10-23-2002 Council Agenda - Laserfiche WebLink

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Estimates to develop the Guide Plan range from approximately $100,000 to $350,000. This cost assumes that a large portion of the work plan will be coordinated by and implemented through League staff. By approving this Letter of Understanding, your city agrees to contribute $5,000 to help make the Guide Plan a reality. The process for developing the Guide Plan will include the following components. Steering Committee: The Steering Committee consists of 15 voting members, all of who are city officials and were selected as volunteers to represent their communities. The first meeting of the Steering Committee is July 16, 2002. The Steering Committee will make a recommendation regarding a consultant for the project and will provide direction for the project as it moves forward. There will be a sub - committee of the Steering Committee that will help LMC short -list firms for interview. Request for Qualifications / Statement of Qualification: The LMC issued a modified Request for Qualifications (RFQ) on July 12, 2002. The LMC targeted the RFQ to firms that have expressed interest in the project. Additionally, the project was noticed to the City Engineers Association of Minnesota and to the American Council of Engineering Companies of Minnesota Statements of Qualifications (SOQs) are not to exceed 15 pages, however, if necessary appendix materials including resumes may be unlimited. Firms are asked to provide 10 copies that LMC can have delivered over -night to key the Steering Committee members. Since the RFQ was mailed out on July 12, 2002, the SOQs will be due Juty 26, 2002, giving firms a two -week turn around. LMC Board Action: The LMC Board will review and approve the suggested process at their July 25, 2002 Board Meeting. Interview / Selection of Consultants: Based on the SOQs, the sub- committee of the Steering Committee will develop a short list (3 -5 firms) of eligible engineering firms that will be invited to make presentations during the week of August 5, 2002 to the full Steering Committee. The Steering Committee will then make a recommendation to the LMC Board. At its July 25 meeting, the LMC Board may choose to delegate to its Executive Committee the authority to select and contract with the consultant. LMC enter into contract / Deliverable October 15, 2002: On behalf of the participating cities in the Guide Plan project, the LMC will enter into a contract with a selected consulting film to produce the final copywritten Guide Plan. The budget has not yet been set, but we anticipate the cost to be about $200,000. It is anticipated the contract will be let in early August, 2002. The Guide Plan will be due no later than October 15, 2002 and will have a "not to exceed" clause based on the number of communities that agree to participate in the project. In the event the project is completed and delivered for less than the estimated $5,000 per community, the LMC will make an equitable remittance to all participating communities. AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER 2