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R2024-182 2024-09-23RESOLUTION NO. R2024-182 A Resolution of the City Council of the City of Pearland, Texas, authorizing a professional service contract with Design Workshop, Inc., for planning and legal services associated with the update of the Unified Development Code, in the estimated amount of $300,000.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain contract for professional services, a copy of which is attached hereto as Exhibit “A” and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest a contract for professional services. PASSED, APPROVED and ADOPTED this the 23rd day of September, A.D., 2024. ________________________________ J.KEVIN COLE MAYOR ATTEST: ________________________________ FRANCES AGUILAR, TRMC, MMC CITY SECRETARY APPROVED AS TO FORM: ________________________________ DARRIN M. COKER CITY ATTORNEY Docusign Envelope ID: 83FF569C-EBF5-4146-A3F6-7F726DEFFB6A CONTRACT FOR PROFESSIONAL SERVICES THIS CONTRACT is entered into on _______________________, 2024 by and between the City of Pearland ("CITY") and ____________________________ ("CONSULTANT"). The CITY engages the CONSULTANT to perform professional services for a project known and described as _________________________ ("PROJECT"). SECTION I - SERVICES OF THE CONSULTANT The CONSULTANT shall perform the following planning services to CITY standards and in accordance with the degree of care and skill that a professional in Texas would exercise under the same or similar circumstances: A. The CONSULTANT shall _______________________. [BE SPECIFIC] See Exhibit A, attached, for a detailed SCOPE OF WORK and PROJECT schedule. The PROJECT schedule shall be submitted in digital and hard copy form in the Microsoft Project for Windows format. B. The CONSULTANT shall prepare and submit a detailed opinion of estimated cost of the PROJECT. C. The CONSULTANT acknowledges that the CITY (through its employee handbook) considers the following to be misconduct that is grounds for termination of a CITY employee: Any fraud, forgery, misappropriation of funds, receiving payment for services not performed or for hours not worked, mishandling or untruthful reporting of money transactions, destruction of assets, embezzlement, accepting materials of value from vendors, or consultants, and/or collecting reimbursement of expenses made for the benefit of the CITY. The CONSULTANT agrees that it will not, directly or indirectly; encourage a CITY employee to engage in such misconduct. D. The CONSULTANT recognizes that all work, notes, reports, estimates and any and all other documents or work product generated by the CONSULTANT under the CONTRACT shall be delivered to the CITY upon request, shall become subject to the Open Records Laws of this State. E. The CONSULTANT shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons, damages to property, or any errors and omissions relating to the performance of any work by the CONSULTANT, its agents, employees or subcontractors under this Agreement, as follows: (1) Workers’ Compensation as required by law. (2) Professional Liability Insurance in an amount not less than $1,000,000 in the aggregate. September 24 Design Workshop, Inc. City of Pearland UDC Update work with the community to updatethe Unified Dvelopment Code Docusign Envelope ID: A27CCF6D-1A1B-405A-9CFA-54E5A32D1EF5 -2- (3) Comprehensive General Liability and Property Damage Insurance with minimum limits of $1,000,000 for injury or death of any one person, $1,000,000 for each occurrence, and $1,000,000 for each occurrence of damage to or destruction of property. (4) Comprehensive Automobile and Truck Liability Insurance if applicable covering owned, hired, and non-owned vehicles, with minimum limits of $1,000,000 for injury or death of any one person, $1,000,000 for each occurrence, and $1,000,000 for property damage. The CONSULTANT shall include the CITY as an additional insured under the policies, with the exception of the Professional Liability Insurance and Workers’ Compensation. Certificates of Insurance and endorsements shall be furnished to the CITY before work commences. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, and/or reduced in coverage or in limits (“Change in Coverage”) except with prior written consent of the CITY and only after the CITY has been provided with written notice of such Change in Coverage, such notice to be sent to the CITY either by hand delivery to the City Manager or by certified mail, return receipt requested, and received by the City no fewer than thirty (30) days prior to the effective date of such Change in Coverage. Prior to commencing services under this CONTRACT, CONSULTANT shall furnish CITY with Certificates of Insurance, or formal endorsements as required by this CONTRACT, issued by CONSULTANT’S insurer(s), as evidence that policies providing the required coverage, conditions, and limits required by this CONTRACT are in full force and effect. F. The CONSULTANT shall indemnify and hold the CITY, its officers, agents, and employees, harmless from any claim, loss, damage, suit, and liability of every kind for which CONSULTANT is legally liable, including all expenses of litigation, court costs, and attorney's fees, for injury to or death of any person, for damage to any property, or errors in design, any of which are caused by the negligent act or omission of the CONSULTANT, his officers, employees, agents, or subcontractors under this CONTRACT. H. All parties intend that the CONSULTANT, in performing services pursuant to this