HomeMy WebLinkAbout18- Professional Services Agreement (Downtown Bozeman Partnership) - Agency Landscape + Planning - 2018 Downtown Bozeman Improvement Plan Update COWPLETE D
2018 DOWNTOWN BOZEMAN IMPROVEMENT PLAN UPDATE
PROFESSIONAL SERVICES AGREEMENT
This agreement is made and entered into this 15th day of June 2018, by and between the
Downtown Bozeman Partnership, a limited liability corporation organized and existing under the
laws of the State of Montana, with a mailing address of 222 East Main Street #302, Bozeman,
MT 59715, hereinafter referred to as "Partnership," and, Agency Landscape + Planning with a
mailing address of 45 Lawn Street, Cambridge, MA 02138, hereinafter referred to as "Design
Professional."
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: Partnership agrees to enter this Agreement with Design Professional to
perform for Partnership services described in the Scope of Services attached hereto as
Attachment "A" and by this reference made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution and will
terminate no later than December 31, 2018.
3. Scope of Services: Design Professional will perform the work and provide the
deliverables in accordance with the requirements of the attached Scope of Services (the "Work
Product"). For conflicts between this Agreement and the Scope of Services, unless specifically
provided otherwise, the Agreement governs.
4. Payment: Partnership agrees to pay Design Professional the amount specified in the
Scope of Services. Any alteration or deviation from the described services that involves
additional costs above the Agreement amount will be performed by Design Professional after
written request by the Partnership and will become an additional charge over and above the
amount listed in the Scope of Services. The Partnership must agree in writing upon any
additional charges.
5. Design Professional's Representations: To induce Partnership to enter into this
Agreement, Design Professional makes the following representations:
a. Design Professional has familiarized itself with the nature and extent of this Agreement,
the Scope of Services, and with all local conditions and federal, state and local laws,
ordinances, rules, and regulations that in any manner may affect cost, progress or performance
of the Scope of Services.
b. Design Professional represents and warrants to Partnership that it has the experience
and ability to perform the services required by this Agreement; that it will perform said services
in a professional, competent and timely manner and with diligence and skill; that it has the
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
www.downtownbozeman.org/plan chris(o)-downtownbozeman.org
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power to enter into and perform this Agreement and grant the rights granted in it; and that its
performance of this Agreement shall not infringe upon or violate the rights of any third party,
whether rights of copyright, trademark, privacy, publicity, libel, slander or any other rights of any
nature whatsoever, or violate any federal, state and municipal laws. The Partnership will not
determine or exercise control as to general procedures or formats necessary to have these
services meet this warranty.
6. Independent Design Professional Status/Labor Relations: The parties agree that
Design Professional is an independent Design Professional for purposes of this Agreement.
Design Professional is not subject to the terms and provisions of the Partnership's or the City's
personnel policies handbook and may not be considered a Partnership or City employee for
workers' compensation or any other purpose. Design Professional is not authorized to
represent the Partnership or the City or otherwise bind the Partnership or the City in any
dealings between Design Professional and any third parties.
Design Professional shall comply with the applicable requirements of the Workers'
Compensation Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana,
Title 39, Chapter 71, MCA. Design Professional shall maintain workers' compensation coverage
for all members and employees of Design Professional's business, except for those members
who are exempted by law.
Design Professional shall furnish the Partnership with copies showing one of the following: (1) a
binder for workers' compensation coverage by an insurer licensed and authorized to provide
workers' compensation insurance in the State of Montana; or (2) proof of exemption from
workers' compensation granted by law for independent Design Professionals.
