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Ordinance No. 14,568ORDINANCE NO. 14,568 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING THE FIRST AMENDMENT TO THE CONSULTING SERVICE AGREEMENT WITH KENDIG KEAST COLLABORATIVE, LLC, FOR THE ADDITION OF THE FIVE-YEAR STRATEGIC PLAN; AUTHORIZING AN PAYMENT BY THE CITY OF BAYTOWN IN AN AMOUNT NOT TO EXCEED FORTY-FOUR THOUSAND AND NO100 DOLLARS ($44,000.00); AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. ************************************************************************************* BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS: Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes and directs the City Manager to execute and the City Clerk to attest to the First Amendment to the Consulting Service Agreement with Kendig Keast Collaborative, LLC, for the addition of the Five -Year Strategic Plan. A copy of said amendment is attached hereto as Exhibit "A" and incorporated herein for all intents and purposes. Section 2: That the City Council of the City of Baytown authorizes payment to Kendig Keast Collaborative, LLC, in an amount not to exceed FORTY-FOUR THOUSAND AND NO.100 DOLLARS ($44,000.00) for consulting services in accordance with the agreement authorized in Section 1 hereinabove. Section 3: That the City Manager is hereby granted general authority to approve a decrease or an increase in costs by FIFTY THOUSAND AND NO 100 DOLLARS ($50,000.00) or less, provided that the amount authorized in Section 2 hereof may not be increased by more than twenty-five percent (250 0). Section 4: This ordinance shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ and PASSED byy irmative ote of t e City C Xtheityof Baytown this the 17" day of November, 2020. ON CAPETILLO, Ma or APPROVED AS TO FORM: K��l HORNER, City Attorney R:'.Karen Horner'Documents Files .City Council Ordinances\2020 November 17\KendigKeastCollaborativelstAmendment.doc Exhibit "A" FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT BY AND BETWEEN THE CITY OF BAYTOWN AND KENDIG KEAST COLLABORATIVE, INC. STATE OF TEXAS This First Amendment ("Amendment") to that certain "Professional Services Agreement" between the City of Baytown and Kendig Keast Collaborative, Inc., dated the 20" day of March, 2020, is made by and between the same parties on the date hereinafter last specified. WITNESSETH: WHEREAS, the City of Baytown (the "City") and Kendig Keast Collaborative, Inc., ("Professional") did enter into an Agreement for Consulting Services, dated the 20' day of March, 2020, ("Agreement") to perform consulting services for the development of (i) the City's Updated Comprehensive Plan, which shall focus on the current city limits and areas within the City's extraterritorial jurisdiction and shall be used to guide the long-range development, redevelopment and enhancement of the City, and (ii) the Bayway Drive Corridor Plan, which shall establish a plan, design, and technical specifications to drive the revitalization and beautification of the corridor, which consists of the Bayway Drive Study Area as delineated by the City (collectively the "Initial Project"); and WHEREAS, the City now desires Professional to perform or cause to be performed an additional project, namely a strategic plan update (the "Added Project") in addition to the Initial Project; and NOW THEREFORE, for and in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby mutually agree as follows: Definitions. Unless a different meaning clearly appears from the context, words and phrases as used in this Amendment shall have the same meanings as in the Agreement. 2. Amendments a. Article I "Consultant" Section 1.1 of the Agreement is hereby amended to read as follows: ARTICLE I. Consultant 1.1 The Consultant, as an independent contractor, covenants and agrees to perform professional urban planning services for the development of (i) the City's Updated Comprehensive Plan, which shall focus on the current city limits and areas within the City's extraterritorial jurisdiction and shall be used to guide the long-range development, redevelopment and enhancement of the City, (ii) the Bayway Drive Corridor Plan, which shall establish a plan, design, and technical First Amendment, Page 1 specifications to drive the revitalization and beautification of the corridor, which consists of the Bayway Drive Study Area as delineated by the City, and (iii) the City's Strategic Plan (collectively the "Project"). To complete the Project, the Consultant shall build upon and coordinate with other recent and concurrent planning efforts and studies and shall coordinate with other agencies and entities, as appropriate. b. Article II "Scope of Work," Section 2.1 of the Agreement shall be amended to read as follows: ARTICLE II. Scope of Work 2.1 The Consultant will perform the professional services related to the Project as set forth in Exhibits "A" for the Initial Project and "A-1" for the Added Project, which are attached and made a part of this Agreement for all intents and purposes. C. Article V "Time of Performance," Section 5.2 of the Agreement shall be amended to read as follows: ARTICLE V. Time of Performance 5.2 The Consultant shall complete the services described in Article II for the Project in accordance with the timelines set forth in Exhibit "B" for the Initial Project and Exhibit B-1 for the Added Project, which are attached hereto and made a part of this Agreement, unless the scope of work and time of performance are changed in accordance with Article X. Article VI "Compensation to Consultant," Section 6.1 of the Agreement shall be amended to read as follows: ARTICLE VI. Compensation to Consultant 6.1 The City shall compensate the Consultant for the professional services performed under this Agreement. For the basic services and supplemental engagement activities described in Exhibit "A," the City shall pay the Consultant for services rendered in an amount not to exceed THREE HUNDRED TWO THOUSAND TWO HUNDRED AND NO/ 100 DOLLARS ($302,200.00). For the basic services and supplemental engagement activities described in Exhibit "A-1," the City shall pay the Consultant for services rendered in an amount not to exceed FORTY- THREE THOUSAND EIGHT HUNDRED TWENTY AND NO'100 DOLLARS ($43,820.00). The maximum amount is further detailed by tasks contained in Exhibits "C" and "C-1," which are attached and made a part of this Agreement for all intents and purposes. The maximum amount may be modified pursuant to Article X in the event of increased cost, change in the scope of work, time of performance, delays or increase or decrease in the complexity or character of the work. First Amendment, Page 2 e. Article VII "Product of Services, Copyright," Section 7.2 of the Agreement shall be amended to read as follows: ARTICLE VII. Product of Services, Copyright 7.2 The Consultant shall furnish the City with the number of copies of reports as required in Exhibits "A" and "A-1." IN WITNESS WHEREOF, the undersigned have executed this Amendment on this the day of November, 2020. CITY OF BAYTOWN RICHARD L. DAVIS, City Manager ATTEST: LETICIA BRYSCH, City Clerk APPROVED AS TO FORM: KAREN L. HORNER, City Attorney KENDIG KEAST COLLABORATIVE, INC. (Signature) Gary K. Mitchell (Printed Name) President (Title) First Amendment Page 3 STATE OF TEXAS § COUNTY OF HARRIS § Before me, 110'AU-a , 4((, � the undersigned notary public, on this day personally appeared �2Y v w►. r aa('(1 as PR--e-S00 Collaborative, Inc. '� of Kendig Keast known to me; proved to me on the oath of proved to me through his/her current or {description of identification card or other document issued by the federal government or any state government that contains the photograph and signature of the acknowledging person) (check one) to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he/she executed that instrument for the purposes and consideration therein expressed. Given under my hand and seal of office this _ day of awz , 2020. Notary Public In and for the fate of Te as KIMBERLEEA.KEAST My commission expires: 6L9 �c H1 + MY Notary ID # 130828470 R•\Ka= Homer\Documents\Files\Contracts\Kendig Keast Collaborative - Comp PlanTirstAmendment.doc First Amendment. Page 4 EXHIBIT A — WORK PROGRAM In General a. Proiect Coordination The Consultant shall complete project management activities in coordination with the City's project manager to ensure schedule adherence, cost control and quality assurance. These activities will include: Monthly submittal of written progress reports in conjunction with each monthly invoice. These reports will describe the project status, document significant work accomplished and activities scheduled for the next progress report period, and note any difficulties encountered and steps taken to address them. (2) Preparation and maintenance throughout the project of a detailed project schedule, including due dates for all deliverables, anticipated meeting dates, plus specified review/comment timeframes ensuring adequate time for client review. approval of deliverables. The schedule will be set during the Project Start -Up Phase described hereinbelow. Frequent communication and coordination with the City's project manager by email, phone, online conferencing, and written correspondence, as appropriate, including phone check -ins at least every other week at a set time, as needed. b. Project Start -Up t I , Project Kick -Off Meeting Following receipt of written Notice to Proceed from the City, the Consultant will complete a projects kick-off conference call with City staff to recap the Scope of Services, flesh out a detailed schedule, coordinate on