HomeMy Public PortalAbout2004-32 Approving Agreement with Wallace Roberts & Todd, LLC concerning Planning ServicesRESOLUTION NO. 2004-32
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, APPROVING
AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN
WALLACE ROBERTS & TODD, LLC., (THE
"CONSULTANT") AND THE VILLAGE OF KEY BISCAYNE
CONCERNING PLANNING SERVICES FOR THE
EVALUATION AND APPRAISAL REPORT (THE "EAR")
FOR THE VILLAGE'S COMPREHENSIVE PLAN,
PREPARATION OF VISION PLAN, PREPARATION OF
DESIGN AND DEVELOPMENT REGULATORY CRITERIA
FOR THE CRANDON BOULEVARD CORRIDOR, AND FOR
THE CRANDON BOULEVARD ENTRY BLOCK;
AUTHORIZING VILLAGE MANAGER TO EXECUTE THE
AGREEMENT BETWEEN THE VILLAGE AND
CONSULTANT; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, pursuant to request for proposal processes for planning consulting services,
the Village Manager has recommended that the planning firm of Wallace Roberts & Todd, LLC.,
(the "Consultant") be retained to perform the necessary planning services for the Village including
planning services for the evaluation and appraisal report (the "EAR") for the Village's comprehensive
plan, preparation of vision plan, preparation of design and development regulatory criteria for the
Crandon Boulevard Corridor, and for the Crandon Boulevard Entry Block, as further described
herein; and
WHEREAS, the Village Council finds that approval of the proposed Professional Services
Agreement between the Village and Consultant is in the best interest of the Village.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Services Authorized, Specification of Funds. That the planning services
to be provided by Consultant to the Village are hereby authorized, as described in the Professional
Services Agreement which is attached hereto and in the Village Manager's Memorandum which
accompanies this Resolution, in accordance with the funding source and amount identified in such
Memorandum.
Section 3. Agreement Approved. That the Professional Services Agreement (the
"Agreement") between the Village and Consultant, in substantially the form attached hereto, is
hereby approved, and the Village Manager is hereby authorized to execute such Agreement on behalf
of the Village, once approved by the Village Attorney as to form and legal sufficiency.
Section 4. Implementation. That the Village Manager is hereby authorized to take any
and all action necessary to implement the purposes of this Resolution and the Agreement.
Section 5. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 3rd day of August , 2004.
71(5' cet(A4, L.__.
MAYOR ROBERT OLDAKOWSKI
CONCHITA H. ALVAREZ, CMC, VILLAGE CLERK
APPROVED AS TO FORM AND LEGAL SUFFICIENC
i--rl h,),
VILLAGE ATTORNEY
103.001/Resolutions/professional services agreement for evaluation and appraisal report 6.10.04
2
VILLAGE OF KEY BISCAYNE
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into thi day of August, 2004, by and between
the VILLAGE OF KEY BISCAYNE (the "VILLAGE") and WALLACE ROBERTS & TODD,
LLC., a Florida Limited Liability Company (the "CONSULTANT").
RECITALS:
The VILLAGE wants to engage the CONSULTANT to perform certain professional
planning services for the VILLAGE, as specifically described in the Scope of Services provided in
Exhibit "A" to this Agreement ("Specified Services"). The CONSULTANT wants to provide such
Specified Services.
In consideration of the mutual covenants set forth in this Agreement, the parties agree as
follows:
1. SCOPE OF SERVICES
A. The CONSULTANT agrees to perform the Specified Services upon written request
from the Village Manager.
The Specified Services include all necessary planning services for the:
(i) preparation of the evaluation and appraisal report ("EAR") for the
Comprehensive Plan;
(ii) preparation of the Vision Plan;
(iii) preparation of design and development regulatory criteria for the
Crandon Corridor described in Ordinance No. 2004-06.
B. CONSULTANT shall expend all necessary efforts to competently and professionally
complete all tasks in accordance with a schedule to be approved by the Village Manager.
C. All necessary work for the preparation and adoption of the EAR must be timely
completed so that the EAR may be adopted in accordance with the February 1, 2005 EAR adoption
deadline established by the State Department of Community Affairs (the "DCA"). CONSULTANT
will not be held responsible for delays caused by failure on the part of the VILLAGE to provide
necessary information in a timely manner, to meet established timeframes for review and approval
of CONSULTANT's work, to schedule meetings according to established timeframes, or other
causes beyond the control of the CONSULTANT and which are not the fault of the
CONSULTANT.
D. CONSULTANT shall perform additional services beyond the Specified Services, but
within its expertise, if requested by the Village Manager, at compensation which is first mutually
agreed to in writing.
