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HomeMy WebLinkAboutJanuary 31, 2005 Agenda AGENDA CITY OF DENTON CITY COUNCIL January 31, 2005 After determining that a quorum is presem, the City Council of the City of Demon, Texas will convene in a Special Called Meeting on Monday, January 31, 2005 at 11:30 a.m. in the Council Work Session Room, 215 E. McKinney, Denton, Texas at which the following item will be considered: Receive a report, hold a discussion and give staff direction regarding a consulting agreement with RTKL, Inc. regarding the location and development of a downtown transit center and implementation of the Downtown Master Plan. NOTE: The City Council reserves the right to adjourn imo a Closed Meeting on any item on its Open Meeting agenda consistent with Chapter 551 of the Texas Government Code, as amended, including without limitation, Sections 551.071-551.086 of the Texas Open Meetings Act. CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of Demon, Texas, on the day of ,2005 at o'clock (a.m.) (p.m.) CITY SECRETARY NOTE: THE CITY OF DENTON COUNCIL WORK SESSION ROOM IS ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT. THE CITY WILL PROVIDE SIGN LANGUAGE INTERPRETERS FOR THE HEARING IMPAIRED IF REQUESTED AT LEAST 48 HOURS IN ADVANCE OF THE SCHEDULED MEETING. PLEASE CALL THE CITY SECRETARY'S OFFICE AT 349-8309 OR USE TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800- RELAY-TX SO THAT A SIGN LANGUAGE INTERPRETER CAN BE SCHEDULED THROUGH THE CITY SECRETARY'S OFFICE. AGENDA DATE: DEPARTMENT: CM: AGENDA INFORMATION SHEET January 31, 2005 CMO Mike Conduff ~ SUBJECT Receive a report, hold a discussion and give staff direction regarding a consulting agreement with RTKL, Inc. regarding the location and development of a downtown transit center and implementation of the Downtown Master Plan. BACKGROUND This item is at the request of the Mayor and part of the revitalization plan for downtown. EXHIBITS Downtown Redevelopment Implementation Plan Prepared by: Ann Forsythe Executive Secretary to the City Manager Mr. Mike Conduff . Clty Manager City of Denton 215 E. Mckinney Denton, Texas 76201 Re: Downtown Redevelopment Implementation Plan Dear Mike: I enjoyed our meeting with Mayor Brock last week and am pleased by the chance to work with the City of Denton on the continued reinvigomtion of its downtown area. As such, RTKL Associates Inc. is pleased to submit this proposal to provide' the City of Denton with professional planning sen/ices towards the creation of an redevelopment implementation action plan for the downtown area. As requested, we have prepared the following scope of services, schedule outline, and fee structure for the City'sconsidemtlon. SCOPE OF: SERVICES. We have itemized a potential scope of services by phase. As you will find, we see our working relationship as being one based on a partnership of developing creative ideas with you and relevant stakeholders.. Critical to the success of this effort will be the consensus agreement of products produced end approved next steps at the end of each phase. PHASEONE: PROJECTINITIATION(ONEWEEK) ' TASK 1.1: DATABASE PREPARATION Using information provided by the City, the RTKL Team will assemble a database for our planning puqx)ses. The info~mation we am requesting the City provide us with is as follows: · ' Detailed dscussion and analysis on the results of the City's current downtown plan document · Previous related market demand and economic projections · Study area survey to inolude property tines, existing and proposed building footprints, existing curb lines, and primary utilities and related easements/rights of way · Review of local development activity as well as currant projects, sites and competition · Ust of incentives used.to facilitate development (e.g., land write-downs, Tax Increment Rnancing (TIF), tax abatement, etc. · Copy of City's budget · Assessors data for properties within the study ama (e.g., ownership, property owner address, parcel size, improvement size, value, etc.) · Information related to upcoming transit improvements, · Available information related to area land values · Available real estate tax data · Current and future development projects in the study area · Traffic and transportation plans effecting the study area · Description of any community service programs · Existing and proposed land use and zoning · Summary of historical or architecturally significant structures in the study area · Aerial photography (planometric) · Ail appropriate public policy statements effecting the study ama, and · A list of the stakeholders in the study area (business and community leaders, advocacy groups, courtly, state, and local government agencies, potential local.builders/developers, etc.) TASK 1.2: INITIATION MEETINGS Once we have received the matedal outlined above, the RTKL Team will hold an Orientation meeting with City Staff to set parameters for the study; In addtion, members of the RTKL Team will visit Denton to visit with key stakeholders to gather information relevant to our planning efforts. It is intended that during this time we will review related past efforts, further acquainf, ourselves with the study area, discuss and agree Ll3On formal communications and products, end gain a deeper understanding of