Design Professional shall indemnify, defend, and hold the Partnership and the City harmless
from any and all claims, demands, costs, expenses, damages, and liabilities arising out of,
resulting from, or occurring in connection with any labor problems or disputes or any delays or
stoppages of work associated with such problems or disputes and for any claims regarding
underpaid prevailing wages.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered,
to the fullest extent permitted by law, Design Professional agrees to release, defend, indemnify,
and hold harmless the Partnership and the City, their agents, representatives, employees, and
officers (collectively referred to for purposes of this Section as the Partnership and the City,
respectively) from and against any and all claims, demands, actions, fees and costs (including
attorney's fees and the costs and fees of and expert witness and consultants), losses,
expenses, liabilities (including liability where activity is inherently or intrinsically dangerous) or
damages of whatever kind or nature connected therewith and without limit and without regard to
the cause or causes thereof or the negligence of any party or parties that may be asserted
against, recovered from or suffered by the Partnership or the City occasioned by, growing or
arising out of or resulting from or in any way related to: (i) the negligent, reckless, or intentional
misconduct of the Design Professional; (ii) any negligent, reckless, or intentional misconduct of
any of the Design Professional's agents; or (iii) the negligent, reckless, or intentional misconduct
of any other third party.
For the professional services rendered, to the fullest extent permitted by law, Design
Professional agrees to indemnify and hold the Partnership and the City harmless against claims,
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
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demands, suits, damages, losses, and expenses, including reasonable defense attorney fees, to
the extent caused by the negligence or willful misconduct of the Design Professional or Design
Professional's agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not
be construed to negate, abridge, or reduce any common-law or statutory rights of the
indemnitee(s) which would otherwise exist as to such indemnitee(s).
Design Professional's indemnity under this Section shall be without regard to and without any
right to contribution from any insurance maintained by Partnership.
Should any indemnitee described herein be required to bring an action against the Design
Professional to assert its right to defense or indemnification under this Agreement or under the
Design Professional's applicable insurance policies required below the indemnitee shall be
entitled to recover reasonable costs and attorney fees incurred in asserting its right to
indemnification or defense but only if a court of competent jurisdiction determines the Design
Professional was obligated to defend the claim(s) or was obligated to indemnify the indemnitee
for a claim(s) or any portion(s) thereof.
In the event of an action filed against Partnership or the City resulting from the Partnership's
performance under this Agreement, the Partnership and the City may elect to represent
themselves and incur all costs and expenses of suit.
Design Professional also waives any and all claims and recourse against the Partnership and
the City, including the right of contribution for loss or damage to person or property arising from,
growing out of, or in any way connected with or incident to the performance of this Agreement
except "responsibility for his own fraud, for willful injury to the person or property of another, or
for violation of law, whether willful or negligent" as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Design Professional shall at Design
Professional's expense secure insurance coverage through an insurance company or
companies duly licensed and authorized to conduct insurance business in Montana which
insures the liabilities and obligations specifically assumed by the Design Professional in this
Section. The insurance coverage shall not contain any exclusion for liabilities specifically
assumed by the Design Professional in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the
Partnership without limit and without regard to the cause therefore and which is acceptable to
the Partnership and Design Professional shall furnish to the Partnership an accompanying
certificate of insurance and accompanying endorsements in amounts not less than as follows:
Workers' Compensation - statutory;
Employers' Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
www.downtownbozeman.org/plan chris _downtownbozeman.org
Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual aggregate;
Professional Liability - $1 ,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The Partnership and the City shall be
endorsed as additional or named insureds on a primary non-contributory basis on both the
Commercial General and Automobile Liability policies. The insurance and required
endorsements must be in a form suitable to Partnership and the City and shall include no less
than a sixty (60) day notice of cancellation or non-renewal. Design Professional shall notify
Partnership within two (2) business days of Design Professional's receipt of notice that any
required insurance coverage will be terminated or Design Professional's decision to terminate
any required insurance coverage for any reason.
The Partnership and the City must approve all insurance coverage and endorsements prior to
the Design Professional commencing work.
8. Termination for Design Professional's Fault: If Design Professional refuses or fails to
timely do the work, or any part thereof, or fails to perform any of its obligations under this
Agreement, or otherwise breaches any terms or conditions of this Agreement, the Partnership
may, by written notice, terminate this Agreement and the Design Professional's right to proceed
with all or any part of the work ("Termination Notice Due to Design Professional's Fault"). The
Partnership may then take over the work and complete it, either with its own resources or by re-
letting the contract to any other third party.
In the event of a termination pursuant to this Section 8, Design Professional shall be entitled to
payment only for those services Design Professional actually rendered.