CONTRACT, shall act as an independent contractor and shall have control of its own work and the manner in which it is performed. The CONSULTANT is not to be considered an agent or employee of the CITY. Docusign Envelope ID: A27CCF6D-1A1B-405A-9CFA-54E5A32D1EF5 -3- SECTION II - PERIOD OF SERVICE This CONTRACT will be binding upon execution and end _______________________. SECTION III - CONSULTANT'S COMPENSATION A. The method of payment for this CONTRACT is [(payment by installments) (one lump sum) or (hourly not to exceed rate).] Total compensation for the services performed shall [(be the sum of $___) or (not exceed $____). B. The CITY shall pay the CONSULTANT in installments based upon monthly progress reports and detailed invoices submitted by the CONSULTANT subject to the following limitations: 1. Prior to approval of the preliminary design (___ % plans), payments to the CONSULTANT shall not exceed ___ % of the total CONTRACT amount. 2. Prior to approval of the final design documents, payments to the CONSULTANTS shall not exceed _____% of the total CONTRACT amount. The final approval and payment will be made within a reasonable period of time regardless of the project construction schedule. 3. If the scope of work of this CONTRACT includes the preparation of studies, design concepts, or other investigations, progress payments shall not exceed ____% of the total CONTRACT amount prior to submittal of the final report deliverables. C. The CITY shall make payments to the CONSULTANT within thirty (30) days after receipt and approval of a detailed invoice. Invoices shall be submitted on a monthly basis. SECTION IV - THE CITY'S RESPONSIBILITIES A. The CITY shall designate a project manager during the term of this CONTRACT. The project manager has the authority to administer this CONTRACT and shall monitor compliance with all terms and conditions stated herein. All requests for information from or a decision by the CITY on any aspect of the work shall be directed to the project manager. B. The CITY shall review submittals by the CONSULTANT and provide prompt response to questions and rendering of decisions pertaining thereto, to minimize delay in the progress of the CONSULTANT'S work. The CITY will keep the CONSULTANT advised concerning the progress of the CITY'S review of the work. The CONSULTANT agrees that the CITY'S inspection, review, acceptance or approval of CONSULTANT'S work shall not relieve CONSULTANT'S responsibility for errors or omissions of the CONSULTANT or June 30, 2026 300,000 Docusign Envelope ID: A27CCF6D-1A1B-405A-9CFA-54E5A32D1EF5 -4- its sub-consultant(s) or in any way affect the CONSUTANT’s status as an independent contractor of the CITY. SECTION V - TERMINATION A. The CITY, at its sole discretion, may terminate this CONTRACT for any reason - - with or without cause -- by delivering written notice to CONSULTANT personally or by certified mail at __________________. Immediately after receiving such written notice, the CONSULTANT shall discontinue providing the services under this CONTRACT. B. If this CONTRACT is terminated, CONSULTANT shall deliver to the CITY any and all work product generated by the CONSULTANT under the CONTRACT, entirely or partially completed, together with all unused materials supplied by the CITY on or before the 15th day following termination of the CONTRACT. C. In the event of such termination, the CONSULTANT shall be paid for services performed prior to receipt of the written notice of termination. The CITY shall make final payment within sixty (60) days after the CONSULTANT has delivered to the CITY a detailed invoice for services rendered and the documents or work product generated by the CONSULTANT under the CONTRACT. D. If the remuneration scheduled under this contract is based upon a fixed fee or definitely ascertainable sum, the portion of such sum payable shall be proportionate to the percentage of services completed by the CONSULTANT based upon the scope of work. E. In the event this CONTRACT is terminated, the CITY shall have the option of completing the work, or entering into a CONTRACT with another party for the completion of the work. F. If the CITY terminates this CONTRACT for cause and/or if the CONTRACTOR breaches any provision of this CONTRACT, then the CITY shall have all rights and remedies in law and/or equity against CONSULTANT. Venue for any action or dispute arising out of or relating to this CONTRACT shall be in Brazoria County, Texas. The laws of the State of Texas shall govern the terms of this CONTRACT. The prevailing party in the action shall be entitled to recover its actual damages with interest, attorney’s fees, costs and expenses incurred in connection with the dispute and/or action. CONSULTANT and CITY desire an expeditious means to resolve any disputes that may arise between under this CONTRACT. To accomplish this, the parties agree to mediation as follows: If a dispute arises out of or relates to this CONTRACT, or the breach thereof, and if the dispute cannot be settled through negotiation, then the parties agree first to try in good faith, and before pursuing any legal remedies, to settle the dispute by mediation of a third party who will be selected by agreement of the parties. SECTION VI – ENTIRE AGREEMENT 812 San Antonio St., Suite 401Austin, TX 78701 Docusign Envelope ID: A27CCF6D-1A1B-405A-9CFA-54E5A32D1EF5 -5- This CONTRACT represents the entire agreement between the CITY and the CONSULTANT and supersedes all prior negotiations, representations, or contracts, either written or oral. This CONTRACT may be amended