data/information needs, and cover other project logistics. Then, on each scheduled visit to the community, the Consultant will meet with City staff as needed for project planning discussions and/or in-depth work sessions on particular plan topics. Compilation of Information Resources The Consultant will coordinate with City staff to identify and acquire available data, mapping and other information resources for the Project, from local and other sources. The Consultant will provide City staff a checklist of typical resource items for a community planning effort, including other recent and/or concurrent plans and studies, and any other policy processes or documents that aid community decision - making. The Consultant will then coordinate with staff to determine which items will be available for the Project. The Consultant will also Page 1 of 22 coordinate with City staff to identify key project contacts and relevant agencies and entities. Coordination of Community and Leadership Engagement Strategy The Consultant will coordinate with City staff to plan and facilitate a sequence of outreach activities to engage the community's public and private leadership, along with residents, business owners, property owners, local organizations and others interested in setting strategic priorities for the community's future and for the Bayway Drive Corridor. These efforts will build on other recent and ongoing engagement activities by the City, including exploration of joint engagement opportunities with the Parks, Recreation, Trails, and Open Space Master Plan process. Specific outreach activities and methods, including development and use of a dedicated project website, are itemized within each phase of this Scope of Services, under the heading Engagement Activities. Necessary coordination with other external agencies and organizations will also be initiated early on and throughout the process, as appropriate. c.. Approach To Deliverables Draft Deliverables The Consultant will provide draft deliverables through each phase of the Project. These deliverables will facilitate workshop meetings, periodic releases of information to the media and public, and the orderly completion of the Project. All such interim deliverables will be provided to the City in Adobe PDF format for ease of file transfer and reproduction and distribution, and will also be posted on the project website. Graphics will be produced in color (unless they are black -and - white line sketches) in a format suitable for display during meetings and at public events. hearings. Consolidated Review and Revision Whenever the Consultant submits draft deliverables, it will be the responsibility of the City's project manager to coordinate, compile and forward to the Consultant in a consolidated manner all review comments on and requested/suggested revisions to such deliverables. As part of each review phase, guidance from the project manager should be included, as needed, on whether and how the Consultant should address certain comments which may be for information only (e.g., comments from outside reviewers) versus those involving specific, client -recommended revisions. ` WebPlan Project Website and Online Interactive Plans Through its sister firm, enCodePlus, LLC, the Consultant will design and publish the updated Baytown Comprehensive Plan, and the final Bayway Page 2 of 22 Drive Corridor Plan, on an interactive, citizen -friendly website, starting as a common project website for both planning efforts. The web -based plans will conform to the Web Content Accessibility Guidelines, meaning the site is usable by visual- and hearing -impaired users. The WebPlan site will be branded and designed to meet the identified needs of the City, providing graphics -rich online documents that may also include multimedia. The website content will be well organized and fully searchable, allowing decision -makers and other users to quickly locate relevant information. The online format will allow cross-referenced links to related policies, programs, maps, or background information and may also incorporate the City's GIS mapping system, as well as a document library for quick access to other plans, studies, and documents. During plan development, the site will be designed for public outreach, including education and information, to issue meeting invitations and notices, and to solicit input through polling, surveying, or geo- engagement (questions and input via a map interface). Public notices and surveys posted to the site will be provided in both English and Spanish versions. Interim deliverables will be posted on the site during each phase. The site content may be easily updated and published immediately to the web. At the public hearing stage, the site will transform to a citizen - friendly, interactive website for viewing the proposed plans online. The final adopted plans will also be provided on the WebPlan site in a digital flipbook style. Comprehensive Plan a. Phase 1 Comprehensive Plan The Existing City The Consultant will compile and assess a base of information on the existing conditions and outlook for Baytown, focusing especially on key influences that will shape the community's future. This will provide background and assumptions to support needs assessment and long-range and strategic planning decisions throughout the planning process. Through its own background study plus discussions with local officials, staff, residents and other stakeholders, the Consultant will: (1) Review and evaluate the City's current planning documents and other relevant materials, including the current land development regulations; (2) Identify action items from previous local plans/studies or initiatives that were successfully accomplished, remain to be completed, or are not likely to be pursued due to changed priorities, resource limitations or other factors, including priorities identified in the Imagine Baytown Strategic Plan; Page 3 of 22 (3) Itemize key opportunities, challenges, issues and needs facing the community, using indicator data from local sources, the U.S. Census Bureau and other readily available sources to provide further context. (4) Consider relevant local and regional trends, plans and projects that will influence the community over the 20-year planning horizon. (5) Complete topic -specific background study and mapping to gain a better understanding of Baytown's physical context and development history, and projects/improvements already in motion. Drawing from readily available data and other resources from the City, plus discussions with staff and other key contacts, considerations will include: (a) Growth Capacity Existing water, wastewater and storm drainage systems (general condition and capacity, any significant service issues or deficiencies, anticipated needs, etc.) and specific improvements already planned and/or programmed. (For general community planning purposes, this information will be derived from available resource documents and interactions with local staff and other pertinent contacts and will not involve any new modeling or in-depth technical analysis.) Also, potential opportunities for and constraints to future development and redevelopment, including physical and fiscal factors and public service capacities. (b) Land Use Existing land use and development patterns in both Baytown and its ETJ (including scale, location and density) and associated economic and real estate market factors. (c) Mobility and Transportation Existing transportation system (including pedestrianibicycle circulation and transit services), associated traffic and safety conditions, and specific improvements already planned and or programmed. (For general community planning purposes, this information will be derived from available resource documents and interactions with local staff and other pertinent contacts and will not involve any new modeling or in-depth technical analysis.) (d) Economic Opportunity and Tourism Existing economic/market assessment including tax base, commuter population, jobs and employers, and tourism impacts and Page 4 of 22 opportunities. The impact of the growth of Lee College will also be examined. (e) Sustainability and Vulnerability Existing vulnerability to hazards and specific policies and improvements already planned and/or programmed. (f) Revitalization and Neighborhoods Existing development policies and regulations (including any redevelopment incentives), annexation history and status, past revitalization successes and challenges, and other factors that influence community form and character and provide opportunities for or constraints to future development and redevelopment. Also, existing housing market conditions and housing stock status in terms of availability, variety and affordability relative to the housing needs of current and prospective residents. (g) Quality of Life and Sense of Community The area's physical characteristics and context, including locations of valued natural, historical and cultural assets. Also, existing parks and recreation assets and other City facilities, and specific improvements already planned and/or programmed. Additionally, existing events and destinations that enable public gatherings and foster a sense of community. (6) Complete field reconnaissance with City staff and independently to: (a) Observe existing conditions and on -the -ground outcomes from previous plan implementation activities and application of the City's development regulations and economic development incentives, including land use compatibility, development quality considerations, and community aesthetics and image; (b) Develop a