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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. _____________________________ Matrix Design Group, Inc.