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9.b request for proposals to update the 2040 Comprehensive PlanSCANDIA Staff Report Date of Meeting: To: City Council From: Neil Soltis, Administrator Re: Comprehensive Planning Consultant selection Background: On September 16 the City sent out requests for proposals for consulting services to update the comprehensive plan. Additionally the RFP was placed on the City and League of Minnesota Cities web sites. The deadline for submittals was noon on Wednesday, October 12. The only proposal submitted was from Bolton & Menk. Other consultants responded declining to submit a proposal based on their workload on other comp plans. Issue: Should the City accept the proposal from Bolton & Menk to update the comprehensive plan to meet the 2040 requirements of the Metropolitan Council? Proposal Details: A copy of the proposal follows this cover report. Items of note are the outline of the public involvement process on page 4 of the proposal and the timeline on page 16 of the proposal. Hard copies of the proposals will be provided at the Council meeting. Fiscal Impact: The cost for the work as proposed is $51,920 which is within the budget amount that has been discussed for including in the City's 2017 budget. Options: 1. Award the proposal to Bolton & Menk and proceed with finalizing a contract for the work 2. Take no action and seek alternative means to update the plan Recommendation: Option 1 Q & ETON K Real People. Real Solutions. October 12, 2016 Submitted by: Bolton & Menk, Inc. 2035 County Road D East Maplewood, MN 55109-5314 P:651-704-9970 F:651-704-9971 Contact: Ryan J Goodman, P.E. C:612-597-7140 ryango@bolton-menk.com QBOLTON ENK Real People. Real Solutions. October 12, 2016 Neil Soltis City of Scandia 14727 20911' Street N Scandia, MN 55073 RE: Proposal for 2040 Comprehensive Plan Update Dear Mr. Soltis: 2035 County Road D East Maplewood, MN 55109-5314 Ph: (651) 704-9970 Fax: (651) 704-9971 Bolton-Menk.com The City of Scandia's 2040 Comprehensive Plan Update will establish a vision to guide the growth and development of the City over the next 25 years. The Comprehensive Plan Update will require efforts from a team that is both innovative and experienced in planning, community engagement, data collection and analysis, and technology. We believe you will find outstanding value in our approach to your project for the following reasons: Clear Understanding of Project Objectives — Our team knows the requirements of Minnesota Statutes and the Metropolitan Council's Thrive MSP 2040 and understand what it will take to get a plan approved. We understand a major objective for the City is to reevaluate and refine its vision in order to position itself for growth and development in the future by evaluating a change in the current community designation from Diversified Rural to Rural Center. We also understand the City is looking for a unique public engagement process, focusing on high quality outreach materials and alternatives to traditional outreach methods. Proven and Experienced Team — Our project team has been assembled based on their direct experience working with past planning projects. They are professionals known for their practical experience, creativity, and commitment to making Minnesota cities environmentally and economically sustainable. We can provide the City of Scandia with a full in-house team of professionals. Ongoing and Creative Communication — Our approach is to provide an open, cooperative, and collaborative process, engaging a range of community members. We will work directly with advisory committees, commissions, staff, and elected officials to design strategies and materials intended to reach Scandia residents. Our public engagement strategy will combine traditional methods of engagement with new approaches designed to engage a broader audience. Our goal is to reach out to all sectors of Scandia's residents and businesses. In continued service to the City of Scandia, we are excited for the opportunity to complete the 2040 Comprehensive Plan Update for you. If you have any questions about the enclosed proposal, please do not hesitate to contact Jane Kansier at 952-358-0604 or Ryan Goodman at 612-597-7140. Respectfully submitted, Bolton & Menk, Inc. Jane A. Kansier, AICP Senior Urban Planner Ryan J. Goodman, P.E. City Engineer/Client Service Manager Bolton & Menk is an Table of Contents Section 1 General Information Section 2 Project Understanding and Approach .................. 2 Section 3 Personnel Qualifications .................................. 5 Section 4 Project Experience and References .................... 8 Section 5 Work Plan and Schedule ................................ 11 Section 6 Additional Information ................................... 17 Section 7 Compensation/Fee Schedule .......................... 19 Bolton & Menk, Inc. 2035 County Road D East, Maplewood, MN 55109-5314 P: 651-704-99701 F: 651-704-9971 Engineering News -Record Top 500 Ranked #179 among the Top 500 Engineering and Surveying Firms in the United States. Services Provided: Municipal Planning Civil and Municipal Engineering Water and Wastewater Engineering Water Resources Engineering Traffic and Transportation Engineering Structural Engineering Aviation Planning and Engineering Coatings Inspection Services Landscape Architecture Services Land Surveying Geographic Information System Services Funding Assistance & MLENK Real People. Real Solutions. General Information Section 1 Q& MLENK Real People. Real Solutions. Engineering News -Record Top 500 Ranked #179 among the Top 500 Engineering and Surveying Firms in the United States. Services Provided: Municipal Planning Civil and Municipal Engineering Water and Wastewater Engineering Water Resources Engineering Transportation Planning & Engineering Structural Engineering Aviation Planning and Engineering Coatings Inspection Services Landscape Architecture Services Land Surveying Geographic Information System Services Funding Assistance Bolton & Menk, Inc. 2035 County Road D Fast, Maplewood, MN 55109-5314 P: 651-704-99701 F: 651-704-9971 General Information In 1949, two hard-working Midwesterners — John Bolton and Martin Menk — saw people in their surrounding communities with dreams of a bright future, a desire to grow, and a common challenge of aging infrastructure. Their goal: to help communities make progress by listening to what people want, finding the best solutions for their needs, and treating them right. The legacy of John and Martin lives on. We still want to help, we work hard every day, and we always remember what got us here — we're people helping people. Today, Bolton & Menk, Inc. has more than 400 employees including a professional staff of over 150 engineers, planners, landscape architects, and surveyors. Bolton & Menk specializes in providing public infrastructure solutions. We want to take care of our clients by providing the best services and solutions for them. From advocating for our communities, to designing their dreams, to finding funding; we take pride in our work throughout the Upper Midwest. Because we live here too. We believe in the power of face-to-face meetings, friendly conversations, and a collaborative decision-making process to keep your projects on schedule, within budget, and focused on real, workable solutions. Beyond our technical experience and skills, our service is also based on management and product delivery strategies we have developed over time: • Listen to the client's needs and wants • Learn the characteristics and personality of each client • Communicate proactively with staff, stakeholders, and the public • Develop effective solutions through consensus building • Achieve the client's vision • Foster long-term relationships We promise every client two things: we'll work hard for you and we'll do a good job. We take a personal interest in the work being done around us. And at the end of the day, we're Real People offering Real Solutions. Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Q& MLENKSection 2 Real People. Real Solutions. Project Understanding and Approach Project Understanding The City of Scandia's 2040 Comprehensive Plan is the vision of the community in 2040. The Comprehensive Plan outlines the goals, policies, and tools to be used in achieving this vision. The following includes our initial understanding of the Scandia 2040 Comprehensive Plan Update project. Clear Vision The City of Scandia is seeking to update its Comprehensive Plan in order to comply with the requirements of Minnesota Statutes and the Metropolitan Council's Thrive MSP 2040. More importantly, the City wishes to reevaluate and refine its vision in order to position itself for future growth and development. This includes evaluating a change in the current community designation from Diversified Rural to Rural Center. With Scandia Village at its center, and the surrounding agricultural and rural land, the City of Scandia certainly meets the intent of the Rural Center designation. The key will be working with the Metropolitan Council to make this change as part of the planning process. Our team will work closely with the Metropolitan Council staff to determine the process and expectations in changing the plan designation. Seeking approval of the change in the community designation will be one of our first priorities since the community designation informs many of the requirements of the Plan. As City officials look to the future, they look to their Comprehensive Plan to provide clear, workable recommendations and to serve as a framework for the development of future land use policy. The Plan should inspire, guide, and direct the growth of Scandia while being sensitive to existing residents and development. The Comprehensive Plan shall be a reflection of the community, achieved by setting a vision developed by the wishes and needs of the community. The visioning process will be embedded into the public engagement process. Using the ideas and messages received during our public outreach, we will draft a vision statement for the City. This vision will set the tone for the Comprehensive Plan. Engaging Public Process As part of the Comprehensive Plan Update process, the City wants to engage a broad sector of the community. Project Understanding and Approach Our team will work with the City to create an exciting, engaging brand for the Comprehensive Plan process that can be used on the website, graphics, and handouts created and distributed throughout the process. We will develop a public engagement process using a variety of contemporary and traditional tools to encourage active participation and foster an environment for idea -sharing engages all segments of the community. Concise and Usable Document We want to create a final Dian for the City of Scandia that will not just sit on a shelf. but will be a reference and guide for City officials, residents. and develoDers. The final plan document will utilize tables and graphics to eliminate lengthy text as much as possible. Required text will be written in "plain language" so it can be easily interpreted. Metropolitan Council Compliance As part of the 7 -County Twin Cities Metropolitan area, the City A tO of Scandia is required to update ThriveImp the community Comprehensive Plan by December 31, 2018. The Comprehensive Plan must address all issues outlined in the Metropolitan Land Planning Act (§473) and contain all of the information necessary for the Metropolitan Council to review the plan for conformance with the regional plan, consistency with regional policies, and compatibility with the plans of adjacent and affected jurisdictions. The Comprehensive Plan must include an analysis of specific plan elements. These plan elements include: • Land Use • Transportation • Water Resources • Parks and Trails • Housing • Economic Competitiveness • Resilience (optional) • Implementation Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Project Approach A successful Comprehensive Plan depends upon a complete understanding of the City's issues and resources, as well as the culture that makes Scandia unique. We have tailored our approach based on conversations with the City of Scandia, as well as our history working with City staff. We understand public engagement is critical in developing a comprehensive plan that can be supported by the commumty. Sustainability Our team will implement a Sustainable Decision Making Approach to address the identified goals of the 2040 Comprehensive Plan Update by including evaluation of key elements such as Technically Feasible, Economically Viable, Environmentally Compatible, and Publicly Acceptable. Sustainable Solution Q ��yql ``gym l��MPAiIBLE PUB�\c��P A Technically Feasible plan includes one that builds upon plans already completed, establishes technical objectives based on sound planning and engineering principles, and applies extensive experience to finding flexibility and feasible solutions at the planning level. An Economically Viable plan will be sensitive to initial capital costs as well as lifecycle costs for future infrastructure recommendations to support anticipated growth areas. An Environmentally Compatible plan identifies sensitive features of the community in order to protect and accentuate environmental, historic, and cultural resources while still accommodating the future infrastructure needs to support the community's anticipated growth. A Publicly and Politically Acceptable plan identifies and involves key leaders, organizations and community members in the process, listens and understands issues, and informs and maintains communications. Project Understanding and Approach Our Approach Step 1: The Vision Statement The vision statement defines all elements of the final Plan. The initial stages of the public engagement process will be key in evaluating the existing vision statement and identifying changes as necessary. Our team will work closely with City staff and appointed and elected officials to draft a vision statement and goals to guide the development of the Comprehensive Plan. The community designation under Thrive MSP 2040 is also a part of the vision of the community. This step includes working with the Metropolitan Council staff to change the City's current designation from Diversified Rural to Rural Center. We will explore the potential for making this change by working with the Metropolitan Council staff to identify the appropriate process and any potential trade-offs. Step 2: Data Development and Analysis Our team will provide an analysis of population, housing, and economic data as provided in the System Statement. The team will evaluate existing land use in Scandia and identify areas for future growth. We will include an evaluation of existing land use categories and definitions in this analysis. We will also review existing plans for technical elements of the Plan, including transportation, surface water, wastewater, water supply, parks and trails, and housing, in conjunction with other studies and agencies. Once the City has been classified as a `Rural Center' it must provide staged development in 10 year increments. All plan elements will include a consideration of the staged community development that will occur over the course of the planning horizon. Step 3: Implementation and Strategies The City is required to have development regulations which are consistent with its Comprehensive Plan directives. This section of the Plan will involve an evaluation of current development regulations, capital improvement programming and budgeting, and provide recommendations related to the implementation of Plan directives. The project team will prepare priorities, goals, and objectives and make recommendations for policies and strategies for Plan implementation. Step 4: Final Report We will work with staff, commissions, boards, and interested community members to prepare and draft the Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Plan complete with results, analyses, conclusions, maps, and recommendations to obtain approval by the Planning Commission and City Council. Our goal is to provide a workable document useful to staff and the public as a tool to evaluate potential future development. Pending any recommended edits to the Plan, the document will be submitted to surrounding jurisdictions and required agencies for review, as required, no later than June 1, 2018 Following the review period, the plan will be submitted to the Metropolitan Council for approval. Public Involvement Approach Our approach is to provide an open, cooperative, and collaborative process, engaging a range of community members. We will work directly with advisory committees, commissions, staff, and elected officials to design strategies Project Understanding and Approach and materials intended to reach a variety of Scandia residents. Our public engagement strategy will combine traditional methods of engagement with new approaches designed to engage a broader audience. The elements include: • Face -to -Face Outreach in the form of a Comprehensive Plan Steering Committee, focus groups, and pop-up meetings • Traditional Outreach including an informational open house and the required public hearing • Online Outreach including web -based comment forum and online interactive community issues map The Public and Agency Involvement Plan below provides an outline of the planned outreach methods. • City Staff Project strategy, coordination, and direction Project Initiation Meeting Bolton & Menk Discuss status and deliverables 1 Meeting • Manage scope, budget, and schedule • City Staff Coordination City Staff Hear agency perspective, concerns Periodically/As Meetings • Bolton & Menk Internal/External Agencies and Partners Review key issues and opportunities Needed (2 minimum) • City Staff Share project purpose Steering Committee Elected and Appointed Officials • Provide background information 3 Scheduled Meetings Community Volunteers • Gather input on issues, needs, and opportunities Meetings • Bolton &Menk Provide recommendations on community goals, policies, and strategic land use direction • Council/Appointed Officials Listen and understand Focus Groups Business Community Educate with information and insight 4 Focus Groups • Agricultural and Residential Community Identify issues and concerns Youth Groups Understand upcoming projects/visions/opportunities • Public Share project's purpose with the public and stakeholders 1 Meeting/At Public Open House Stakeholders Gather input on issues, needs, and opportunities Concept Draft • Bolton & Menk Solicit input on concept City Council Planning • Council/Appointed Officials City Staff public hearing to review draft Comprhensive Plan At completion of Draft/ Commission Bolton & Menk Make recommen dationsldecisions/approve plan 2 Meetings (1 each) • Public at Community Events, Local Listen and understand Pop -Up Meetings Businesses, and Library Educate with information and insight 2 Pop -Up Meetings • Bolton & Menk Gather input • Identify issues and concerns • Website that informs and provides access to plan products Other Project • Project Facebook page Ongoing/Prior to Communications General Public Online survey of issues and comments Specific Events • Handouts, flyers, and other informational material • Advertisements in local newspaper Telephone and Mailed Neighbors • Survey, Community Charette, Businesses Provide input Optional - To Be Stakeholder Workshops, property Owners Identify issues and concerns Determined Door Hangars Community Groups General Public Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 4 Q& MLENK Real People. Real Solutions. Personnel Qualifications Section 3 Personnel Qualifications Bolton & Menk has assembled a highly motivated and experienced group of professionals for the 2040 Comprehensive Plan Update. Our team has extensive experience evaluating and developing successful solutions that meet the needs of our clients, can be supported by stakeholders, and can be effectively implemented. For this reason, we hand-picked our most qualified team members to deliver this project. Our proposed team provides the optimum combination of accessibility, local community knowledge, and specialized expertise. The following paragraphs provide a brief background and profile of each of the key team members. These individuals have track records of successful projects and, just as importantly, are enthusiastic and committed to meeting and exceeding client expectations. Ryan J. Goodman, P.E. City Engineer/Client Service Manager Ryan serves as the City of Scandia's engineering consultant. Ryan will provide team oversight and serve as a liaison ® between our team and City staff. He began his career in 2001 and joined Bolton & Menk in 2012. He has experience in city engineering, construction supervision, planning, and project management. Ryan has prepared Capital Improvement Plans, feasibility studies, construction plans, specifications, budgets, issued permits when required, and established design requirements. Additionally, he is knowledgeable in technical supervision and quality assurance/quality control of municipal projects, mediating conflicts, and managing budgets. Ryan holds a B.S. Degree in Civil Engineering from North Dakota State University. Jane A. Kansier Project Manager Jane will serve as the Lead Planner and Project Manager for the project. She will be responsible for providing project supervision, client coordination, and will lead all other Bolton & Menk staff to ensure a quality Comprehensive Plan Update. Jane began her planning career in 1984 as a planner and has worked in city and county planning, city administration, and public transit. She has extensive Personnel Qualifications experience in the coordination and development of comprehensive plans, zoning ordinances, city codes, site plan and development review, and project management. Jane recently joined Bolton & Menk as a Senior Urban Planner. Her primary duties include Project Management for services related to municipal planning, metropolitan area comprehensive plan development, and land use analysis and impacts. Jane holds a B.A. Degree in Urban Studies from the University of Minnesota, Duluth, and an M.A. Degree in Public Administration from Hamline University. Relevant Project Experience • 2030 Comprehensive Plan Update, City of Prior Lake, MN • 2020 Comprehensive Plan Update, City of Prior Lake, MN • Zoning and Subdivision Ordinance Rewrite, City of Prior Lake, MN • Rochester Land Development Manual, City of Rochester, MN • Northern Scott County Transit Study, Minnesota Valley Transit Authority Angie N. Bersaw, AICP Lead Transportation Planner Angie will provide oversight to the transportation section of the plan. Angie began her career in 2003 as a Transportation Planner and is experienced in transportation, community, and environmental planning. Her areas of specialty include city and county transportation plans, subarea and corridor studies, and environmental documentation. She led the development of eight transportation plans meeting Met Council requirements during the 2030 Comprehensive Plan process. She also routinely manages multi -agency stakeholder and public involvement activities for various transportation and planning projects. Angie holds a M.A. Degree in Urban and Regional Studies from Minnesota State University, Mankato. Relevant Project Experience 2030 Comprehensive Plans — Transportation Chapter City of Lakeville, MN City of Chaska, MN • City of Plymouth, MN • City of Lino Lakes, MN 2045 Long -Range Transportation Plan, Mankato/North Mankato Area Planning Organization (MAPO) Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Alex J. Conzemius, AICP Lead Planner Alex will lead the project under the direction of the Project Manager. In this role he will work with city staff, city commissions, City Council Members, members of the steering committee, and key stakeholders. Alex joined Bolton & Menk as a Planner in 2008. He is an integral part of the planning staff assisting with aviation, transportation, and comprehensive planning activities. His project experience includes zoning ordinance review, ordinance update, ordinance administration, site review, land acquisitions, annexations, comprehensive planning, environmental reviews, compatible land use analysis, and alternative analysis. He has extensive experience working with local, state, and federal agencies as well as providing professional support at public meetings. Alex holds an M.A. Degree in Urban Planning from Minnesota State University, Mankato. Relevant Project Experience • Comprehensive Plan Update, City of Wabasha, MN • Comprehensive Plan Update, Bayfield County, WI • Comprehensive Plan Update, City of Hudson, WI • Comprehensive Plan Update, Sibley County, MN • Comprehensive Plan Update, City of Luverne, MN Nick C. Meyers, GISP Lead GIS Specialist/Planner Nick is a GIS Project Manager with more than 10 years of experience related to Geographical Information Systems and planning. He has range of experience that includes project management, public utility and infrastructure mapping, web application development, and municipal planning. Before his time at Bolton & Menk he worked in municipal government where he managed effective and efficient enterprise GIS system using SQL Server and ArcGIS for Server, developed database architecture strategies, created tools and scripts to support workflows, and assisted with zoning ordinance development, zoning administration, and public involvement. Nick has gained extensive knowledge working with ESRI GIS software products including ArcGIS Desktop & Extensions, Model Builder, Python, ArcGIS for Server, and CityEngine. His in-depth skill set includes data creation and analysis, utility mapping, database Submitted by Bolton & Menk, Inc. Personnel Qualifications administration, designing GIS workflows, and planning related to transportation, parks and trails, land use, and comprehensive planning. Nick holds an M.S. Degree in GIS from Saint Mary's University and a B.A. Degree in Geography/City Planning from the University of Akron. Relevant Project Experience • Comprehensive Plan, City of St. Charles, MN • Zoning Ordinance Update, Winona County, MN • Trail Plan, Winona County, MN • 2045 Long -Range Transportation Plan, Mankato/North Mankato Area Planning