HomeMy Public PortalAboutEcological Planning Group 7-16-15 ECOLOGICAL PLANNING
M1,GROUP k „,µ., ,k
7 East Congress Street,Suite 801
Savannah, GA 31401
www.ecologicalplanning.net
July 16, 2015
Diane Schleicher, City Manager
City of Tybee Island
403 Butler Ave
PO Box 2749
Tybee Island, GA 31328
Re: Carrying Capacity Study in Support of Coastal Incentive Grant, Cycle 18 (CIG)
Award
Dear Diane,
The purpose of this letter is to present our scope of work to assist the City with implementation
of the Carrying Capacity Study as described in the City's successful CIG application. EPG
personnel have assisted the City over many years with a variety of planning and zoning projects
including, in-house planning &zoning services, the Community Rating System (CRS)Audit
assistance, Population Study for Local Option Sales Tax (LOST)negotiations, the 2010 Census
Study, and the City's 2008 Masterplan. Through this work, EPG personnel have become very
familiar with the issues faced by the City and have developed a productive working relationship
with City staff, both of which are essential to successful completion of the Carrying Capacity
Study for Tybee Island.
Proiect Understandine
We understand that the City of Tybee Island wishes to conduct a Carrying Capacity Study to
attempt to quantify the island's resources and to better understand how much development these
limited resources can support without degradation of the quality of life that makes Tybee such a
unique coastal community.
The Carrying Capacity Study will identify which resources are essential to supporting the
economy and quality of life of Tybee Island, and then determine how large of a population can
be supported within the limits of those resources. The study will identify the maximum amount
of resident, overnight and daytime populations that can be supported with existing resources. The
study will also identify the additional cost for upgrades to infrastructure that may be necessary to
support future increases in population
This project will allow the City to make informed decisions regarding land use and capital
construction in the future as the Tybee Island Comprehensive Plan 2016 is developed and
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Ms. Diane Schleicher
implemented. It will also provide guidance for other coastal communities facing similar
development pressure who need to better understand their community's carrying capacity..
Scone of Work
Task 1: Technical Advisory Committee
EPG will assist the City with facilitation of a Technical Advisory Committee (TAC) to provide
information, represent various community interests, provide input on the planning process, and to
foster community support for the findings and recommendations of the study.Primary membership
on the TAC will be offered to the City's standing Community Resources Committee,which is also
providing support for this grant application..
Additional partners, as identified by the City, will be asked to participate in the TAC including
local realtor representatives, Tybee Island Tourism Council, Tybee Island Planning Commission,
Chatham County — Savannah MPC, Skidaway Institute of Oceanography, Georgia EPD, DCA,
UGA, and the CRD. Partners will be invited to participate on a technical advisory committee and
will be asked to contribute pertinent information to the study.The TAC will include approximately
20—30 members and will meet quarterly throughout the duration of the grant to review information
and provide feedback to the City.
EPG will create an invitation and background information for the TAC and will facilitate the
meetings. In addition, EPG staff will develop agendas, prepare meeting presentations and read
ahead materials, and create meeting summaries for each meeting.
Deliverables:
• Technical Advisory Committee Invitation and Member List
• Quarterly Meetings
• Meeting Agendas and Summaries
• Meeting presentations and materials
Anticipated date of completion: September 2016
Task 2: Community Resource Assessment& Inventory
EPG will work with the City and the TAC will perform an assessment of existing community
resources that will attempt to inventory and quantify the following resources:
• Water supply capacity with existing infrastructure and Floridan Aquifer water withdrawal
permit limits, which will include current permit capacity and future projected withdrawal
permit reduction. This assessment will also review the future proposed Cretaceous well,
and the potential water supply that may be supplemented by this project. Other alternative
water supply sources may be identified as well.
• Capacity of the City's Wastewater Plant, future required upgrades, effluent limits and
assimilative capacity of receiving waterways.
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Ms. Diane Schleicher
• Stormwater infrastructure condition, needed upgrades, flooding issues, king tides and sea
level rise effects on infrastructure capacity.