only by written instrument signed by both parties. SECTION VII – COVENANT AGAINST CONTINGENT FEES The CONSULTANT affirms that he has not employed or retained any company or person, other than a bona fide employee working for the CONSULTANT to solicit or secure this CONTRACT, and that he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage brokerage fee, gift, or any other consideration, contingent upon or resulting from the award or making of the CONTRACT. For breach or violation of this clause, the CITY may terminate this CONTRACT without liability, and in its discretion, may deduct from the CONTRACT price or consideration, or otherwise recover, the full amount of such fee, commission, percentage brokerage fee, gift, or contingent fee that has been paid. SECTION VIII- SUCCESSORS AND ASSIGNS This CONTRACT shall not be assignable except upon the written consent of the parties hereto. The parties have executed this CONTRACT this ______ day of _____________, 2024. ____________________________ CITY OF PEARLAND, TEXAS ____________________________ CONSULTANT Design Workshop, Inc.Principal9/24/24 Docusign Envelope ID: A27CCF6D-1A1B-405A-9CFA-54E5A32D1EF5 9/30/2024 | 3:37 PM CDT CITY OF PEARLAND UPDATE OF UNIFIED DEVELOPMENT CODE PREPARED FOR THE CITY OF PEARLAND RFQ #0524-24 RE: COST PROPOSAL SEPTEMBER 16, 2024 Design Workshop, Inc. Landscape Architecture Planning Urban Design Strategic Services Environmental Graphic Design 812 San Antonio Street Suite 401 Austin, TX 78701 512.499.0222 designworkshop.com Authorized Representative: Claire Hempel Principal-in-Charge / Landscape Architect chempel@ designworkshop.com 512.647.2371 September 16, 2024 City of Pearland 3519 Liberty Drive Pearland, TX 77581 Re: RFQ#0524-24 City of Pearland Update of Unified Development Code Dear Members of the Selection Committee, Envision a Unified Development Code where every page comes alive with contextual icons, intuitive elements, and informational maps. Design Workshop is proud to submit our qualifications for Pearland’s UDC update. We excel in converting intricate codes into visually stunning, easily understandable documents. By aligning the UDC with Pearland2040, we will ensure it supports your community’s development with clarity and style, fostering an environment where all users can navigate with ease and confidence. With over 55 years of experience in urban planning and design, Design Workshop is uniquely suited to deliver on the City of Pearland’s code goals. Our extensive portfolio includes successful code updates for municipalities across the nation, and our team of experts is well-versed in creating regulatory frameworks that are clear, efficient, and visually compelling. The UDC is a critical tool for guiding Pearland’s development, and our approach will ensure it meets the current and future needs of the community. Our proposed process includes: 1. Process Efficiency: We will map processes through flowcharts, intuitively grouping similar development concepts and requirements to simplify navigation and application. 2. Contextual Links: By providing internal and external links, we will facilitate seamless information flow. This will include making the document searchable with hyperlinks to relevant references, adopted plans, and policies. 3. Visual Appeal: Updating graphics and illustrations is essential. We will enhance the UDC with clear, digitally compatible maps and visuals to support and clarify the written content. 4. User-Friendly: Our goal is to make the UDC easy to read, understand, and apply for all users, including citizens, staff, developers, and officials. We will include purpose statements, objective criteria, and streamlined administrative processes for minor adjustments, ensuring the code is both effective and efficient. Our experience with similar projects has equipped us to address Pearland’s specific needs, such as pivoting from greenfield development to suburban infill and redevelopment. We understand the importance of providing diverse housing options and will ensure the updated UDC supports accessible housing through innovative and flexible regulatory strategies. Design Workshop is committed to delivering a UDC that not only meets but exceeds your expectations. We look forward to the opportunity to contribute to Pearland’s growth and development through this critical project. Thank you for considering our proposal. If you have any questions please feel free to reach out to me at 512.647.2371 or chempel@designworkshop.com. Respectfully, Claire Hempel, AICP-CUD, PLA, SITES® AP Principal-in-Charge PROJECT APPROACH Cover: Mixed-use urban area of Pearland, TX - Diann Bayes, Flickr: https://flic.kr/p/2nUAStJ Current: Wheaton Downtown Streetscape Plan, Wheaton, IL Contents Project Team 4 Project Approach, Work Plan & Cost Proposal 6 Design Workshop Land Use Code, Community Engagement, Urban Design, Landscape Architecture Design Workshop is a distinguished urban planning and landscape architecture firm renowned for delivering innovative, sustainable, and community-centered projects. Our team is fueled by a commitment to excellence, merging creativity with technical proficiency to redefine spaces and elevate quality of life. As we embark on the City of Pearland’s Unified Development Code (UDC) update, we will bring our holistic approach and rich experience to the table. Our goal is to craft a user- friendly, visually captivating, and impactful regulatory document that not only meets the city’s needs but also enhances its development trajectory. Kimberley Mickelson, FAICP Land Use and Legal