HomeMy WebLinkAboutagenda item 2015 0326 rdc 06c1,7(0 &
Department of
Community Investment
·Memorandum
March 23, 2014
TO:
FROM:
SUBJECT:
Redevelopment Commission
Chris Dressel, Staff c_{}
Amendment to Professional Services Agreement with Troyer Group -City Cemetery
Master Plan
Staff requests Redevelopment Commission's approval of an amendment to the professional
services agreement with the Troyer Group in the amount of $3,060 to complete a master plan
for South Bend City Cemetery resulting in a new agreement total of $33,660.
The reasoning for the amended amount stems from modification of the community input
period that's resulted in additional meeting preparation, coordination meetings with City staff,
and presentation materials. The additional work was deemed necessary to reach key
audiences and will result in a better informed that guides future improvements to the
cemetery and the surrounding area.
As a reminder, the completed master plan report will define the preliminary cost estimates
and a timetable for implementation projects that carry out the priorities of the plan. These
projects would consider the context of other planning initiatives within the larger cemetery
project area. The agreement continues through May 31, 2015.
227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 I P: 574-235-9371 I FAX: 574-235-9021 I SOUTH BEN DIN.GOV
CITY CEMETERY: DEFINING A VISION
J itin Kain, i
Director of Planning I
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City of South Bend I
Dept. of Community Investment i
227 West Jefferson Boulevard I
Suite 1400 South I
South Bend, Indiana 46601 I
574.235.9371 I
Reference: I
South Bend City Cemetery I
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March 23, 20151
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Dear Mr. Kain,
Thank you for your continued support in our effort to provide the City
of South Bend a current and viable Master Plan for its City Cemetery. We
believe that the process has successfully connected with the community
while building upon the momentum generated prior to our involvement.
As we continue work on our deliverables for this important Master Plan, we
need to discuss with you an amendment to our original agreement due to the
change in scope and schedule.
To reduce our fee from our original proposal we were asked to remove some
of the scope items earlier in the planning process. Since the Cemetery went
through much discussion and planning prior to our contract, it could allow
us to focus on stakeholder group input and plan development. As we began
the project it became apparent that more public input was needed, especially
from adjacent neighborhoods. This resulted in extra meetings-between
the Department of Community Investment (DCI) and Troyer Group, and
preparation of materials and a new powerpoint presentation for a 2nd public
meeting. The development of these materials scaled back the progress to
date in order to better manage the information delivered to the public rather
than moving toward the final deliverable.
The need for additional public input also caused the schedule to be extended.
Originally the master planning process was to be completed by the end
of February. However, during February much time was spent on the
presentation deliverables for the public meetings rather than the final master
plan deliverable. It is anticipated that the process will be extended about one
month.
It is of our opinion that the project increased scope and schedule to meet the
need for additional public input. This evolved through no fault of Troyer
Group or DCI, but rather from a change in project focus based on discussions
with stakeholders and the public early in the process. See below for the
additional services for which we request compensation.
Additional Preparation for Public Meetings ($3,060)
• Additional Meetings with DCI Staff (3)
• New Powerpoint
• New "scaled backn Draft Master Plan graphic and prints
• Small group activity planning and material preparation
• Additional coordination due to extended public input schedule
We greatly appreciate the opportunity to work with DCI on this project
and look forward to a long relationship based on trust, collaboration, and
common goals for a constantly improving community. We are happy to
discuss any of this information with you at your convenience.
Sincerely,
John E. Leszczynski
Senior Vice President
=
Jonathon Geels, PLA, ASLA
Landscape Architect
Mike Reese, PLA, ASLA
Landscape Architect
111 TROVER GROUP I Together, We Will. DEPARTMENT oF co~~u~~T~~~v~~:,;E~~