Exhibit "A" - Scope and Fee Proposal

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Project Scoping Memorandum 
To: 
 
 
Jorge Gastelum, 
Development Services Director/ 
City Engineer - City of El Mirage 
Date: 
September 16, 2022 
From: 
Matt Klyszeiko, AICP 
Michael Baker International 
matthewk@mbakerintl.com  
602.798.7513 
Project:   
City of El Mirage– Downtown 
Revitalization Strategy 
 
Subject: Downtown Revitalization Plan – Project Scope & Fee 
 
PROJECT SCOPE 
Project Description 
 
The City of El Mirage is seeking to develop a Downtown Revitalization Plan that will act as a resource to 
guide planning and economic development decisions within this vital area of the City. The goal of this 
Plan is to develop strategies to target revitalization of housing and commercial properties within the El 
Mirage Downtown area.  
The Revitalization plan will be compliant and not propose changes to the existing General Plan, Zoning 
Ordinance, Building code, or other municipal ordinances. New funding methodologies, land acquisition 
or resident relocation will not be recommended. 
The City’s approximate timeline for this scope is identified as follows, but may be subject to change:  
A. 
Notice to Proceed (NTP) in October 2022. 
B. 
Finalize research and analysis findings by January 2023. 
C. 
Creation of Draft Revitalization Plan by April 2023.  
D. 
Final Documents delivered by June 2023. 
 
Component I: Project Initiation & Input 
Task 1.1: Meeting with City Staff. An onsite meeting with City of El Mirage Economic Development Manager 
will be scheduled within two weeks of contract commencement. Objective of the meeting will be to tour the 
study area, discuss the project, receive input, and develop project protocol. The City shall provide pertinent 
information relating to the vision and strategy process including but not limited to: 
• 
Identify various planning efforts underway that are currently in progress as well as planned for the 
future in the study area and/or with the sphere of influence of downtown. 
• 
Listing of the current businesses in the study area and an overview of incentives and tools used to 
attract and retain business, list of any events or promotions that are held annually in the area, and 
how the City promotes the overall area (website, social media, etc.) 
• 
Identification of other key stakeholders, partners and leaders that should be contacted during the 
planning process. 
This Task shall also provide for general project management consisting of client and consultant meetings to 
review and discuss project process.  
 
Exhibit "A"

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Component II: State of Condition Report 
Task 2.1   Review Studies, Plans and Reports. The City shall provide (electronically or internet link) current or 
past plans, studies, and reports that are pertinent to the project. This could include other strategic plans, 
market studies, General Plan update, capital improvement plans, redevelopment plans, workforce 
development plans, tourism plans, marketing materials and other relevant studies. These findings, combined 
with previous and current independent research and the input from the community outreach will serve as 
the basis for understanding of the study area and its strategic assets, weaknesses, and opportunities. 
Task 2.2: Background Commercial & Residential Analysis, Inventory and Evaluation of Existing 
Conditions. A desktop inventory of existing commercial and residential conditions in the study area and 
a review and summary of pertinent background information will be completed by the consultant team. 
The existing conditions analysis will review major demographic, property status and housing 
characteristics in the study area. Trends in areas such as population age, ethnicity, and income along 
with business classification, tenure, household type and size, total numbers of units, and housing 
affordability will be documented. Additional information on the local retail and housing stock will be 
considered based on availability (i.e. price, appreciation, affordability, age, condition, vacancy rates). 
The assessment will also consider land development status in relation to residential development (i.e. 
zoning, lot size, density, development standards and permitting processes).  
Deliverable: State of Condition Report 
 