2. FEES FOR SERVICES
As full compensation for satisfactory performance of the Specified Services, the
CONSULTANT agrees to charge and shall be paid by the Village in accordance with the fee
schedule set forth in Exhibit "B," for a total fee not to exceed ONE HUNDRED TWENTY-FOUR
THOUSAND ONE HUNDRED FIFTY $124,150.00) Dollars. Fees shall be paid in arrears each
month, pursuant to monthly invoice, based upon the percentage of work completed for each task
invoiced. Invoices shall be promptly processed for payment pursuant to the Florida Prompt
Payment Act.
3. TERM
The duration of the term of this Agreement shall commence upon execution hereof and is
for an initial term of one (1) year, commencing on August 9, 2004 and ending on August 8, 2005,
unless extended by the Village Manager or earlier terminated pursuant to paragraph 8.
4. RECORDS
All original sketches, tracings, drawings, computations, details, reports, calculations, work
papers and other documents and plans that result from the CONSULTANT providing Specified
Services or any additional services hereunder shall be the property of the VILLAGE. Upon
termination of this Agreement or upon request of the VILLAGE during the term of this Agreement,
any and all such documents shall be delivered to the VILLAGE by the CONSULTANT. All work
products shall be provided to VILLAGE in paper and digital.
5. INSURANCE
A. The CONSULTANT shall at all times carry comprehensive general liability and
contractual liability insurance, workers' compensation insurance (if applicable), and automotive
liability insurance, with minimum policy limits for each coverage in the amount of at least Five
Hundred Thousand ($500,000.00) Dollars per occurrence, combined single limit, for property
damage and bodily injury, including death, except that the dollar amount of workers
compensation coverage (if applicable) shall be as provided by Chapter 440, Fla. Stat. The
VILLAGE shall be named as an additional insured on all of the above insurance policies, to the
extent permitted by law. Each insurance policy shall state that it is not subject to cancellation or
reduction in coverage without written notice to the VILLAGE 30 days prior to the effective date
of cancellation or reduction of coverage.
B. CONSULTANT shall indemnify and hold harmless the VILLAGE, its officers and
employees, from liabilities, damages, losses and costs, including, but not limited to,
reasonable attorneys' fees, to the extent caused by the negligence, recklessness or intentional
wrongful conduct of the CONSULTANT and persons employed or utilized by the
CONSULTANT in the performance of the Agreement, except that neither the CONSULTANT
nor persons employed or utilized by the CONSULTANT will be liable under this paragraph
for liabilities, damages, losses, or costs resulting from negligent acts, errors, or omissions by
the VILLAGE or any of their officers, agents, or employees during the performance of this
Agreement.
6. ASSIGNMENT
This Agreement shall not be assignable by the CONSULTANT.
7. PROHIBITION AGAINST CONTINGENT FEES
The CONSULTANT warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for the CONSULTANT, to solicit or secure this
Agreement, and that it has not paid or agreed to pay any person(s), company, corporation,
individual or firm, other than a bona fide employee working solely for the CONSULTANT any fee,
commission, percentage, gift, or any other consideration, contingent upon or resulting from the
award or making of this Agreement.
8. TERMINATION
This Agreement may be terminated by the VILLAGE upon thirty (30) days advance written
notice with or without cause and by the CONSULTANT upon ninety (90) days advance written
notice with or without cause. If this Agreement is terminated, the CONSULTANT shall be paid in
accordance with the provisions of paragraph 2 for all acceptable work performed up to the date of
termination.
9. NONEXCLUSIVE AGREEMENT
The services to be provided by the CONSULTANT pursuant to this Agreement shall be
nonexclusive and nothing herein shall preclude the VILLAGE from engaging other firms to
perform the same or similar services for the benefit of the VILLAGE within the VILLAGE's sole
and absolute discretion.
10. ENTIRE AGREEMENT
The parties hereby agree that this is the entire agreement between the parties. This
Agreement cannot be amended or modified without the express written consent of the parties. The
Village Manager shall act for VILLAGE hereunder.
11. WARRANTIES OF CONSULTANT
The CONSULTANT hereby warrants and represents that at all times during the term of this
Agreement it shall maintain in good standing all required licenses, certifications and permits
required under Federal, State and local laws necessary to perform the Specified Services for Village
as an independent contractor of the Village.
12. NOTICES
All notices and communications to the VILLAGE or CONSULTANT shall be in writing
and shall be deemed to have been properly given if transmitted by registered or certified mail or
hand delivery. All notices and communications shall be effective upon receipt. Notices shall be
addressed as follows:
VILLAGE: Jacqueline R. Menendez
Village Manager
Village of Key Biscayne
88 West McIntyre Street
Key Biscayne, FL 33149
With a copy to:
CONSULTANT:
Village Attorney
c/o Weiss Serota Helfman Pastoriza Guedes Cole &
Boniske, P.A.
2665 South Bayshore Drive
Suite 420
Miami, Florida 33133
Wallace Roberts & Todd, LLC.
