22-R-80 Freese and Nichols, Inc. City Comprehensive PlanRESOLUTION NO. 22-R-80
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ,
TEXAS AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT
WITH FREESE AND NICHOLS, INC., TOTALING NO MORE THAN
$300,000, FOR AN UPDATE TO THE CITY'S COMPREHENSIVE PLAN,
AND OTHER MATTERS IN CONNECTION THEREWITH
WHEREAS, the City staff of the City of Schertz (the "City") has determined that the City
requires professional services relating to the update to the City's Comprehensive Plan; and
WHEREAS, the City of Schertz issued a Request for Qualifications for professional
services for an update to the City's Comprehensive Plan; and
WHEREAS, City staff has determined that Freese and Nichols, Inc. is uniquely qualified
to provide such services for the City; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
contract with Freese and Nichols, Inc., for the update to the City's Comprehensive Plan.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
THAT:
Section 1. The City Council hereby authorizes the City Manager to execute and
deliver the Professional Services Agreement with Freese and Nichols, Inc. in the form set forth on
Exhibit A in the amount of $240,000 and authorizes the City Manager to engage Freese and
Nichols, Inc. for additional services for a not to exceed total aggregate amount of $330,000.00.
Section 2. The recitals contained in the preamble hereof are hereby found to be true, and
such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part
of the judgment and findings of the City Council.
Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any
provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions
of this Resolution shall be and remain controlling as to the matters resolvedherein.
Section 4. This Resolution shall be construed and enforced in accordance with the laws
of the State of Texas and the United States of America.
Section 5. If any provision of this Resolution or the application thereof to any person or
circumstance shall be held to be invalid, the remainder of this Resolution and the application of
such provision to other persons and circumstances shall nevertheless be valid, and the City Council
hereby declares that this Resolution would have been enacted without such invalid provision.
Section 6. It is officially found, determined, and declared that the meeting at which this
Resolution is adopted was open to the public and public notice of the time, place, and subject
matter of the public business to be considered at such meeting, including this Resolution, was
given, all as required by Chapter 551, Texas Government Code, as amended.
Section 7. This Resolution shall be in force and effect from and after its final passage,
and it is so resolved.
PASSED AND ADOPTED, this 614 day of December, 2022.
CITY OF SCHERTZ, TEXAS
Ral ttieldz, Mayor
ATT ST.
Sheila Edmondso , Interim City Secretary
(CITY "' A T
50077397.1
EXHIBIT A
50077397.1 A-1
PROFESSIONAL SERVICES AGREEMENT
STATE OF TEXAS §
COUNTY OF TARRANT §
This Agreement is entered into by City of Schertz, Texas (Client) and Freese and Nichols, Inc. (FNI). In
consideration of FNI providing professional services for Client and Client utilizing these services, the
parties hereby agree:
EMPLOYMENT OF FNI: In accordance with the terms of this Agreement, Client agrees to employ and
compensate FNI to perform professional services in connection with the Project. The Project is
described as Comprehensive Plan Update.
II. SCOPE OF SERVICES: FNI shall render professional services in connection with the Project as set forth
in Attachment SC — Scope of Services and Responsibilities of Client which is attached to and made a
part of this Agreement.
III. COMPENSATION: Client agrees to pay FNI for all professional services rendered under this
Agreement. FNI shall perform professional services under this Agreement for a lump sum fee of
$240,000.00.
IV. TERMS AND CONDITIONS OF AGREEMENT: The Terms and Conditions of Agreement, as set forth in
Attachment TC — Terms and Conditions of Agreement, shall govern the relationship between the
Client and FNI.
V. GOVERNING LAW; VENUE: This Agreement shall be administered and interpreted under the laws of
the State of Texas. Venue of any legal proceeding involving this Agreement shall be in Tarrant County,
Texas.
VI. EFFECTIVE DATE: The effective date of this Agreement is July 20, 2022.
Nothing in this Agreement shall be construed to give any rights or benefits under this Agreement to
anyone other than the Client and FNI. All duties and responsibilities undertaken pursuant to this
Agreement will be for the sole and exclusive benefit of the Client and FNI and not for the benefit of any
other party. This Agreement constitutes the entire agreement between the Client and FNI and supersedes
all prior written or oral understandings.
This Agreement is executed in two counterparts. IN TESTIMONY HEREOF, Agreement executed:
CITY OF SCHERTZ, TEXAS FREESE AND NICHOLS, INC.
By:
Name:
Title:
Date:
Attest:
By:
Name:
Title:
Date:
Attest:
Professional Services Agreement Page 1 of 1
Rev 07/22
ATTACH M ENT SC
SCOPE OF SERVICES AND RESPONSIBILITIES OF CLIENT
BASIC SERVICES: Freese and Nichols, Inc. (FNI) shall render the following professional services to the City of
Schertz (Client) in connection with the development of the Project, described as: Comprehensive Plan
Update.
PROJECT UNDERSTANDING:
The Comprehensive Plan Update will serve as the primary document for planning the City of Schertz's growth
and will be the basis for various policies, initiatives, and funding priorities to be considered by the City. The
Comprehensive Plan Update will focus on four (4) areas and provide future land use guidance. The plan will
also establish their long-term vision and develop recommendations to assist the City in planning for the future
an assessment and any necessary updates to the Thoroughfare Plan will be made, as well as updates to the
Parks Plan, like integrating the trails plan.