the City's goals and priorities. PHASE TWO: PROGRAMMING AND ANALYSIS (Two WEEKS) TASK 2.1: PHYSlCALANALYSiS The RTKL Team will quickly review the City's existing downtown plan and the assembled database to evaluate the opportunities and constraints for specific catalyst projects. This enalysis will provide the planning motiva§on/mtionale for the conceptual planning to follow. Issues to be addressed include: · Existing land use patterns, tenant types, overall building condition and resulting area identity; · Existing zoning and other regulatory legislation and resulting effects on development patterns; · Regional and local traffic/transportation framework and land use integration; · Centers of activity, employment, and community; · Linkages to UNT and other important elements outside the study area; · Condition of the public realm, etc. TASK 2.2: MARKEr ANALYSIS The RTKL Teem will perform a market analysis to determine the market potential (pricing, absorption income expectations) for the selected land uses. Tasks could include: 1. Determine the competitive market area (trade area) for each of the specific land uses identified in the previous phase. 2. Identify the competitive supply of these lend uses (and product types) within the market areas. Additionally, we will reseamh the historical performance of the competitive supply and implicationsfor development within the subject study area 3. Estimate the demend potential in the market area for each of the selected land uses through demographic and economic modeling and by assessing the competitive position of downtown Denton in the context of the City and region 4. Estimate the market potential for each of the project elements addressing amount (SF, units, etc.), market orientation, pricing (rents, sales), and absoq31Jon pedods. For retail, for example, we will identify the type of potential retail stores and tenants, market Orientation and niche, type of goods I sen/ices to target, potential retailers, etc. We will also define food and beverage and entertainment opportunities. Product: A report that summarizes the findings of Leland's analysis with recommendations for land use targets, sizing, and phasing as they relate to project-sized programs for potential catalyst developments. These program recommendalJons and variables would be integrated into the vision and land plenning efforts of RTKL. PHASE THREE: CONCEPTUAL PLANNING (THINE WEEKS) Task 3.1 - Transit-Oriented Masterplanning and Catalyst Project Concepts The RTKL Team will build upon and refine the existing downtown plan vision and prepare a conceptual implementation mestarplan for downtown that illustrates the market-based program, goals and objectives, visions and preferences, etc. generated in the previous phase. This process is not intended to create a new downtown plan, but to refine it to reflect specific thoughts related to the implementation of individual pmjests taking advantage of the planned tmnsportaton improvements in the downtown area. This material will be prepared as poster-sized drawings at a scale suitable for public presentation and PowerPoint inclusion. These plens will be prepared to address such issues as: · Overall land use and key builclng relationships · Local and regional transportation system dynamics and interface · Amenity, open space and landscape/slmetssapa opportunity zones · Up to 5 Catalyst project concepts, Development program, and · Community identity objective · Consistency with existing policies (comprehensive or master plans, downtown plan, etc.) · Fiscal impact Task 3,2- City Staff Review of Planning Concepts The RTKL Team will present the conceptual planning ideas to City Staff for its review and comment. It is intended that this worksassion will provide staff the opportunity to have input leading to the refinement of the planning concept and specific catalyst projects prior to a more formal review and refinement process. PHASE FouR: RERNED PLANNING (FOUR WEEKS) Task 4.1 - Refined Implementation Masterplan The RTKL Team will analyze the ideas and recommendations ganemted in the previous tasks and develop a preferred concept plan with a higher level of refinement than that of the previous concept. The documentaton produced will include: · Illustrative masterplan showing building massing, ganemlized landscape and amenity areas, street framework, and primary open space concepts. · Land use maste~plan of proposed cistrict uses · Three catalyst project concepts plans with general program and approach · Development yield by location and usa · Public inveslment leverage Task 4.2 - Refined Opinion of Probable Cost In order for Leland to make an informed analysis (sea Task 5.2) of the specific catalyst projects presented in the previous task, the RTKL Team will propam a an opinion of cost for the improvements associated with each catalyst project. These costs are based on current value and should be used for ganeml budgeting puq~osas only. They will follow the sa'ne format developed in the prior cost analysis. Task 4.3 - Catalyst Project Analysis The RTKL Team will focus on the three catalyst projects identified in the previous tasks, and together with the City technical staff focus on the following: 1. Identify spadfic sites or builcings necessary for development and adaptive reuse. 