Broken Arrow City Council
Meeting of: 10-03-2017
To: Mayor and City Council
From: Development Services Department
Title:
title
Consideration, discussion, and possible approval of and authorization to execute the Professional Service Agreement with Halff Associates, Inc. for the review and update to the City’s Comprehensive Plan (Vision 40)
End
Background:
The City’s Comprehensive Plan Consultant selection committee received eight proposals from various regional and national Consultant groups and interviewed four. Upon the recommendations of the committee and staff and after lengthy negotiations, the City has agreed to enter into a 20+ month contract with Halff Associates, for updating and preparing the City’s new Comprehensive Plan, -- Vision 40.
This proposed contract with Halff Associates is scheduled to commence in October and will take approximately 20+ months to complete. The Contract is for Consultant Services provided by a team of consulting firms, sub-contracting with Halff Associates, Inc. and performing work as specified within the Scope of Services.
Funding for this project will be provided through the Capital Improvements Program of the Sales Tax Capital Improvement Fund (STCI) over the next two years. The entire project will be completed in two (2) primary phases and is projected to cost up to $332,585.00. Funding for the first phase has been appropriated this year in the STCI fund, while future phases and funding will proceed after July 2018, subject to annual appropriation.
It is agreed that the Consultant shall complete the duties, responsibilities and requirements as stated in Phase I (A and B) and shall be compensated in an amount not to exceed $185,700.00 and up to $11,300.00 for project related expenses which shall be completed by approximately June 30, 2018. It is agreed that the Consultant shall complete the duties, responsibilities and requirements as stated in Phase II and be compensated in an amount not to exceed $127,385.00 and up to $8,200.00 for project related expenses which is anticipated to begin in Fiscal Year 2019, subject to annual appropriation.
The City of Broken Arrow has adopted five Comprehensive Plans since 1968. The existing Plan was first approved in 1997 and updated in 2003 and 2012.
Cost: Phase IA- Not to exceed $ 62,617.00 and Phase IB - not to exceed $123,083 along with $11,300.00 for project related costs. Phase II - 127,385.00 along with $8,200.00 for project related costs (subject to annual appropriation).
Prepared By: Farhad K. Daroga, Special Projects Manager, Development Services
Reviewed By: Development Services Department
Tom Cook, Finance Department
Legal Department
Kenny Schwab, Assistant City Manager
Michael L. Spurgeon, City Manager
Approved By: Michael L. Spurgeon, City Manager
Attachments: 1. Contract.
2. Scope of Services, Exhibit A.
3. Contract Time (Schedule), Exhibit B
4. Professional Fees. Exhibit C
Recommendation: Approve the Professional Consultant Agreement with Halff Associates, Inc. for the review and update of the City’s Comprehensive Plan (Vision 40) and authorize its execution.