The Comprehensive Plan will identify concerns based on an assessment of the identified focus areas' current
conditions, future growth and developmental issues, proposed policies, initiatives, and implementation goals
to accomplish the overall vision and direction of the City. The planning process will include participation of
City leadership and stakeholders in the community. The following is intended to provide, in more detail, the
elements and tasks that would be involved in the Comprehensive Plan Update.
PROJECT ASSUMPTIONS:
1. The City will appoint a Comprehensive Plan Advisory Committee (CPAC) to help guide FNI and the
City throughout the comprehensive planning process. The City will determine composition of the
CPAC. FNI will provide guidance and feedback on the potential Committee members.
2. The Assistant City Manager of Schertz, Brian James, will serve as the City contact person to work
with FNI and to act as an intermediary with FNI, the CPAC, and other city, county and state
government staff persons as required. FNI will take direction from the City -appointed contact
person.
3. The City will coordinate project contacts, meetings and the transfer of necessary information from
the City and other organizations/entities as necessary for this effort.
4. The City will coordinate arrangements for locations, setup, refreshments, and notifications and
advertising for all stakeholder, focus group and community outreach events. FNI will assist with
flyers, e-mail blasts, advertisements and other electronic media used in advertising, including
content creation.
5. The City will provide information from all previous and current studies and projects (as available)
that may affect the outcome of the Comprehensive Plan. This information will be provided in digital
format when possible and available. A list of previous and current studies and projects will be
discussed at the project kickoff meeting.
6. The City will provide FNI with the most recently updated digital base map and aerial imagery of the
planning area for use during the comprehensive plan preparation process. These files will be in the
form of GIS file types native to ESRI ArcGIS.
7. Tasks prepared as part of this planning effort may occur concurrently or sequentially where
appropriate, or in some cases may deviate from the sequence shown in this Scope of Services
document.
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8. This scope identifies a specific number of meetings. Any significant additions to that number of
meetings will be considered a change in scope and may increase the project cost.
9. All deliverables will be provided electronically in the native format in which they were prepared as
well as PDF format. The plan will be prepared using Adobe InDesign. Ten (10) bound copies of the
final document will also be provided.
SCOPE OF SERVICES:
Task A: Input, Engagement and Meetings
Al. Project Kickoff Meeting and Focus Areas Tour
Prior to initiating work, FNI will facilitate a project kickoff meeting with City staff to review project scope,
goals, project team members, schedule, issue identification, and project expectations. FNI will provide City
staff with a data request memorandum identifying data needs for the Comprehensive Plan Update.
Recommended attendees include City staff and others that will guide the process, findings and
recommendations. We will discuss the following items:
• Project vision and goals
• Priorities of Comprehensive Plan elements
• Comprehensive Plan input, community engagement details and strategies
• Project expectations
Following the project kickoff meeting, a staff -led tour of the four (4) focus areas will be conducted and any
other key areas and sites that should be considered or addressed in the Comprehensive Plan. The City will
provide a meeting location and will notify attendees of the location and time for the meeting.
A2. Staff Progress Meetings
The Freese and Nichols Team will meet with City staff periodically throughout the project to discuss project
progress, key action items and responsibilities, and project schedule. These meetings will take place
through standing conference calls to be determined by the Client and the Freese and Nichols Team. The
project's progress and status will also come through monthly status updates that summarize progress and
document upcoming tasks. The monthly status updates will outline any upcoming key decisions which will
require input from or discussion with the City. Outside of scoped project meetings, conference calls with
City staff will be scheduled as needed.
A3. Comprehensive Plan Advisory Committee (4 Meetings)
The Comprehensive Plan Advisory Committee (CPAC) will be formed by the City of Schertz and facilitated by
the Freese and Nichols Team. The CPAC will be composed of City Council and the Planning and Zoning
Commission and has the primary responsibility of guiding the activities of the plan update, providing input
into the process. The Freese and Nichols team will meet with the CPAC at key points during the planning
process to discuss existing conditions, community input, key issues related development, plan
recommendations and implementation. The City will be responsible for providing a venue for the CPAC
meetings and will notify committee members of meeting dates and times. The Freese and Nichols Team will
provide agendas and materials for discussion at each meeting. The Freese and Nichols team will participate
in four (4) CPAC meetings throughout the project to update the Committee and get feedback on the process,
recommendations, and draft plan. Taking into consideration the fluid environment surrounding COVID-19,
FNI is prepared and has successfully led and managed virtual CPAC meetings, if needed. Meeting formats
should be determined during Task Al. Project Kickoff Meeting and Focus Areas Tour.
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A4. Community Engagement Events
The Freese and Nichols Team will facilitate one (1) community engagement event for the public to share
information about the project, gather community input, and generate further support for the Comprehensive
Plan Update. The event could be in the form of a pop-up (i.e., input table outside of City Hall, active
community businesses, or another venue), a civic group luncheon, community event, virtual meeting, or open
house. The purpose will be to inform and engage the public in the planning process. Specifically, the event
will explain the planning process, provide an update on the work completed to date, solicit input and
feedback, and answer questions of concern and interest expressed by residents and business interests. A
variety of engagement tools can be used during the process and will be discussed with City staff during the
project kickoff. The community engagement event will occur near the beginning of the planning process. If
there are any constraints on gathering in large numbers because of the COVID pandemic, FNI can structure
opportunities for virtual engagement using websites, self -guided exhibits, online community surveys and a
virtual community meeting that may be broadcast live as well as recorded to ensure the project is accessible
by as many people as possible and that engagement is broad and diverse. The Freese and Nichols team will
facilitate the community engagement event. Meeting space and location to be determined and hosted by
the Client.