Organization (MAPO) F - Dillon Petrowitz Transportation Planner Dillon will provide support in the development of the transportation section of the plan and in the review and update of the national resources section. He joined our transportation work group as a Planner in 2016 and has experience with corridor studies, environmental screening, sub -area plans, and long-range plans; research, analysis and impacts; land use compatibility; and integration and public involvement. Additionally, Dillon has experience with GIS mapping and analysis. Dillon holds a M.A. Degree in Urban Planning and a B.S. Degree in Urban and Regional Studies, both from Minnesota State University, Mankato. Relevant Project Experience • Safe Routes to School Plan, City of Janesville, MN • Cedar Lake Road Bikeway Study, City of St. Louis Park, MN • Belgrade Corridor Study Environmental Screening, City of North Mankato, MN Timothy J. Olson, P.E., CFM Lead Water Resources Engineer Tim will be responsible for development and oversight of the surface water management components of the Comprehensive Plan. Tim is a Water Resources Project Manager who began his career in 2006. He has worked on the design and development of Comprehensive Stormwater Management Plans, hydrologic and hydraulic studies, and hydrologic plan reviews. Tim holds a M.S. Degree and B.S. Degree in Civil Engineering, Water Resources from South Dakota School of Mines & Technology. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Relevant Project Experience • Stormwater Management Plan, City of Ramsey, MN • Municipal Separate Storm Sewer System (MS4) Program Development, City of Forest Lake, MN • Stormwater Management Plan, City of St. Francis, MN Joel Odens Landscape Architect Joel will provide an analysis and review of the park, recreation, open space, and natural resources section of the plan. Joel has been in the Landscape Architecture industry since 1996. His experience includes streetscape enhancements, park planning and trail design, mobility studies, highway landscape design, monumentation, commercial and mixed- use development, transit oriented development, and public memorials. Mr. Odens holds a Bachelor of Landscape Architecture from Iowa State University. Relevant Project Experience • Parks and Trails Master Plan, City of Forest Lake, MN • Garden Park Trail Master Plan, City of Edina, MN • River Oaks Park Master Plan, City of Big Lake, MN Seth A. Peterson, P.E. Lead Environmental Engineer Seth will be responsible for evaluating the wastewater and water systems components of the Plan. Seth is a registered professional engineer who began with Bolton & Menk in 1995. He serves as the Metro Environmental Manager for Bolton & Menk. His background includes planning and design of water and wastewater treatment facilities, water and wastewater studies, securing permits, working with regulatory agencies, and construction management. Seth holds a B.S. Degree in Civil Engineering and a M.S. Degree in Civil and Environmental Engineering, both from South Dakota State University. Relevant Project Experience Wastewater System Evaluations, City of Scandia, MN Water Supplay and Sanitary Sewer Planning, City of Forest Lake, MN Wastewater Treatment Facility Planning and Design, City of Elk River, MN Personnel Qualifications Chuck Pettipiece Economic Development Specialist Chuck will provide his expertise to the economic development and implementation portions of the plan. He has assisted communities in achieving their community planning and development goals for over 30 years. Chuck's experience includes a broad planning background. He has helped develop workable comprehensive plans, implement ordinances, and has served to bring together diverse interests in plans that reflect overall community needs. Relevant Project Experience Comprehensive Plan Update, City of Madelia, MN Interim Economic Development Director, City of Waseca, MN • South Industrial Park Infrastructure, City of Wells, MN Dave Breiter Graphic Design Coordinator Dave has a range of experience in graphic design, multimedia, and web site production. His responsibilities include project management, design, and implementation of print materials; websites, 2D, 3D, and 4D project visualizations; project considerations maps and display panels, as well as video production. Dave is proficient in the use of Adobe Photoshop, Illustrator, InDesign, Premiere Pro, After Effects, Audition & Dreamweaver, as well as SketchUp Pro, 3D Studio Max and the Microsoft Office suite of programs. Dave holds a B.S. Degree in Communications: Broadcast Technology Management from University of Wisconsin — Platteville. Relevant Project Experience • Comprehensive Plan Updates, City of Wabasha, MN • Comprehensive Plan Updates, City of Luverne, MN • Hwy 10 Access Planning Study, Anoka County, MN • TH 25 Downtown Reconstruction, City of Buffalo, MN Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota Q& MLENK Real People. Real Solutions. Project Experience and References Section 4 Project Experience and References The following projects include recent and related experience completed by members of our team. Client satisfaction through quality deliverables, cost-effective rates, and timely project delivery are top priorities on all projects. Please feel free to contact the references that are included for each project. 2030 Comprehensive Plan Update, City of Prior Lake, Minnesota Reference: Frank Boyles, City Manager, 952-447-9801 Between 1996 and 2006, the City of Prior Lake experienced unprecedented growth and development. In 2003, the City entered into an Orderly Annexation Agreement with Spring Lake Township to annex nearly 700 acres of developable land over the next 20 years. This area was not included in any of the City's long-range planning documents, so an overall update to the City's Comprehensive Plan was required. This update included all elements of the plan, from land use and housing to infrastructure. Jane Kansier, AICP, was the Planning Director for the City of Prior Lake during this time. It was her responsibility to coordinate all aspects of the Comprehensive Plan Update. She was responsible for preparation of the land use and housing elements, as well as coordinating development of the technical plan elements by a series of consultants and combining those plans into a single document. Ultimately, Ms. Kansier was responsible for guiding this document through the Metropolitan Council approval process. The City of Prior Lake was the first community in the 7 -county metropolitan area to gain Metropolitan Council approval of its 2030 Comprehensive Plan. The Plan was adopted and approved in 2006. Comprehensive Planning and Consulting, City of Wabasha, Minnesota Reference: Chad Springer, City Administrator, 651-565-4568 As Wabasha's Planning Consultant, Bolton & Menk has been working on an update to their Comprehensive Plan. Their work includes a wide-ranging analysis of population, economic, and socio-economic trends, three steering committee workshops, completion of multiple community surveys for residents, non-residents, and students, city website updates, and small group discussions to define city-wide issues, opportunities, and strengths with key Project Experience and References stakeholders. The Plan helped determine community goals and aspirations for the City of Wabasha and recommended policy in terms of land use, transportation, parks, trails, open space, natural resources, utilities, growth management, and land use. A final draft of the Plan has been completed and adoption is expected in 2016. Below are additional relevant projects that we have completed. References are available upon request. Comprehensive Transportation Plan, Elko New Market, Minnesota Reference: Tom Terry, City Administrator, 952-467-2777 The City of Elko New Market completed a comprehensive plan that analyzed the community in regards to demographic 1 r- ;Il /I I'-1 information, identification of important issues, housing stock and the demand for different housing types, transportation issues and quality, utilities and facilities, agricultural preservation, job creation, land conservation, and economic development issues. Given this information, Bolton & Menk made projections for future land use needs and infrastructure development within the community over a 20 year planning period. Multiple City -Wide Studies, Emergency and Utility Mapping Projects, and Comprehensive Plan Update, 2010-2014, City of Chatfield, Minnesota Reference: Joel Young, City Clerk, 507-867-3810 Bolton & Menk staff has served as Chatfield's Planning Consultant for more than nine years and has completed a number of housing, business, and neighborhood studies; two park and recreation master plans, and two city-wide comprehensive plan updates. The following is a list of the most recent long- range planning efforts for the City of Chatfield: Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 2015: The Bolton & Menk team completed a Comprehensive Plan Update for the City of Chatfield. The work included; analysis and SWOT workshop with Planning & Zoning Commissioners, completion of a community survey, city website updates, city newsletter, and small group discussions to define city-wide issues, opportunities, and strengths with key stakeholders. Bolton & Menk provided a comprehensive summary of the demographic analysis, housing and economic development analysis, and existing zoning and land use analysis to the Planning & Zoning Commissioners. The Comprehensive Plan was approved on March 8, 2015. 