2. Detail salect project chamcteristios. 3. Forecast the specific financial parformanca of each project. 4. ProvideinPut on the financial tatum of each inclucing intemal rote of retum, discounted cash flow. 5. Develop eltematve scenarios / sansitivity analyses that show financial parformance under cifferent assumption. Task 4.4- Staff Consensus Meeting RTKL will meet with City staff to present the preferred alternative and cost matrix It is intended this meeting will provide staff with the opportunity to make subl~e refinements to this information prior to the formal review process in the following task. This task involves one plan itamtion due to staff comments. Task 4.5 - Stakeholder Group Review RTKL will present the preferred eltamatve documents to a Council appointed Stakeholder Group. This presentaton will recount the process performed to date, focusing on the refinements made leacing to the preferred planning approach. It is intended this presentaton will provide the stakeholder group the opportunity to review and approve (with minor modflcation if necessary) the overall direction, and to decide upon a prioritized listing of the catalyst project concepts. It is assumed both task 4.4 and 4.5 (combined) allows for one plan iteration due to the collective commentary. PHASE FIVE: IMPLEMENTATION PLANNING (FOUR WEEKS) Task 5.1 - Illustrative Planning Documents The RTKL Team will refine the planning documents to reflect the ideas end recommendations generated in the previous Phase. The final planning documents will include: · Illustrative masterplan showing bullring massing, generalized landscape and amenity areas, street framework, and primary open space concepts. · Land usa masterplan of proposed dstrict uses · Three catalyst project concept plans with program and approach · Three street-level artist renderings focusing on each catalyst project · One overall bird's eye rendering of the improved downtown · Development yield by location and usa Task 5.2 - 5-Year Implementation Action Plan This element of work will include the follo~ng tasks focused on a clear implementation strategy: 1. Review the programming of the masteq31an and determine likely redevelopment tools and finendng techniques, including recommendations on how to enhance existing programs. 2. Prepare recommendalions concerning chronology and timing for the three catalyst projects. 3. Refine the catalyst project analysis (after review) to include likely market-basad cash flow characteristics of these three catalyst projects including development costs, property sales or lease structures, and operating expenses as appropriate. Using cost data provided by the City, pertinent private investment charectedstics would be calculated such as the internal rate of retum (lEg), and identify the gap that public financing and incentives would have to fill. This will shew how to usa funding mechanisms and public-private financing and partnering appmaches. 4. Estimate the likely fiscal benefits of the three catalyst projects on local government entities in terms of property taxes, sales taxes, and/or other relevant revenue sources. Provide a cost / benefit analysis based on the assumption that the identified gap is filled* with public funds including payback period for public investment and - ratio of private dollars leveraged per public dollar invested. Based on the preceding analysis of finandal resources, provide recommendations conceming the most appropriate sources to fill the gap. 5. Working closaly with City staff, create a financial implementation plan that identifies specific tasks for public and private sector entities by which to achieve the vision over the next five years. This would involve five elements: · Public Infrastructure · Priority Public I Private Ventures · Legislative / Regulatory Changes (design/code/tax/etc. identified by City Staff) · Financial Incentives · Marketing This would include a list and critical enalysis of existing and new sources of funds and financing for the public and private sectors in developing new and revitalized land uses and improvements associated with the catalyst projects. Task 5.3- Final Report The RTKL Team will assemble a final report detailing the planning process undertaken; documenting the results of the stakeholder input, and describing the final ideas generated in the planning process. This will focus on the implementation action plan, and will clea~J detail the steps necessary to execute the catalys[projects. All graphic and written documentation prepared during the project will be included in the report, and special care will be taken in the organization of the document to highlight the final planning documents. This report will be generated in One original 8.5 x 11' color booklet and will be delivered in digital form as en Adobe PDF format and Quark file on a CD (s). Maps or Exhibits will be provided on CD in a ,JPG format. COMPENSATION AND SCHEDULE The RTKL Team is able to perform the work described in phases one through five listed above for the following lump sum fees. This fee structure is inclusive of expenses related to the execution of the specific tasks detailed in these five phases of work. Any work or expenses performed beyond thesa specific tasks shall be at the request and approval of the