AS. Focus Groups
Stakeholders have a personal stake in communities, and their input and insight are critical in a comprehensive
planning process. FNI will facilitate up to five (5) focus group meetings with organizations/entities selected
by the Client. These meetings will be held over a one day. Suggested stakeholders to engage should be
determined during Task Al. Project Kickoff Meeting and Focus Area Tour.
A6. Community Survey and Interactive Engagement
The planning team will develop a community survey with the assistance of the Client. A non-traditional online
survey tool will be utilized that uses interactive visual screens, accessible through the web and mobile
devices. Online surveys combine education and data collection, allowing for a unique user experience.
Interactive engagement tools can be used for priority ranking, budget allocations, tradeoffs and map markers
just to name a few features. Data can be easily analyzed and quantified, helping to support the
comprehensive plan's recommendations. The planning team can utilize engagement tools such as Social
Pinpoint or MetroQuest to acquire specific input to assist in developing detailed recommendations.
A7. Project Website, Social Media and Comprehensive Plan Branding
A Comprehensive Plan Update project website will be created or hosted by the City to provide information
on the process, a list of events, and information such as presentations and graphics as they are developed.
The project website will be used to host the online community survey, advertised primarily during the
beginning of the project, or as needed throughout the project. Hosting and post -study maintenance for the
website will be determined in collaboration with the City. We will also utilize the City's Facebook and any
other City social media accounts to keep the community informed of project updates, events, and to provide
information on the importance of planning. A branding logo and tagline for the comprehensive plan will be
developed with input from City. The logo will be used on all communications and materials to encourage
excitement over the plan and future planning implementation.
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A8. City Council and Planning Commission Engagement and Adoption
It is important for City leadership to be engaged and informed during the planning process. The plan will
develop recommendations that will inform policies City Council (CC) and the Planning and Zoning Commission
(P&Z) will interact with in the future. Therefore, the planning team will receive input from these
governmental groups during the planning process. At the conclusion of the project, the planning team will
attend and present the final comprehensive plan at up to two 2 recommendation/adoption meetings for
City Council and P&Z.
Summary of Task A Deliverables:
• Facilitate and develop materials for project kickoff meeting and attend staff -led city tour (1)
• Facilitate staff progress meetings (on -going during the project)
• Facilitate and develop materials for four (4) CPAC meetings
• Facilitate and develop materials for one (1) community event
• Facilitate and develop materials for up to five (5) focus groups over one day
• Develop and set up a community survey through an interactive engagement tool
• Attend and present comprehensive plan recommendations to both City Council and P&Z adoption
meetings (two (2) meetings)
• Develop and maintain project website or provide content for city -hosted web page and social media
• Create comprehensive plan branding logo/tagline
Task B: Community Snapshot and Existing Conditions
B1. Update Baseline Analysis
The Baseline Analysis is intended to provide background information about the City of Schertz. The
components that are included within the Baseline Analysis will allow everyone involved in the planning
process, including the planning team, City leadership, and residents, to have a clear understanding of the City
and its existing social, economic, existing land use, and neighborhood characteristics.
FNI will update selected baseline information in the Comprehensive Land Plan found in Chapter 3 1
Community Profile as needed. The planning process, community survey results, community snapshot and
demographic data is content to be reviewed and updated during the planning process. New and updated
plans and studies will also be integrated to help form the planning context, such as the Master Thoroughfare
Plan and the Parks and Recreation Master Plan.
Demographic data will be based upon the most recent U.S. Census American Community Survey data
available at the time Notice to Proceed is given by the City. The population projections utilized within the
Future Land Use Plan and the other components of the Comprehensive Land Plan will be derived from this
information. Population projections will also be compared to those prepared for the area by other agencies
such as the Texas Water Development Board and Alamo Area Metropolitan Planning Organization.
B2. Update Existing Land Use Analysis
The relationship of existing and future land uses will shape the character and quality of life of the community.
To assess the City's future land use needs, an analysis of past land use trends and present land use patterns
are vital. The existing land use content and map will be updated to reflect the city's current land uses. An
assessment of the land use characteristics will be evaluated once data gathering has been completed.
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B3. Planning Context
An understanding of the planning context will help to set the framework for which general planning decisions
can be made. The following are elements to be documented to establish the planning context:
Evaluate existing planning documents
Review past and ongoing planning efforts conducted by the City
Coordinate with ongoing updates to other plans
Summary of Task B Deliverables:
The Community Snapshot Analysis will be a draft Plan element of written information, supported with
charts, tables and other graphics depicting the above information, explaining the importance, patterns and
meaning of the facts as they relate to Schertz and the Comprehensive Plan. This will include the following:
• Demographic snapshot
• Existing land use analysis
• Physical features assessment, including topography, floodplains, developed/undeveloped land,
natural features, sensitive environmental areas and other physical implications that impact growth
and development
• Planning context that addresses external issues, influences and past planning efforts which all
impact the comprehensive planning efforts
Task C: Market Snapshot
C1. Demographic and Economic Conditions
The planning team will identify market opportunities for the greater Schertz market that allow for
consideration of the 'place' Schertz has in the local sub -regional market while providing the client with a
technical and analytical base of information from which to direct plan decisions and advance strategic
initiatives. Specifically, we will build upon the City's existing demographic data, past studies and any other
studies prepared for the City and/or other economic development groups and will collect psychographic
and market data related to population, household, age, ethnicity and income characteristics; consumer
spending; taxable revenue; visitor and convention information; and select economic values. Trends, both
historical and future, will be identified and inputs used to inform stakeholder decisions, as well as model
the impacts of various growth scenarios.