2015: Bolton & Mer completed an update to the Chatfield Park & Recreation Master Plan including the concept of planning for a new regional park adjacent to the Root River and Mill Creek. The project included an inventory all of the existing parks, open spaces, and quasi -public recreational opportunities within the Chatfield area. Bolton & Menk worked with all key stakeholders including Chatfield Public School officials, MnDNR, MnDOT, Olmsted and Fillmore Counties, private trail organizations, and local youth and adult organizations that participate in maintaining and improving the park and trail system in and around Chatfield. A final draft of the plan has been completed and adoption of the plan is expected in 2016. 2013: Bolton & Menk researched and summarized Chatfield's current zoning, land use, demographic, household, employment, age, income, analysis, housing permit analysis, updated detailed rental property information, economic development indicators, housing and city support staff contact list, and city-wide lot inventory for Olmsted County as they began their county- wide housing study. q1-TO Ir.T Yop�eratid yob xp4areult pla con &Zoningmee ing job easier." � �-� - Terry Bradt, City of Chatfiel kanning & Zoning Chariman Project Experience and References 2012: Bolton & Menk staff worked with the Chatfield Ambulance Service and Fire Department to create a city- wide block numbering system for emergency responders. Work with the Fire Department was completed to create a series of downtown building maps to assist their efforts to better respond to emergencies by mapping the ingress and egress routes for each multi -floor building in a three block area. Bolton & Menk staff also worked with the Public Works Department to update all existing city-wide utility maps and has assisted them to GPS locate and map additional utility features in the City. Comprehensive Transportation Plan, City of St. Francis, Minnesota Reference: Matt Hylen, City Administrator, 763-238-3366 � -- Anoka County I a�,„ =a updated their trafficF. o models to include additional traffic -- - _ analysis zones and roadways. Bolton , -� & Menk studied the data along with socioeconomic and census information to ensure an accurate base model. Inaccuracies were corrected and the data was split into the new traffic analysis zones. The model recalibrated the new socioeconomic data, zones, and roadway connections. 2030 forecasts from the model determined projected capacity needs and where expected roadway functional class may have to be changed given future land use. Comprehensive Sanitary Sewers and Water Plan, City of Ramsey, Minnesota Reference: Brian Olson, Director of Public Works, 952-826-0311 (currently with the City of Edina) Faced with petitions from property owners for the extension of municipal sanitary sewer service, the City of Ramsey retained Bolton & Menk to update its comprehensive sewer and water supply plans. As part of the preparation, design criteria such as per capita use, flow variation, d _, I J i and population equivalents were reviewed and updated. Bolton & Menk also developed a water distribution system model to expand the Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 9 system from a population of 6,200 to 41,000. The completed study provides an analysis of the City's existing trunk sanitary sewer and water facilities, an evaluation of how regional issues affect the system, and an analysis of the ultimate development potential for the City based on current development plans, projected land use in undeveloped areas, and interceptor sewer capacity that is allocated by the Metropolitan Waste Control Commission. CH 101 Infrastructure Replacement and Corridor Planning, Scott County, Minnesota Reference: Mitch Rasmussen, County Engineer/Public Works Director, 952-496-8367 Scott County contracted with Bolton & Menk to evaluate long-term transportation and land use needs in a confined area bound by the Minnesota River and the Union Pacific Railroad. This work included gathering input from businesses and property owners along the CH 101 corridor to establish a long-term vision and evaluation of transportation alternatives to accommodate up to 50,000 vehicles per day. Project Experience and References Below are some additional relevant projects that we have completed. References are available upon request. Transportation Plans • St. Francis, MN • Watertown, MN • Ramsey, MN • Northfield, MN • Elko, MN • Rice County, MN • Jordan, MN Area Land Use Plans • Buffalo, MN • Le Sueur, MN • Hawley, MN • Northfield, MN • South St. Paul, MN • Sauk Centre, MN • Faribault, MN • Hutchinson, MN • Owatonna, MN • Blue Earth, MN • Mankato, MN Water Resources Plans • St. Francis, MN • • Plymouth, MN • • Elko, MN • • Burnsville, MN • • Andover, MN • • Edina, MN • • Andover, MN • • Watertown, MN • Austin, MN Minnetonka, MN Lakeville, MN St. Louis Park, MN Columbia Heights, MN Waconia, MN Vadnais Heights, MN Shakopee, MN Parks and Trails Master Plans • Forest Lake, MN • Big Lake, MN • Montrose, MN • Dakota County, MN Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 10 & MLENK Real People. Real Solutions. Work Plan and Schedule Section 5 Work Plan and Schedule Participation Process Task 1: Project Management Ryan will serve as Client Service Manager to assure client satisfaction on the project. Jane will serve as the Project Manager, providing oversight and direction. She will serve as the primary point of contact for the duration of the project. We will provide: • Monthly progress reports and invoices • Project schedule with key milestones Task 2: Project Initiation The first step in the project is working with City officials to establish specific goals. This includes: • Meeting with City staff to review the scope of work and existing information available Conducting community visits, inventory physical conditions, and visit with key stakeholders Reviewing previously adopted planning documents from various City Departments \ Py P-1 Public awareness Purpose: To make th c public awareofthe comprehensive planning project- Pledge rojectPledge to the public: We will keep yc, informed. Example methods: Direct mail, news releases and mass media„ displays and exhibits, L ok 1 Public education Purpose:To provide the public with balanced and objective infor- mation to assist them in better understanding the various steps in the planning process Pledge to the public: We will try to help you understand, Example methods: Public education meetings, websites, newsletters. University of Wisconsin -Extension, Citizen Participatio-n Team C20111). Citizen FarticlpstiDn Training Manual. ►yamlaM-1 F-TIr._PPIT-TIMM Task 3: Public Outreach There are many ways to incorporate public interest and participation in a Comprehensive Plan project. We have built these into the process, with the expectation that this effort will provide an extensive opportunity for those interested to participate, and provide City Officials with a sufficient level of confidence there are no unanticipated issues, not yet raised to public consciousness, that need to be addressed in the Comprehensive Plan process. The purpose of public participation is not an end in itself. It is important to know what purpose is being pursued. It may be public education about City issues and decision- making, an outreach to find new or innovative ideas for public consideration, and/or an effort to build consensus around a chosen path, among many others. Public input Purpose: To obtain public feedback on issues, alternatives and/or decisions. Pledge to the public: We wil I provide a variety of opportvni- ties for your input and will provide feedback on how the public input was used in the planning process. Example methods: Open houses, public hea ri n g s, visua I pref- erence surveys, opinion surveys, focus groups. Public interaction Purpose: To work directly with the public throughout the process to ensure that public issues and concerns are consistently understood and con- sidered. Pledge to the