Any termination provided for by this Section 8 shall be in addition to any other remedies to which
the Partnership may be entitled under the law or at equity.
In the event of termination under this Section 8, Design Professional shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for Partnership's Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the
Partnership, make it advisable to the Partnership to cease performance under this
Agreement Partnership may terminate this Agreement by written notice to Design
Professional ("Notice of Termination for Partnership's Convenience"). The termination
shall be effective in the manner specified in the Notice of Termination for Partnership's
Convenience and shall be without prejudice to any claims that the Partnership may
otherwise have against Design Professional.
b. Upon receipt of the Notice of Termination for Partnership's Convenience, unless
otherwise directed in the Notice, the Design Professional shall immediately cease
performance under this Agreement and make every reasonable effort to refrain from
continuing work, incurring additional expenses or costs under this Agreement and shall
immediately cancel all existing orders or contracts upon terms satisfactory to the
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
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Partnership. Design Professional shall do only such work as may be necessary to
preserve, protect, and maintain work already completed or immediately in progress.
C. In the event of a termination pursuant to this Section 9, Design Professional is
entitled to payment only for those services Design Professional actually rendered on or
before the receipt of the Notice of Termination for Partnership's Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to
Design Professional for its performance of this Agreement. Design Professional shall,
under no circumstances, be entitled to claim or recover consequential, special, punitive,
lost business opportunity, lost productivity, field office overhead, general conditions costs,
or lost profits damages of any nature arising, or claimed to have arisen, as a result of the
termination.
10. Limitation on Design Professional's Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Design Professional under this Agreement,
Design Professional's damages shall be limited to contract damages and Design
Professional hereby expressly waives any right to claim or recover consequential,
special, punitive, lost business opportunity, lost productivity, field office overhead, general
conditions costs, or lost profits damages of any nature or kind.
b. In the event Design Professional wants to assert a claim for damages of any kind
or nature, Design Professional shall provide Partnership with written notice of its claim,
the facts and circumstances surrounding and giving rise to the claim, and the total
amount of damages sought by the claim, within thirty (30) days of the facts and
circumstances giving rise to the claim. In the event Design Professional fails to provide
such notice, Design Professional shall waive all rights to assert such claim.
11. Representatives:
a. Partnership's Representative: The Partnership's Representative for the purpose of this
Agreement shall be Chris Naumann, Downtown Bozeman Partnership executive director, or
such other individual as Partnership shall designate in writing. Whenever approval or
authorization from or communication or submission to Partnership is required by this
Agreement, such communication or submission shall be directed to Chris Naumann as the
Partnership's Representative and approvals or authorizations shall be issued only by such
Representative; provided, however, that in exigent circumstances when Partnership's
Representative is not available, Design Professional may direct its communication or
submission to other designated Partnership personnel or agents as listed above and may
receive approvals or authorization from such persons.
b. Design Professional's Representative: The Design Professional's Representative for the
purpose of this Agreement shall be Brie Hensold or such other individual as Design Professional
shall designate in writing. Whenever direction to or communication with Design Professional is
required by this Agreement, such direction or communication shall be directed to Design
Professional's Representative; provided, however, that in exigent circumstances when Design
Professional's Representative is not available, Partnership may direct its direction or
communication to other designated Design Professional personnel or agents.
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
www.downtownbozeman.org/plan chris _downtownbozeman.org
12. Permits: Design Professional shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, and inspections from
applicable governmental authorities, and pay all fees and charges in connection therewith.
13 Laws and Regulations: Design Professional shall comply fully with all applicable state
and federal laws, regulations, and municipal ordinances including, but not limited to, all workers'
compensation laws, all environmental laws including, but not limited to, the generation and
disposal of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules,
codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable
City, County, and State building and electrical codes, the Americans with Disabilities Act, and all
non-discrimination, affirmative action, and utilization of minority and small business statutes and
regulations.