191 Giralda Avenue, Penthouse
Coral Gables, Florida 33134
-5-
13. GOVERNING LAW; LITIGATION
This Agreement shall be construed in accordance with the laws of the State of Florida.
Venue for any litigation hereunder shall be in Miami -Dade County, Florida. The parties voluntarily
waive the right to any trial by jury in any litigation hereunder.
IN WITNESS WHEREOF, the parties hereto have accepted, made and executed this
Agreement upon the terms and conditions above stated on the day and year first above written.
CONSULTANT:
WALLACE ROBERTS & TODD, LLC.
191 Giralda Avenue, Penthouse
Coral Gables, FL 33134
By:
Title:
(7.
A.,
sr vcviii-
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F:\ 103001\Agreements\New Agreement for Professional Services 6.10.04
VILLAGE:
VILLAGE OF KEY BISCAYNE
88 West McIntyre Street
Key Biscayne, FL 33149
By:
J
illage Manager
Village Clerk
proved as to Legal Form and Sufficiency:
11.45/
Village Attorney
Approved pursuant to Council Resolution No.
1, ,1,�by
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EXHIBIT A
SCOPE OF SERVICES
The following Scope of Services defines tasks, steps, and activities that the CONSULTANT
proposes to perform to:
1. Prepare the Evaluation and Appraisal Report (EAR);
2. Prepare a Vision Plan;
3. Prepare Design Guidelines and Development Standards for the Crandon Boulevard
Corridor.
1. EVALUATION AND APPRAISAL REPORT (EAR)
PHASE ONE: Project Organization and Mobilization
Note: To optimize this phase, Tasks 1.1 and 1.2 will be conducted over a (consecutive) two- to
three-day period, as described below, in tandem with the kick-off meeting and stakeholder
interviews proposed in the visioning process.
1.1 Project Kick -Off (Day 1, morning)
An initial meeting will be held with key Village personnel and other pertinent government
agencies' staff (i.e. County, adjacent municipalities, State agencies, etc.) to accomplish the
following:
• Establish protocols for project coordination/communications
• Define roles, assignments, and responsibilities
• Finalize and agree on schedule and project milestones
• Initiate a review of the Village's current Comprehensive Plan to identify areas of progress
toward, or deficiencies in achieving the Plan's goals, objectives and policies
• Request/receive other available plans, studies, reports, data, and mapped (GIS) information
from the Village, Miami -Dade County (including the CDMP Evaluation and Appraisal
Report), City of Miami, MPO, SFRPC, DOT, DEP, etc.
• Discuss and define an initial list of potential issues/subject matter of the EAR, including
those of common interest to adjacent City of Miami and to Miami -Dade County.
1.2 Stakeholder Interviews (Day 1, afternoon; Day 2, all day; Day 3, morning, contingent
on total number of scheduled interviews)
In addition to the initial meeting held with staff of all relevant government entities, the Consultant
will conduct interviews (preferably small groups) with community leaders and stakeholders
including, as appropriate, Village Council members; appointed board and committee members;
representatives of key local and regional institutions; and representatives of civic, business, and
neighborhood associations, to review, discuss, and refine the subject matter (issues) of the EAR
initially identified through the kickoff meeting.
Village staff will be responsible for identifying and contacting stakeholders, coordinating, and
scheduling interviews.
1.3 Draft List of Issues
The Consultant will prepare a draft list of issues to distribute to relevant agencies and
stakeholders for review. Reviewing parties will be asked to provide feedback/comment within
one (1) week.
1.4 Letter of Understanding with DCA
Once comments from reviewing parties have been received and addressed, the Consultant will
finalize/prepare the list of major issues for submittal to DCA, along with a request from the
Village for a letter of agreement from DCA on the selected topics.
Note: Average turnaround from DCA on EAR letters of understanding is approximately four (4)
weeks.
1.5 Review of Available Information and Data
While waiting on the Letter of Understanding, the Consultant will initiate the review and
assessment of the base information received at or after the project kickoff. Gaps (if any) will be
identified and the Consultant will work with Village staff and relevant agencies (including DCA)
to determine/agree upon the need and means to address such gaps.
Phase One Deliverables:
• Technical Memorandum 1, "Summary of Stakeholder Interviews" (Task 1.2)
• Technical Memorandum 2, "Draft List of Major EAR Issues" for stakeholder review and
comment. (Task 1.3)
• Technical Memorandum 3, "Final List of Major EAR Issues" and request for Letter of
Understanding from DCA, for submittal by the Village. (Task 1.4)
NOTE: All deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdf), with all associated graphics and images
additionally provided in jpeg format).