Consulting Kimberley Mickelson, JD, FAICP, is an accomplished professional specializing in land use, real estate development, economic development, and municipal and non-profit corporation law. Licensed in both Texas and Illinois, she frequently speaks and writes on these topics nationally. Kimberley also holds degrees from the UT School of Law and the LBJ School of Public Affairs. Her strategic legal guidance has been vital for cities and projects across Texas, ensuring sustainable development while enhancing regulatory frameworks and facilitating orderly growth. Kimberley's support advances urban planning and development, while helping communities achieve sustainable and thriving environments. Meet theProject Team The project team includes experts with extensive experience in urban planning, regulatory frameworks, and land use. Our combined expertise ensures a seamless integration of innovative design, sustainability, and stakeholder input to deliver a comprehensive and user-friendly UDC. Team Structure Kimberley Mickelson, Land Use Consulting Kimberley Mickelson, Land Use Attorney, FAICP City of Pearland Community & Key StakeholdersDesign Workshop Claire Hempel, Principal-in-Charge Tarana Hafiz, Project Manager Jessica Garrow, Code Advisor Marianne Stuck, Urban Design and Form-Based Code Lead Sonny Sin, Urban Designer PROJECT TEAM & RESUMES 4 Project Team & Resumes Staff at Meetings The following table highlights the project manager and the team members who will be present at most staff and public meetings. Name Title Attendance Status Claire Hempel Principal-in-Charge Staff Attendee Tarana Hafiz Project Manager Prime Staff Attendee Sonny Sin Urban Designer Backup Staff Attendee Current Workload The following table outlines the DW project team current workload as it relates to the team members accomplishing this project with each person's present workload. As a firm holistically, we have eight studios across with nation with 180 staffers, of which include more than 40 planners. We encourage cross- studio support in order to allocate bandwidth and resources, as well as sharing expertise and expereinces to benefit each project. Name Current Work Claire Hempel Frisco PROS: 20%; Carencro: 8%; COTALand: 8%; City of San Antonio Bike Network MP: 5%; SLC 4 Parks: 10%; Grand Park Master Plan: 8%; Lewellen: 5%; McWhinney: 5%; Northline: 5%; SF525: 5%; S.P.I. Convention Center: 5% Tarana Hafiz City of San Antonio Bike Network MP: 20%; Columbus Parks and Rec Master Plan: 25%; South Park Heritage Walk: 15%; The Orbit Mater Plan: 10% Jessica Garrow Park City General Plan and Bonanza Park Code Update: 15%; Lousiville Comprehensive Plan: 15%; Pitkin County Development Code Update: 25%; Colorado Affordable Housing Project: 15%; Gunnison County 3-Mile Plan and Code Update: 5%; Guilford County Comprehensive Plan: 5% Marianne Stuck Confidential Project: 20%; Park City Comprehensive General Plan Update: 25%; Spanish Fork General Plan: 20%; Boyd Residence: 5%; Miradoro Development: 5% Sonny Sin Frisco PROS: 35%; Carencro: 20%; Northline: 5%; SF525: 10%; Sherman Downtown Corridors: 5% Availability / Time Commitment The following chart outlines the team staff’s workload and availability to accomplish the project. In regards to time commitments, our team understands that the time necessary to devote to a project can be higher or lower at stages in the process. We are committed to devoting the necessary time, up to 100% when appropriate, to ensure quality work. Name Title Level of Availability Claire Hempel Principal-in-Charge 15% Tarana Hafiz Project Manager 35% Jessica Garrow Code Advisor 8% Marianne Stuck Urban Design and Form-Based Code Lead 15% Sonny Sin Urban Designer 25% Kimberley Mickelson Land Use Attorney 30% Project Team & Resumes 5 Project Approach Our team has experience developing codes across the country. Each code project is specifically tied to the goals and vision for that community - we do not believe in a one-size fits all approach and will work with you to ensure the Pearland Unified Development Code (UDC) will effectively replace the existing Pearland UDC and respond to a unified vision for the area. The City has expressed desire for Form-Based Code elements in the updated code to help encourage reinvestment and development in specific areas around the city, including Old Town. We have found a code process is most successful when it is divided into manageable pieces, as it provides the space for stakeholders, elected and appointed officials, and staff to dive more fully into policy matters and understand what the results of the code will be. Our team will approach this project methodically, with an eye to engaging the local development community and implementing a Form Based Code that supports Pearland’s goals as articulated in the RFQ. For this project, we propose a scope of work that will support you in addressing these critical factors: Directed Community Engagement The process of developing a new UDC can be dry, making it difficult for the community to be engaged in the process. Our approach focuses on engaging stakeholders and code users in conversations about how the code will be used and implemented. This enables us to build consensus on key issues and topics, such as density. When we approach stakeholders with highly technical information, we act as a translator, creatively presenting critical information in a way that relates to their experiences with the existing code. We will couple this with focus group meetings to understand key issues and opportunities related to the development