• Review and incorporate baseline demographic and socioeconomic data from the U.S. Census
Bureau and other sources as may be necessary and/or applicable
• Incorporate population projections from the City, MPO, ISDs, County, and/or Texas Water
Development Board to establish forecasts for population growth in 5-year increments through the
year 2040
• Collect information from City staff documenting progress implementing prior plan actions to
understand which previous plan goals and objectives remain community priorities
• Identify strengths, weaknesses, key challenges, and opportunities
• Calculate baseline existing land uses (for lands within City limits, lands outside City limits but within
the ETJ, and for entire Planning Area) based on development densities and intensities
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C2. Market Demand Analysis
Undertake five-, ten- and 20-year horizon market analysis with detailed housing and retail/commercial
activation assessment. (This process will explore capacity for retail, office, and other commercial demand
sectors). This process will also explore the absorption potential for various uses by velocity, synergies with
mixed -uses and associated context created by various scales and designs.
Summary of Task C Deliverables:
• Develop market demographics and economic conditions
• Market demand analysis
Task D: Guiding Principles
D1. Guiding Principles
The foundation of the Comprehensive Plan Update will be defined through the guiding principles and goals.
The plan recommendations and implementation result from the Comprehensive Plan's guiding principles
and goals, which support the community's vision. FNI will develop guiding principles/goals based on
analysis, community input and feedback received at the beginning of the process.
Summary of Task D Deliverables:
• Development of guiding principles to assist in recommendations and formation of implementation
strategies
Task E: Future Land Use and Economic Strateell
El. Future Land Use/Development Types and Projections
A key component of the Future Land Use Plan is the definition and discussion of future land use types,
including any new land use types that may be applicable within the City. Discussions of the types of land
uses will include associated character guidelines and preferred locations. Land use projections will depict
the acreage by land use type as reflected within the Future Land Use Plan Map described below.
E2. Future Land Use Plan Focus Areas
The Future Land Use Plan is a policy document which is intended to guide City staff and officials as they
make decisions on where, when and how the City should grow and redevelop. The development of a future
land use plan will ensure a cohesive and unified vision for Schertz is presented to developments and
property owners as future development and redevelopment occurs within the community. FNI will develop
a future land use plan for four focus areas that will consider existing land use information, neighborhood
compatibility, current zoning regulations, economic development strategies, past development patterns,
infill, and redevelopment opportunities, and integrate them into a graphic depiction of the community's
future. As the planning team assesses future land uses, we will identify four (4) focus areas for an
assessment that may explore potential site development and land use. Focus areas are unique places or
having the potential to become a unique area through specific strategies, incentives or location. The
existing conditions and factors to consider will be evaluated, and a vision for each area will be identified
with general strategies to achieve the vision outlined.
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E3. Future Land Use Plan Map
The Future Land Use will depict color -coded land uses within the City's planning area. The map will consider
the following:
• Location of future residential, non-residential, mixed uses, open space and institutional land uses
along with associated intensities.
• Location of environmentally sensitive areas or barriers that should be considered when making
future development decisions.
• Location of future land uses along major transportation corridors along with associated intensities.
• Economic productivity through development and redevelopment strategies.
• Compatibility of adjacent uses and contexts to provide thoughtful transitions and buffering.
• Alignment with current zoning designations and anticipated future zoning trends.
E4. Economic Strategy
The Economic Strategy will focus on the range of policies and actions that serve to strengthen the
community's business and visitor climate. It will assess all aspects of the community that serve to advance
or deter the City's economic development objectives and speak to both greenfield/infill conditions and
redevelopment. Strategies will address opportunities related to non-residential land uses, such as retail,
office, industrial, hotel/lodging, and entertainment. Housing will also be addressed within this component
since the future housing mix needs to be consistent with the jobs base. Additionally, a high-level fiscal
analysis will be performed for the catalytic area scenarios to evaluate the fiscal implications of either path
for development, and to establish recommendations for potential changes in the future.
Summary of Task E Deliverables:
A draft Plan element of written information, supported with charts, tables and other graphics depicting the
above information. This will include:
• Future Land Use Plan and land use categories
• Economic strategy and high-level fiscal analysis
• Recommendations for future zoning changes to ensure alignment with the future land use map
Task F: Transportation and Mobility
Fl. Future Land Use and Thoroughfare Plan Alignment
Alignment of future land use with transportation infrastructure will be particularly considered in a manner
that seeks to leverage adjacent private development to result in a supportive and sustainable fiscal
environment for transportation infrastructure. The FNI team will review the Thoroughfare Plan and update
if affected by updates to the Future Land Use Plan. Coordinate with regional and state plans and entities on
planned and proposed improvements to the transportation network (roads, trails and transit) as needed.
Summary of Task F Deliverables:
A draft Plan element of written information, supported with charts, tables and other graphics depicting the
above information. This will include:
• Coordination with regional and state plans and entities on planned and proposed improvements to
the transportation network (roads, trails and transit)
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• Integration of Master Thoroughfare Plan recommended goals, policies and actions, identifying and
reconciling impacts of proposed land use and development intensity
Task G: Parks and Recreation Master Plan Minor Uodate
G1. Parks and Recreation Master Plan Minor Update
The existing Parks and Recreation Master Plan will be updated to include any new implemented items and
to integrate the Trails Master Plan. The update will include any components and data required by the Texas
Parks and Wildlife Department for potential funding.
