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6. Discussion on engaging a consultant for the development of the 2040 Comprehensive PlanSCANDIA Staff Report Date of Meeting: September 7, 2016 To: City Council From: Neil Soltis, Administrator Re: 2018 Comprehensive Plan update — consultant selection process Background: The City will need to adopt a 2040 Comprehensive Plan by December 31, 2018. There are no funds allocated for work on the comprehensive plan in the 2016 budget. In the preliminary discussions on the 2017 budget, the Council has allocated $56,000 (80% of estimated cost) in 2017 to engage a consultant to work on a revision to the comprehensive plan. Given the number of meetings involved and the need to submit the plan to other governmental agencies for review in advance of adopting, the work on the plan will need to be completed by mid -2018 which leaves an 18 -month time frame for the completion of the majority of the work. In checking with other cities, many are already working on their plans or are in the process of seeking proposals for work on the plan. The other advantage of seeking proposals at this time is that the cost can be built into the final 2017 budget. Issue: Should the City issue a request for proposals for the 2040 Comprehensive Plan? Proposal Details: If the City chooses to engage in a consultant selection process, a tentative timeline for the process would be as follows: RFP Invitations Sent September 15 2016 Deadline for Consultant Questions/Clarifications September 30, 2016 City Responses and/or Addenda October 7 2016 Proposals Due October 14 2016 Invitation of selected consultants to interview October 18 2016 Schedule Consultant Interviews Selection of Consultant October 24 - November 2 2016 November 15 2016 Meet with City Staff to review schedule etc. TBD Planning Commission Meeting TBD Fiscal Impact: The only expenditure of funds in 2016 would be for staff time. Options: 1. Seek proposals for the 2040 Comprehensive Plan update 2. Contract with TKDA, our current planner, for the update 3. Defer any action on the plan update until a later date ( post elections or after elected officials take office) Recommendation: Option 1— Deferring action on seeking proposals will likely limit the number of firms responding to the proposals based on their capacity for working on plan updates in other cities. The tentative timeline referenced above would allow for the selection of consultants to be interviewed at the October Council meeting and final selection of the consultant at the November Council meeting. City of Scandia Draft of Proposed Comprehensive Plan Update Calendar Dates Action August, 2016 Discussion at work session regarding update / cleanup vs. major revisions (completed – Major revision) August, 2016 Include funding in 2017 preliminary budget, earmark funds for 2018 budget (completed $70,000 split 80% in 2017,20% in 2018) September, 2016 Discussion at work session regarding consultant selection – rfp vs. use current consultants September, 2016 If using r – solicit proposals October – November, 2016 If using rfp – interview and award proposals October, 2016 Pre -planning survey included in newsletter November - December, 2016 If using current consultants – approve work orders December - January, 2017 Work with consultant contract – define tasks, process and timeline February - March, 2017 Pre -planning Community visioning meeting April – July, 2017 Evaluation of current conditions, identify items where updates are needed and focus areas for 2040 Comp Plan • Land Use • Transportation – Bolton Menk • Wastewater – Bolton Menk • Water Supply – Bolton Menk • Surface Water – Bolton Menk • Parks & Trails – Parks & Rec Committee • Housing – Washington County CDA • Resilience • Economic Competitiveness – EDA • Implementation September, 2017 Public Community visioning meeting November, 2017 – February, Develop draft 2040 Comprehensive Plan chapters—text, maps, goals 2018 and policies April, 2018 Public meeting on draft of plan June 30, 2018 Plans draft submitted to Metro Council, and neighboring communities for review. Surface water and water supply elements submitted to watershed districts for review. October, 2018 Public hearing on final Comprehensive Plan and make changes for submittal to Metro Council October – December Metro Council approval and City Council adoption of final Comprehensive Plan December 31, 2018 Deadline for plan submission