relevant plans,
studies, existing conditions assessments, analysis documents, population and demographics analyses, local histories, maps
(including GIS data), and other documents / data that pertain to the Downtown and this new planning effort. Whenever possible,
we will compile and work with native files. Pertinent information that is contained in these documents will be reviewed and used by
the Matrix Team to assist in the development of the mobility plan and design alternatives.
The Matrix Team will review all applicable past studies and plans. This includes, but is not limited to, City’s CRA Strategic Plan, City’s
Community Redevelopment Plan, and the existing mobility plan for the City of Crestview’s CRA.
Subtask 3.2 One-on-One Interviews
The Matrix Team will conduct individual, face-to-face interviews with City departments, key downtown businesses and landowners,
Chamber of Commerce representatives, Citizens Advisory Council members, and other community members who are likely to have
key insight into the downtown and future needs and opportunities. This task will garner a robust collection of input from key
stakeholders to establish guiding principles for future mobility planning decisions. For the mobility plan to be successful, it is
imperative for these principles to be developed by the many diverse stakeholders who live, work, and/or visit downtown. For cost
purposes, it is assumed these interviews will happen early in the process, will take place in a conference room at the City
administrative office, and will be scheduled for consecutive days.
Subtask 3.3 Existing Conditions Maps
All the information collected and research conducted as part of Task 3 will be used to develop existing conditions maps. These maps
will include existing land use, transportation, parking supply, open space, bicycle and pedestrian facilities, other public facilities,
population distribution maps, and other variables of significance. These maps will provide background information for the mobility
plan process and will be created in an easy-to-understand format for a variety of users.
Subtask 3.4 Guiding Principles
This subtask will establish a set of guiding principles that will inform the goals, priorities, benchmarks, and decision-making
framework of the plan. Matrix will utilize the information obtained in Tasks 2 and 3 to ensure the principles are developed through
a transparent and inclusive process. Based on the information obtained through the prior subtasks, we will recommend three to
five principles for shaping the remainder of the plan. These guiding principles will likely incorporate the following themes, among
others: vision zero, safety, sustainability, accessibility, economic vitality, equity, and/or connectivity. Recommended principles will
be based on the Crestview’s specific needs and goals, local values, and insights gained throughout the process.
Subtask 3.5 Opportunities and Challenges Summary
The Matrix Team will present the key issues and opportunities identified in the interviews and public workshops, as well as findings
from the existing conditions assessment, in a concise summary whitepaper. In addition, this whitepaper and its issues and
opportunities assessment will also draw on Matrix’s knowledge of downtown planning and mobility enhancement efforts
completed elsewhere.
Task 3. Deliverables
Interviews (individuals or small groups)
Existing conditions maps
Guiding principles
Opportunities and Challenges Summary (electronic)
Task 4. Alternatives
During this Task, the Matrix Team will work with City staff and the Downtown community to prepare, evaluate, and ultimately
define a preferred policy, urban design, on-street parking layout, traffic control enhancements, sidewalk improvements, ADA
design, and other alternatives that will constitute the core of the mobility plan. This task involves developing alternative scenarios
and evaluating the implications of each alternative. Each alternative will also be evaluated relative to the key opportunities and
challenges developed in Task 3.
Subtask 4.1 Report / Document Outline and Format
The Matrix Team will work with City staff to review a range of document formatting options, including the layouts of other
municipalities’ mobility plans, and to develop a format and content outline that best suits Crestview’s needs. Our Team, including
our graphics specialists, will tailor the final formatting to facilitate plan functionality and begin to make manifest the community’s
vision.
Subtask 4.2 Character Area Planning
The next step in developing a mobility vision and plan for the Downtown is to identify distinct character and theme areas that
define the area. The benefits of this approach include:
Establishing a strong Downtown identity, rooted in its established heritage;
Identifying and valuing the built and social environments to manage change more effectively;
Safeguarding the characteristics that contributes to an area’s sense of place and character;
Enhancing the quality places that are important to a community;
Identifying themes that are present or could be established for the Downtown; and
Providing a flexible and business-friendly environment, design, and context to enhance compatibility.
Because character area planning is essentially about place, it can provide the basis for local planning that empowers communities
to protect its desirable features while establishing a unique identity to support a thriving and sustainable community.
Subtask 4.3 Mobility Network Plan
In this task, Matrix will identify specific streets and corridors as priority facilities for the various transportation modes used within
the study area. This task will define a street hierarchy where facilities support users of all ages and abilities and identifies
multimodal connections and enhanced circulation patterns to move people and goods where they need to go. This task will also
consider how people enter and exit the Downtown network by each mode of travel and examine travel patterns to ensure an
efficient experience optimizing the limited public right-of-way of the streets and sidewalks.
Subtask 4.3 Alternatives Development and Analysis
The Matrix Team will work with the City to develop broad alternatives based on stakeholder and community input received through
the community workshops, social media inputs, and other venues. New planning concepts just emergent in the industry will also be
considered. Key policy issues to be addressed by each alternative will be summarized. We will also look at how these alternatives
relate the goals, objectives and strategies identified in the City’s CRA Plan.
Within the alternatives, the Matrix Team will evaluate options for Crestview Downtown to enhance the experience for pedestrians,
drivers and bicyclists. This will include urban design options relative to the Downtown and its success and improving connectivity
and experiences for businesses and residents.
Economic development potential may play a key role in the alternatives. This includes not only identifying potential for new
markets and businesses, but also addressing business retention and expansion through design alternatives.
For each alternative, the Matrix Team will identify the issues for which there is clear policy choice and direction, as well as issues
where choice and direction is not as clear. Supporting maps, graphics, and narratives for each alternative will be prepared and will
be presented as an alternatives analysis in subsequent public outreach efforts.