photographic inventory for use during the project; (c) Identify areas that may need or be conducive for a special area planning focus within the overall comprehensive planning effort. Engagement Activities The Consultant shall: (1) Facilitate an initial, informal Issues and Needs Joint Workshop involving the City Council, Planning and Zoning Commission and others, as appropriate. The workshop purpose is partly orientation to the community planning process, but especially to obtain early leadership input and set "big picture" direction and priorities for the effort. Page 5 of 22 (2) Coordinate with City staff to arrange and conduct a series of up to four informal, one -hour "listening sessions." Some sessions may be targeted to stakeholders associated with a particular plan focus (e.g., economic development, parks and recreation, etc.) or a certain demographic (e.g., high school age youth, senior citizens, etc.) while other sessions could involve a mix of residents, business and property owners, public officials, developers/builders/realtors, representatives of community organizations, and others as identified by local officials and staff to discuss their hopes, concerns and priorities for the community's future. Each session should involve no more than 12-15 persons to ensure effective dialogue. The Consultant will coordinate with City staff to determine the best timing for these sessions within the Existing City phase, in conjunction with scheduled trips for other project meetings and activities (with some sessions possibly scheduled in the breakfast or lunch timeframe or during late afternoon, along with evening time slots, to accommodate the availability of different target attendees). (3) Coordinate with City staff to arrange and facilitate a community -wide Town Hall Meeting on Baytown's Future. This evening event is intended for broad public participation to obtain early input to the planning process from residents and other stakeholders, using a variety of interactive and hands-on engagement activities. (4) Conduct two work sessions with the Comprehensive Plan Advisory Committee (CPAC) during the Existing City phase, one of which, if feasible for the City, could involve a mobile meeting approach to take the discussion "on the road" and consider actual community conditions and examples in real time. The Consultant will use each extended workshop meeting with the committee (typically two hours minimum on a weekday evening) to present and discuss interim draft materials for the planning effort. The committee will be charged with reviewing the draft materials and entering into discussion and debate on all plan assumptions, themes and concepts, and an eventual community action agenda during the Future City phase. The Consultant will advise City staff on considerations for the structure and formation of an advisory committee, but the committee generally should be comprised of no more than 20 individuals, including liaison representatives of the City Council and Planning and Zoning Commission. Along with geographic representation from across the community, the committee composition should reflect local interests relevant to the plan effort and topics. Rather than serving on the committee, representatives of various other agencies and organizations can be invited to attend as relevant topics are considered at particular meetings. Page 6 of 22 (5) Develop a shared project website for the Comprehensive Plan and the Corridor Plan, independent of but linked to the City website, utilizing WebPlan. After creating the project website during the Existing City/Corridor phases, the Consultant will then coordinate with City staff throughout the Project to develop project -related content and items to be posted on the website for public information purposes (e.g., upcoming public events, interim draft plan content/maps, other photos and visuals, etc.). The timing and frequency of such posts will be linked to specific engagement activities and deliverable milestones. The project website can be linked to the City website, and the City can direct users and highlight new posts via its website and social media outlets. The project website will be designed, programmed, maintained and monitored by the Consultant. A brand, theme, logo, and slogan for the Project will be developed in coordination with City staff for incorporation into the website design and use on other project documents, materials and presentations. (6) Coordinate with City staff to repeat certain engagement activities at more locations (e.g., town hall meetings, community workshops/open houses, additional listening sessions, etc.) and/or conduct more targeted outreach (e.g., impromptu "pop-up" activities during certain community events or at specific locations). The project budget includes a dedicated dollar amount that effectively provides a pool of consultant labor hours (and associated mileage expense) for such supplemental engagement activities as the need arises. The Consultant will draw down this pool as activities are planned and completed (as authorized case -by -case by City staff), and the Consultant will keep City staff apprised of remaining dollars within the pool. The extent and rate at which the pool is utilized (if at all), and during which phases of the Projects, will depend on needs and opportunities identified by City staff and the specific types of activities. This arrangement will also require sufficient advance notice to the Consultant to ensure availability of consultant personnel. NOTE: Any unused pool amount will not be billed to the City, including the entire amount if no supplemental engagement activities occur. (7) Prepare "meeting in a box" materials that will enable City staff or others, independent of the Consultant, to facilitate informal group discussions or lead other types of basic engagement activities that will expand overall community participation in the Comprehensive Plan update, yield useful input, and do so in a consistent, structured way. The Consultant will prepare a new "meeting in the box" for each of the five phases of the Comprehensive Plan process. Summary results of such activities must be processed by those leading each activity (based on guidance included in the box), and transmitted to the Page 7 of 22 Consultant in an electronic format (i.e., Microsoft Word or Excel file template provided with the box materials) for ease of integration into overall engagement results for the Comprehensive Plan. The Consultant will also coordinate with City staff to ensure a reasonable upper limit on the number of such independently -led meetings and activities given budgetary limits on the Consultant's ability to incorporate extensive additional input. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) The Existing City Report, in PDF format, which will highlight key planning considerations emerging from the Consultant's initial background studies and leadership and community involvement activities. The report will include up to 50 pages of final content (plus supplemental appendix detail, as appropriate), and will incorporate maps, graphics or other visual elements that help to illustrate findings while streamlining the extent of body text for a broadly accessible public document. The intent is to avoid duplication of comprehensive data profiles already available for Baytown and focus on highlighting specific indicators that tell a story about key planning issues facing the community, put such issues in context, and/or apply actual data and facts to correct any misperceptions. (2) Project website, developed using WebPlan as described above. The Existing City Report will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. (3) Project brand, theme, logo and slogan, delivered as electronic and graphic files. (4) "Meeting in a box" materials, one set for each of the five Comprehensive Plan phases. b. Phase 2 Comprehensive Plan Plan Direction and Assumptions Through this transition phase, the Consultant will highlight its findings about the Existing City to set the stage for the Future City phase. This will involve: (1) Itemizing a core set of assumptions on which the Comprehensive Plan will be based, especially with regard to a consensus population projection derived from a set of alternative scenarios; Page 8 of 22 (2) Highlighting the key opportunities and challenges the community will face in the years ahead, which the plan must address; (3) Drafting a series of guiding principles for the plan that will be refined through the Future City phase; and (4) Establishing linkages to the Strategic Directives of the Imagine Baytown Strategic Plan. Engagement Activities The Consultant shall: (1) Provide an overview of the Existing City Report and seek feedback on the draft Comprehensive Plan Direction and Outline memorandum through a second joint workshop involving the City Council, Planning and Zoning Commission and CPAC members. Based on the workshop results, the Consultant will then finalize the memorandum with City staff before work proceeds on the Future City phase. (2) Community Workshop., Open House. Coordinate with City staff to arrange and facilitate this community -wide event, which is designed to present and receive feedback on the Existing City Report and set the stage for the Future City component of the plan. Engagement activities will be hands- on, interactive, and designed to meet the specific needs of Baytown. This evening meeting is intended for broad public participation and is typically designed in a "come and go" open house format to accommodate varying schedules of attendees, relative to the commitment of attending an entire Town Hall Meeting as in the Existing City phase. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Comprehensive Plan Direction and Outline memorandum, in PDF format, which summarizes the assumptions, key opportunities and challenges, and guiding principles resulting from the Existing City phase, and provides a working outline of the Comprehensive Plan document to guide work efforts during the Future City phase. (2) Updates to project website. The Comprehensive Plan Direction and Outline memorandum will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. Page 9 of 22 C. Phase 3 Comprehensive Plan The Future City The Consultant will prepare the Future City portion of the plan through this phase based on the outline finalized at the end of the Plan Direction and Assumptions phase plus further interaction with City officials, staff, residents and other stakeholders during this phase. The Future City portion will focus on key planning issues and considerations, further refined guiding principles and associated community goals, objectives and policies by topic area of the plan, and a series of specific action items in five categories: (i) capital improvements; (ii) programs and initiatives; (iii) development regulations and standards; (iv) partnerships (public/public, public/private, etc.); and (v) more targeted plans/studies that may be necessary to ensure effective action, recruit partners, establish eligibility for grants or other external funding, and to focus on particular sub -areas of the community in follow-up to the community -wide plan. During the Future City phase, the Consultant will: (1) Assess the long-range development outlook and context for Baytown and its ETJ, along with recommended measures for shaping and managing the community's growth and livability effectively. Drawing from results of the Existing City phase and discussions with staff and other key contacts, considerations will include: (a) Growth Capacity The general capacity outlook for the community's water, wastewater and storm drainage systems, and planning -level improvement needs and their approximate timing based on projected growth and potential redevelopment activity. Also, identification of funding opportunities for drainage improvements in conjunction with the Master Drainage Plan. (b) Land Use Identification of areas available most suitable and preferred for new growth and targeted reinvestment, taking into account potential constraints such as floodplains and other physical, environmental and hazard vulnerability factors, existing land use and property ownership patterns, the transportation network, and infrastructure and public service capacities and availability. Also, tools available to Texas municipalities for directing and managing growth within their City limits and ETJs and for spurring needed redevelopment, infill and revitalization so that a greater share of projected growth may be absorbed in areas already served by public infrastructure and services. Page 10 of 22 (c) Mobility and Transportation Policies and projects for the orderly improvement of the area transportation system, considering not only facilities for automobiles but also pedestrian and bicycle circulation and transit (taking into account plans and programs of Harris County, Chambers County, the Houston -Galveston Area Council, METRO, Harris County Transit and the Texas Department of Transportation - Houston District). (d) Economic Opportunity and Tourism Strategies and policies to strengthen the community's economic base and tax base, including consideration of the fiscal implications of future development patterns, tourism growth potential, Lee College growth, and associated upgrades or extension of public infrastructure and services (taking into account strategic plans, Imagine Baytown's priorities for key economic drivers such as tourism, industry, etc., and the Baytown -West Chambers County Economic Development Foundation's efforts). (e) Sustainability and Vulnerability Policies, strategies and priority projects to address Baytown's vulnerability to hazards, including flooding. Also, integration of hazard vulnerability considerations into the plan direction for future land use, growth patterns, redevelopment and public investments. (f) Revitalization and Neighborhoods Strategies for overcoming any identified barriers to local housing development whether in terms of price, variety or quality, as well as associated neighborhood conditions that can support or hinder redevelopment potential. Also, policies, strategies and projects to encourage investment and redevelopment in targeted underperforming areas. (g) Quality of Life and Sense of Community Priorities for enhancing the community's park and recreation sites and other facility assets, and promoting healthy living opportunities for residents, developed in coordination with the Parks, Recreation, Trails, and Open Space Master Plan. Also, community image and appearance in terms of development quality and conditions along high -profile roadways and at "gateway" locations, urban design factors and beautification efforts within public areas, and preservation of valued natural/cultural/historical amenities. Engagement Activities The Consultant shall: Page 11 of 22 (1) Conduct three work sessions with the CPAC during this phase to present and discuss interim draft Future City materials and refine the future land use and thoroughfare plan maps, and (2) Coordinate with City staff to arrange and facilitate this third community -wide event, which will focus on prioritizing recommendations for the Future City portion of the Comprehensive Plan. To avoid just another typical public meeting, the town hall will be designed with a variety of hands-on feedback exercises. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Draft Future City portion of the Comprehensive Plan, in PDF format, as developed incrementally through the CPAC process and work sessions during this phase; (2) An updated Future Land Use map that visually depicts the community's preferred growth and development pattern for the years ahead, thereby providing essential public policy support for the City's associated development regulations and other growth guidance tools; The map will also correlate with associated land use policies, the future thoroughfare network, and other community objectives that are validated through the planning process (e.g., economic development, infill development and community revitalization, fiscally prudent growth, floodplain management, etc.). (3) An updated current Thoroughfare Plan map The evaluation will take into account recent and anticipated growth and land development activity, any changed physical conditions or other circumstances pertinent to the current map, and the related transportation planning of other entities (e.g., Harris County, Chambers County, the Houston -Galveston Area Council, Texas Department of Transportation, etc.). (4) Updates to project website. Draft Future City content, the draft Future Land Use map, and the draft Thoroughfare Plan map will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. Page 12 of 22 d. Phase 4 Comprehensive Plan Implementation The Consultant will compile from the draft Future City content those potential action items that are near -term and strategic in nature so they may be addressed in more detail in the Implementation portion of the Future City and prioritized through the final joint workshop in this phase. The Implementation portion also will: (1) Clarify the respective implementation roles of City officials, boards/commissions, and staff; (2) Highlight opportunities for the City to coordinate its implementation efforts with other key agencies and entities, with other jurisdictions as appropriate, and with other private and non-profit partners (e.g., Harris County, Chambers County, Goose Creek Consolidated Independent School District, Lee College, Baytown -West Chambers County Economic Development Foundation, Baytown Chamber of Commerce, Houston - Galveston Area Council, Texas Department of Transportation - Houston District, etc.); and (3) Spell out essential procedures for monitoring implementation efforts and reporting progress on plan priorities annually, using specific action metrics and benchmarks where appropriate, and for completing future plan reviews and updates at appropriate milestones. Engagement Activities The Consultant shall: (1) Facilitate a third joint workshop involving the City Council, Planning and Zoning Commission and CPAC members to provide an overview of the overall draft plan, build consensus on near -term action priorities, and discuss related implementation tools and logistics. (2) Coordinate with City staff to arrange and host a public open house event through which residents and others can view displays, hear an overview presentation and visit with consultant personnel and local officials and staff in an informal atmosphere regarding the community's emerging proposed plan. Community input and feedback will also be obtained on the potential near -term action priorities to be covered in the joint workshop. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: Page 13 of 22 (1) Implementation portion to add to the overall draft Comprehensive Plan package (with the entire package to be distributed by City staff to joint workshop participants ahead of the workshop). (2) Updates to Project website. The Implementation portion of the draft Comprehensive Plan will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. Phase 5 Comprehensive Plan Plan Finalization and Adoption Following the final joint workshop in the Implementation phase, the Consultant will coordinate with City staff to compile a revised Public Hearing Draft version of the proposed Comprehensive Plan for public hearing and official consideration. Then, following plan adoption by City Council, the Consultant will produce the final as -adopted version of the plan document, reflecting all further adjustments made through final review and deliberation. Engagement Activities The Consultant shall: (1) In coordination with City staff, present highlights of the final proposed Comprehensive Plan at a public hearing before the Planning and Zoning Commission, and assist in responding to public comments and questions, as appropriate. Then proceed into a workshop session, immediately after the hearing, to identify any further content revisions the Commission may suggest in making a recommendation of plan adoption to City Council. (2) In coordination with City staff, present highlights of the final recommended Comprehensive Plan at a public hearing before City Council, and assist in responding to public comments and questions, as appropriate, before Council considers plan adoption. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Public Hearing Draft version of the final proposed Comprehensive Plan, in PDF format, for distribution by City staff and posting on the WebPlan site prior to the public hearing phase; (2) Compilation of further potential revisions to the Public Hearing Draft version, prior to the City Council public hearing, to highlight any further Page 14 of 22 plan adjustments recommended to Council by the Planning and Zoning Commission as part of its recommendation of adoption; (3) One printed full -color master original of the final adopted plan, including all maps and illustrations (provided in a binder for ease of reference and updating, in 8.5" x I I" vertical format and with I I" x 17" fold -out maps, typically with up to 150 pages of final adopted content plus supplemental appendix detail as appropriate); (4) Plan summary pamphlet for the new Comprehensive Plan (up to 16 pages in length), created in an electronic desktop publishing format for visual appeal and quality printing as these publications also often serve as valuable marketing collateral and a profile -raising piece for the community. The intent will be for a printed piece that can stand on its own, be posted online, and be inserted in the front of the overall plan. The booklet will include a highly readable summary of the plan highlights along with tables, charts, illustrations and maps. In particular, the pamphlet will highlight key action steps to be pursued in the years ahead in accordance with the plan. The Consultant will coordinate with City staff to integrate any specific ideas into the layout and design, leading to a digital proof for review by staff prior to the Consultant submitting all final revised files for production by the City through its selected print shop; and (5) Electronic files for all elements of the final Comprehensive Plan, the Existing City Report and the plan summary pamphlet (in their native formats and as Adobe PDF files and with all GIS/map-related files in ESRI-compatible formats as specified by the City). 3. Ba Eay Drive Corridor Plan a. Phase 1 Bayway Drive Corridor Plan The Existing Corridor During the Existing Corridor phase, the Consultant will examine the existing conditions within the study area for the Bayway Drive Corridor at a more granular level than in the community -wide Existing City Report. Considerations will include: (1) The community -wide context in which the corridor has developed and evolved, and the external influences that will factor into beneficial changes. (2) Current market conditions and demographic trends that may affect reinvestment activity and specific ways such conditions can be harnessed or reversed, including identification of infill development opportunities and any catalyst sites for the Future Corridor phase. The market and Page 15 of 22 demographic assessment will include an examination of household characteristics and income, business mix, employment opportunities, vacancy/turnover rates, property costs and rents, construction activity, retail sales and tax revenue, housing stock and variety, indicators of disinvestment and deterioration, etc. (3) Specific strengths, weaknesses, opportunities and threats (SWOT) associated with the Bayway Drive Corridor, including anticipated barriers to achieving meaningful change, and ways to overcome or work around such obstacles. (4) Existing land use and development pattern. (5) Infrastructure conditions and outlook and hazard and sustainability factors for the corridor study area. (6) Existing multi -modal transportation conditions within the corridor study area, including current utilization of the right-of-way, transit service, safety concerns, traffic volumes, and pedestrianibicycle network. (7) Key linkages between the Bayway Drive Corridor and other activity centers, districts, and corridors in the city. (8) Distinctive physical features (e.g., block/street pattern, major building groups, public spaces, natural features, etc.) and environmental or sustainability considerations (e.g., flood risk, brownfields, etc.) that may pose opportunities or constraints. (9) City policies, programs and regulations that influence development and redevelopment within the corridor study area. (10) The recent history of and outlook for capital projects and other public investments within the corridor study area, including at other levels of governments besides the City, especially to consider opportunities for creating greater synergy through coordinated investments that would complement or could spur specific private investments within the corridor study area. The Consultant will also complete field reconnaissance, with City staff and independently, to: (1) Observe within the corridor study area existing conditions and on -the - ground outcomes from previous plan implementation activities and application of the City's development regulations and economic development incentives, including land use compatibility, development quality considerations, and community aesthetics and image. Page 16 of 22 (2) Develop a photographic inventory for use during the project. Engagement Activities The Consultant shall: (1) Coordinate with City staff to arrange and conduct a series of up to two informal, one -hour "listening sessions." Each session should involve no more than 12-15 persons to ensure effective dialogue. The Consultant will coordinate with City staff to determine the best timing for these sessions within the Existing Corridor phase, in conjunction with scheduled trips for other project meetings and activities (with some sessions possibly scheduled in the breakfast or lunch timeframe or during late afternoon, along with evening time slots, to accommodate the availability of different target attendees). (2) Conduct two work sessions with the Corridor Stakeholders Committee during the Existing Corridor phase, one of which, if feasible for the City, could involve a corridor tour "mobile meeting" approach to hear from stakeholders as we travel and observe the corridor together, identifying challenges and opportunities. The second meeting with corridor stakeholders will provide an overview of and gather feedback on the Existing Corridor Report. (3) As described above for the Comprehensive Plan Existing City phase, coordinate with City staff throughout the corridor planning effort to develop project -related content and items to be posted on the WebPlan site for public information purposes (e.g., upcoming public events, interim draft plan content/maps, other photos and visuals, etc.), along with promotion by the City via its website and social media outlets. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) The Existing Corridor Report, in PDF format, which will include the market assessment of the Bayway Drive Corridor, demographic trends, and the infrastructure and multi -modal assessment (including an examination of how the right-of-way is currently utilized). The report will incorporate maps, graphics or other visual elements that help to illustrate findings while streamlining the extent of body text for a broadly accessible public document. (2) Updates to project website. The Existing Corridor Report will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. Page 17 of 22 (3) Project brand, theme, logo and slogan, delivered as electronic and graphic files. b. Phase 2 Bayway Drive Corridor Plan The Future Corridor The Consultant will prepare the Future Corridor portion of the plan through this phase. The Future Corridor portion will focus on a series of specific action items in five categories: (i) capital improvements; (ii) programs and initiatives; (iii) development regulations and standards; (iv) partnerships (public. public, public private, etc.); and (v) more targeted plans./studies that may be necessary to ensure effective action, recruit partners, or establish eligibility for grants or other external funding. During the Future Corridor phase, the Consultant will: (1) Identify catalyst projects to draw new investment (through both large- and small-scale development) based on Existing Corridor findings of areas available, most suitable and preferred for new development, targeted reinvestment, and infill. This will take into account the market assessment and potential constraints such as floodplains and other physical and environmental factors, existing land use and property ownership patterns, the transportation network, and infrastructure and public service