publL We will work with you to ensure that your concerns are directly reflected in the alternatives developed and provide feedback on how public input influenced decisions - Ex a mp I e ecisions_ Example methods: Visioning Public partnership Purpose: To place decision-making responsibilities in the hands of the public. Pledge to the public: We will work to implement what you decide. Example methods: Citizen planning committees Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 11 City Staff Involvement. We expect Bolton & Menk staff will lead the project, relying on City staff for feedback and interpretation of local issues and choices. We will work closely with City staff in a shared lead role for purposes of correspondence with the public and public officials. Public Official Roles. With a long history of working for local government in planning and zoning, we fully understand both the role of public officials and the information they need to make informed and effective decisions. We work hard to build our relationship with the community so we can quickly absorb the issues to be addressed. This requires regular interaction with the Planning Commission and City Council members to understand their approaches to local government and land use policy and ensure the updated Comprehensive Plan truly captures the objectives they envision. Public's Role. Public participation in this project will directly and robustly engage the public through a combination of face-to-face interaction and online communication. The specific components of the public's participation are listed below. Task 3.1: Branding Our team will work C►rr of with the City to develop WABA.SHA. a brand specific to the �d Comprehensive Plan Update. This brand will be used on all outreach materials, both printed and electronic. Task 3.2: Face -to -Face Outreach We offer the following public engagement activities for the Comprehensive Plan Update process: • A Comprehensive Plan or Steering Committee, consisting of 10-12 members from a mix of staff, elected and appointed officials, and community volunteers (3 meetings) • Personal interviews with community leaders, utilizing a focus group approach. We anticipate four focus groups, including: • Local government officials (City Council, Advisory Boards and Commissions, and Staff) • Business community Work Plan and Schedule • Agricultural and rural residential community • Youth groups (Scouts, students, other) Unlike traditional public meetings, "pop-up" meetings go where the public is already gathering, such as community events, local coffee shops, or the library. People are provided with written materials, asked to complete a short survey, and have the opportunity to ask questions. Our proposal includes two "pop-up" meetings: • Vinterfest • Farmers Market (or another event recommended by the City) Concept -review public open house (1) Planning and Zoning Public Hearing on Draft Comprehensive Plan Update. City Council meeting (Review and Adoption) Task 3.3: Online Outreach IuMAPO ,,,,,,,.,, According to the Pew Research Center, 86% of adults go online Riverfront Public Comment „ regularly, and 74% of online adults are social network users. Those numbers are higher for teens and young adults. Online outreach is necessary to reach -� more community members. Our proposal includes: Website • Web -based comment forum • An online interactive community issues map that allows the public to identify specific issues or respond to specific questions with pins on a map • Online survey of issues and comment Facebook Page specific to the Comprehensive Plan Task 3.4: Targeted Outreach (optional) In the event the City wishes to pursue more extensive public involvement, there are additional methods to build on the foundation laid above. Additional public participation options could include any or all of the following efforts: • Random -sample telephone survey of community opinion (outside contractor) • Mailed survey of community opinion • Focus group meetings on individual issues and/or concepts • Community design charrette Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 12 Interactive workshops with local schools, civic groups, and others • Informational door hangers These options are highly customized, and depend on a variety of options, including sample size, number of expected participants, etc. We welcome meeting with City Officials to discuss and design specific options to develop cost estimates and community official roles for any of the chosen alternatives. Planning Services Task 4: Existing Conditions Analysis Task 4.1: Review Existing Plans Utilizing information from previous plans, public involvement, City input, and consultant review, we will identify issues and needs across all segments of the Plan. This review will serve to inform changes and adjustments to the new Plan. Our team will also review the existing Plan for form and content to identify inconsistencies with current conditions, requirements, and goals. This review will provide a framework for the new Plan. Task 4.2: Community Designation The City of Scandia has expressed an interest in exploring the possibility of changing the community designation from "diversified rural" to "rural center." Changing the designation will require coordination with the Met Council. Our goal is to accomplish this task in a timely manner; however, depending on the process required by the Council, additional time may be required. Task 5: Vision, Goals, and Objectives Task 5.1: Analysis of Future Issues The initial stages of the public engagement process will be key in evaluating the existing vision statement and identifying changes as necessary. Our team will work closely with City staff and appointed and elected officials to draft a vision statement and goals to guide the development of the Comprehensive Plan. Task 6: Plans and Policies Task 6.1: Metropolitan Council Requirements The Metropolitan Council's System Statement for the City of Scandia lists the specific requirements to be included in the Comprehensive Plan Update. We will examine the Local Planning Handbook checklist for the City to ensure Work Plan and Schedule all elements are included in the updated Plan. We will prepare the necessary tables and figures required by the checklist. Task 6.2: Land Use • Review and analyze existing land uses • Review existing land use designations and recommend changes or modifications • Identify appropriate future, long-term land use designations for all parcels, regardless of existing use • Provide a land use capacity analysis to identify potential future growth areas in the City • Identify areas appropriate for more indepth planning studies • Provide a Future Land Use Map • Review current Zoning Ordinance and Zoning Map and identify changes required for consistency with the new Plan Task 6.2.1: Staged Development The Rural Center classification requires a plan for staged development in 10 -year increments. The Staging Plan will be carried through all elements of the plan. • Provide a table identifying staged development including future land uses, acres, and density ranges for each 10 -year increment Provide a map identifying the staging Task 6.3: Housing • Complete an existing housing assessment including total number of units, number of units by type, owner occupied and rental units, and housing values • Provide an analysis of existing housing needs and an analysis of future housing needs • The City of Scandia does not have a share of the Region's need for low and moderate income housing Task 6.4: Economic Development Provide an analysis of the number and character of jobs and businesses within the City Identify areas for new business within the City Recommend goals, policies, and strategies to maintain economic competitiveness Task 6.5: Parks and Trails Identify and describe Big Marine Park Reserve and its impact on the City Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 13 • Identify and describe the State park and open space areas within the City • Inventory and map existing local parks, trails, and other recreational facilities • Identify search areas or potential locations for future local parks needed as development occurs • Provide cost estimates for future park facilities Task 6.6: Resiliency • Review existing solar farm and solar garden ordinances for consistency with State statutes • Identify existing or approved solar farms on a map Technical Services Task 6.7: Natural and Water Resources The City of Scandia's Local Water Management Plan (LWMP) was updated in September 2012 and approved by the Comfort Lake Forest Lake Watershed District (CLFLWD), Carnelian Marine St. Croix Watershed District (CMSCWD), and Rice Creek Watershed District (RCWD). The plan includes an inventory of water resources and an