Summary of Task G Deliverables:
Implement any recommendations accomplished since the Parks and Recreation Master Plan
completion
• Integrate Trails Master Plan
Task H: Implementation Strategies and Plan
H1. Implementation Strategies and Plan
The implementation plan will be structured into a coordinated action program so that City leaders, staff
and other decision -makers can easily identify the steps that are necessary to achieve the vision for the City
that is described within the Comprehensive Plan. The implementation plan will outline priorities in a matrix
format, primarily by:
• Reviewing the various policies and related recommendations from each plan element.
• Dividing the policies and related recommendations into applicable implementation
techniques/actions, such as regulatory actions (e.g., possible zoning or subdivision ordinance
updates), programs, and intergovernmental partnerships, to create an overall Action Plan.
• Prioritizing the implementation techniques/actions into appropriate time periods.
• Establishing appropriate metrics from which to gauge the effectiveness of the strategies
implemented and progress toward plan implementation.
Summary of Task H Deliverables:
• A draft plan element of written information, supported with charts, tables and other graphics
depicting the above information. Actions will be organized by responsible party, time period and
priority, and will include performance measures and metrics.
Task I: Preoaration of Final Documents
11. Draft Report
Individual draft plan elements will be developed throughout the planning process. These elements will be
provided in a format to ease review and commenting for the City to the extent possible. The City will
consolidate comments from staff, steering committee and others and provide one set of consolidated
comments per plan element to FNI.
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FNI will prepare a draft Comprehensive Plan Update Report (Draft 1) that will document the planning
process and tasks. It will present a clear narrative with accompanying graphics and figures, as necessary, to
describe the intentions of the community. The document will be designed with modern graphic design and
narrative approaches to be approachable to technical and non -technical audiences. The draft will be
provided to the City, CPAC, and other parties the City wishes to include for review and comments. The City
will consolidate comments from staff, steering committee and others on Draft 1 and provide one set of
consolidated comments. FNI will request a comment review meeting to clarify any comments, if necessary.
FNI will prepare a revised draft Comprehensive Plan Update Report (Draft 2) to address the comments and
revisions from Draft 1. This draft will serve as the draft for approval consideration by the Planning and
Zoning Commission and City Council.
12. Final Report and Deliverables
FNI will produce an "as adopted" final report to incorporate any changes made during the adoption process
by City Council. This document will be created in digital format, including both text and mapping, such that
it will be easily reproducible. Electronic files of the final Comprehensive Plan will be provided to the City.
13. Plan Mapping
Project mapping is vital to both dissemination of information at meetings and the Comprehensive Plan
document. All mapping created by the Consultant will be prepared using ESRI's ArcGIS software and other
necessary rendering software. It is assumed that the City will provide all necessary base mapping data in a
compatible electronic format to generate the necessary mapping.
Summar. of Task I Deliverables:
• Plan element drafts as described above and throughout
• Draft report for review (Draft 1 and Draft 2)
• Final report and other plan deliverables
The results of the Comprehensive Plan documentation will be digital files of the final Comprehensive
Plan, including mapping data, photos, presentations, and any other material utilized during the
planning process. Electronic files may also be provided through other digital file transfer systems
mutually agreed to by the City and FNI.
SUMMARY OF PROJECT MEETINGS:
The planning team will facilitate meetings and prepare meeting presentations and materials throughout the
project. These meetings will utilize various techniques, as well as rely on traditional meeting formats, in
gathering vision data and input. The following is a summary of meetings to be conducted during the planning
process:
• Project Kickoff Meeting and Focus Areas Tour: Prior to initiating work, FNI will facilitate a project
kickoff meeting with City staff to review project scope, goals, project team members, schedule,
issue identification, and project expectations. Following the project kickoff meeting, a staff -led tour
will be conducted of the City of Schertz of focus areas and sites that should be addressed in the
Comprehensive Plan Update. (See Task Al; One (1) meeting and one (1) city tour)
• Staff Progress Meetings: The Freese and Nichols Team will meet with City staff periodically
throughout the project to discuss project progress, key action items and responsibilities, and
project schedule. (See Task A2)
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• CPAC Meetings: The planning team will participate in four (4) meetings with the CPAC. These
meetings are envisioned as up to two (2) hour meetings to gather data, outline project progress,
present plan chapter summaries, and to coordinate upcoming tasks. (See Task A3; Four (4)
meetings)
• Community Engagement Event: FNI will facilitate one (1) community engagement event for the
public to share information about the project, gather community input, and generate further
support for the Comprehensive Plan Update. These events could be in the form of pop -ups (i.e.,
input table outside of City Hall, active community businesses, or another venue), a civic group
luncheon, community event, virtual meeting or open house. (See Task A4; One (1) community
engagement event)
• Focus Group Meetings: The planning team will facilitate up to five (5) focus group meetings, to be
identified by the planning team and client, to help reach a broader group of individuals and
organizations that have a personal stake in the city. These meetings will be scheduled back-to-back
where possible in one or two days maximum. (See Task A5; Up to five (5) focus group meetings)
• City Council and Planning & Zoning Commission Engagement and Adoption: It is important for City
leadership to be engaged and informed during the planning process. The plan will develop
recommendations that will inform policies City Council (CC) and the Planning and Zoning
Commission (P&Z) will interact with in the future. Therefore, the planning team will receive input
from these governmental groups during the planning process. At the conclusion of the project, the
planning team will attend and present the final comprehensive plan at up to two (2)
recommendation/adoption meetings for City Council and P&Z. (Task AS; Two (2) meetings)
TIME OF COMPLETION:
FNI is authorized to commence work on the Project upon execution of the contract agreement and will
complete the services within 6 to 7 months from notice to proceed, depending on availability of stakeholders
involved.