PHASE TWO: EAR Preparation
2.1 Community Assessment
In this task the Consultant will begin an analysis of the physical structure of the community as
well as of internal and external factors that may promote change, in the following subject areas:
• Demographics (both local and regional)
• Economic Development/Tourism (regional)
• Land Use
• Housing
• Transportation Infrastructure
• Public Services (Water/Sewer, Drainage, etc.)
• Community Facilities
• Environmental/Natural Resources
• Historic, Cultural, and Archaeological Resources
• Emergency Management
• Capital Improvements
• Intergovernmental Coordination
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In addition, through this analysis, major issues identified through Tasks 1.1 through 1.3 in any of
the above areas will be categorized under one or more of the following headings:
Deficiencies: systems or facilities that do not (or which may not in the future) provide adequate
levels of service.
Needs: unmet present and future demands for certain services, facilities or improvements
necessary to correct deficiencies.
Trends: measurable internal or external changes that may create vulnerabilities or
opportunities.
Opportunities: potential approaches to meeting present and anticipated needs, correcting
present or anticipated deficiencies or otherwise enhancing community character and quality of
life.
Constraints: regulatory, technical or political limitations on the ability to meet needs, correct
deficiencies, or to respond to opportunities or vulnerabilities.
Vulnerabilities: conditions that represent threats to public health or safety, or through which
unwanted changes to quality of life or community character could occur.
2.2 Preliminary Draft EAR Document
The List of Issues accepted by DCA, together with the analysis conducted in the previous task,
will be used to prepare an initial draft of the EAR. The report will be prepared in close
coordination with Village staff and other pertinent reviewing parties.
2.3 Public Hearing on Draft EAR
Once the initial document is completed, a public hearing will be conducted to receive input from
the public. The draft document will also be distributed to the reviewing parties for comment,
with the request that they provide their feedback within one (1) week.
The Village will be responsible for scheduling, appropriately advertising/publicizing, arranging,
documenting, and providing support materials (copies of draft report, meeting agendas, sign-up
and comment sheets, etc.) for the hearing.
Note: The Consultant will provide one reproducible hard copy original and electronic, print -ready
files.
2.4 Revised Draft EAR Document/Submittal to DCA (optional)
Input received from the public and reviewing parties will be incorporated or addressed as
appropriate in a revised version of the Draft EAR to be submitted to DCA (provided that the 90 -
day pre -deadline period can be met).
Note: Average review turnaround from DCA is approximately four (4) weeks.
2.5 Final EAR Document
Feedback from DCA (assuming the draft version is submitted, and reviewed, in a timely
manner) will be incorporated or addressed as appropriately to create a final version of the EAR
document.
Page 3 of 13
2.6 Public Hearing on Final EARNillage Council Adoption
A public hearing will be conducted to present the final EAR document for Council adoption prior
to submittal to DCA. The hearing should occur no less than one (1) week prior the submittal
date. The Village will be responsible for scheduling, appropriately advertising/publicizing,
arranging, documenting, and providing support materials (copies of draft report, meeting
agendas, sign-up and comment sheets, etc.) for the hearing. Note: The Consultant will provide
one reproducible hard copy original and electronic, print -ready files.
2.7 Transmittal of Final EAR for DCA Review
Three (3) copies of the adopted EAR document and corresponding Council resolution/ordinance
will be transmitted in timely fashion to DCA to meet the February 1, 2005. Additional copies will
be distributed to the reviewing agencies and to adjacent local governments (one to each).
2.8 Finding of Sufficiency/Non-Sufficiency
During DCA's review period, the Consultant will be available to address any requests for
clarification. In addition, should a Finding of Non -Sufficiency be issued by DCA, the Consultant
will assist the Village in responding, as appropriate, to DCA's comments. Should the DCA
require amendments to the Comprehensive Plan and a response the Objections,
Recommendations, and Comments Report (ORC), this work will be prepared by the Consultant
with compensation as set forth in the attached Agreement.
Phase Two Deliverables:
• Preliminary Draft, "Evaluation and Appraisal Report' for public review and comment (Task
2.2)
• Draft (Revised), "Evaluation and Appraisal Report" for DCA review and comment. (Optional
Task 2.4)
• Final Document, "Evaluation and Appraisal Report" for Village Council adoption and
submittal to DCA, with request for Finding of Sufficiency. (Task 2.5)
NOTE:
Task 2.2 and Task 2.4 Deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdf), with all associated graphics and images
additionally provided in jpeg format).
Task 2.5 Deliverable will be submitted as follows:
One (1) hard -copy color original to the Village for internal reproduction and distribution.
Ten (10) color copies for submittal to DCA (3) and reviewing agencies (one to each).
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdt), with all associated graphics and images
additionally provided in jpeg format).