14. Nondiscrimination: The Design Professional agrees that all hiring by Design
Professional of persons performing this Agreement shall be on the basis of merit and
qualifications. The Design Professional will have a policy to provide equal employment
opportunity in accordance with all applicable state and federal anti-discrimination laws,
regulations, and contracts. The Design Professional will not refuse employment to a person, bar
a person from employment, or discriminate against a person in compensation or in a term,
condition, or privilege of employment because of race, color, religion, creed, political ideas, sex,
age, marital status, national origin, actual or perceived sexual orientation, gender identity,
physical or mental disability, except when the reasonable demands of the position require an
age, physical or mental disability, marital status or sex distinction. The Design Professional
shall be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2,
United States Code, and all regulations promulgated thereunder. The Design Professional shall
require these nondiscrimination terms of its sub-Design Professionals providing services under
this agreement.
15. Intoxicants, DOT Drug and Alcohol Regulations/Safety and Training: Design
Professional shall not permit or suffer the introduction or use of any intoxicants, including
alcohol or illegal drugs, by any employee or agent engaged in services to the Partnership under
this Agreement while on Partnership property or in the performance of any activities under this
Agreement. Design Professional acknowledges it is aware of and shall comply with its
responsibilities and obligations under the U.S. Department of Transportation (DOT) regulations
governing anti-drug and alcohol misuse prevention plans and related testing. Partnership shall
have the right to request proof of such compliance and Design Professional shall be obligated to
furnish such proof.
The Design Professional shall be responsible for instructing and training the Design
Professional's employees and agents in proper and specified work methods and procedures.
The Design Professional shall provide continuous inspection and supervision of the work
performed. The Design Professional is responsible for instructing his employees and agents in
safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Design Professional
may not subcontract or assign Design Professional's rights, including the right to compensation
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
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or duties arising hereunder, without the prior written consent of Partnership. Any subcontractor
or assignee will be bound by all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Design Professional agrees to develop
and/or provide documentation as requested by the Partnership demonstrating Design
Professional's compliance with the requirements of this Agreement. Design Professional shall
allow the Partnership, its auditors, and other persons authorized by the Partnership to inspect
and copy its books and records for the purpose of verifying that the reimbursement of monies
distributed to Design Professional pursuant to this Agreement was used in compliance with this
Agreement and all applicable provisions of federal, state, and local law. The Design
Professional shall not issue any statements, releases or information for public dissemination
without prior approval of the Partnership.
18. Ownership of Work Product: To the extent permissible under applicable law, Work
Product will be considered work made for hire pursuant to the U.S. Copyright Act, 17 U.S.C. §§
101 et seq. To the extent the Work Product does not qualify under applicable law as a "work
made for hire," Design Professional hereby assigns to City all Design Professional's ownership,
right, title, and interest in and to any and all copyrights in the Work Product. To the extent the
foregoing does not provide City with full ownership, right, title, and interest in and to the Work
Product, Design Professional hereby grants City a perpetual, irrevocable, fully paid, royalty-free,
worldwide license to reproduce, created derivative works from, distribute, publicly display,
publicly perform, and use the Work Product, with the right to sublicense each such right. Design
Professional agrees to reasonably assist City in obtaining and enforcing copyrights in the Work
Product, at City's expense.
19. Non-Waiver: A waiver by either party any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party's right to enforce such term
or conditions or to pursue any available legal or equitable rights in the event of any subsequent
default or breach.
20. Attorney's Fees and Costs: That in the event it becomes necessary for either Party of
this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement
or to give any notice required herein, then the prevailing Party or the Party giving notice shall be
entitled to reasonable attorney's fees and costs.
21. Taxes: Design Professional is obligated to pay all taxes of any kind or nature and make
all appropriate employee withholdings.
22. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents, employees, or
representatives shall be resolved first by negotiation between senior-level personnel from each
party duly authorized to execute settlement agreements. Upon mutual agreement of the parties,
the parties may invite an independent, disinterested mediator to assist in the negotiated
settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the date the
dispute was first raised, then such dispute may only be resolved in a court of competent
jurisdiction in compliance with the Applicable Law provisions of this Agreement.
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
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23. Survival: Design Professional's indemnification obligations under this Agreement and
the rights granted under Section 18, Ownership of Work Product, shall survive the termination or
expiration of this Agreement for the maximum period allowed under applicable law.
24. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular
paragraphs to which they refer.
25. Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
26. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
27. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
28. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties,
does not constitute a third-party beneficiary agreement, and may not be relied upon or enforced
by a third party, except as otherwise specifically provided in this Section 28. The Parties intend
City of Bozeman ("City") to be a third party beneficiary of this Agreement.
29. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
30. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part
thereof by reference, are not binding upon the parties. There are no understandings between
the parties other than as set forth in this Agreement. All communications, either verbal or
written, made prior to the date of this Agreement are hereby abrogated and withdrawn unless
specifically made a part of this Agreement by reference.
31. Extensions: This Agreement may, upon mutual agreement, be extended for a period of
one year by written agreement of the Parties. In no case, however, may this Agreement run
longer than December 31, 2019.
* * * END OF AGREEMENT EXCEPT FOR SIGNATURES
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
www.downtownbozeman.org/plan chris -downtownbozeman.org
PARTNERSHIP SIGNATURE
6-15-18
Chris Naumann Date
Executive Director
Downtown Bozeman Partnership
DESIGN PROFESSIONAL SIGNATURE
6-15-18
Brie Hensold Date
Principal
Agency Landscape + Planning
Downtown Bozeman Partnership 222 East Main #302 Bozeman MT 59715 406-586-4008
www.downtownbozeman.org/plan chris aa�,downtownbozeman.org
June 13,2018
Re: Downtown Bozeman
Improvement Plan Scope,
Schedule and Fee
Agency Project Number:AG1822
Phase 1: Discover (mid June to mid July 2018, 4 weeks)
The Agency team and the Downtown Bozeman Partnership(DBP)aspire to create a visionary and actionable
plan that builds on and provides an update to the 2009 Downtown Bozeman Improvement Plan.As a first step,
the team will work with the DBP to align the scope with client expectations and goals.Together we will
establish communication protocols,finalize the schedule,and develop a strategy for community and
stakeholder engagement.We will begin bi-weekly progress conference calls with the DBP project manager.
r 1.1 BACKGROUND RESEARCH AND ANALYSIS
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The team will research, map and describe downtown's history and development pattern, land uses,character,
and cultural and economic assets.We will review and synthesize findings from relevant past and ongoing
m plans,with a focus on reviewing the 2009 Plan for areas in need of updating or revisiting.The Agency team will
+ complete a review of relevant planning and community development documents, based on a list of documents
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v provided by the client team.The document review will result in an understanding of current and recent
projects in and around downtown,demographics, regulatory context, market considerations,and
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environmental considerations.
Our local team will conduct site reconnaissance to confirm information.This work will reveal patterns,themes,
opportunities and challenges.We will summarize the findings in a presentation.
Deliverables:
Data Request List
Market Demand Update
Draft Discovery and Analysis Presentation
Meetings:
Project management conference calls(at least every other month)
Initial site visit/client leadership kick-off discussion(July 3 and 10 as available)
Phase 2: Engage (ongoing throughout duration of the project)
We will develop a creative engagement strategy that targets the many groups that reside,work,visit and love
r Downtown Bozeman.We will work with DBP to identify venues and to get the word out for events and outreach
= opportunities.
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The outreach effort will include the following methods:
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2.1 DIGITAL PLATFORMS-online outreach is accessible anytime,anywhere.
We will work with the DBP staff to develop content for the plan webpage, hosted on the
downtown bozeman.org site,to describe the plan and share milestones through a WordPress platform.We will
also support DBP efforts to promote the plan on social media by providing imagery and plan soundbites that
can be used on existing downtown social media channels.The webpage will be launched at the beginning of
the process and updated through Phase 5.
2. 2 SITE TOUR WITH COMMUNITY LEADERS-we will invite community leaders as we tour the
area,observing and recording strengths,issues and opportunities.This will be an opportunity to reveal
"hidden"assets of downtown and is a chance for the team to listen and learn,as well as share information and
reveal places to the community.
2. 3 INPUT SESSIONS - meetings for individuals, businesses and organizations to provide input to the
plan.We will facilitate six to eight sessions with key stakeholders.We recommend organizing sessions by
theme to allow crossover among people from different perspectives.