Task 4. Deliverables
Framework Document (electronic)
Mobility network map
Alternatives analysis (electronic)
Task 5. Plan Document Development
As a result of the extensive work resulting from the technical studies and alternatives planning in previous tasks, the Matrix Team
will prepare the draft mobility plan. This phase is primarily characterized by collaborative efforts between the Matrix Team and City
staff to ensure that all relevant information has been considered and incorporated into the development of the draft plan. This
phase also includes the development of a more limited draft plan for distribution to and review by the public. All documents will:
Use a format that is user-friendly, easily navigated, and accessible to the public with minimal technical language or jargon;
Meet all functional requirements with a consistent, integrated look, feel, and aesthetic that respects and celebrates the
City; and
Make extensive use of maps, tables, illustrative renderings, and other graphics that enhance readability.
Subtask 5.1 Draft Mobility Plan
Utilizing the information from earlier evaluations of existing policies, the Matrix Team will work with the City to develop a draft
mobility plan. This document will contain a complete set of design guidelines, policies, and implementation actions for each
element of the plan. Based on the outcome of the review by City staff, the Matrix Team will seek public review.
Subtask 5.2 Public Workshop #1, Public Draft
The Matrix Team will hold a workshop to present the draft mobility plan and be available to an answer questions and take
comments and suggestions.
Subtask 5.3 Matrix and City Staff Review and Revisions
Following the workshop, the Matrix Team will prepare an errata chart of comments and proposed changes. The Matrix Team will
then meet with City staff to review all comments and revise the draft plan as directed and approved by staff.
Subtask 5.4 Final Draft Mobility Plan
The Matrix Team will incorporate final revisions and prepare the final draft downtown mobility plan for review by City staff.
Subtask 5.5 Executive Summary
Matric will prepare an executive summary of the final City of Crestview Mobility Plan to include a fold-out copy of the mobility
action plan map. The executive summary can be used as a handout or distributed to the media to inform the public about the
mobility plan.
Task 5. Deliverables
Administrative draft mobility plan
Public draft mobility plan
Public comment errata sheet
Final mobility plan
Executive summary
Task 6. Formal Adoption Process
During this task, the Matrix Team will assist with guiding the City Council’s review of the draft mobility plan. The Council’s direction
will be incorporated into the draft and culminate as the final mobility plan.
Subtask 6.1 City Council Hearing
The Matrix Team will attend one (1) public hearing with the City Council to review the draft mobility plan, at which the City Council
will consider the Planning Commission’s recommendations and the comments made at the other public hearings and workshops. At
the conclusion of the hearing, the City Council will direct City staff and the Matrix Team to incorporate its recommendations and
prepare the final mobility plan.
Subtask 6.2 Electronic Mobility Plan
The Matrix Team will present the final mobility plan as an electronic document suitable for posting on and downloading from
community websites.
Task 6. Deliverables
City Council hearing (one hearing)
Final mobility plan (electronic)
Optional 3-D Flyover of Main St
During this task, the Matrix Team will provide a three-dimensional fly-through video of Main Street to capture the proposed urban
design of the historical downtown as part of the mobility plan.
Deliverables
3-D Fly-through video
PROJECT SCHEDULE
The notional schedule by which Matrix proposes to provide the services described is presented below. As stated in the scope of
work, this schedule is subject to refinement during the initial phases of the project. NOTE: Adding the three-dimensional fly-
through video may extend the project schedule by approximately 30 days.
Exhibit C
FEE ESTIMATE
Task Description Total Cost
1.0 Project Management $14,480
2.0 Public Participation and Communication $7,349
3.0 Existing Conditions $42,417
4.0 Alternatives $23,595
5.0 Plan Document Development $41,536
6.0 Formal Plan Adoption $5,540
Optional Three-dimensional fly-through video $5,083
Total Professional Fee $140,000
Exhibit D
Public Records Addendum
Matrix, as Contractor, shall comply with the requirements of Florida’s Public Records law. In
accordance with Section 119.0701, Florida Statutes, Contractor shall:
a. Keep and maintain public records required by the public agency in order to perform the service.
b. Upon request from the public agency’s custodian of public records, provide the public agency
with a copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided under Florida’s Public
Records Law or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law for the duration of the
contract term and following completion of this contract if Contractor does not transfer the
records to the public agency: and
d. Upon completion of the contract, transfer, at no cost, to the public agency all public records in
possession of Contractor or keep and maintain public records required by the public agency
to perform the service. If Contractor transfers all public records to the public agency upon
completion of the contract, Contractor shall destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. If Contractor
keeps and maintains public records upon completion of this contract, the Contractor shall meet
all applicable requirements for retaining public records. All records stored electronically must
be provided to the public agency, upon request from public agency’s custodian of public
records, in a format that is compatible with the information technology systems of the public
agency.
e. If Contractor has questions regarding the application of Chapter 119, Florida
Statutes, to Contractor’s duty to provide public records relating to this Agreement,
Contractor shall contact the Custodian of Public Records at:
City Clerk, City of Crestview
198 North Wilson Street
P.O. Box 1209
Crestview, Florida 32536
(850) 682-1560 Extension 250
cityclerk@cityofcrestview.org
f. In the event the public agency must initiate litigation against Contractor in order to enforce
compliance with Chapter 119, Florida Statutes, or in the event of litigation filed against the
public agency because Contractor failed to provide access to public records responsive to a
public record request, the public agency shall be entitled to recover all costs, including but not
limited to reasonable attorneys’ fees, costs of suit, witness, fees, and expert witness fees
extended as part of said litigation and any subsequent appeals.
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Matrix Design Group, Inc.