Page 4 of 13
2. VISION PLAN
PHASE ONE: PROJECT ORGANIZATION AND MOBILIZATION
Overview
The purpose of the initial mobilization phase is threefold:
(a) to array and assess the information base necessary to inform the visioning process;
(b) to create an organizational structure for the conduct of the visioning process and a schedule
of project milestones; and
(c) to identify and agree on appropriate techniques for community outreach and public
participation.
Steering Committee. The Village Council will determine the composition of a Steering
Committee which may be the Village Council, the Local Planning Agency, or any grouping of
citizens appointed by the Council. The purpose of the Steering Committee is to guide the
planning effort. As part of its role in facilitating community consensus and policy direction, the
Steering Committee will host a series of community forums to coincide with the sequence of
decision milestones for which community consensus must be sought on the Vision Statement.
The following paragraphs summarize the full list of activities to be completed during the
mobilization phase. To optimize this phase, Tasks 1.1, 1.2, and 1.3 will be conducted over a
(consecutive) two and a half -day period, as described below.
1.1 Project Kick -Off (Day 1, morning)
The Consultant will hold an introductory meeting with key Village personnel to accomplish the
following:
• Receive prior and ongoing plans and studies, supporting data, and mapped information
• Identify project milestones
• Identify key issues
• Finalize public participation program
• Establish protocols for project coordination/communications
• Define roles, assignments, and responsibilities
In addition, and as appropriate, the Consultant may meet with other pertinent government
agencies' staff (e.g., County, adjacent municipalities, State, etc.) to obtain a more
comprehensive overview of the dynamics of the community, array additional information, and
assess the status of current governmental initiatives with impacts on the future of the Village.
NOTE: This task will be conducted in combination with the proposed kick-off meeting for the
EAR project for the purposes of assembling data and identifying key issues/subject matter for
the preparation of the EAR.
1.2 Community Stakeholder Interviews (Day 1, afternoon; Day 2, all day; Day 3, morning,
contingent on total number of scheduled interviews)
The Consultant will conduct interviews (preferably small groups) with community "opinion
leaders," including, as appropriate, Village Council members; appointed board and committee
members; representatives of key local and regional institutions; and representatives of civic,
Page 5 of 13
business, and neighborhood associations. The sessions will serve to personally acquaint the
Consultant with those likely to be instrumental in building consensus, to assess the expectations
and desired outcomes for the visioning process, and to provide insight into the range of opinions
on the Village's future. Village staff will be responsible for identifying and contacting
stakeholders, coordinating, and scheduling interviews.
NOTE: This task will be conducted in tandem with the proposed stakeholder interviews for the
EAR project for the purposes of identifying key issues/subject matter for the preparation of the
EAR.
1.3 Initial Steering Committee Meeting (Day 2, Evening)
The purpose of this introductory meeting is to formally introduce the Consultant and review the
visioning process. At the direction of the Steering Committee, the Consultant will guide a
discussion on the purpose, structure, and application of the Vision Plan, the importance of the
Vision Statement as the "policy touchstone" of the plan, and the "job description" of the Steering
Committee in crafting the Vision Statement.
A portion of this meeting will also be devoted to conducting a SWOT exercise (Strengths,
Weaknesses, Opportunities, and Threats) with the Steering Committee. The purpose of the
exercise is two -fold: first, to identify initial areas of consensus on key issues; second, to allow
the Steering Committee to evaluate the suitability of the S.W.O.T. technique as a method of
facilitating public input for the creation of a Vision Statement. The technique is designed to
facilitate the examination of a range of public perceptions on the present and future of the
community, and to define areas of consensus on priority issues, by asking questions under the
following headings:
Present Strengths and Weaknesses
• What present characteristics of Key Biscayne and its environs do we characterize as
strengths (qualities we value highly and strive to retain) ?
• What characteristics can we characterize as weaknesses (problems or deficiencies requiring
resolution) ?
Future Opportunities and Threats
• What (internal and external) conditions or trends may change Key Biscayne?
• Which can we interpret as opportunities for improvement?
• Which can we interpret as threats, which could produce undesired consequences?
While the results of this exercise will be tabulated, synthesized, and interpreted in a
memorandum to be delivered to the Steering Committee, the primary purpose of this meeting
will be to train Steering Committee members to act as facilitators, scribes, and technical support
for the SWOT exercises to be conducted with the public in the community forums.
1.4 Public Involvement Plan
During the Project Mobilization Phase, the Consultant will work with the Village Staff and the
Steering Committee to finalize a public participation plan that will identify the techniques to be
used and when they will occur.
1.5 Village Council Briefing
It is critical at the outset of the process to ensure that those with policy -making authority have a
clear understanding of, and a comfort level with, the planning process. As part of the initial
mobilization phase, the Consultant will participate in a Village Council meeting to review with
Page 6 of 13
members the visioning process, emphasizing those milestones where they will have the
opportunity to review, "sign off' on, and influence the Vision Statement as it develops.