assessment of water resource issues, goals, policies, and strategies for implementing improvements to the system to correct specific issues. Further, the Plan indicates that watershed district rules and standards are adopted by reference. Some LWMP updates will be required to align with updates to Watershed District Plans, Total Maximum Daily Load (TMDL) reports and Metropolitan Council requirements for the 2040 Comprehensive Plan Updates. Otherwise, it is assumed the Watershed District Plans will continue to be adopted by reference. The following tasks are anticipated to update Scandia's LWMP. Task 6.7.1: General Language Updates Modify current LWMP document to update general information in each section. The LWMP sections include • Executive Summary • Local Water Management Plan Purpose • Land and Water Resources Inventory • Assessment of Issues • Goals, Policies, and Strategies • Implementation Plan • Amendment Procedures • Appendices General language updates include, but are not limited to: • Dates • Future land use, population, etc. • Stormwater and natural drainage information Work Plan and Schedule • References to other plans • Changes in implementation planning Task 6.7.2: Figure Updates Analyze and modify current LWMP maps and figures and update with the best available data. This includes publicly available and City -maintained data provided by: • Met Council • MnDNR • Board of Soil and Water Resources (BWSR) • MnDOT • RCWD/CLFLWD/CMSCWD • City of Scandia The current LWMP contains 13 maps/figures describing the City's drainage system. No new maps will be created. Task 6.71 Add New Information Modify Assessment of Issues to better align with comprehensive Plan and Watershed District Plan Updates Update future projects, capital improvements, and financing opportunities Task 6.8: Transportation This task assumes Washington County will develop a single transportation model that can be utilized by both the county and its municipalities. Therefore, our scope of work does not include travel demand forecasting, but instead includes time to coordinate with the County on Transportation Analysis Zones JAZ) distribution and model outputs. Task 6.8.1: Introduction Review and update transportation goals and objectives. Assumes major revisions are not necessary. Task 6.8.2: Roadway System Plan • Issues Identification Utilize information from previous plans, public involvement, city input, and consultant review to identify transportation system issues and needs • Existing Roadway Conditions • Map existing functional classification • Map existing number of lanes on A -minor arterial roadways • Map current traffic volumes including heavy commercial volumes Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 14 • Map existing railroads and significant freight facilities/nodes • Identify roadway issues that affect freight transport (i.e., weight restricted roads, bridges with insufficient clearances, intersections with inadequate turning radii for trucks, etc.) Review 5 -year crash history for arterial and collector roadways using MnDOT's Crash Mapping Analysis Tool. Identify areas with high crash frequency Traffic Projections Describe 2040 TAZ allocation of population, households, and employment to Met Council control totals Coordinate with Washington County staff on travel demand model outputs for Scandia Map forecasted 2040 roadway volumes provided by Washington County Roadway System Plan • Summarize recommendations from any recent relevant transportation or corridor studies • Map future number of lanes on A -minor arterials • Identify future right-of-way preservation needs • Incorporate access management guidelines of MnDOT and/or Washington County • Identify any proposed functional classification changes and map future functional classification • Document potential jurisdictional transfer discussions, which assumes no detailed jurisdictional transfer analysis Task 6.8.3: Non -Motorized System Plan Map existing and planned on -road and off-road bicycle facilities in the City Analyze and address the need for local bike/pedestrian facility improvements to provide connections that remove major physical barriers on the regional and local networks • Assumes no Regional Bicycle Transportation Network analysis since no alignments or corridors are identified in the City of Scandia Task 6.8.4: Transit Plan • Map and describe existing transit routes and facilities Work Plan and Schedule Task 6.8.5: Implementation Plan • Identify short-, medium-, and long-term improvement priorities • Identify implementation tools (access management, right-of-way preservation, funding sources, etc.) Task 6.9: Infrastructure and Utility Plan Local comprehensive plans must address water supply and wastewater (Minn. Stat., Sec. 473.859 & 473.513). The City of Scandia relies on private wells and private subsurface sewage treatment systems; the City does not own/operate a municipal public water supply system or stormwater system. A local water supply or wastewater plan is not required; however, the comprehensive plan should include information about water sources, including plans to protect private water supplies and describe the standards and conditions under which the installation of subsurface sewage treatment systems will be permitted and the areas not suitable for public or private systems. Task 6.9.1: Wastewater Systems Evaluate the existing wastewater systems based on the proposed growth and determine what, if any, improvements are needed Provide cost estimates and estimated timing to complete the work at each wastewater system Task 6.9.2: Water System The water system (Uptown system) is quite small and serves only a small area (City Hall, community building, church, etc.). All other areas are served by private wells. Evaluate the Uptown system based upon any proposed growth and suggest improvements Task 7: Implementation Most components of a comprehensive plan identify what a community intends to do over the next 20 years. The implementation portion of the plan lays out how a community intends to do it and when infrastructure investments will occur. The implementation will describe local ordinances, policies, public programs, and capital improvement plans for Scandia to ensure implementation of the Comprehensive Plan and protection of public infrastructure. Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 15 Work Plan and Schedule Timeline - Scandia Comprehensive Plan Update 2016 2017 2018 Contract Signed Staff Kick-off Meeting, Finalize Outreach Plan Finalize Project Timeline/Start Project Data Acquisition, Analysis, and Projections M Pop -Up Meeting #1 (Vinterfest) Steering Committee Meeting #1 Focus Group Meetings (4) . Commission or Council Action Community Involvement and Input City Staff and Project Team Actions Website Updates ' Steering Committee Meeting #2 _ Pop -Up Meeting #2 (Farmers Market) Staff Update Meeting Steering Committee #3 W Concept Review Open House Prepare/Deliver Draft Plan _ Staff Review Period Planning & Zoning Pubic Hearing .City Council Review and Adoption D Submit to Adjacent Communities Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 16 Q& MLENK Real People. Real Solutions. Additional Information Section b Additional Information Bolton & Menk has assembled a team to specifically meet the City of Scandia's needs for this project. Our team has both direct knowledge of the City and experience in leading cities through the Metropolitan Council's Comprehensive Plan Update process. This combination will enable us to complete the project in a timely and cost- efficient manner. Bolton & Menk also has a proven track record in public engagement and participation for planning projects, including comprehensive plans and transportation projects Our goal is to look for creative, yet cost-effective ways to reach all sectors of the community. Project Assumptions This proposal includes minimum requirements for the `Resilience' plan element as described by the Met Council. If desired, additional analysis for Resilience as it relates to infrastructure, healthy communities, and economic and social factors may be included. The Minnesota Pollution Control Agency may have grants available to assist the City in sustainability planning. We will be happy to assist the City in exploring this potential funding if desired. This proposal does not include performing an update to the hydraulic model as part of the Water Resources Plan. Standard rainfall depths have changed since the last time the City completed a Water Resources Plan. The City of Scandia should consider whether the optional task of including updates to the hydraulic model are desired. Updates to the model are recommended to provide the best and most accurate analysis in the Water Resources Plan. The Washington