• Current roadway capacity and level of service, including the proposed Georgia
Department of Transportation (GDOT) Highway 80 widening project and its impact on
roadway level of service.
• Availability of alternative modes of transportation and parking limitations/needs. Impact
of vehicle traffic from an air quality and water quality standpoint.
• Availability of work-force housing.
• Availability of social services including senior housing and medical services.
• Existing historical, cultural and environmental resources, and threats to these resources
caused by future development and associated population increases.
• Energy consumption including greenhouse gas footprint of city operations, alternative
energy sources, availability and cost of fuel, and any known energy grid concerns.
• Opportunities to increase renewable energy generation for municipal, commercial, and
residential structures.
• Capacity of solid waste services, availability of landfill space, and participation in the
City's curbisde recycling program and its impact on solid waste collection.
• Current emergency response and evacuation route capacity/level of service.
EPG will work with City staff will gather and assess information on community resources, and
will develop a Community Resources Inventory. This assessment and inventory will be shared
with the Technical Advisory Committee and their input will be incorporated as appropriate. Once
completed, this information will be presented to the Tybee Island Planning Commission, Tybee
Island City Council and the public.
Deliverables:
• Write up of Community Resources Inventory
• Presentation of Community Resource Assessment to Technical Advisory Committee
• Presentation of findings of the Community Resource Assessment and Inventory to the
Planning Commission and City Council at a Public meeting
Anticipated date of completion: March 2016
Task 3: Analysis of Community Resource Limitations
After completion of Task 2: Community Resources Inventory &Assessment, EPG will review
availability, level of service and future limitations of the inventoried community resources. This
analysis will include the following:
• Identify the projected limit of resident, overnight and daytime populations that can be
supported by existing infrastructure systems based on industry standard and
commonly acceptable metrics. For example, for each overnight resident there is an
approximate per capita wastewater capacity need of 100 gallons per day.
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Ms. Diane Schleicher
• Identify upgrades, capital projects, etc., that would be necessary to increase these
limits. Identify those limits that cannot be increased through the actions of the City.
(For example,the City has no control over its water supply permit capacity.)
• Identify current measures in place to protect environmental, historic and cultural
resources, how future development may impact these resources, and where there may
be gaps in resource protection.
EPG will perform the analysis described above and present it to the Technical Advisory
Committee to gather their feedback. The fmdings of this task will also be presented to the
Planning Commission, City Council, and the public.
Deliverables:
• Presentation of findings to Technical Advisory Committee
• Write up of Community Resources Limitations Analysis
• Presentation of findings to Planning Commission and City Council at a public meeting
Anticipated date of completion: June 2016
Task 4: Recommendations& Imnlementation
Based on the inventory and assessment of resources and the limitations that are identified, EPG
will work with the City to develop recommendations to encourage more sustainable development
and protect island resources that will likely include the following:
• Future Land Use/Zoning amendments
• Capital improvements for water, sewer, stormwater and transportation
• Additional protection for cultural,natural and environmental resources
Initial recommendations will be presented to the Technical Advisory Committee for their
consideration. Feedback received from the Technical Advisory Committee will be incorporated
and included in the Carrying Capacity Study Final Report. The final recommendations will be
presented to the City Council at a public meeting.
The recommendations must also incorporated into the City's Comprehensive Plan, which is due
to be updated by October of 2016. EPG will work with the City, and any contractor of the city, to
integrate the findings of the study into the City's Comprehensive Plan.
Deliverables:
• Presentation of findings to Technical Advisory Committee
• Write up of Recommendations
• Carrying Capacity Study Final Report
• Presentation of Final Report to City Council at a public meeting
• Work with City to incorporate Study Findings in Comprehensive Plan
Anticipated date of completion: August 2016
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Ms. Diane Schleicher
Task 5: Carrvine Capacity Study Process Outline
EPG will develop a Carrying Capacity Study Process Outline that will detail the methods the
City used to perform the assessment and inventory of community resources and to identify
resource limitations. The Process Outline will include the procedures used to gather data, engage
community stakeholders, and integrate the Carrying Capacity Study into the City's
Comprehensive Plan.
