R2012-31 AUTHORIZING AGREEMENT MASSIE MASSIE & ASSOCIATES, INC.

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DEVELOPMENT SERVICES MEMORANDUM No. 12-10 February 15, 2012 TO: Honorable Mayor Michael T. McElroy and City Council FROM: Ryan P. McCrady, City Manager Billy Tyus, Assistant City Manager Stephanie Ashe Brown, Development Planner SUBJECT: Professional Services Agreement Amendment with Massie Massie and Associates for the Downtown Streetscape and Open Space Program SUMMARY RECOMMENDATION: Staff recommends approval of a resolution authorizing the Mayor to sign the Professional Services Agreement Amendment with Massie Massie and Associates (MMA) for the Downtown Streetscape and Open space Program adding 72,000 to an original agreement, bringing the total not to exceed amount to $240,000.00. BACKGROUND: The City Council at the November 15, 2010 meeting approved a bond issue that included $10 million for Downtown streetscape and open space improvements to sidewalks, parks and open spaces and additional parking in the downtown area. On December 6, 2010, City Council approved a Professional Services Agreement for MMA in the amount of $168,000.00. Through the professional services agreement MMA has provided the City with program administration assistance and landscape architecture services. Their continued role is to work closely with the city staff, coordinate the program and be involved in various capacities with stakeholders, public information, budgeting, project identification, consultant selection, project CD development and, to a limited extent, construction-phase services. To complete the services anticipated, MMA developed an Estimate of Time and Fees through the entire 3-year program life. They began work on the project early in December 2010. To date MMA has submitted statements for fees through January 2012, 1 year of the anticipated program. During this period, however, the amount of time expended has been considerably greater than ever anticipated. Several aspects which have increased the time originally estimated include: • Meetings for the purpose of coordination and project advancement have been held almost weekly instead of intermittently as anticipated. • MMA has been much more involved in stakeholder meetings with groups and individuals than anticipated. • Special considerations created extensive additional work—vaults discovered under sidewalks, electrical service for downtown festivals, and infrastructure for police monitoring. • It was necessary to develop additional plans and analysis of alternative parking layouts through the downtown, and to revise project plans that were substantially complete. • Delays in Phase 2 (Water Street) Project Documents have resulted in additional effort. Development of the program and advancement of the first two enhancement projects are on track with the overall schedule. The special considerations that have arisen, however, have affected the