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HomeMy WebLinkAboutResolution No. 2011-035CITY OF THE COLONY, TEXAS RESOLUTION NO. 2011- O3 5 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS, APPROVING THE PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE CITY OF THE COLONY AND THE CULTURAL PLANNING GROUP TO DEVELOP A CULTURAL ARTS MASTER PLAN AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT; AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City and Consultant have entered into an Agreement such that the Consultant is to provide the following services: DEVELOP A CULTURAL ARTS MASTER PLAN; and WHEREAS, the City has determined that it is in the best interest of the City to enter into the Agreement with The Cultural Planning Group, which is attached hereto and incorporated herein by reference as Exhibit "A," under the terms and conditions provided therein; and WHEREAS, with this Agreement the City of The Colony is agreeing to pay the sum of $60,000 for such work. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS THAT: Section 1. The Professional Services Agreement, which is attached hereto and incorporated herein as Exhibit "A", having been reviewed by the City Council of the City of The Colony, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved for a total amount of $60,000. Section 2. The City Manager is hereby authorized to execute the Agreement on behalf of the City of The Colony, Texas. Section 3. This Resolution shall take effect immediately from and after its adoption and it is so resolved. PASSED, APPROVED and EFFECTIVE this 17th day of May, 2011. ATTEST: Christie ilson, City Secretary � � •_4= e.l N ur y, Mayor ' City o e Colony, T APPROVED AS TO FORM: i�; •. r •• THE CULTURAL+PLANNING CROUP JERRY ALLEN MARK ANDERSON MARTIN COHEN KAREN NIASFhKI D, /ID PLETTNER-SAUNDERS March 28, 2011 Troy Powell, City Manager City of The Colony 6800 Main Street The Colony, Texas 75056 Dear Mr. Powell, This letter will serve as our agreement for the consulting project to develop a cultural arts master plan for The Colony. We have detailed our services and terms under this agreement in the attached Scope of Work (taken directly from our proposal), which details the project's work plan, deliverables, timeline, and budget. This agreement will be valid for twelve months from the date of signing, unless we mutually agree to modify the project schedule and end date. Jerry Allen and I will provide our firm's services, and I will be the primary contact for this project. Our total fee, inclusive of all our costs, will be $60,000, as provided in the attached project budget. This includes our total base costs of $50,000 as well as $10,000 for the optional full version of the online community survey as requested by the City of The Colony Cultural Arts Board and the City of The Colony Community Development Corporation. We will bill monthly for services performed. Assuming this represents our agreement and is acceptable to you, please sign below and return an original to me at the following address: David Plettner-Saunders The Cultural Planning Group, LLC 4885 Kensington Drive San Diego, CA 92116 Best regards, David Plettner-Saunders, Principal Date The Cultural Planning Group, LLC bi r� r Troy PoCity Manager Date City e Colony VA. %1.'.CULTURALP1-ANNING,COM (_ - I .. F- '., I I -) , ., ,I ' D ,VIDC''CULTURALPLANNING,COM ATTACHMENT SCOPE OF WORK The Cultural Planning Group has review 2d the RFQ for this project and developed a methodology that can be completed in seven months from contract signing. Jerry and I, as principal consultants with the firm, will perform all services in this project. We will conduct a three-phase process that includes a series of four site visits to The Colony and off-site research. Please note that to address cultural facility issues, we propose in this methodology to conduct a needs analysis, identify potential location(s), and describe a framework and process for planning and development of a suitable cultural facility(ies). We will also report on cultural facilities and related costs in the study of comparable Dallas/Fort Worth communities. Then, if desired, we can expand our agreement to continue to work with the City and its partners to create a conceptual design, an architectural program, cost estimates, programming, an operating/governance model, and operating budgets. In addition, we are aware that the history and heritage of The Colony are part of this cultural plan, and will incorporate these issues into the community research and the plan document. PHASE/: PROJECT INITIATION May — June 2011 Project preparation focuses on the revi(w of relevant background information, development of a detailed work plan, and an initial meeting with the Cultural