EPG will work with the City and the CRD to present the results of the Tybee Island Carrying
Capacity Study as well as the process outline to coastal managers at a monthly CRD Brownbag
Presentation. The purpose of this presentation will be to convey project results, impacts and
benefits to coastal managers and/or the general coastal public, and describe the stakeholder
process. The City estimates that this presentation will reach between 20—40 coastal managers
Deliverables:
• Develop Carrying Capacity Study Process Outline
• Present Carrying Capacity Study and Process Outline at CRD Brownbag Meeting
Anticipated date of completion: September 2016.
Schedule
All tasks will be completed in by September 30, 2016.
Budget
EPG will perform the work described above for the lump sum task of$30,000, to be billed
monthly on a percent complete basis.
Closing
We appreciate your confidence in EPG, and we look forward to working with the City to ensure
the seamless delivery of Planning and Zoning services. Please contact the undersigned should
you have any questions, or if you need additional information.
Sincerely,
Ecological Planning Group
,e /62c Courtney Reich, AICP
Principal and Owner
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Ms. Diane Schleicher
AUTHORIZATION
EPG proposes to implement the scope of work outlined herein in accordance with the terms and
conditions included in Attachment A. As our authorization,please sign in the space provided
below.
City of Tybee Island, Geora'a
By: I/
Buel rman, Mayor
EcologicialiPlatining Group, LC .,k1.(67e
By: 1 Bat-1)W �----_
t.-"Courtney Reicici, President
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Ms. Diane Schleicher
ATTACHMENT A: TERMS AND CONDITIONS
Ecological Planning Group. (hereinafter EPG, "we", "us", "our", "Consultant") agrees to provide Client(City of Tvbee
Island), for Client's sole and exclusive use, services as set forth in Ecological Planning Group' proposal subject to the
Terms and Conditions set out herein and agreed to hereby. No third party beneficiaries are made or intended by either
Party to this Agreement.
1.) PAYMENT TERMS. Client agrees to pay EPG' invoice upon receipt. If payment is not received within 30
days of Client's receipt,a service charge shall apply in the amount of the greater of(i) 1%per month or(ii)the allowable
legal rate, including attorney's fees and expenses. EPG may (in its sole judgment and without any liability) suspend
services until paid where payment outstanding more than 30 days after the date of EPG'invoice.
2.) TERMINATION OF CONTRACT. Either party may terminate this Agreement without cause upon 30 days
prior written notice. In the event of termination, the Client shall pay EPG for all services rendered to the date of
termination and all reimbursable expenses.
3.) INSURANCE. EPG maintains insurance coverage as follows: Worker's Compensation Insurance;Employer's
Liability Insurance;Commercial General Liability Insurance;Errors&Omissions.
4.) LIMITS OF LIABILITY. In recognition of the relative risks,rewards and benefits of the project to both
the Client and EPG,the risks have been allocated such that EPG and the Client agree that,to the fullest extent
permitted by law,and notwithstanding any other provision of this Agreement,the total liability,in the aggregate,of
EPG and EPG's officers,directors,employees,agents and EPG's consultants,and any of them,to the Client and
anyone claiming by,through or under Client,for any and all claims, losses,costs or damages whatsoever arising out
of,resulting from or in any way related to the Agreement from any cause or causes, including but not limited to the
negligence,professional errors or omissions, strict liability or breach of contract or warranty express or implied of
EPG or EPG's officers,directors,employees,agents or EPG's consultants or any of them, shall not exceed limits of
professional errors and omissions liability insurance.
5.) SITE OPERATIONS. Client will provide right-of-entry to the property for EPG so EPG can provide the agreed
services.Client represents that it possesses necessary permits and licenses required for activities at the site.EPG will take
reasonable precautions to minimize damage to the property caused by EPG'operations.Unless otherwise stated in EPG'
proposal,our charges do not include cost of restoration due to any related damage which may result.