If FNI's services are delayed through no fault of FNI, FNI shall be entitled to adjust contract schedule
consistent with the number of days of delay. These delays may include but are not limited to delays in Client
or regulatory reviews, delays on the flow of information to be provided to FNI, governmental approvals, etc.
These delays may result in an adjustment to compensation as outlined on the face of the contract agreement.
COMPENSATION:
FNI shall perform professional services as outlined in the "Scope of Services" for a lump sum fee of
$240,000. All project expenses are included.
ADDITIONAL SERVICES:
Additional Services to be performed by FNI, if authorized by Client, which are not included in the above -
described basic services, are described as follows:
• Additional Comprehensive Plan Proiect Meetings
If the Client determines an additional CPAC meeting, City Council/P&Z, Staff workshop orfocus group,
is needed during the process, such meetings can be added to the original contract agreement.
Additional meetings include meeting preparation, materials, expenses and meeting facilitation.
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Fee: not -to -exceed $10,000 for each additional meeting
• Additional Community Engagement Events
An additional community engagement event to share information about the project, gather
community input and generate further support for the Comprehensive Plan Update can be added to
the original contract agreement. Additional meetings include meeting preparation, materials,
expenses and meeting facilitation.
Fee: not -to -exceed $15,000 for each additional meeting
• Additional Development/Redevelopment Focus Areas
An additional opportunity area can be added to explore potential site development. The existing
conditions and factors to consider will be evaluated, and a vision for each area will be identified with
general strategies to achieve the concept outlined.
Fee: $15,000 for each additional opportunity area
• Development/Redevelopment Focus Areas Visioning Renderings
Architectural renderings are an excellent way to convey and market the vision for a particular area
in the city that is ripe for or has the potential for development/redevelopment.
Fee: $3,500 for each opportunity area vision rendering
• Infrastructure Assessment
FNI will assess the existing water, wastewater, and stormwater utility infrastructure in Schertz to
address the important responsibility of providing safe and reliable public infrastructure. The
assessment will document Schertz's utility system infrastructure through the lens of the
comprehensive plan, considering existing and recommended best practices for utility system
planning, regulatory requirements, funding options, rehabilitation investment recommendations,
and utility capacity assessments for new/redevelopment areas based on land use. FNI's team of
utility planners will meet with Schertz's utility management and operations staff to understand and
address the key issues facing Schertz. From there, we will develop goals and strategies to help City
staff maintain and expand their infrastructure in the most efficient and cost-effective way
possible. For each utility system (drinking water, wastewater, and stormwater) FNI will review and
document the existing infrastructure and discuss regulatory requirements, future system
planning/capacity assessment considerations, and industry best practices for efficient utility
operation/optimization.
o Water Analysis: FNI will examine the existing water system within Schertz. Based on this review
and discussion with City Staff and consultants, we will identify program deficiencies and make
recommendations for actions to consider during future water master planning efforts.
o Wastewater Analysis: Based on a review of existing data/plans and discussion with City Staff and
consultants, we will identify program deficiencies in the current wastewater system and
recommend actions to consider during future water master planning efforts.
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o Stormwater Drainage Analysis: Based on a review of existing data/plans and discussion with City
Staff and consultants, FNI will also identify deficiencies to consider for future
stormwater/drainage efforts. Our team will provide recommendations on key areas where
updating the existing drainage plan may be optimal and beneficial.
o Identification of the top five priorities related to infrastructure within Schertz; each will be
expanded upon in the Comprehensive Plan document.
Fee: $16,000
• Urban Design and Character Plan Element
FNI will develop policies that address community gateways, community image, integration of major
roadway corridors and the preservation of character -enhancing community elements, in addition to
examining opportunities to maintain and enhance the overall quality of life. Recommendations will
be made to address the following:
o Street design enhancements
o Pedestrian enhancements
o Gateways and other key routes to and through Schertz to establish high-level goal, policy
and action items
o Overall community image
o Screening and buffering techniques
A map graphic will Identify locations and corridors that could enhance its character through
gateway signage, street design and pedestrian enhancements, and other community character
enhancements. Community gateway, community image and other character -enhancing
recommendations will be developed, using example images to portray ideas, to maintain and
enhance quality of life.
Fee: $12,000
• Capital Improvements Program Integration
The comprehensive plan will identify future projects, based on future land uses, which should be
integrated into the City's Capital Improvement Program (CIP). Projects will be prioritized, and appropriate
fiscal years will be identified for project start and completion. High level ballpark cost ranges for major
projects to be integrated into the CIP will be identified. If desired as an additional service, identified
projects can be placed in the form of CIP project and template sheets that have been created in the
existing CIP. Task to include the following:
o Meet with City staff to discuss ranking criteria and project scoring system of the CIP. Identified
CIP projects will be prioritized according to these criteria.
o Prepare project sheets showing each project location, description, drivers/justifications, and
high-level cost estimates.
o Produce maps showing proposed CIP projects identified in the Comprehensive Plan.
Fee: $20,000
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• Zonin& Diagnostic Evaluation
FNI will prepare a technical memo outlining proposed revisions to the City's Zoning Ordinance. The memo
will identify 1) suggested amendments to implement the comprehensive plan recommendations, and 2)
general improvements to the existing ordinances regarding usability, modernization and updated legal
requirements.