City of Denton and shall be performed under separate contracted agreement. Phase Timing ,Budget Phase 1. Project Initiation 1 Week $ 7,000 Task Fee Breakdowr): Task 1.1 Database Preparation TaSk 1.2 Initiation Meetings RTKL: RTKL: $ 2,000 Lelan~. $ 2,000 $ 1,000 Leland: $ 2,000 Phase 2. Study Area Analysis Task Fee Breakdown: Task 2.1 Physical Analysis Task 2.3 Market Analysis 2 Weeks $26,000 RTKL: $ 7,000 Leland: $19,000 Phase 3. Conceptual Planning Task Fee B ,m,a,k, ,down: Task 3.1 Conceptual Masterplan Task 3,3 Staff Review Meeting 3 Weeks $t7,000 RTKL: $16,000 RTKL: $ 1,000 Phase 4. Refined Planning 4 Weeks Task Fee ..Breakdown: Task 4.1 Refined Implementation Plan RTKL: Task 4.2 Cost Matrix Task 4.3 Catalyst Project Analysis Task 4.4 Staff Consensus Task 4.5 Stakehdder Review RTKL: $43,500 $ 9,000 Huitt Zollars: $ 8,000 RTKL: $ 6,000 Leland: $10,000 RTKL: $ t,000 $ 6,000 Leland: $ 3,500 Phase 5. Implementation Planning 4 Weeks Task Fee Breakdown: Task 5.1 Illuslmtive Documents Task 5.2 Five-Year Action Plan Task 5.3 Final Report $45,000 RTKL: $25,000 RTKL: $ 6,000 Leland: $12,000 RTKL: $ 2,000 TOTAL 14 Weeks $13~,500 Breakdown of Fee by Consultant: RTKL A~ates Inc, $ 82,000 Leland Consulting Group $ 48,500 Huitt Zollam 10c... $ 8,000 Total $ $138,500 Assumptions This estimate assumes seven (7) formal meetings with the City throughout an antidpated workplan schedule of fourteen (14) weeks, Additional meetings, presentation, or extended schedule shall be billed houdy at our standard hourly rotes. No addtional services will be per[ormed without the written approval of the Client. It is understood that additional services desired outside those specifically defined in this scope of services am not included in this contract. Their,scope and fees shall be negotiated and managed separately from INs contract. The mesterplans prepared in this contract am for conceptual design analysis purposes only'. They am not intended to be detailed enough for construction drawings to be drsctly based upon. BILLING AND PA YMENT RTKL's customary practica is to bill on a monthly basis for the work completed in the pdor month. Fee invoices will be based on the actual hours charged in the month preceding the invoice, based on the Standard Houdy Rate Table by Classification enclosed. Compensation for Services and Expenses shall be due and payable within thirty (30) days of the invdce date. Invoices over sixty (60) days will be charged interest at the First National Bank of Marylar)d prime rote plus two (2) percent. If unpaid invoices become more than sixty (60) days overdue, RTKL may, upon seven (7) days wdtten notice to the Client, contact the Client direclly for payment and/or stop work until payment is received'. In the event of non-payment, Client shall reimburse RTKL for any attomey fees incurred to collect the unpaid receivables. All payments,, including the retainer, may be wired directly to the account of: Bank of America, N.A. 10 Light Street Baltimore, MD 21202 USA ABA number 052001633 Account number 3930249666 Reference: Downtown Denton Planning CONTRACTS RTKL fees am based upon the Detailed Scope d Services and RTKUs Standard Form d Agreement Between Client and Amhitect. Ail Client generated contracts will require review and acceptance by RTKL's legal counsel before any work may proceed. TERMINATION This Agreement may be terminated by either party at anytime with or without cause by written notice. Termination shall be effective seven (7) days after date of notice. Upon termination, all invoices presented by RTKL for Services and Expenses for periods prior to the date of termina§on shall become immediately due and payable. Failure of the Client to make payments to RTKL under this A~reement shall be cause for termination. In the event of a suspension of Services, RTKL shall have no liability for any damages to Client incurred because of such suspension. Termination or suspension of Sen/ices by RTKL shall in no way relieve Client of compensating RTKL for Sen/ices performed and Expenses incurred to the date of the termination. AGREEMENT Based upon RTKL's successful experience with similar downtown master plans and our familiarity with issues related to the North Texas marketplace, we believe we can pmvida the most creative, flexible, and COst-effective consultant services. From what we understand to be City's goals for this effort, we am quite excited by this opportunity and look forward to working closely with you and your team. By executing and mtuming a copy of this letter, the City d Denton agrees to the terms of this proposal and agrees to pay RTKL in accordance with those terms stated. If I can supplement this information or answer any questions, please feel free to contact me at (214) 871-8877. Sincerely, Accepted by: RTKL ASSOCIATES INC. CITY OF DENTON Paris M. Rutherford IV, AiCP B~. Vice President Title: RTKL ASSOCIATES INC. Professional Rate Schedule by Classification May 1998 Technical Assistant Staff Senior Staff Architect/Engineer/Planner Project Architect/Engineer/Planner Senior Project Architect/Engineer/Planner Project Manager Senior Project Manager Vice President Senior Vice President Hourly Rate, $ 45.00 60.00 75.00 90.00 110.00 125.00 150.00 225.00 25O.0O NOTE: The above rotes are subject to annual adjustments.