regulations in Pearland. Our team of designers and planners will build visual examples that depict the benefits and issues of the proposed options to allow the community to engage in the decision. We utilized a series of focus groups and interviews in our recent work in Salt Lake City, Utah. To help community members understand how changes could impact the built environment, we identified how recent development applications would have been the same and different under the new regulations. Including this information as part of the process helped the community and planning commission identify areas of support for the changes and areas that needed more work. Similarly, one-on-one conversations with key stakeholders ensured that key demographics were represented in the final code language. Create Standards that Support Quality Design and Placemaking We will work to create a UDC that establishes a framework for quality design and embraces the values of the community, laying the groundwork for future placemaking opportunities. The UDC drafting process will be broken into distinct iterations: an initial draft of a detailed outline and framework in agreement with your staff and board review; a 50% draft that is reviewed by Stakeholders and elected and appointed officials; and a 90% final draft that is prepared for adoption. This process enables our team to ensure the graphic and text approach is working and to bring all Stakeholders along in the process. The implementation of a new code that has Form Based Code elements will result in a hybrid approach to zoning in Pearland City, and it will be important to ensure stakeholders and city officials understand the approach to regulating both land uses and building form. Our team will support you in creating a code that addresses both. The use of a Form-Based Code will help ensure new development and rehabilitation Community Engagement Pop Up Event. Salt Lake City 300 West Corridor Plan, Salt Lake City, UT PROJECT APPROACH, WORK PLAN & COST PROPOSAL 6 Project Approach, Work Plan & Cost Proposal projects match the community’s desired character for the downtown. A more traditional Euclidian based code may be more appropriate in other areas of the city. In Dothan, Alabama, our team created a hybrid code for their downtown area. The code utilized form-based code principles and graphics to ensure placemaking and quality design were the focus of new development applications. This design-focused code also included an update to land uses to ensure the uses matched the overall goals for the area. For instance, in the historic downtown area, uses that promote walkability, such as restaurant and retail spaces, were prioritized over auto-centric uses like car washes and gas stations. This ensured the building form and land uses worked to support the community’s downtown vision. Understand the Relationship between Built Form and Public Space As urban designers we understand the impact that built form and massing can have in the public realm. Creating a Form Based Code for various types of development that respond not just to building aesthetics but also to larger community values, urban form and public space visions, will be a key component of the approach, while also addressing aspects of walkability, vitality and human comfort. We suggest that the new Form Based Code include overall public realm requirements and suggest addressing the two following aspects, besides general and administration regulations: • Architectural Design Standards: these will define architectural elements such as building scale, orientation, height, height transitions, massing, setbacks siting, fenestration, horizontal datums, and glazing/porosity. Relationships (building to building, building to circulation system, buildings to shared zones), building elements facade details, materials palette and non-allowable elements will also be addressed. • Public Realm Design Standards: this section will focus on defining amenity zones within sidewalk areas, landscaping requirements considering aspects like minimum vegetation and tree canopy coverage, furnishings, lighting, and hardscape material choices. As part of our recent work in Ogden, Utah, we developed a series of architectural and public realm requirements that ensure new development provides ample space for pedestrians and shoppers and respects the character of the city and its historic downtown. Some of these requirements included specific step-backs and height transition standards, materials and fenestration requirements to celebrate existing historic resources, and public realm requirements that identify minimum dimensional standards for different sidewalk zones to allow for additional tree canopy and outdoor dining space. A User-Friendly Document that is Easy to Understand and Implementable The new UDC should characterize the expectations of development form and quality, public realm character and quality, and protection of contributing natural and historic resources, and communicate these expectations in a clear and graphic way. Our team of planners, urban designers, policy writers and GIS specialists has the expertise to create tools that will help communicate the design requirements to developers and users in a way that is clear and approachable. Our work with other communities illustrates the importance of graphic communication as a key supporting element of successful code language. We will work with the city to identify the best tools to create a user- friendly document that will be easy to implement and understand. For each code