6.) FIELD REPRESENTATIVE. The presence of EPG' or its subcontractor's field personnel,either full-time or
part-time, are for the purpose of providing the agreed to services. Client agrees to inform all contractors at the site not
hired by EPG that:(i)EPG'services do not include supervision or direction of the work of the contractor(s),its employees
or agents, and (ii) the presence of EPG' field representative will not relieve the contractor of its responsibilities for
performing the work in accordance with the plans and specifications.It is agreed that EPG is not responsible for job or site
safety or security on the project, other than for EPG' employees and subcontractors,furthermore EPG does not have the
duty or right to stop the work of non-EPG contractors.
7.) DISCOVERY OF UNANTICIPATED HAZARDOUS MATERIALS. Hazardous materials may exist
where there is no reason to believe they could or should be present. The client acknowledges that EPGs's scope of
services for this project does not include any services related to hazardous wastes. EPG and the Client agree that the
discovery of unanticipated hazardous materials constitutes a changed condition mandating a renegotiation of the
scope of work or termination of services. EPG and the Client also agree that the discovery of unanticipated
hazardous materials may make it necessary for EPG to take immediate measures to protect human health and safety,
and/or the environment. EPG agrees to notify the Client as soon as practically possible should unanticipated
hazardous materials or suspected hazardous materials be encountered. The Client encourages EPG to take any and
all measures that in EPG professional opinion are justified to preserve and protect the health and safety of EPG
personnel and the public,and/or the environment,and the Client agrees to compensate EPG for the additional cost of
such work.
8.) CLIENT DISCLOSURE. Client agrees(on an ongoing basis)to advise EPG of any hazardous substance or
any condition,known or that reasonably should be known by Client,existing in,on,or near the site that presents a potential
danger to human health, the environment, or EPG' equipment EPG does not assume control of the site or undertake
responsibility for reporting to any federal, state or local public agencies any conditions at the site that may present a
potential danger to public health,safety or the environment or that may otherwise be required by applicable law,rule or
regulation,all of which is the Client's responsibility.
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Ms. Diane Schleicher
9.) INDEMNIFICATION AND HOLD HARMLESS.EPG shall indemnify and hold harmless Client and all of
Client's personnel from and against any claims,damages,losses and expenses(including attorney's fees)arising out of or
resulting from the performance of the services, provided that any such claim, damage, loss or expense is caused by the
negligent act,omission,and/or strict liability of EPG,anyone directly employed by EPG,or anyone for whose acts EPG
may be liable.
10.) OPINIONS OF COST. If requested EPG will use its professional efforts to provide opinions or estimates of
costs based on reasonably available data,EPG'designs or EPG'recommendations. However,such opinions are intended
primarily to provide information on the order of magnitude of such costs, not for use in firm budgeting or negotiation
unless specifically agreed otherwise, in writing with EPG. Client agrees actual costs of such work depend heavily on
regional economics,local construction practices,material availability,site conditions,weather conditions,contractor skills,
and many other factors beyond EPG'control.
11.) GOVERNING LAW/HARMONY/FEES. This Agreement shall be governed by the laws of the State of
Georgia.The provisions of this Agreement control over any form writings,such as Purchase Orders. EPG' Fee Schedule
follows,and is hereby incorporated herein by reference thereto. The Parties agree that the fee schedule attached shall be
automatically adjusted to the most current fee schedule promulgated by EPG,effective the date of such promulgation.
12.) ADDITIONAL SERVICES.Additional services include increase or change in scope of project,major
revisions when such revisions are inconsistent with written approvals or instructions previously given, services after
award of contract in evaluation of substitutions proposed by the client,and other services that are not included under
the scope of work;provided,however,that additional services shall not be classified as reimbursable expenses and
will be billed at EPG's 2014 Billing Rates as shown below. EPG will only perform additional services when
authorized in writing by the Owner.
Position Rate
Principal Planner/AICP/CFM $135/hour
Sr.Planner/GISP $100/hour
Senior GIS Analyst $85/hour
Environmental Planner $75/hour
Environmental Field Tech/Admin $65/hour