Consider Selection of Planning Firm for Consultant Planning Services

On February 8, 2011, the City Council approved a reorganization of the City's Community Development Department and authorized the utilization of consulting/contracted services for planning and zoning services. The selected consultant is proposed to work on an as-needed basis to provide on-going services and provide a cost-savings measure that allows the City to utilize this service only when needed. The City received nine (9) responses to the proposal and Staff interviewed five (5) of these firms. Three (3) firms were invited to present to the City Council on May 10, 2011 at a City Council Work Session. Consensus at the Work Session was to direct Staff to recommend a planning firm to fulfill these obligations. Various scoring sheets are attached for review.

Within the RFP, the City identified the purpose of the project as the following:

• The selected consultant will assist the Planning Division in administering the City's Zoning and Subdivision ordinance by providing the following: 
  • Review of selected land use applications for compliance with the City's Zoning and Subdivision Ordinances as directed by the Senior Planner.
  • Process amendments to the City's Zoning Code including, but not limited to:
    • Compliance with the 2030 Comprehensive Plan (required)
    • Residential Architectural Standards (required)
    • Addition of Office Park Zoning District (required)
    • Revisions to existing zoning districts (as needed)
    • Form-based codes or other flexible zoning techniques (potential)
    • Sign ordinance (potential)
       

None required.

Based on submitted responses and subsequent interviews and presentations, Staff is recommending the selection of Bonestroo for on-going planning services. The City recently worked with Bonestroo to complete the required 2030 Comprehensive Plan with the Metropolitan Council.  Selecting Bonestroo for on-going planning services enables the City to maximize and leverage an on-going relationship with the firm from completion of the 2030 Comprehensive Plan. Bonestroo is able to provide the necessary assistance at a competitive rate. Furthermore, Bonestroo provided examples of how they have used illustrations in the past to visualize zoning regulations, an important component if the City will be exploring form-based codes. Ms. Goodroad has stated that Bonestroo could capitalize on graphics that have already been developed, tailored to Ramsey's needs. Illustrations are able to be created at Ms. Goodroad's rate. All three (3) of the firms would be able to provide similar product.  The selection of this firm will allow the City to capitalize on a set of resources to complement existing City Staff and contracted services. There appears to be some synergy in utilizing Bonestroo for consistency in completing this process (implementing the Comprehensive Plan). Tina Goodroad would serve as the primary staff member from Bonestroo at a rate of $93/hour. Throughout the interview process, Ms. Goodroad was able to demonstrate not only the ability to work with developers, but presented a great framework of working with existing residents on smaller projects as well. Finally, Bonestroo provided an example of management of the review process they have created that may assist in streamlining the administrative portions of development review.

The City is currently working with Landform for development management services for The COR. There is also some synergy in utilizing the services of this consultant as it relates to the current relationship with the City. There are certain perceived and potential conflicts when working on review of projects within The COR. Landform has agreed that it would not review projects within The COR. It is anticipated that a large portion of development within the community will occur within The COR for the next several years. This would reduce the number of projects assignable to Landform. However, much of the early assistance will come in the form of ordinance updates. The project manager for Landform for this project is identified as Kendra Lindahl at a rate of $78. This is a special rate due to the existing relationship Landform has with the City. It's anticipated that this rate may not always be sustained beyond the two (2) year proposed contract, but does present some cost savings in the short term. Likewise, as all three (3) firms are agreeable to a two (2) year contract at the proposed rate, none of the three (3) firms are guaranteeing that the proposed rate will remain beyond two (2) years. It appears that Ms. Lindahl's standard rate is $115.

Based on review of MFRA's response and subsequent presentations, MFRA would provide a great deal of technical expertise and presented various examples of illustrations that could be utilized to assist in visualizing the zoning text. It appears that MFRA's demonstration of developing a zoning ordinance with simple illustrations was well received by the City Council. The project manager for MFRA would be Ben Gozola at a rate of $110 per hour. The City would need to balance a higher cost for a potential return by streamlining other administrative processes. Staff was very impressed with the quality of the product presented by MFRA. However, as Staff reviewed budgetary concerns, Staff felt prudent to manage the cost over the long term to maximize efficiencies and reduce actual cost.

The City has been exploring developing a more user friendly zoning ordinance as well as a streamlined and easily understandable review process. In terms of a reformatting of the zoning ordinance to include illustrations, the Senior Planner has an educational background in mapping software, including GIS. Many of the simple illustrations that would be used for the general residential districts could be accomplished fairly cost effectively in-house either with existing software or minor additional purchases, including several free packages. This could be used in conjunction with graphic design capabilities of either of the consultants.

Staff recommends that the City Council approve a contract with Bonestroo for consultant planning services. Staff is recommending a two (2) year contract with expiration occuring on or around May 31, 2013. This timeframe would coincide with Board and Commission appointment timeframe.

Funding for consulting services was approved as part of the restructuring of the Community Development Department.

Motion to approve a contract with Bonestroo for consultant Planning Services and direct staff to prepare and execute a two-year contract for services, subject to review by the City Attorney as to legal form.