Fee: $11,000
DESIGNATED REPRESENTATIVES: FNI and Client designate the following representatives:
Client's Designated Representative — [Name and contact information]
Client's Accounting Representative — [Name and contact information]
FNI's Designated Representative —Shad Comeaux
11200 Broadway Street, Suite 2320
Pearland, Texas 77584
832-456-4766
Shad.comeaux@freese.com
FNI's Accounting Representative — Stephanie Kirchstein
2711 Haskell Ave, Suite 3300
Dallas, Texas 75204
214-217-2212
Stephanie.kirchstein@freese.com
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TERMS AND CONDITIONS OF AGREEMENT
1. DEFINITIONS: As used herein: (1) Client refers to the party named as such in the Agreement between
the Client and FNI; (2) FNI refers to Freese and Nichols, Inc., its employees and agents, and its
subcontractors and their employees and agents; and (3) Services refers to the professional services
performed by FNI pursuant to the Agreement.
INFORMATION FURNISHED BY CLIENT: Client will assist FNI by placing at FNI's disposal all available
information pertinent to the Project including previous reports and any other data relative to design
or construction of the Project. FNI shall have no liability for defects or negligence in the Services
attributable to FNI's reliance upon or use of data, design criteria, drawings, specifications, or other
information furnished by Client. To the fullest extent permitted by law, Client agrees to indemnify
and hold FNI harmless from any and all claims and judgments, and all losses, costs, and expenses
arising therefrom. FNI shall disclose to Client, prior to use thereof, defects or omissions in the data,
design criteria, drawings, specifications, or other information furnished by Client to FNI that FNI may
reasonably discover in its review and inspection thereof.
STANDARD OF CARE: The standard of care for all professional Services performed or furnished by
FNI under this Agreement will be the skill and care ordinarily used by members of the subject
profession practicing under the same or similar license and circumstances at the same time and in
the same locality. FNI makes no warranties, express or implied, under this Agreement or otherwise,
in connection with any Services performed or furnished by FNI.
4. INSURANCE: FNI shall provide Client with certificates of insurance with the following minimum
coverage:
Commercial General Liability
$2,000,000 General Aggregate
Automobile Liability (Anv Auto)
$1,000,000 Combined Single Limit
Workers' Compensation
As required by Statute
Professional Liability
$3,000,000 Annual Aggregate
5. CHANGES: Client, without invalidating the Agreement, may order changes within the general scope
of the Services required by the Agreement by altering, adding, and/or deducting from the Services to
be performed. If any such change under this clause causes an increase or decrease in FNI's cost or
the time required for the performance of any part of the Services, an equitable adjustment will be
made by mutual agreement and the Agreement will be modified in writing accordingly.
FNI will make changes to the drawings, specifications, reports, documents, or other deliverables as
requested by Client. However, when such changes differ from prior comments, directions,
instructions, or approvals given by Client or are due to causes not solely within the control of FNI, FNI
shall be entitled to additional compensation and time required for performance of such changes to
the Services authorized under this Agreement.
6. OPINION OF PROBABLE CONSTRUCTION COSTS: No fixed limit of project construction cost shall be
established as a condition of the Agreement, unless agreed upon in writing and signed by the parties
hereto. If a fixed limit is established, FNI shall be permitted to include contingencies for design,
bidding, and price escalation in the construction contract documents to make reasonable
adjustments in the scope of the Project to adjust the project construction cost to the fixed limit. Such
contingencies may include bid allowances, alternate bids, or other methods that allow FNI to
determine what materials, equipment, component systems, and types of construction are to be
Attachment TC FNI
Rev 07/22 Page 1 of 4 CLIENT
included in the construction contract documents. Fixed limits, if any, shall be increased by the same
amount as any increase in the contract price after execution of the construction contract.
FNI will furnish an opinion of probable construction or program cost based on present day pricing,
but does not guarantee the accuracy of such estimates. Opinions of probable cost, financial
evaluations, feasibility studies, economic analyses of alternate solutions, and utilitarian
considerations of operations and maintenance costs prepared by FNI hereunder will be made on the
basis of FNI's experience and qualifications and represent FNI's judgment as an experienced and
qualified design professional. It is recognized, however, that FNI does not have control over the cost
of labor, material, equipment, or services furnished by others or over market conditions or
contractors' methods of determining prices. Accordingly, FNI cannot and does not warrant or
represent that bids or cost proposals will not vary from the Client's project budget or from any
estimate or opinion of probable construction or program cost prepared by or agreed to by FNI.
7. PAYMENT: Progress payments may be requested by FNI based on the amount of Services completed.
Payment for the Services of FNI shall be due and payable upon submission of a statement for Services
to Client and in acceptance of the Services as satisfactory by Client. Statements for Services shall not
be submitted more frequently than monthly. Any applicable taxes imposed upon Services, expenses,
and charges by any governmental body after the execution of this Agreement will be added to FNI's
compensation.
If Client fails to make any payment due FNI for Services, expenses, and charges within 30 days after
receipt of FNI's statement for Services therefore, the amounts due FNI will be increased at the rate
of 1 percent per month from said 30th day, and, in addition, FNI may, after giving 7 days' written
notice to Client, suspend Services under this Agreement until FNI has been paid in full for all amounts
due for Services, expenses, and charges.
If FNI's Services are delayed or suspended by Client or are extended for more than 60 days through
no fault of FNI, FNI shall be entitled to equitable adjustment of rates and amounts of compensation
to reflect reasonable costs incurred by FNI in connection with such delay or suspension and
reactivation and the fact that the time for performance under this Agreement has been revised.