Phase One Deliverables:
• Technical Memorandum 1, "Stakeholder Interview and Steering Committee SWOT Exercise
Summary' (Tasks 1.2 and 1.3)
• Technical Memorandum 2, "Final Public Involvement Plan" (Task 1.4)
NOTE: All deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdf), with all associated graphics and images
additionally provided in jpeg format).
PHASE TWO: ARTICULATING THE VISION
Overview
Phase Two of the visioning process is designed to explore community perceptions of existing
conditions, trends and key issues, and to elicit responses to value -based questions about how
satisfactory the current state of affairs is, and where Key Biscayne, as a community, wants to
go. The input collected through this process will be used to articulate a Vision Statement
encapsulating the community's broad values and aspirations for the future.
In a parallel track, conducted as part of the preparation of the EAR, factual data pertaining to
current conditions and trends in the Village and the surrounding region will be arrayed, sorted,
evaluated, and synthesized into an overview of key community indicators, which will be provided
to the Steering Committee and citizen participants to support the development of the Vision.
2.1 Community Forum One: Perceptions and Aspirations
To launch Phase Two of the visioning process, a first round of community forums will be held
with citizen participants. Two (2) meetings will be held (either at different times on a single day,
or on two different days), to maximize ease of access for citizen participants.
Facilitated by the Consultant and Steering Committee members, with technical support from
Village staff, each three-hour forum will define areas of consensus on community values and
aspirations using the SWOT analysis exercise or a similar small -group consensus -building
technique. The Consultant will summarize the results of the forum(s) in writing for public
distribution and for use by the Steering Committee in articulating the Draft Vision Statement.
2.2 Steering Committee Meeting(s): Visioning Workshop/Draft Vision Statement
Using documentation of input from the first series of community forums, the Consultant will
conduct up to four (4) meetings with the Steering Committee to extract and articulate a
preliminary Draft Vision Statement identifying those components of quality of life and community
character that are highly valued by citizens of Key Biscayne. The exercise will seek to define
areas of broad consensus, as well as issues on which the community may have varying
perceptions.
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2.3 Community Forum Two: Review of Draft Vision Statement
A community forum will be held to present the Draft Vision Statement for public review and
feedback. At this forum, the Consultant will assist the Steering Committee in presenting the
Draft Vision Statement at these forums, using PowerPoint, or similar audio-visual tools.
2.4 Steering Committee Meeting: Refining the Vision Statement
A Steering Committee meeting will be held for the purpose of "polishing" a final Vision
Statement based on public comment received after dissemination of the Draft Vision Statement.
While the Vision Statement will stand alone as a clear expression of community values and
aspirations for the future, the Steering Committee may also be challenged to express the
manner in which the community should act upon the vision and the way in which the vision
should serve to structure, guide and motivate the comprehensive plan and implementation tools
including the zoning code, capital improvement program, etc.
Based on the results of the Steering Committee meeting, the Consultant will prepare a Final
Vision Statement for adoption by both the Steering Committee and the Village Council.
2.5 Village Council Presentation/Adoption
As appropriate, the Consultant will assist the Steering Committee in presenting the Vision
Statement to the Village Council for adoption.
Phase Two Deliverables:
• Technical Memorandum 3, "Summary of Community Forum One: SWOT Exercise Results"
(Task 2.1)
• Technical Memorandum 4, "Draft Vision Statement" (Task 2.2)
• Technical Memorandum 5, "Final Vision Statement" (Task 2.4)
NOTE: All deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdf), with all associated graphics and images
additionally provided in jpeg format).
PHASE THREE: CONCEPT AND STRATEGY DEVELOPMENT
Overview
This phase will consider a range of concepts and strategies to achieve the community Vision.
This is anticipated to be a collaborative process with the Steering Committee providing the
overall policy direction. Concepts depict adjustments and modifications to assumptions about
internal and external pressures for change (e.g., to existing patterns of land use, development
types, increased visitation, etc.). For each concept, strategies will indicate implementation
techniques and actions for development regulation, capital facility programming or
intergovernmental relations as appropriate. The community assessment completed as part of
Phase Two of the EAR preparation will be used as one of the inputs in evaluating the
performance of alternatives in achieving the Vision (Task 3.2).
3.1 Identification of Alternative Concepts and Strategic Initiatives
During this task, the Consultant will formulate different concepts that could be implemented to
accomplish the Vision. These will be organized by strategic initiatives or "themes," as may be
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suggested in the Vision. Broad ranges of actions will then be identified as possible choices
within each initiative category. Alternative actions may include:
• capital improvements (e.g., roadway network improvements; infrastructure systems — sewer,
stormwater, etc.; community facilities)
• Comprehensive Plan amendments
• zoning changes, etc.
The Consultant will summarize the Strategic Initiatives and related Alternative Actions in a
technical memorandum.
