CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: November 10, 2009
SUBJECT/TITLE: Discussion of Extension of REI Professional Services Agreement and Supplemental Appropriation for Welaunee Development Services
TARGET ISSUE:

STATEMENT OF ISSUE

On November 7, 2007, the City Commission approved a professional services agreement with Real Estate InSync, LLC (REI) to provide development representative services for the Welaunee property acquired by the City related to the route for the Eastern Transmission Line and on November 5, 2008, the City Commission extended the agreement for an additional year. The City has a number of obligations related to the development of the Welaunee property; however, it does not have the staff resources to support those obligations and the appropriate administration of development activities to protect the City’s interest in the property. While significant progress has been made relating to the required development activity for the Welaunee property during the past year, there is an immense amount of work remaining. This agenda item requests that the City Commission authorize an extension to contract #1620 for the professional services agreement with Real Estate InSync, LLC (REI) and a supplemental appropriation of $650,000 to support this extension and the other third party services required to support the ongoing development requirements.

RECOMMENDED ACTION

Option 1: Approve an extension to the Professional Services Agreement with Real Estate InSync, LLC for Welaunee Development Representative Services for an additional term of one year in an amount not to exceed $84,000 plus costs, fees and expenses incurred to render the services to the City, and approve a supplemental appropriation of $650,000 from available RR & I Fund Balance for project #06119 to support this extension and the other third party services required to support the ongoing development requirements.

FISCAL IMPACT

Option 1: Estimated at $100,000 for the additional one-year term ($84,000 plus costs, fees and expenses). Funding for the appropriation to project #06119 is available in the Electric RR&I Fund.

Kevin G. Wailes, General Manager – Electric Utility

Anita Favors Thompson, City Manager

For information, please contact: Kevin Wailes, Electric Utility, x5532

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES

1. After several years of site review and extensive public discussion, on February 9, 2005, the City Commission approved the route for the Eastern Transmission Line that included segments of both overhead and underground construction.

2. On December 14, 2005, the City Commission approved the purchase of 428 acres of the Welaunee property from Powerhouse, Inc. to facilitate the ETL route approved in February 2005.

3. On March 7, 2007, among other things, the City Commission authorized the City Manager to employ a real estate consultant to assist the City in the preparation of a development plan for the Welaunee property for an amount not to $65,000. The City Manager retained Real Estate InSync, LLC (REI) for this service.

4. The City has a number of obligations related to the development of the Welaunee property, however it does not have the staff resources to support those obligations and the appropriate administration of development activities to protect the City’s interest in the property. REI had experience with the property and the City’s approach to the development issues. On November 7, 2007, the City Commission approved a professional services agreement with Real Estate InSync, LLC (REI), contract #1620, to provide development representative services for the Welaunee property acquired by the City related to the route for the Eastern Transmission Line and on November 5, 2008, the City Commission extended the agreement for an additional year.

5. With REI’s guidance and support, significant progress has been made relating to the required development activity for the Welaunee property during the past year; however there is an immense amount of work remaining. A summary of the work accomplished to date and planned for the next 12 months follows:

Accomplished

• Coordinated the selection process for a stormwater consultant
• Coordinated the design and submittal of a stormwater facilities master plan as required by the Critical Area Plan (CAP)
• Advanced the I-10 interchange/overpass process with the Capital Regional Transportation Planning Agency (CRTPA), Florida Department of Transportation (FDOT) and Federal Highway Administration (FHWA)
• Completed a concept bubble plan (and revision) that addressed key plan issues such as stormwater, transportation, open green space, and development thresholds
• Addressed access points off Miccosukee Road, particularly the Arendell Road connection and potential Miccosukee Greenways property swap
• Coordinated and presented public charettes for the COT staff / land planning team and at the COT retreat.
• Held continual coordination and informational meetings with COT staff, COT and Leon County commissioners, advocacy groups, and the Welaunee planning team
• Identified the necessary steps, timeline, and budget for a PUD
• Identified the necessary steps, timeline, and budget for stormwater permitting
• Continued coordination with CNL
• Continued coordination with Powerhouse

Next 12 Months Plan

• Finalize stormwater facilities master plan as required by the CAP
• Assist in the preparation and submittal of Planned Unit Development (PUD) documents to include:
  • Identification of location of residential areas, open space, parks, passive/scenic areas, and commercial areas
  • Vehicular and pedestrian circulation showing locations and ROW widths of roads, sidewalks, capacity, and internal/external access points
  • Statement of compliance with the Comprehensive Plan and a written narrative of the project to include:
    • Number of acres and percentage of total project in each land use along with list of uses
    • Number, type, and density of dwelling units (overall and by type) along with population projections
    • Gross square footage for each commercial land use
    • Minimum development standards (lot shape and size, internal streets and pedestrian ways, open space provisions, off-street parking, buffers and landscape areas)
    • Binding commitment to develop the property in accordance with the approved concept plan
  • Site Conditions map
  • Environmental Impact Analysis (EIA)
  • School impact analysis
  • Utility Concept Plan
• Work with the COT, advocacy groups, and neighborhood groups to determine a possible access alternative to Arendell Road from U.S. Highway 90 to Miccosukee Road
• Complete stormwater final design and permitting
• Determine preliminary interstate interchange approach routes with the CRTPA, Florida Department of Transportation (FDOT) and Federal Highway Administration (FHWA)
• Assist in determining strategies and tactics for concurrency in light of the passage of Senate Bill 360
• Continue to coordinate with CNL
• Continue to coordinate with Powerhouse

6. REI provides unique and specialized development management services to coordinate the required activities to address the City’s development obligations related to the acquisition of the Welaunee property, to address future master planning of the property to address long-term community goals and to address these issues in the most cost beneficial manner to protect the City’s initial investment. City staff does not have the time and expertise to address these issues to the level required.

7. In addition to REI’s services, in order to complete the PUD process and stormwater permitting identified in the plan for the next 12 months, additional third party consulting services will be required for; (i) data gathering, (ii) transportation analysis and coordination, (iii) PUD document preparation and submittal, and (iv) stormwater permitting. The costs for these additional services are estimated to be approximately $540,000 including contingency.

8. The terms of the original REI agreement provide that it can be renewed for additional terms by mutual agreement of the parties.

9. Procurement Services and Budget and Policy have reviewed this agenda item and concur that it meets purchasing and budget guidelines.

CHARITABLE CONTRIBUTIONS

Not applicable, this is an extension of an existing agreement.

OPTIONS

Option 1: Approve an extension to the Professional Services Agreement with Real Estate InSync, LLC for Welaunee Development Representative Services for an additional term of one year in an amount not to exceed $84,000 plus costs, fees and expenses incurred to render the services to the City, and approve a supplemental appropriation of $650,000 from available RR & I Fund Balance for project #06119 to support this extension and the other third party services required to support the ongoing development requirements.

Option 2: Do not approve an extension to the Professional Services Agreement with Real Estate InSync, LLC for Welaunee Development Representative Services and provide guidance to staff to address the Welaunee development issues.

FISCAL IMPACT

Option 1: Estimated at $100,000 for the additional one-year term ($84,000 plus costs, fees and expenses). Funding for the appropriation to project #06119 is available in the Electric RR&I Fund.

Option 2: Unknown

ATTACHMENTS/REFERENCES

None