project we work on, we complete a series of custom graphics to convey the appropriate scale and architectural qualities of the place. Project Management and Timely Completion Our project management philosophy is built upon anticipation and preparation for issues that may arise throughout the project process. Design Workshop’s project management system provides for regular communication and quick response from the project manager and/or principal-in-charge, tight controls of project budgets and schedule, and facilitation of the design process and its communication to the client group and the stakeholders. Our process enables us to fully achieve project objectives, satisfy client requirements and fulfill client expectations, including project completion on a tight timeline. Every phase of the project will involve management from Design Workshop’s Principal-in-Charge, Claire Hempel, and Project Manager, Tarana Hafiz. Direct communication with the client will be addressed through memorandums, regular phone calls and emails throughout the entirety of the project. The Design Workshop team believes in biweekly team meetings for all team members critical to that week’s discussion including subconsultants and will provide updates regarding action items and follow up with City staff. Additionally, a progress report detailing all tasks completed during each billing cycle will accompany all invoices. Project Approach, Work Plan & Cost Proposal 7 Work Plan The following narrative describes a comprehensive list of services required to complete an UDC update that implements the goals and policies of City of Pearland’s Comprehensive Plan (Pearland2040) and modernizes and streamlines the development review process. While the following scope is organized in a linear manner, many of the tasks may proceed in a parallel or concurrent fashion: Phase 1 Project Initiation and Administration Task 1.1 Project Initiation The project will begin with a Strategic Kick Off (SKO) workshop with the consultant team and key City staff to review the scope of work and available data. It will lay the foundation for a clear and inclusive process and will clarify roles, approach, project goals, and community engagement opportunities. We will define a mission statement and guiding principles to effectively launch the project. At the conclusion of the kick-off meeting, we will conduct a coordinated tour with the assembled group to visit the project site. Every task will involve project management from Design Workshop’s Claire Hempel, Principal-in-Charge and Tarana Hafiz, Project Manager. Design Workshop strives to ensure quality through clear communication and dialogue with our clients and amongst our team. To facilitate efficient communication, we are anticipating time for monthly or biweekly (every two weeks) progress meetings with the City Project Manager, utilizing conference call software. The specific schedule will be determined at the SKO. Design Workshop will maintain the project schedule, including tracking of key milestones and engagement activities. Deliverables: 1. Full day facilitated SKO workshop and tour with project team. 2. Project Kick-off with City Council and P&Z Commission. 3. Project Management Plan (PMP), including: a. Biweekly calls with Project Manager(s), including meeting agendas, notes with action items (20 1-hour meetings included). b. Percentage complete project report by task, monthly invoices and 60-day critical milestone schedule (once a month). Task 1.2 Community Engagement Plan We will develop a Community Engagement Plan that includes a description of engagement methods and goals, guidance on public outreach communication, and the preparation of a stakeholder analysis matrix and optimum project role for these groups. Discussion of the Engagement Plan will begin with the SKO, where we will work with City staff to define engagement goals, advertisement and information distribution methods, and responsibilities of staff and the consultant team. Deliverables: 1. Community Engagement Plan, one draft and final formats provided in MS Word and PDF formats. 2. Stakeholder and City Council/ P&Z Commission template/ worksheets to be reviewed and updated at each milestone meeting, provided in MS Excel format or Word Document. Task 1.3 Technical and Leadership Meetings We propose a kickoff meeting with City Council, the Planning and Zoning Commission and any other boards/ commissions the staff identifies as key stakeholders. This will enable these key stakeholders to identify the goals and objectives of the process and discuss the overall timeline. To ensure the Planning and Zoning Commission is updated throughout the project, we propose five additional check-ins quarterly. Additionally, to guide and advise on the project direction, we recommend the formation of a Technical Working Group to help provide overall guidance and community voice in the process. The Working Group will meet approximately every other month (within the same engagement window as the City Council and the P&Z Commission) and would include members from the development community and affinity groups that represent diverse interests, local government representatives, neighborhood associations, business groups, and other identified community organizations. Deliverables: 3. Periodic work sessions with a Technical Working Group (5 meetings) and City Council/ Planning and Zoning Commission (5 meetings). Phase 2 Code Analysis and Issue Identification Task 2.1 Existing Code Analysis Design Workshop and Kimberly Mickelson, FAICP will lead the technical review of the current UDC and identify areas where it conflicts with the Comprehensive Plan. We will work closely with staff to ensure 8 Project Approach, Work Plan & Cost Proposal we are addressing any specific areas of the code that need attention. We will identify key problem areas and compare them to community goals and context, industry best practices, and our experiences in other communities with similar development goals. Deliverables: 1. Analysis Memo, highlighting areas of the code that contradict one another, that do not implement the updated Comprehensive Plan, and any areas that might not need to be updated. 