Arts Master Plan (CAMP) Committee to clarify project understanding. A thorough Document Review, examining relevant City, community and organizational plans and studies. Initial Telephone Meeting with CAMP Committee, to clarify understanding of planning issues and project goals, and to develop a detailed project work plan and timeline. • Development of a project Communications Plan, to keep all planning participants informed throughout the planning process and to provide an avenue for input to the consultants. Deliverables: Detailed work plan and schedule. Final report documentation of document review. Orientation for CAMP Committee. Communications plan. PHASE Il: COMMUNITY RESEARCH INCLUDES TWO SITE VISITS TOTALING 4 -5 DAYS) July — October 2011 The community research phase encompasses the research and community consultation elements of the planning process. Work done during this phase identifies the community's vision and priorities, assesses needs and resources, and engages a broad cross-section of the community in the planning process. • Tour of The Colony, observing and documenting the arts and cultural resources of the city. • Coordination of periodic meetings of the CAMP Committee, including providing summary written and oral reports on various aspects of the plan as it develops. The consultant will work with the Committee to develop a Vision Statement for the development of the arts in The Colony. This vision statement will grow out of the consultant's in-depth community engagement. • An Initial Town Hall Meeting to allow open community input on issues of vision, goals and priorities. • Key Person Interviews conducted by the consultants with cultural stakeholders, public officials, funders, media representatives, etc., to explore and develop key issues. • Focus Group Meetings conducted to allow for in-depth exploration of selected issues. ■ Review of Current Programs, Funding and Facilities in The Colony to establish a context for strategy development. • Conduct Comparative Research with up to Four DFW Regional Cities, to create a benchmark against which to assess The Colony's mix of cultural programs, activities and facilities. This research will help identify specific information relevant to The Colony's cultural facility needs. • Assessment of Community Arts and Cultural Needs, including current and projected needs. Community needs wail be prioritized for the purpose of developing of programs, initiatives and facilities. • Assessment of Gaps in the Current Cultural Inventory, including programs, facilities and funding. Deliverables: Town hall meeting facilitation and documentation. Report on comparable communities study. Final report documentation from interviews and focus group meetings. PHASE///: STRATEGY AND PLAN DEVELOPMENT (INCLUDES TWO SITE VISITS TOTALING 2 -3 DAYS) November 2011—January 2012 Once the community research phase has been completed, critical issues will be analyzed and recommended strategies developed, in close communication with the CAMP Committee. These findings and recommendations will be developed into a draft plan, which will be presented for comment and revision into a final plan. The consultants will assist on an as -needed basis with the review and adoption of the plan and the transition to implementation. In-depth Analysis of Critical Issues identified by the CAMP Committee and other issues that might emerge from community input. This will include comparison of key aspects of The Colony with other relevant communities, and investigation of model strategies and programs in other communities. Issues to be addressed might include: Citizens' perceptions of cultural resources and needs Perceptions of City civic leaders regarding arts and culture resources r Cultural facilities development Potential partnerships in cultural development Needs and opportunities for local arts and cultural organizations The history and heritage of The Colony Arts education in the public schools Gaps in services and facilities in arts culture Visual aesthetics and public art Public art in private commercial development Leadership and resource development Funding mechanisms Other issues that may arise in the planning effort Draft Plan and a Final Plan. During the draft plan stage, follow-up interviews with key planning participants and key community decision -makers will be conducted to test the draft recommendations. The final plan will be action - oriented and specific. Each recommendation will be accompanied by a suggested timetable for implementation, identification of an agency that will take lead responsibility for the recommendation, the estimated resources needed to implement the recommendation, suggested sources of funding, and initial implementation steps. The final plan will