HomeMy Public PortalAbout100_091_Contract Charrette Comp Plan
Tybee Island Charrette Contract 1 CONTRACT FOR PROFESSIONAL SERVICES This Contract is made by and between the Coastal Regional Commission, hereinafter referred to as the “CRC” and the
City of Tybee Island, GA hereinafter referred to as the “City”; Witnesseth that: WHEREAS, the City desires that the CRC provide an planning services to the City as defined in the scope
of work section of this document. THEREFORE, it is understood and mutually agreed as follows: I. PERFORMANCE OF SERVICES: The City hereby agrees to engage the CRC and the CRC hereby
agrees to perform the services stipulated in this agreement in accordance with the terms and conditions contained herein. A. The contract commences upon authorization from the Tybee
Island City Commission which serves as notice to proceed to provide planning services to the City. This includes fixed fee services as well as a continuing services agreement reviewed
annually. B. CRC’s performance is directly dependent on cooperation of the City and City staff and timeliness in submitting materials specified in the contract. As mutually agreed upon
by both parties, the receipt of this signed and executed contract is our official notice to proceed. II. SCOPE OF WORK: The CRC shall perform and complete in a satisfactory manner the
following work and services: PROJECT GOAL AND DELIVERABLE The goal for this project is to audit and update the City’s Comprehensive Plan. Essentially, the process entails preliminary
analysis and data gathering, Charrette preparation, and the Charrette. Based on our previous discussions these deliverables and associated tasks are performed in three phases. The deliverables
include the following: o Phase 1 -Data gathering, project assessment and analysis o Phase 1 -Charrette preparation and organization o Phase 2 -Charrette facilitation
Tybee Island Charrette Contract 2 The term project throughout this document refers to the “audit and update of the Comprehensive Plan” associated with the tasks defined below. Some of
the items summarized may require support from a sub-consultant. OUTLINE OF SERVICES o Data Gathering and Analysis o Charrette Preparation o Charrette and Workshops PHASE 1 1.0 DATA GATHERING,
PROJECT ASSESSMENT AND ANALYSIS A substantial component of the audit process is identifying the issues the City currently faces. Staff begins this component by soliciting input and evaluation
of the effectiveness of the City’s Plan from all City Department Directors. The CRC develops a list of commonly identified issues that best represent general themes and concerns heard
from the community during day-to-day planning activities. Following the internal process, the issues are presented to stakeholders where the issues are developed, identified, and refined
through the Charrette process. This data-gathering task is the foundation for the Charrette and the final report. Its key components include site related data, base maps, aerials, on-site
data gathering, photography and key and initial client\stakeholder related input. We envision the following primary elements as part of this task: 1.1 Property maps, aerial and zoning
maps, specialty designations maps, pertinent detailed site maps (commercial, residential) 1.2 Demographic and housing information 1.3 On-site reconnaissance 1.4 Data Compilation 1.5
Initial vision workshop and detailed assessment Upon completing the data gathering tasks, we conduct a resource analysis aimed at clearly understanding the assets of the area. Items
are inventoried and include the following: 1.6 Site Resources This element includes all of the assets associated with the project. These items include but are not limited to: topography,
transportation corridors, architectural typologies, land-use, open space, property disposition and those components that are regionally relevant. 1.7 Cultural Resources At a minimum,
a general understanding of cultural resources relative to the project is completed.
Tybee Island Charrette Contract 3 2.0 CHARRETTE PREPARATION This task focuses primarily on stakeholder research and logistics. Typically, these steps require coordination to ensure tasks
are completed efficiently and communication is succinct and accurate. 2.1 Stakeholder Research Following the project initiation workshop/meeting, this effort is manifested through correspondence
between the CRC and the Tybee Island team leaders. This process is aimed at identifying and commencing discussions with the appropriate stakeholders associated with the project. 2.2
Charrette Logistics Building up to the Charrette, the CRC will begin planning and coordinating for the logistical needs of the Charrette. This includes but is not limited to: o Charrette
workspace requirements o Charrette break-out and presentation space requirements o Tours and associated transportation o Meals, food and snacks o Invitations, signage and advertisement
coordination (marketing) o Supplies and furnishings o Leadership teams and break-out PHASE 2 3.0 CHARRETTE The Charrette is the culmination of the preliminary work completed in phase
one vetted through a public process. We envision a three-day workshop process aimed at gaining consensus, direction and context-based applications for comprehensive planning on Tybee
Island. This intensive process entails presentations, workshops, design, site planning and graphic design. The overall goal is to obtain consensus related to the overall approach to
comprehensive planning by generating the following specific items: 3.1 Charrette Initiation -site tour and general information related to the Charrette event. 3.2 Initial findings workshop
-typically derived through targeted break-out groups with the final product being objectives related to delivering the comprehensive planning initiative to the area. 3.3 Key advisory
sessions -aimed at obtaining the appropriate information from key advisors such as the local residents, business owners, city officials and any pertinent nongovernmental organizations
(NGO's). 3.4 Conceptual design and testing diagrams -during the processes described in 3.2 & 3.3. The participants are directed to generate diagrams further expressing\defining ideas
on a site-related basis.