County Housing and Redevelopment Authority will be contracting for a County -wide housing needs study. This proposal assumes timely and accurate completion of that study for use in the Comprehensive Plan. Washington County is committed to completing County- wide traffic modeling in support of this Comprehensive Plan Update. This proposal assumes timely and accurate traffic modeling for the City will be available. The Met Council provides estimates of total population for the Additional Information City of Scandia, but not by Transportation Analysis Zones (TAZ) that is needed for the 2040 AADT. As part of the Land Use Plan, any increase in population will be allocated to the various TAZ's. Official controls are locally adopted ordinances, policies, design guidelines, fiscal tools, and other regulations that direct, guide, and assist in the development decisions in your community and help implement your plan. Your official controls may also need to be updated to remove conflict with new policy direction as outlined in Minnesota Statute 473.865. This proposal represents our best guess for the process and content desired to be included in this comprehensive plan project. The proposed scope of work is dynamic and subject to modification. Our scope of services and estimated fee is open to further negotiation dependent upon the actual process and content desired. Technology Bolton & Menk has a culture and commitment to process improvement to enable standardization and technology utilization to continually improve productivity, efficiency, and quality. The use of best practices such as: automation of processes, standardization of CAD, GIS, and survey data collections; internal training programs; and technology initiatives including the use of video conferencing, IP/mobile communications, web and mobile applications, and development capabilities, optimizes and creates additional system capacity to better use existing staff and handle additional projects. These efficiencies result in quicker turn -around time, improved opportunities for Quality Assurance and Quality Control, enhanced value added services, and more cost-effective service and competitive pricing for our clients. The firm's commitment to product innovation and creativity along with the highly qualified technical staff fosters an environment of innovative approaches to projects that create real solutions. These solutions are created by integrating technology, improving communication through websites and intuitive public engagement tools, using concise and easy to understand graphics, and 3D visualizations. Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 17 Research and References Our team is experienced in using research for analysis and solutions. We use proven, reliable sources for our research. For example, we utilize ESRI Business Analyst which pulls data from the US Census, American Community Survey, and ESRI data to compile demographic, economic, and other data into reports. Bolton & Menk has access to Metropolitan Council data and other community data sources to assist in our review and recommendations for the community. We will utilize the results of the Washington County HRA County -wide Housing Needs Study as it applies specifically to Scandia. Capacity and Priority All of the staff assigned to serve the City of Scandia are available and individually experienced in technical and project leadership. Furthermore, we take pride in completing projects on time and within budget. From a business management perspective, Bolton & Menk has recognized the need to create and maintain adequate capacity within its staffing structure to accommodate significant municipal clients such as the City of Scandia. To accomplish this, the firm relies on several key tactics. First, as noted earlier, the firm relies on internal standardization and technology to improve productivity, efficiency, and quality. These efficiencies result in more cost-effective service to our clients. Secondly, Bolton & Menk endeavors to comprehensively develop existing staff to take on expanded project responsibilities without sacrificing quality. Younger planners are given a broad range of project responsibilities, including extensive research, writing, and utilization of technology assignments, allowing them to better understand planning projects and collaborate in the forward thinking process. This experience allows them to become better and more effective planners, improving the future of our communities and benefiting our clients. Finally, the policies, practices, and culture of the firm are focused on encouraging staff retention with minimal turnover. Bolton & Menk has been successful at retaining key employees at all levels of employment. Our overall staff turnover rate is less than five percent. For example, our ownership group (approximately 50 licensed professionals) averages 23 years of experience, of which an average of 18 years has been spent with Bolton & Menk. This experience and retention rate greatly benefits Additional Information each client by assuring continuity of relationships; sound understanding of client project history and needs; and efficient use of consultant resources. In several client communities, the tenure of Bolton & Menk's assigned staff exceeds that of city staff and elected officials, making continuity in consultant staff a particularly valuable asset for the community. Additionally, with more than 65 years of successful business operating history, the firm has ample internal financial capacity as well as access to sufficient lines of credit to meet all operating needs and provide all equipment and appurtenant resources to complete the requested scope of services at a level of service that will meet your schedules and be commensurate with your expectations. The firm is well experienced in accommodating the project needs of its clients through acquisition of specialized equipment, computer programs and software solutions, special outside experts, etc. In summary, we believe the proposed client services structure, together with our internal staffing practices, assures we can provide more than adequate staffing capacity and other resources for the City of Scandia's Comprehensive Plan Update and, equally important, can assure stability with any assigned staff. Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 18 Q& MLENK Real People. Real Solutions. Compensation/Fee Schedule Section 7 Compensation/Fee Schedule Compensation/Fee Schedule Our team understands the importance of delivering a project on-time and within budget. We closely monitor our time and budget to ensure efficiency of our staff and value to our clients. Any issues relating to requested potential budget impacts will be communicated in a timely manner. We understand the proposed scope of work is dynamic and subject to modification, therefore, our scope of services and estimated fee is open to further negotiation. O 00 OA i O = 00 COMPREHENSIVE PLAN Y m 12 $ 1,120 o c ° Total REQUESTED PUBLIC PARTICIPATION +r a "O o c a N •t6 u Total Cost s `o Hours ✓ u ✓ ^ i1 C on CO 8 0J _J Steering Committee Meeting #1 v U LU W a r CL 12 Staff Kick-off Meeting ✓ Establish Steering Committee ✓ J 12 $ 1,120 ✓ 6 $ 480 Pop -Up Meeting #1 (Vinterfest) ✓ ✓ 8 $ 640 Steering Committee Meeting #1 ✓ ✓ 12 $ 1,120 Focus Group Meetings 8 $ 640 Steering Committee Meeting #2 ✓ J 12 $ 1,120 Pop -Up Meeting #2 (Farmers Market) Develop Online Public Survey Staff Update Meeting ✓ ✓ 8 $ 640 ✓ ✓ 8 $ 580 10 $ 960 Steering Committee Meeting #3 ✓ 12 $ 1,120 Concept Review Open House ✓ ✓ ✓ 22 $ 2,040 Assistance with Public Hearings (PC & CC) J ✓ 12 $ 1,200 Final Plan Document Formatting and Consistency ✓ 0 ✓ 34 J 92 ✓ 6 J 4 ✓ 24 J 4 34 $ 3,260 TOTAL HOURS 164 AVERAGE HOURLY RATE No Charge $120 $80 $80 $100 $100 $50 SUBTOTAL ParticipationPublic $4,080 $7,360 $480 $400 $2,400 $200 Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 19 WORK TASK DESCRIPTION Compensation/Fee Schedule Base Fee Participation Process $15,420 Task 1: Project Management $500 Task 2: Project Initiation $1,120 Includes Staff Kick-off Meeting in the Itemized Table Below Task 3: Public Outreach $13,800 See Itemized Table Below for a Cost for Each Participation Opportunity Planning Services $19,000 Task 4: Existing Conditions Analysis - Update of Existing Plans and Exhibits $5,500 Task 5: Vision, Goals, and Objectives - Analysis of Future Issues and Exhibits $11,000 Task 6: Plans and Policies - Implementation and Exhibits $2,500 Technical Services $17,500 Task 6.7: Natural and Water Resources Plan and Exhibits $5,000 Task 6.8: Transportation Plan and Exhibits $8,000 Task 6.9: Infrastructure and Utility Plan and Exhibits $4,500 Submitted by Bolton & Monk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 20