capacities and availability. (2) Prepare site -level design concepts (conceptual renderings) for identified specific opportunities (catalyst projects) to draw investment and visitors, and highlight specific actions the City can take to change the area's aesthetics and image. (3) Recommend specific steps and tools to improve the business "micro - climate" of the corridor. (4) Recommend improvements within the corridor's right-of-way, including any needed investments in the transportation system, considering not only facilities for automobiles but also pedestrian and bicycle circulation and transit. (5) Illustrate beautification opportunities within the corridor, including recommendations for open spaces, streetscape improvements, and other aesthetic enhancements. (6) Prepare recommendations for connecting and highlighting the corridor's existing assets (natural.!cultural, etc.), and public spaces, particularly the Baytown Nature Center. Page 18 of 22 (7) Itemize specific potential regulatory additions or adjustments to ensure that development and/or redevelopment outcomes along the corridor are in line with community desires and expectations. (8) Identify how to repurpose underutilized public rights -of -way whether in terms of street cross sections and design (including at gateways and key intersections), placement and design of parking, accommodation of non - vehicular and transit circulation, and.. -or design and placement of streetscaping improvements. Engagement Activities The Consultant shall conduct one work session with the Corridor Stakeholders Committee during this phase to present, discuss and receive feedback on interim draft Future Corridor materials. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Draft Future Corridor portion of the Corridor Plan, in PDF format, as developed incrementally through Phase 2. (2) Updates to project website. Draft Future Corridor content will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. c. Phase 3 Bayway Drive Corridor Plan Implementation The Consultant will compile from the draft Future Corridor content those potential action items that are near -term and strategic in nature so they may be prioritized in the Capital Improvement Plan. The Implementation portion also will: (1) Provide technical specifications for identified capital projects to be prioritized in the Capital Improvement Plan. (2) Finalize conceptual designs for identified catalyst sites. (3) Compile and refine a list of action items with a brief description of the purpose and specifics of each, including candidate projects that are considered a prerequisite to broader and ongoing initiatives for corridor improvement and successful plan implementation. (4) Highlight opportunities for the City to coordinate its corridor implementation efforts with other key agencies and entities, with other Page 19 of 22 d. jurisdictions as appropriate, and with other private and non-profit partners (e.g., Harris County, Chambers County, Goose Creek Consolidated Independent School District, Lee College, Baytown -West Chambers County Economic Development Foundation, Baytown Chamber of Commerce, Houston -Galveston Area Council, Texas Department of Transportation - Houston District, etc.). (5) Spell out essential procedures for monitoring implementation efforts and reporting progress on plan priorities annually, using specific action metrics and benchmarks where appropriate, and for completing future plan reviews and updates at appropriate milestones. Engagement Activities The Consultant shall coordinate with City staff to arrange and host a public open house event through which residents, property and business owners and other stakeholders can view displays, hear an overview presentation and interact with consultant personnel and local officials and staff in an informal atmosphere prior to formal public hearings. The Corridor Public Open House will be held at an appropriate venue along the corridor. Community input and feedback will be obtained on the potential near -term action priorities in the draft Corridor Plan. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Implementation portion to add to the overall draft Corridor Plan package, in PDF format, including technical specifications for identified capital projects to be prioritized in the Capital Improvement Plan. (2) Updates to project website. The Implementation portion of the draft Corridor Plan will be posted on the project website during this phase, as well as any public engagement notices or other project -related items. Phase 4 Bayway Drive Corridor Plan Plan Finalization and Adoption Following the final stakeholders meeting in the Future Corridor phase and the Public Open House in the Implementation Phase, the Consultant will coordinate with City staff to compile a revised Public Hearing Draft version of the proposed Corridor Plan for public hearing and official consideration. Page 20 of 22 Then, following plan adoption by City Council, the Consultant will produce the final as -adopted version of the plan document, reflecting all further adjustments made through final review and deliberation. Engagement Activities The Consultant shall: (1) In coordination with City staff, present highlights of and respond to questions regarding the final proposed Corridor Plan during a City Council workshop. (2) In coordination with City staff, present highlights of the final recommended Corridor Plan at a public hearing before City Council, and assist in responding to public comments and questions, as appropriate, before Council considers plan adoption. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Public Hearing Draft version of the final proposed Corridor Plan, in PDF format, for distribution by City staff and posting on the WebPlan site prior to the public hearing phase. (2) Compilation of further potential revisions to the Public Hearing Draft version, prior to the City Council public hearing, to highlight any further plan adjustments requested by Council during its workshop on the final proposed plan. (3) One printed full -color master original of the final adopted Corridor plan, including all maps and illustrations (provided in a binder for ease of reference and updating, in 8.5" x 11" vertical format and with I I" x 17" fold -out maps). (4) Plan summary pamphlet for the Corridor Plan (up to eight pages in length), created in an electronic desktop publishing format for visual appeal and quality printing, as these publications also often serve as valuable marketing collateral and a profile -raising piece for the community. The intent will be for a printed piece that can stand on its own, be posted online, and be inserted in the front of the overall plan. The booklet will include a highly readable summary of the plan highlights along with tables, charts, illustrations and maps. In particular, the pamphlet will highlight key action steps to be pursued in the years ahead in accordance with the plan. The Consultant will coordinate with City staff to integrate any specific ideas into the layout and design, leading to a Page 21 of 22 digital proof for review by staff prior to the Consultant submitting all final revised files for production by the City through its selected print shop. (5) Electronic files for all elements of the final Corridor Plan, the Existing Corridor Report and the plan summary pamphlet (in their native formats and as Adobe PDF files and with all GIS/map- related files in ESRI- compatible formats as specified by the City). Page 22 of 22 EXHIBIT A-1 WORK PROGRAM FOR ADDED PROJECT 1. In General a. Project Coordination The Consultant shall complete project management activities in coordination with the City's project manager to ensure schedule adherence, cost control and quality assurance. These activities will include: (1) Monthly written progress reports with each invoice. (2) Preparation and maintenance throughout the project of a detailed project schedule. Frequent communication and coordination with the City's project manager by email, phone, online conferencing, and written correspondence, as appropriate, including check -ins via Zoom or teleconference at least every other week, as needed, and in conjunction with the established check -in dates: times for the Bayway Drive Corridor Plan and Comprehensive Plan update. b. Opportunities for Coordination with Comprehensive Plan Update Such coordination opportunities will depend on the respective timelines ultimately established for both plan updates, recognizing that the Strategic Plan process is expected to conclude much sooner (six months relative to 12-15 months for the Comprehensive Plan). The Consultant shall coordinate ongoing staff/consultant check -in points for both projects, including joint meetings and agendas when needed to cover items relevant to both efforts (or back-to-back check -ins on same day). C. Project Start -Up (1) Project Kick -Off Meeting Following receipt of written Notice to Proceed from the City, the Consultant will complete an online project kick-off meeting with City staff to recap the Scope of Services, flesh out a detailed schedule, coordinate on data/information needs, and cover other project logistics. Then, on each scheduled visit to the community, the Consultant will meet with City staff as needed for project planning discussions and/or in-depth work sessions on particular plan topics. (2) Compilation of Information Resources The Consultant will coordinate with City staff to identify and acquire available data, mapping and other information resources for the Project from local and other sources. The Consultant will also coordinate with City