Tybee Island Charrette Contract 4 3.5 Design and findings refinement -the team prepares and finalizes detailed documents related to findings developed in 3.1-3.3. 3.6 Calibration and
Specific Context -This targeted workshops follows the work described above and focuses on details related to calibrating the work progress to site specific issues, programming, local
jurisdictional criteria, previous case studies and conformance with findings yielded in 3.2 & 3.3. 3.7 Final presentations and graphics -the latter part of the Charrette is focused on
design and production with an open house format. Stakeholders are offered the opportunity to comment and make any final revisions prior to the final presentation. The final presentation
is completed on the night of the third day of the Charrette. Following completion of the Charrette the CRC provides summary of the findings and copies of the graphics and findings derived
during the process. PHASE 3 The goal of the Charrette is to produce a Comprehensive Plan that benefits from the support of all stakeholders through its implementation. The CRC will compile
and refine all work derived during the Charrette process into an updated Comprehensive Plan along with a summary of all of the plus pertinent supporting graphics and data. The report
will be in 8 1/2" x 11" format and include full color. The final report is to act as a platform for the incorporation of amendments to the Comprehensive Plan as well as function as the
foundation for the development of an updated zoning ordinance. III. SCHEDULE AND COMPENSATION: The CRC shall commence providing GIS services upon authorization as a notice to proceed.
The CRC shall conduct the services specified in Section II of this contract. COMPENSATION: Planning & Governments Services Department proposes to provide the services under the items
“Outline of Services” as quoted below: 1. The City shall compensate the CRC in accordance with the following fixed fee: Phase 1 Data Gathering & Charrette Preparation Phase 2 Charrette
Phase 3 Final Document $10,000.00 2. The CRC will invoice the City monthly and invoices will include the work completed for the period of the invoice date. IV. OBJECTIVITY OF RECOMMENDATIONS:
The City understands that the CRC shall make recommendations to the City based on its best professional judgments in the context of the stated project.
Tybee Island Charrette Contract 5 V. NONCOMPLIANCE, MODIFICATION, OR ABROGATION: In the event of the CRC’s and /or the City’s noncompliance with the requirements of this contract, this
contract may be suspended in whole or part. A. If this contract is terminated, all finished or unfinished documents prepared by the CRC under this contract shall become City property.
The CRC shall be entitled to be paid just and equitable compensation for all work completed on said project up to the last day of termination of the contract. B. Either party may terminate
this contract in writing, effective upon sixty (60) calendar days’ notice. C. All modifications and changes to the Contract shall be in writing. E-mail and fax communications shall be
considered legal and binding correspondence. The original scope of the project, or the completion date, may be altered by either party with written agreement by both the CRC and the
City. Such changes shall be specifically designated as a “Change Order” and shall be signed by both parties. The CRC is not authorized or obligated to undertake any work under a “Change
Order” until that “Change Order” is signed by both parties. Upon issuing a “Change Order”, the City shall assure the CRC that there are sufficient funds to cover the additional cost,
if any, of the changes to the original scope of the project. D. If the data and other information requested from the City are not delivered in a timely manner, the CRC shall not be liable
for late submission of the material. E. A written notice shall be submitted by the CRC to the Tybee Island City Commission immediately should any invoice submitted for payment be outstanding
greater than thirty (30) days. F. In fulfilling the above scope of work and all duties related thereto, the CRC shall not discriminate on the basis of race, gender, religion, national
origin, ethnicity, sexual orientation, age, or disability in the solicitation, selection, hiring or treatment of subcontractors, vendors, or suppliers. Respondent shall provide equal
opportunity for any subcontractors to participate in subcontracting opportunities. CRC understands and agrees that violation of this clause shall be considered a material breach of the
contract and may result in contract termination, debarment, or other sanctions.
Tybee Island Charrette Contract 6 Accepted and witnessed, by our hands on the _____ day of __________, 2011. CITY OF TYBEE ISLAND _________________________ _______________________________
Date Name: Jason Buelterman Title: Mayor City of Tybee Island _________________________ _______________________________ Date Witness COASTAL REGIONAL COMMISSION _________________________
_______________________________ Date Walter Gibson, Chairman _________________________ _______________________________ Date Allen Burns, Executive Director _________________________
_______________________________ Date Witness