2.4 ADVISORY COMMITTEE MEETINGS
We will facilitate two in person sessions with a larger group who will act as the Advisory Committee,and one
follow up meeting via WebEx.
2. 5 COMMUNITY WORKSHOPS
During a week-long collaborative engagement session(Task 3.1),two milestones will occur:first,to gather
perspectives on needs and early ideas;and second,to return to the community to show them how their input
r— > has been incorporated into ideas. Unlike typical public meetings,these events will be designed to create
Q:3) SD interactive discussions that celebrate ideas,creativity and dialogue. Meetings can be held at different times in
N n various venues to attract broader participation.The Agency team will be responsible to developing content for
nni `< the meeting presentations and engagement sessions.The client group will support by securing the meeting
m locations and managing logistics.Additionally,an informal community update may be added during early July,
+ if it can be coordinated with other visits.
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2.6 LOCAL EVENTS AND PUBLIC MEETINGS
The team will seek to use existing local events to bring outreach questions to the community at events like
Bozeman's Crazy Days, Music on Main,farmer's markets,or library events.We will work with the client to
identify opportunities to align the major engagement visit with Bozeman's community calendar;these events
will be accommodated within that trip. If additional events are desired at other times,the team will work with
the client to provide a"public meeting kit"of materials,questions and support to the client group to use at the
event. Local events may also be designed and combined with 2.5 to serve as a more effective public meeting
setting.
Deliverables:
Community engagement strategy and schedule
Project webpage
Content for inclusion in social media and web platforms
Synthesis of feedback
Meetings:
2 community workshops during engagement week; potential additional meeting during Trip#2
6 small group input sessions
3 a 1 site walk with local leaders
K ? v 3 Advisory Committee meetings(2 in person during engagement week;1 remote via WebEx)
ro Engagement at local events; Early Public Info Session/Announcement(coincident with existing
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Phase 3: Ideate (mid July to mid August 2018, 4 weeks)
Phase 3 will be based around a collaborative,week-long series of work sessions and engagement events to
generate ideas and test them with stakeholders efficiently and interactively. Ideas will build from Phase 1
findings, stakeholder/community feedback,tour observations and design team recommendations.Over the
course of the week,we will develop a compelling,cohesive vision for Downtown and begin to lay out
preliminary strategies,which will then be further developed and refined into a draft plan.The week-long series
of events will be designed to generate excitement and learn which ideas have support among leadership and
the community.
TASK 3.1: WEEK-LONG COLLABORATIVE ENGAGEMENT SESSIONS
Based on the strategy described in the RFP,we will facilitate a week-long immersive workshop, including 5
business days in Bozeman.The workshop will explore alternative future land uses and urban form,set updated
market demand expectations, public realm projects, infrastructure needs,funding methods(including public
private partnerships),and policy changes.We will present a range of options that enable the advisory
committee to be both aspirational and realistic.The goal of this session will be to formalize preliminary goals,
objectives and strategies that will guide Downtown for the next ten years.We will refine the schedule with the
client, but expect it will include,at minimum,the following key elements(see Phase 3 for more information on
each idea):
Site tour with Downtown leadership(Day 1)-explore Downtown,with a focus on its edges, key
development sites,successful recent projects,and major infrastructure/public realm
opportunities.
Community Workshop#1 (Day 2)-public meeting to introduce the project;discuss goals,
opportunities,challenges,and early ideas;and gather information and perspectives from the
r— > community.
Team Work Session#1(Day 2)-half-day work session with the advisory committee to develop
N goals,opportunity sites,discuss boundaries and district relationships,and surface preliminary
0 ideas.
coo Community Workshop#2(Day 4)- informal public session to review ideas that have arisen
+ during the week,engaging the community in interactive generation of new ideas.
"v Team Work Session#2(Day 3)-half-day work session with the advisory committee or small
project management team to discuss community feedback, brainstorm"big ideas," key needs
2. and solutions.
UG Team Work Session#3/Wrap-up meeting(Day 5)-half-day work session with the advisory
committee to develop and review the draft vision and establish next steps for further
development.