staff to identify key project contacts and relevant agencies and entities. (3) Coordination of Community and Leadership Engagement Strategy The Consultant will coordinate with City staff to plan and facilitate a sequence of outreach activities to engage the community's public and private leadership. These efforts will build on other recent and ongoing engagement activities by the City. Specific outreach activities and methods, Exhibit "A-1," Page I including use of the City's new Baytown Engage online platform for community involvement, are itemized within each phase of this Scope of Services, under the heading Engagement Activities. d. Approach to Deliverables (1) Draft Deliverables The Consultant will provide draft deliverables through each phase of the Project. These deliverables will facilitate workshop meetings, periodic releases of information to the media and public, and the orderly completion of the Project. All such interim deliverables will be provided to the City in Adobe PDF format for ease of file transfer and reproduction and distribution, and the Consultant will also post these items on the Baytown Engage project page if granted such administrative access and permission level. Graphics will be produced in color (unless they are black -and -white line sketches) in a format suitable for display during meetings and at public events/hearings. (2) Consolidated Review and Revision Whenever the Consultant submits draft deliverables, it will be the responsibility of the City's project manager to coordinate, compile and forward to the Consultant in a consolidated manner all review comments on and requested/suggested revisions to such deliverables. As part of each review phase, guidance from the project manager should be included, as needed, on whether and how the Consultant should address certain comments which may be for information only (e.g., comments from outside reviewers) versus those involving specific, client -recommended revisions. e. Opportunities for Coordination with Comprehensive Plan Update The Consultant shall: (1) Coordinate the agendas and timing of the staff -level project kickoff discussions. (2) Coordinate data acquisition needs and other background resources for both plans. 2. Plan to Plan a. Relevant Trends and Data The Consultant will highlight broad trends and key data points that provide context for the Strategic Plan update and indicate ongoing or new factors that should be considered in the update process. This will involve readily available data and information from the City and other sources. b. Engagement Activities The Consultant shall: (1) Make a Strategic Plan kick-off presentation at a joint meeting of City Council and Planning and Zoning Commission, highlighting the coordinated Strategic and Comprehensive Plan processes, and seeking comment on a set of proposed Principles and Parameters to guide the Exhibit "A -I," Page 2 Strategic Plan update and the Strategic Plan Advisory Committee (SPAC). Also remind Council of the respective plan purposes and uses (including as basis for the annual City Council Goals and Implementation Plan as for FY2019-20), and of Council's role and points of involvement in each update. (2) Facilitate a two-part first meeting with the SPAC including: (1) an initial agenda portion for orientation, discussion of progress and changes since the 2016 Strategic Plan, and initial broad -brush discussion; and (2) a second agenda portion focusing specifically on plans for the upcoming community engagement phase and related SPAC insights and recommendations. Opportunities for Coordination with Comprehensive Plan Update The Consultant shall: (1) In compiling and processing potential community indicators to highlight for the Comprehensive Plan Existing City Report, identify data points and trends most pertinent to emphasize at the broader Strategic Plan level of focus and relevant to its ongoing and anticipated themes. (2) Conduct an early joint meeting of SPAC and the Comprehensive Plan Advisory Committee (CPAC) to discuss and clarify the respective plan purposes and uses, committee roles and planned potential interaction, expected coordination points and also where the two processes will not cover common ground, etc. The Consultant budget assumes this meeting will be scheduled to occur immediately before or after the second SPAC meeting above. (3) On each SPAC and CPAC meeting agenda, include an item to provide a brief oral status report on the other plan update including any new and ongoing points of coordination and common ground between the two efforts. (4) Invite CPAC members to attend, but not participate in, SPAC meetings to hear its higher -level discussions that may factor later into the Comprehensive Plan direction and content, especially to provide more implementation detail. (5) Use common or closely aligned PowerPoint templates to gain efficiencies in meeting preparation. (6) Coordinate the pre- and post -engagement discussions with each committee and associated presentations and meeting materials to gain efficiencies. (7) Coordinate with staff on their ongoing updates to City Council to report progress and interim results from both plan efforts. Exhibit "A -I," Page 3 3. Community Engagement a. Online Survey The Consultant will coordinate with City staff to prepare and refine a community survey to be administered online through Baytown Engage. As for the 2016 Strategic Plan, certain survey questions will be separated out only for response by Baytown residents or non-residents. The Consultant budget assumes processing of tip to 4, 000 completed surveys (itsing the Baytown Engage survey analytics tools), any amount beyond which would require a contract amendment and fee supplement for additional processing effort. b. Engagement Activities The Consultant shall: (1) Coordinate with City staff and respective City Council members to design and execute a series of general public involvement meetings, one in each of the six Council districts. Depending on public health advisories and public gathering restrictions at the time, the events will be conducted as either in -person workshop style meetings, with certain hands-on, interactive activities as viable; or, if necessary, the meetings will switch to an online but welcoming format with meaningful content and interaction. (2) Facilitate a second meeting with the SPAC after completion of the community engagement activities in this Project phase for review and discussion of the draft Community Engagement Summary. C. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) A draft Community Engagement Summary, designed as an appendix to the Strategic Plan document, which captures the highlights of this Project phase and considerations and implications for the Strategic Planupdate. d. Opportunities for Coordination with Comprehensive Plan Update Consultant shall: (1) Coordinate the online survey drafting and execution, via Baytown Engage, to obtain input needed for both plans, as well as through all in -person engagement activities early in the Comprehensive Plan update process. (2) Coordinate the preparation and arrangements.' logistics for the community meetings to be held in each Council District for the Strategic Plan update with similar Comprehensive Plan meetings, to gain efficiencies, and to consider approaches and activities that can provide input to both plans, along with status updates on both. Similarly coordinate preparation for any necessary online engagement activity for each plan that may be necessary depending on the status of the COVID-19 public health situation. Also, apply the City staff -led "Meeting in a Box" approach and resources to both plan efforts as appropriate. Exhibit "A-1," Page 4 (3) To the extent possible given differing project timelines, prepare a unified Community Engagement Summary with highlights of community input at the respective levels of each plan, plus appendix detail. This will enable SPAC and CPAC to benefit from the entire spectrum of input, then drill down into the community sentiments and priorities most pertinent to each plan. (4) Arrange for joint SPAC. CPAC review of draft content with implications for both plans (e.g., Strategic Plan primary directive/purpose and Comprehensive Plan draft vision and guiding principles, Strategic Plan strategic directives and Comprehensive Plan draft goals, Strategic Plan strategic initiatives that may be elaborated on through Comprehensive Plan action items, etc.). (5) Coordinate publicistakeholder messaging (and also internally across City departments) to promote awareness of both plans, educate on their respective focus and uses, and avoid confusion on the concurrent processes and outcomes. Utilize both the Baytown Engage and Consultant's WebPlan sites for this purpose. 4. Plan Development a. Strategic Plan Drafting The Consultant will prepare the updated Strategic Plan document for review and refinement with City staff and the SPAC. The draft will include potential key initiatives and a description of what success would look like for each of the Strategic Plan vision areas and strategic directives. b. Engagement Activities The Consultant shall facilitate a third meeting with the SPAC for review and discussion of draft Strategic Plan content. C. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Draft Strategic Plan for review and comment. d. Opportunities for Coordination with Comprehensive Plan Update (1) Identify opportunities to coordinate common plan content needs (e.g., acknowledgements, area profile and maps, key data point and charts, regional trends and context, community issues needs and opportunities/challenges, plan implementation successes, tools resources and partners for implementation of both plans, graphics.fimages, glossaries of technical and other terms, etc.). (2) Establish links between the Strategic Plan and the Comprehensive Plan such as: - Common or complementary vision and guiding principles. - Shared assumptions (e.g., population/demographic trends, etc.). - Certain Comprehensive Plan goals flow, in part, from related Strategic Plan strategic directives. Exhibit "A -I," Page 5 - Comprehensive Plan action items build and elaborate on broader Strategic Plan strategic initiatives. - Comprehensive Plan implementation strategy incorporate same Strategic Plan framework of measures of success and metrics/benchmarks using the same ones for both plans where applicable. Explore ways to tie Comprehensive Plan implementation into the Strategic Plan Community Scorecard approach and webpage. Outline coordinated procedures for annual progress reviews and reporting on both plans and for next five-year updates. (3) Coordinate the design and format of the two plan documents (within WebPlan), for either a high level of commonality or only general compatibility of appearance. (4) Embed cross-referencing between the two plan documents. (5) Compile a common style guide and document checklist to ensure consistency of content and punctuation, terminology (e.g., purpose, core values, vision, guiding principles, goals, policies, objectives, initiatives, primary and strategic directives, strategic initiatives and actions, outcome measures, measures of success, benchmarks, etc.), use of acronyms, etc. 5. Implementation a. Strategic Plan Implementation The Consultant will add the Implementation portion of the draft Strategic Plan for review and comment. b. Engagement Activities The Consultant shall facilitate a fourth and final meeting with the SPAC for review and discussion of the Implementation portion of the draft Strategic Plan. C. Deliverables The Consultant shall provide the following deliverables for this phase of the Project: (1) Draft Implementation portion of Strategic Plan for review and comment. 6. Plan Finalization and Adoption a. Final Strategic Plan The Consultant will compile the final proposed Strategic Plan for presentation to City Council, reflecting all final SPAC and staff requested revisions, and including the finalized Community Engagement Summary as an appendix. b. Engagement Activities The Consultant shall, in coordination with City staff, present highlights of the final proposed Strategic Plan to City Council, and assist in responding to comments and questions before Council considers plan adoption by resolution. C. Deliverables Exhibit "A -I," Page 6 The Consultant shall provide the following deliverables for this phase of the Project: (1) Final proposed Strategic Plan for advance distribution by City staff and then presentation to City Council. (2) PowerPoint presentation for City staff review and comment before finalizing. (3) One printed full -color master original of the final adopted plan, including all maps and illustrations (provided in a binder for ease of reference and updating, in 8.5" x I I" vertical format and with 11" x 17" fold -out maps, with up to 30 pages of final adopted content based on the level of the previous plan in 2016, plus the final Community Engagement Summary appendix and any other supplemental appendix detail as appropriate). (4) Electronic files for all elements of the final Strategic Plan (in their native formats and as Adobe PDF files and with all GIS map -related files in ESRI-compatible formats as specified by the City). d. Opportunities for Coordination with Comprehensive Plan Update Because the Strategic Plan process will end well before the Comprehensive Plan, use the Strategic Plan final adoption process to highlight for City Council how the updated Strategic Plan is providing a broader context and framework for the continuing Comprehensive Plan update in terms of shared themes, information base and common direction (and this linkage will again be highlighted through a joint workshop of Council and Planning and Zoning Commission during the Plan Direction phase of the Comprehensive Plan update, which transitions the Comprehensive Plan process from Existing City to Future City). Exhibit "A-1," Page 7 EXHIBIT B SCHEDULE OF WORK Upon the Consultant's receipt of a notice to proceed from the City, the Consultant shall begin work on the Project and shall complete each task within the following time frame: CompletionTask Comprehensive Plan Date Project Start -Up 1 month Phase I The Existing City 6 months Phase 2 Plan Direction and Assumptions 7 months Phase 3 The Future City 12 months Phase 4 Implementation 13 months Phase 5 Plan Finalization and Adoption 15 months Bayway Drive Corridor Plan Project Start -Up 1 month Phase 1 - The Existing Corridor 3 months Phase 2 - The Future Corridor 4 months Phase 3 - Implementation 5 months Phase 4 - Plan Finalization and Adoption 6 months EXHIBIT B-1 SCHEDULE OF WORK FOR ADDED PROJECT Upon the Consultant's receipt of a notice to proceed from the City, the Consultant shall begin work on the Project and shall complete each task within the following time frame: 1'ask Project Coordination Completion Date (measured from the date of the notice to proceed) From Project initiation and through duration Project Start -Up 1 month Phase 1 — Plan to Plan 2 months Phase 2 — Community Engagement 4 months Phase 3 — Plan Development 4 months Phase 4 — Implementation 5 months Phase 5 — Plan Finalization and Adoption 6 months Exhibit " B-1," Page Solo EXHIBIT C Compensation and Reimbursable Expenses: The compensation for services required under this Agreement for the Project and the reimbursable expenses incurred by Consultant and its subconsultants shall be a sum not to exceed TWO HUNDRED EIGHTY-SEVEN THOUSAND TWO HUNDRED AND N0/100 DOLLARS ($287,200.00), and shall not exceed the amount specified hereinbelow for each phase of service: Descriptioii Cost Not to Exceed Comprehensive Plan Project/Client Coordination $7,750.00 Project Start -Up $3,500.00 "Meeting in a Box" Materials and Results Processing one for each of the 5phases) $14,000.00 Phase 1 The Existing City $55,400.00 Phase 2 Plan Direction and Assumptions $4,500.00 Phase 3 - The Future City $57,350 Phase 4 - Implementation $21,800 Phase 5 - Plan Finalization and Adoption $22,600 Subtotal - Comprehensive Plan $186,900.00 Bayway Drive Corridor Project/Client Coordination $1,750.00 Project Start -Up $2,300.00 Phase 1 The Existing Corridor $27,750.00 Phase 2 The Future Corridor $40,800.00 Phase 3 - Implementation $10,200.00 Phase 4 Plan Finalization and Adoption $17,500.00 Subtotal - Bayway Drive Corridor $100,300.00 Total $287 200.00 The fees will be calculated based upon the standard hourly rates detailed hereinbelow: Rate Schedule Description Hourly Rate CEO $200.00 President $160.00 Principal Associate/Practice Leader $140.00 -- 145.00 Senior Associate $135.00 Associate $90.00 Business Administrator $75.00 Graphics Associate $50.00 Page 1 of 2 Additional Services: The Consultant will perform additional services at a price agreed upon by the parties in writing prior to the performance of such services. The City shall not be responsible or liable for any additional services performed by the Consultant unless such additional services have been approved in writing prior to the performance of the same. The following services may be performed if requested by the City in writing based upon the above -referenced schedule: Page 2 of 2 EXHIBIT C-1 COMPENSATION AND REIMBURSABLE EXPENSES FOR ADDED PROJECT Compensation and Reimbursable Expenses: The compensation for services required under this Agreement for the Project and the reimbursable expenses incurred by Consultant shall be a sum not to exceed FORTY-THREE THOUSAND EIGHT HUNDRED AND 20.! 100 DOLLARS ($43,820.00), and shall not exceed the amount specified herein below for each phase of service: Description Project Coordination Cost Not to Exceed $4,000.00 Project Start -Up $3,000.00 Phase I Plan to Plan $4,770.00 Phase 2 — Community Engagement $16,350.00 Phase 3 Plan Development $9,010.00 Phase 4 Implementation $3,860.00 Phase 5 Plan Finalization and Adoption 1 $2,830.00 Total 1 $43,820.00 The fees will be calculated based upon the standard hourly rates detailed herein below: rMMM Description Hourly Rate CEO $200.00 President $160.00 Practice Leader $140.00 Senior Associate $135.00 Associate $90.00 Business Administrator $75.00 Graphics Associate $50.00 Intern $20.00 Additional Services: The Consultant will perform additional services at a price agreed upon by the parties in writing prior to the performance of such services. The City shall not be responsible or liable for any additional services performed by the Consultant unless such additional services have been approved in writing prior to the performance of the same. The following services may be performed if requested by the City in writing based upon the above -referenced schedule: Design the Strategic Plan document as an online interactive plan $1,500.00 hosted on Consultant's WebPlan site as Consultant is already under contract to provide for the Bayway Drive Corridor Plan and the updated Comprehensive Plan. Exhibit "C-1," Page 1 Attend and facilitate one or more additional meetings of the Strategic $1,500.00 Plan Advisory Committee (SPAC), each time on a stand-alone trip to per meeting Baytown only for this purpose. This includes necessary preparation ($1,450labor time and after -meeting time for debrief and follow-up with Citystaff. + $50 mileage Exhibit "C-I," Page 2