2. Code Best Practices Review + Memo (up to 3 case studies or references). Task 2.2 Community Engagement This task provides the community an opportunity to share feedback on the direction of the code amendments. The task includes some targeted engagement as well as broader engagement opportunities. First, we will hold three community meetings during the process to gather community input on the direction of the code. The first two would be held after the completion of the code analysis in Task 2.1 to gather community feedback on the anticipated direction of the code changes. One would be virtual, and one would be in person. The second would be in person during the Discussion Draft phase in Task 3.3 prior to the Planning and Zoning Commission’s recommendation on the code. This will enable the community to influence the final language prior to completion. Additionally, as the final Planning and Zoning Commission meeting will be a public hearing, we will produce visual handouts that concisely communicate code changes in a way that is digestible to the public. Second, we will hold a series of individual interviews or stakeholder roundtables with local government representatives to understand how specific code changes could impact their municipality or unincorporated area. This will help us to understand any issues within existing codes and to lay the groundwork for revisions. Finally, to provide the community with consistent updates on the project, we propose utilizing the City’s website with a special page for the code update provide online project updates throughout the project. It is possible to include pulse surveys using this platform as certain key topics come up through conversations with the Working Group or community meetings. Three pulse surveys have been included, and periodic project website updates are anticipated. Deliverables: 1. Two (2) in-person community meetings, including boards and a presentation. 2. One (1) virtual community meeting. 3. Up to four (4) one-hour small group meetings in Phase 2. 4. Project website updates (3) with pulse surveys (up to 3 of no more than 5 questions) throughout the life of the project- DW to provide content to City for website upload. Phase 3 Development and Evaluation of Code Modifications Task 3.1 Outline of Proposed UDC Changes Based on the work completed in Phase 2, we will outline potential code changes. This will be completed in memo or table formats. The memo will also explain why specific changes are recommended. Deliverables: 1. A Code outline in Word or Excel format with an accompanying memo that outlines the proposed changes, including information on structural or formatting changes, as well as substantive amendments. The memo will identify how the Downtown Design Guidelines, Greenville, SC Project Approach, Work Plan & Cost Proposal 9 changes implement statements or sections of the plan. 2. Up to two working maps showing locations for potential changes. 3. Up to four (4) one-hour small group meetings in Phase 3. Task 3.2 Preliminary 50% UDC Update Draft Once staff, the Technical Working Group and Planning and Zoning Commission have reviewed and indicated support for the Outline of Proposed Land Use Code Changes, we will begin drafting the code update. Design Workshop will lead the amendment drafting, with Kimberly Mickelson, FAICP reviewing and commenting on draft language. Their expertise in signage, development agreements and planned development will be utilized in this phase of work. During this phase, we will work with staff and anticipate two rounds of review. We will share drafts in stages, so staff has an opportunity to dive into detail on key sections of the code. The order and timeline for these will be determined after the code outline. Deliverables: 1. A Preliminary Draft in word format (50% draft). 2. Up to ten (10) diagrams illustrating general relationships for built environment components and dimensional parameters. These support text changes and help guide the review process. 3. Up to two (2) revised working maps showing locations for potential changes. 4. Up to two (2) rounds of staff edits. 5. Comment tracking template form for collecting comments and edits. Task 3.3 Discussion 90% UDC Update Draft A Discussion Draft will be prepared for review with the Planning and Zoning Commission following sign off on the Preliminary Draft. This draft will become the public-facing document to be discussed at a series of work sessions with the Planning and Zoning Commission. This draft will also be used as the basis for any community engagement efforts. Deliverables: 1. Discussion Draft of code language to be reviewed by staff and the Planning and Zoning Commission. 2. Comment tracking template form for collecting comments and edits. 