3.2 Steering Committee Meetings
The Consultant will facilitate up to six (6) meetings with the Steering Committee to consider the
options developed in Task 3.1 and to present an evaluation of their performance relative to
known trends and the policy structure set by the Vision Statement.
Based upon this evaluation, the Steering Committee will select a preferred concept and
strategies.
3.3 Community Forum Three: Preferred Concept and Strategies
A third community forum will be held to review and receive public input on the preferred concept
and strategies.
Phase Three Deliverables:
• Technical Memorandum 6, "Summary of Alternative Concepts and Strategies and
Performance Evaluation" (Tasks 3.1 and 3.2)
NOTE: All deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files (text both in Microsoft Word 97 and
Adobe Acrobat 5.0 portable document format (pdt), with all associated graphics and images
additionally provided in jpeg format).
PHASE FOUR: VISION PLAN DOCUMENT
Overview
Once consensus has been achieved by the Steering Committee on a preferred concept and
strategic framework, the fourth step in the planning process is designed to articulate and refine
the preferred scenario and concepts into definitive strategies and actions.
4.1 Vision Plan Document
A preliminary outline of the contents of the Vision Plan is suggested, as follows, but may be
refined throughout the planning process based on the outcome of preceding phases.
• Planning Context
This section will present a synthesis of the dynamics of the region's growth, summarizing the
internal and external conditions faced by the Village and to which the Vision Plan responds.
Note: The information for this section will come from the Evaluation and Appraisal Report,
completed towards the end of Phase Two.
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" V i s i o n S t a t e m e n t
I n c o n t r a s t t o t h e f a c t u a l i n f o r m a t i o n c o n t a i n e d i n t h e P l a n n i n g C o n t e x t , t h e V i s i o n S t a t e m e n t
a r t i c u l a t e s t h e p r e s e n t a n d f u t u r e d e s i r e d c h a r a c t e r i s t i c s t o c o n t r i b u t e t o t h e q u a l i t y o f l i f e a n d
c o m m u n i t y c h a r a c t e r v a l u e d b y r e s i d e n t s o f K e y B i s c a y n e
" S t r a t e g i c D i r e c t i o n s
T h e f r a m e w o r k o f p o l i c y r e s p o n s e s s e l e c t e d t o a c h i e v e t h e v i s i o n a n d a d d r e s s t h e i s s u e s a n d
c h a l l e n g e s i d e n t i f i e d t h r o u g h t h e p l a n n i n g p r o c e s s .
" A c t i o n P l a n / I m p l e m e n t a t i o n A g e n d a
S p e c i f i c a c t i o n s w h i c h t h e V i l l a g e i n t e n d s t o t a k e o v e r t h e p l a n n i n g h o r i z o n t o i m p l e m e n t t h e
V i s i o n P l a n . T h e a c t i o n p l a n m a y i n c l u d e , b u t a r e n o t l i m i t e d t o t h e f o l l o w i n g c a t e g o r i e s o f
a c t i o n s :
R e g u l a t o r y F r a m e w o r k : R e c o m m e n d e d r e v i s i o n s t o p r e s e n t d e v e l o p m e n t r e g u l a t i o n s a n d
p r o c e d u r e s .
C a p i t a l I m p r o v e m e n t s : R e c o m m e n d e d c h a n g e s t o t h e c a p i t a l i m p r o v e m e n t p r o g r a m t o
a d j u s t p r i o r i t i e s , s c h e d u l i n g o r r e s o u r c e s .
M o n i t o r i n g , U p d a t i n g a n d I n c o r p o r a t i o n i n t o t h e C o m p r e h e n s i v e P l a n R e c o m m e n d e d
p r o v i s i o n s t o m o n i t o r i m p l e m e n t a t i o n p r o g r e s s , e s t a b l i s h s t a n d a r d s o f c o m p l i a n c e w i t h
c o m p r e h e n s i v e p l a n p o l i c i e s , a n d p r e s c r i b e p r o c e d u r e s f o r p l a n a m e n d m e n t , r e v i s i o n s , a n d
u p d a t i n g .
I n t e r g o v e r n m e n t a l C o o r d i n a t i o n : R e c o m m e n d e d s t r a t e g i e s f o r c o o r d i n a t i o n a n d
c o o p e r a t i o n b e t w e e n t h e V i l l a g e a n d a d j a c e n t m u n i c i p a l i t i e s , r e g i o n a l a n d S t a t e e n t i t i e s .
4 . 2 V i l l a g e C o u n c i l P r e s e n t a t i o n / A d o p t i o n
T h e C o n s u l t a n t w i l l p r e s e n t t h e f i n a l V i s i o n P l a n d o c u m e n t a t a p u b l i c h e a r i n g f o r V i l l a g e
C o u n c i l c o n s i d e r a t i o n a n d a d o p t i o n .