3.2: FRAMEWORK SUMMARY
After the workshop week,we will prepare a draft framework vision,summarized in presentation format,that
describes outcomes from Phases 1,2 and 3 and outlines the preliminary framework.The draft framework
summary presentation will include the following:
Summary of stakeholder sessions and outreach efforts
Summary of relevant plan and policy review
Existing and projected physical,cultural,economic and environmental characteristics
Opportunities and challenges of the downtown today and over the next ten years
Guiding Principles, based on community feedback
Preliminary vision and framework for the downtown including urban design, land use and
landscape opportunities
= Potential projects, programs and policies
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Deliverables:
n= 9 n Project webpage updates
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w - Draft framework summary presentation
Framework summary of ideas
Meetings:
Agency trip#1 (3-4 team members travel to develop the plan and have a week of engagement and
workshops over 5 business days)
Bi-weekly coordination calls
Phase 4: Refine and Revise (August to September 2018, 4 weeks)
In Phase 4,Agency will refine the vision,goals,objectives and strategies from the draft plan review in Phase 3.
4.1 PLAN DEVELOPMENT
The team will add depth to key recommendations including catalytic development sites,streetscape
improvements and multi-modal changes, public realm improvements, implementation strategies and policy
recommendations.We will develop illustrations and use 3-D graphics to visualize and explore density
scenarios, important urban design considerations and sense of place.This phase will translate the vision and
objectives into a series of implementable near and long-term actions.The revised plan will include
recommendations for:
Changes to current regulations and policies
Urban design, infrastructure, public spaces
Implementation strategies and timeline,with a focus on the critical`next steps'to be initiated
and/or accomplished in the next 3 years
4.2 REVISED PLAN PRESENTATIONS
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a=)$ m The team will prepare an updated presentation of the revised draft framework plan to share with the
QM Downtown Partnership boards,City Commission and general public.The plan will be refined based on
`� feedback from the greater Bozeman community at the end of this phase.
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+ Deliverables:
Plan drawing updates
Revised draft framework plan presentation
Project webpage updates
Content for inclusion in social media and web platforms
Meetings:
Bi-weekly project coordination calls
Agency trip#2(1 team member will travel to present the revised plan over up to 2 days)
Phase 5: Action Plan and Final Documents (September to October
2018, 4 weeks)
The final phase will focus on creation of the 2018 Downtown Improvement Plan document, including action-
oriented strategies,guidance on near and long-term implementation, partnerships,and potential funding
sources.
5. 1 FINAL DOCUMENTATION
We will document the plan ideas, process and implementation steps into a succinct and highly visual
t.
m� executive summary document that can be used to generate excitement for the plan and guide subsequent
n - decision making.The graphic executive summary will be accompanied by additional back-up and action plan
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9 m in a"white paper"format.A concise, highly visual executive summary brochure,coupled with a detailed "white
N O O
a paper"as back-up,can go a long way to generate excitement for plan ideas,support fund-raising and build a
constituency for long-term implementation.
The executive summary document and action plan will be provided to the client for two rounds of review:1)
review of the draft plan and 2) review of the revised final draft.Client edits should be provided in one
consolidated set of comments to minimize conflict among reviewers.
5. 2 FINAL PLAN PRESENTATION
Once compiled,we will create a summary presentation(PDF or PPT format)of the final 2018 Downtown
Bozeman Improvement Plan.This presentation document can be used for presentations to the advisory
committee, Downtown Partnership boards,City Commission and Bozeman community. Unless it is possible to
coordinate these presentations with another trip by Agency,this task will be performed by our local partners
or the client team.
Deliverables:
Draft and final plan document and summary presentation slides, in compliance with ADA
Project webpage updates
Content for inclusion in social media and web platforms
Meetings:
Bi-weekly project coordination calls
Final presentation(performed by local partners or client team)
Professional Compensation
m LABOR FEE
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vAgency will complete the Scope of Services described above on a fixed fee basis of$80,000(eighty thousand
dollars). Expenses are included in the compensation.
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v INVOICING AND PAYMENTS
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=3 Agency will invoice the Downtown Bozeman Partnership monthly on a percentage-complete basis for services
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completed.
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