also include identification of priority projects and a sequence for their implementation. A Town Hall Meeting conducted near the end of the planning process, to report the findings and recommendations of the plan and to gather public input. Workshop for Implementation Partners to refine and confirm roles, and help create the conditions for successful implementation. This recognizes that the City, CAB and CDC may be just three of the potential community partners to implement portions of the plan. These partners may include educational institutions, the business community and local cultural organizations, among others. The purpose of this workshop is to confirm their commitment to assist in the implementation of the plan. • Advocacy Strategy guiding the approval and implementation process for the plan. • Presentations of the Plan to Approving Agencies, such as the Steering Committee, CAD, CDC, City Council and other implementing agencies or organizations. Deliverables: Draft and final Cultural Plan. Town hall meeting presentation. Implementation partners implementation workshop. Advocacy strategy. Presentations to approving agencies. Three Months of Telephone Consultations as the client begins advocacy efforts and implementation of the plan. Optional Services ■ Additional site visit(s), to provide further opportunities for community process and working sessions with the CAMP Committee. Online Community Opinion survey, to document residents' participation in arts and cultural activities and to determine their cultural needs and preferences. This survey is an excellent way to gauge community opinion and provide an opportunity for input from the majority of citizens who will not otherwise participate in planning. Note that a survey requires the assistance of City staff in distributing the survey electronically through existing department and community lists, and potentially through the PARD catalogue. The survey can be done in two levels of cost: Full version, using the services of our researcher partner to assist with survey design, posting, distribution and analysis. The benefits of this approach are greater community response rates, higher reliability of results, and easier administration workload. Our research partner, Linda Flynn/Tara Group Inc., uses full -featured online research software. Streamlined version, not using our research partner, where the City takes the lead in posting and distribution. We will assist with designing the questionnaire and interpreting the results. This approach is valuable and worthwhile. The trade-off is that it uses Survey Monkey software to provide community participation and a measure of opinion but cannot guarantee a statistically valid sample. Also, it requires greater time and effort on the part of City staff. PROJECT BUDGET This project is for a fixed fee of $50,000 that includes all professional fees, overhead, travel and other expenses for performing the proposed work plan. Because the exact use of consultants' time may vary in performing project services, we reserve the right to transfer costs among line items in this budget to best meet the needs of the project. City of The Colony Cultural Arts Master Plan Services Description Rate Amount Professional Fees i I i Jerry Allen 16.5 days total $1,200/day $19,800 _ ... ....... __..___._.,___._._____..__..._..____._., t.,.._.:, -..-_._..-_____.._.._..._._.___._._,___......._i..._ site__.._.. - i 3.0 days research, preparation and reporting m ^ __,.________,_.___.....___..__._,._.._•.,_„_�______.__. i 1 4,0 days writing and revisions- „___.._._ .... ___....... ._.__.__.__._� 1__.0.5 days communications_____ David Plettner 16.5 days total $1,200/day i $19,800 8.0 days on site I 2.0 days research preparation and reporting ii5.0 days writing and revisions ._.,_ _.__..._....._. m._..T_ _ 1.5 days administration and communications Overhead Insurance, accounting, legal and office ; 5% of professional tees - - - --......__._...._....._......,._..-_.__.... $1,980 __......._.................-..------- Travel _..._....._._.._.__.... .. - -- .._..._._.._..-..._.._._._.._...._.. _.....,._.__..__..... Four site visits, 6 - 8 days on site 7 R/T California - Dallas @ $8,420 .__...__ ....... ...... _...... __..__._._.__.--;-----..__._.-_ $1,203 avg. ....... _.__..._...-.. i Total I I I I - - - - _ ..... _ _ i .._'„ $50,000 i Optional5eryice s ' I Online Public, online survey open to all Colony residents , Streamlined version $5,000 community i Full version j $10,000 survey _ ....._..... _ Additional Site 1 2 days on site, including travel 1Approximate cost 1 $8,000 i i , Visit F _._..----_.._....__....__.. _ ..__._...._....... _-__-___....__.._.1,._...,...__...__.._._._._..__.______._ i __._._._._......___......_......_._....