P h a s e F o u r D e l i v e r a b l e s :
" D r a f t V i s i o n P l a n d o c u m e n t ( T a s k 4 . 1 )
" F i n a l V i s i o n P l a n ( T a s k 4 . 2 )
N O T E : A l l d e l i v e r a b l e s w i l l b e s u b m i t t e d a s f o l l o w s :
O n e ( 1 ) h a r d - c o p y , r e p r o d u c i b l e c o l o r o r i g i n a l o f e a c h d o c u m e n t .
O n e ( 1 ) c o m p a c t d i s k ( C D ) o f t e x t a n d g r a p h i c d i g i t a l f i l e s ( t e x t b o t h i n M i c r o s o f t W o r d 9 7 a n d
A d o b e A c r o b a t 5 . 0 p o r t a b l e d o c u m e n t f o r m a t ( p d f , w i t h a l l a s s o c i a t e d g r a p h i c s a n d i m a g e s
a d d i t i o n a l l y p r o v i d e d i n j p e g f o r m a t ) .
P a g e 1 0 o f 1 3
3. CRANDON BOULEVARD CORRIDOR USE DESIGN AND DEVELOPMENT
REGULATIONS
1. Purpose.
The purpose of this task is to develop a set of uniform Use, Design and Development
Regulations (the "Regulations") for the future development and use of the
commercially and office -zoned properties along Crandon Boulevard within the Village
of Key Biscayne.
2. Scope of Regulations.
The Regulations may include, but are not limited to, the following:
• Permissible uses (including conditional uses);
• Development intensities (including design bonus);
• Building height;
• Building orientation;
• Location of building entrances;
• Building setbacks;
• Architectural features;
• Landscaping;
• Signage;
• Ingress/egress;
• Lighting;
• Facade elements;
• Parking; and
• Lot assembly regulations and incentives.
3. Drawinqs.
In the preparation of the Regulations, the Consultant shall provide drawings
(including site plans and elevation drawings), which show the typical development
that may occur under the proposed Regulations for up to three different lot
configurations along Crandon Boulevard.
4. Cooperation with Crandon Boulevard Committee.
In performing this task the Consultant will work in direct consultation with and follow
the direction of the Village's Crandon Boulevard Zoning and Development
Committee (which has been charged with the responsibility of recommending Use,
Design and Development Regulations for Crandon Boulevard) (the "Committee) and
the Village's Local Planning Agency.
5. Public Participation.
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In performing the task of developing the Regulations, the Consultant, at the direction
of the Committee, will prepare and implement a procedure designed to encourage
public participation, which may include public workshops, interviews, charrettes and
other activities specifically designed to elicit public input in the process. Under this
Agreement, the Consultant will be available to conduct up to four (4) public
workshops or equivalent charrette activity during the course of the study. In the case
of interviews, the Village shall make every effort to schedule these in sequence over
consecutive days, to not exceed two (2) days of interviews.
6. Committee Meeting.
The Consultant, at the direction of the Committee, will prepare the Regulations and
attend meetings. The purpose of the meeting is to reach agreement by the
Committee members on a preferred concept and on an approach to mandatory
(standards) and non -mandatory (guidelines) elements.
7. Draft Development Standards and Design Guidelines.
A draft document of the proposed Regulations will be prepared and submitted for
Committee review based upon the direction provided to the Consultant by the
Committee. Where appropriate and necessary, text descriptions will be
accompanied by user-friendly graphic representations.
8. Final Development Standards and Design Guidelines.
After receiving direction from the Committee regarding the draft Regulations, the
Consultant will prepare a final document. The Committee will have final review of the
document prior to consideration by the Village Council. While this document will be
developed to meet legal requirements, codification for adoption will be the
responsibility of Village staff after adoption by the Village Council.
9. Village Council Presentation.
The Consultant will assist the Committee and Village staff in presenting the final
recommended Regulations and ordinance to the Village Council for adoption.
Deliverables:
• Conceptual Site Plans and Elevations for up to three (3) lot configurations.
• Crandon Boulevard Corridor Draft Development Standards and Design
Guidelines
• Crandon Boulevard Corridor Final Development Standards and Design
Guidelines
NOTE: All deliverables will be submitted as follows:
One (1) hard -copy, reproducible color original of each document.
One (1) compact disk (CD) of text and graphic digital files for (text both in Microsoft
Word 97 and Adobe Acrobat 5.0 portable document format (pdf), with all associated
graphics and images additionally provided in jpeg format).
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EXHIBIT B
FEE SCHEDULE
• Evaluation and Appraisal Report $21,440
• Vision Plan $52,640
• Crandon Blvd. Corridor Design Guidelines and
Development Standards $50,070
Total Fee $124,150