8. OWNERSHIP OF DOCUMENTS: All drawings, reports, data, and other project information developed
in the execution of the Services provided under this Agreement shall be the property of Client upon
payment of FNI's fees for Services. FNI may retain copies for record purposes. Client agrees such
documents are not intended or represented to be suitable for reuse by Client or others. Any reuse
by Client or by those who obtained said documents from Client without written verification or
adaptation by FNI, will be at the Client's sole risk and without liability or legal exposure to FNI, or to
FNI's independent associates or consultants. To the fullest extent permitted by law, Client shall
indemnify and hold harmless FNI and FNI's independent associates and consultants from all claims,
damages, losses, and expenses including attorneys' fees arising out of or resulting therefrom. Any
such verification or adaptation will entitle FNI to further reasonable compensation. FNI may reuse all
drawings, report data, and other project information in the execution of the Services provided under
this Agreement in FNI's other activities. Any reuse by FNI will be at FNI's sole risk and without liability
or legal exposure to Client, and FNI shall indemnify and hold harmless Client from all claims, damages,
losses, and expenses including reasonable attorneys' fees arising out of or resulting therefrom.
9. TERMINATION: The obligation to provide Services under this Agreement may be terminated by either
party upon 10 days' written notice. In the event of termination, FNI will be paid for all Services
rendered and reimbursable expenses incurred to the date of termination and, in addition, all
reimbursable expenses directly attributable to termination.
Attachment TC FNI
Rev 07/22 Page 2 of 4 CLIENT
10. CONSTRUCTION REPRESENTATION: If required by the Agreement, FNI will furnish construction
representation according to the defined scope for these Services. FNI will observe the progress and
the quality of work to determine in general if the work is proceeding in accordance with the
construction contract documents. In performing these Services, FNI will report any observed
deficiencies to Client, however, it is understood that FNI does not guarantee the contractor's
performance, nor is FNI responsible for the supervision of the contractor's operation and employees.
FNI shall not be responsible for the contractor's means, methods, techniques, sequences, or
procedures of construction or the safety precautions and programs incident to the work of the
contractor. FNI shall not be responsible for the acts or omissions of any person (except its own
employees or agents) at the project site or otherwise performing any of the work of the Project. If
Client designates a resident project representative that is not an employee or agent of FNI, the duties,
responsibilities, and limitations of authority of such resident project representative will be set forth
in writing and made a part of this Agreement before the construction phase of the Project begins.
11. GENERAL CONDITIONS OF THE CONSTRUCTION CONTRACT: Client agrees to include provisions in
the general conditions of the construction contract that name FNI: (1) as an additional insured and
in any waiver of subrogation rights with respect to such liability insurance purchased and maintained
by the contractor for the Project (except workers' compensation and professional liability policies);
and (2) as an indemnified party in the indemnification provisions where the Client is named as an
indemnified party.
12. POLLUTANTS AND HAZARDOUS WASTES: It is understood and agreed that FNI has neither created
nor contributed to the creation or existence of any hazardous, radioactive, toxic, irritant, pollutant,
or otherwise dangerous substance or condition at the project site, if any, and its compensation
hereunder is in no way commensurate with the potential risk of injury or loss that may be caused by
exposures to such substances or conditions. The parties agree that in performing the Services
required by this Agreement, FNI does not take possession or control of the subject site, but acts as
an invitee in performing the Services, and is not therefore responsible for the existence of any
pollutant present on or migrating from the site. Further, FNI shall have no responsibility for any
pollutant during clean-up, transportation, storage or disposal activities.
13. SUBCONTRACTS: If, for any reason and at any time during the progress of providing Services, Client
determines that any subcontractor for FNI is incompetent or undesirable, Client shall notify FNI
accordingly and FNI shall take immediate steps for cancellation of such subcontract. Subletting by
subcontractors shall be subject to the same regulations. Nothing contained in the Agreement shall
create any contractual relation between any subcontractor and Client.
14. PURCHASE ORDERS: If a purchase order is used to authorize FNI's Services, only the terms,
conditions, and instructions typed on the face of the purchase order shall apply to this Agreement.
Should there be any conflict between the purchase order and the terms of this Agreement, then this
Agreement shall prevail and be determinative of the conflict.
15. CONSEQUENTIAL DAMAGES: In no event shall FNI be liable in contract, tort, strict liability, warranty,
or otherwise for any special, indirect, incidental, or consequential damages (such as loss of product,
loss of use of equipment or systems, loss of anticipated profits or revenue, non -operation or
increased expense of operation), arising out of, resulting from, or in any way related to this
Agreement or the Project.
16. ARBITRATION: No arbitration, arising out of or relating to this Agreement, involving one party to this
Agreement may include the other party to this Agreement without their approval.
Attachment TC FNI
Rev 07/22 Page 3 of 4 CLIENT . _
17. SUCCESSORS AND ASSIGNMENTS: Client and FNI and the partners, successors, executors,
administrators, and legal representatives of each are hereby bound to the other party to this
Agreement and to the partners, successors, executors, administrators, and legal representatives (and
said assigns) of such other party, in respect of all covenants, agreements, and obligations of this
Agreement.
Neither Client nor FNI shall assign, sublet, or transfer any rights under or interest in (including, but
without limitation, moneys that may become due or moneys that are due) this Agreement without
the written consent of the other, except to the extent that any assignment, subletting, or transfer is
mandated by law or the effect of this limitation may be restricted by law. Unless specifically stated
to the contrary in any written consent to an assignment, no assignment will release or discharge the
assignor from any duty or responsibility under this Agreement. Nothing contained in this paragraph
shall prevent FNI from employing such independent associates and consultants as FNI may deem
appropriate to assist in the performance of Services hereunder.
Attachment TC FNI
Rev 07/22 Page 4 of 4 CLIENT