3. Final working maps showing locations for proposed changes, including a draft updated Land Use Map. 4. Up to 20 diagrams illustrating general relationships for built environment components and dimensional parameters. Phase 4 Adoption and Implementation Task 4.1 Final Drafts of UDC Update Based on feedback Task 3.3, we will complete 100% drafts for review and adoption. This will include one meeting with the Planning and Zoning Commission to make a recommendation on the language and one meeting with City Council for adoption (See Task 4.2). Deliverables: 1. 100% drafts of code language to be recommended by the Planning and Zoning Commission and presented to the public and City Council. We assume that staff will put these into the required Resolution and Ordinance format. 2. Final updated Zoning Map. 3. Diagrams illustrating general relationships for built environment components and dimensional parameters. Task 4.2 Public Hearing Process We will be available for meetings with the Planning and Zoning Commission and City Council during their adoption process. We have included two meetings with each group in the base scope of services for the adoption process. Additional meeting attendance by team members can be added as an optional add-on service. Deliverables: 1. A presentation for a Planning and Zoning Commission meeting (1) to explain and track code changes from one meeting to the next. 2. Adoption/recommendation meeting with the Planning and Zoning Commission and City Council (1). 3. Presentation outlining proposed code language and summarizing the overall process. 10 Project Approach, Work Plan & Cost Proposal Cost Proposal The following fees and expenses are estimated based on the Scope of Work as drafted in the RFQ response. Tasks Description Fee Task 1: Project Initiation 1.1 Project Initiation + Kick-off Document $62,000 1.2 Project Kick-off with City Council and P&Z Commission In-person 1.3 On-going Project Management (PMP- Goals, Strategies)Virtual 1.4 Community Engagement Plan Document 1.5 Technical + Leadership Meetings (5)In-person 1.6 Working Sessions with City Council and P+Z (5)In-person Task 2: Code Analysis + Issue Identification 2.0 Analysis Memo In-person/ Virtual $98,000 2.1 Code Best Practices Review & Memo Document 2.2 Community Engagement In-person/ Virtual • Community Meeting #1 In-person • Community Meeting #2 Virtual • Community Meeting #3 In-person • Phase 2 (4) small group meetings In-person • (3) Project Website Updates Document • (3) Surveys (Survey Development, Result Analysis)Document Task 3: Development and Evaluation of Code Modifications 3.0 Outline of Proposed UDC Changes/ Document Style Guide Document $85,000 3.1 Working maps of potential changes Document 3.2 Phase 3 (4) small group meetings In-person 3.3 Prelim 50% UDC Update Draft Document 3.4 Discussion 90% UDC Draft + diagrams (up to 20 or as needed)Document Task 4: Adoption and Implementation 4.0 Final Drafts of UDC Update Document $40,000 4.1 Public Hearing Process In-person/ Virtual • (2) Total meetings with P&Z Commission + City Council In-person • Presentation of UDC Updates In-person Subtotal $285,000 Estimated Reimbursable Expenses (printing, travel)$15,000 Total Fees $300,000 Billable Rates: Principal-in-Charge [$250]; Project Manager [$175]; Urban Designer/ Planner II [$150]; Planner I [$130]; Code Specialist [$250]; Legal Consultant [$250] Project Approach, Work Plan & Cost Proposal 11 Project Timeline Months:1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Phase 1 - Project Initiation and Administration Project Initiation (SKOs) Ongoing Project Management Community Engagement Plan Technical & Leadership Work Sessions City Council/ P&Z Work Sessions Phase 2 - Code Analysis and Issue Identification Code Analysis/ Best Practices Memo Community Engagement Community Meetings Phase 2 Focus Group Meetings Website Updates Pulse Surveys Phase 3 - Development and Evaluation of Code Modifications Outline of Proposed UDC Changes Phase 3 Focus Group Meetings Preliminary 50% UDC Update Draft Discussion 90% UDC Update Draft Phase 4 Adoption and Implementation Final Drafts of UDC Update Public Hearing Process Deliverables / Survey Results X Meetings The timeline below is a representative 20 month schedule for the Pearland UDC update. We estimate a overall timely delivery of 18–24 month period for this project, pending the length of time for certain tasks, review processes, and optimizing sessions for community engagement. X X X X X X X 12 Project Approach, Work Plan & Cost Proposal Months:12345678 9 10 11 12 13 14 15 16 17 18 19 20 Phase 1 - Project Initiation and Administration Project Initiation (SKOs) Ongoing Project Management Community Engagement Plan Technical & Leadership Work Sessions City Council/ P&Z Work Sessions Phase 2 - Code Analysis and Issue Identification Code Analysis/ Best Practices Memo Community Engagement Community Meetings Phase 2 Focus Group Meetings Website Updates Pulse Surveys Phase 3 - Development and Evaluation of Code Modifications Outline of Proposed UDC Changes Phase 3 Focus Group Meetings Preliminary 50% UDC Update Draft Discussion 90% UDC Update Draft Phase 4 Adoption and Implementation Final Drafts of UDC Update Public Hearing Process X X X X X X X X X X X X Project Approach, Work Plan & Cost Proposal 13 www.designworkshop.com DW LEGACY DESIGN® Legacy Design is the defining element of our practice. It is our commitment to an elevated level of design inquiry to arrive at the optimal solutions for clients. The process ensures that our projects reflect the critical issues facing the built environment and that they deliver measurable benefit to clients and communities. It is the foundation of the firm’s workshop culture and guides all projects.