Component III: Public Outreach Program 
Task 3.1: Community Meetings: During the course of the project, two in-person community meetings will be 
held in order to maximize project exposure and provide residents, business owners and property owners 
(especially those who live in or near the study area) an opportunity to participate. The specific timing and 
outreach method for each meeting will be finalized during the course of the project, but could be structured 
to identify potential opportunities and constraints of the study area (meeting #1), and a second to be held at 
the draft strategy stage to vet plan recommendations (meeting #2) before the formal Council 
presentation/acceptance process. Michael Baker will assist with preparing meeting presentation material (i.e. 
PowerPoint presentation) and assist in facilitation of the meeting and responding to questions or comments.  
Task 3.2: Online Surveys: Utilizing SurveyMonkey, the consultant team working closely with City staff to 
create online surveys to be used at key milestones during the project process. These surveys will be used to 
collect data regarding the project from residents, businesses and/or, stakeholders that is convenient for them 
to participate. 
Task 3.3: Stakeholder Interviews/Small Group Discussions: Individual and small group discussions will be 
conducted with key stakeholders, formal and informal leadership and partners to provide ideas or feedback 
on specific topics, issues or final strategies.  
 
Task 3.4: Website & Social Media.  During the course of this process, the use of El Mirage’s current website 
and social media presence to inform residents of any public meetings, events, project status updates, and 
milestones will also be used. 
 
(NOTE: See Task 6.1 Owner Initiated Tasks, for additional public outreach options to be used as needed) 
 
Deliverables: Preparation of outreach materials including agendas and presentations as well as 
summary of survey findings and meeting summaries (electronic)

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Component IV: Confirmation of Vision & Revitalization Strategies 
Task 4.1: Preparation of Draft Vision and Downtown Commercial/Residential Revitalization Strategy.    
Based on the analysis in Task 2.2 and information gathered through the public outreach and 
involvement efforts, the consultant team will prepare a draft Vision and Downtown 
Commercial/Residential Revitalization Strategy that includes vision statement, mission, five-year goals, 
objectives and immediate actions or next steps. The consultant will also work with El Mirage staff to 
identify specific strategies and tools designed to stimulate the development of desired retail and 
housing, and to preserve and rehabilitate existing development.  The strategies will consider policies 
that increase land use efficiency and increase diversity of uses, experiences and housing types. 
Considerations for implementing each strategy will also be provided including financing, grants, 
regulatory and/or physical improvements. Strategies will then be organized according to immediate, 
medium, and long-range actions.  
Task 4.2:  Draft Vision Poster.  The consultant will also prepare a draft “Vision” poster for Downtown El 
Mirage.  The Vision Poster will outline the study areas, vision statement and mission for the revitalization of 
downtown, state the goals, objectives and action steps and include any visual and/or beautification elements 
shared over the course of the public outreach process as well as those elements that may be in progress. 
Deliverable: Draft Downtown Revitalization Strategy and Vision Poster 
 
Component V: Revitalization Plan 
Task 5.1: Final Vision Poster and Downtown Revitalization Plan.  Consultant will present the final vision 
poster and strategies to the identified key stakeholder groups and staff for final feedback.  Following staff 
review and comment, the Consultant will present address final edits and prepare the document for 
Council consideration. The consultant will attend all City meetings that are necessary for final approval 
supporting the Economic Development Manager and addressing any questions or feedback offered by 
attendees. 
Deliverable: Within two weeks of final approval, consultant will provide the City with an electronic version of 
the Final Vision Poster ready for duplication.  
 
Component VI: Supplementary Services 
Task 6.1: Owner Initiated Tasks. To give staff the flexibility to apply additional resources to strategically 
address unexpected requests or opportunities that arise during the revitalization planning process, this 
Task sets-aside funds to be used only as needed and only when specifically directed by staff in writing. 
Specific Task efforts may include, but are not limited to:  
• 
“Go to Them” Mobile Studios:  Pop-up booth/workshop will be deployed at either a popular location 
in El Mirage or during an event such as the Fall Harvest Festival and Winterfest.  The goal of the 
mobile studio is to attract participation from a cross-section of citizens and stakeholders, including 
those typically not involved in planning efforts.

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• 
Translation Services. Consultant team members will provide translation services for select 
public meetings and any print materials created over the course of the project as requested by 
the City. 
 
Client Assistance 
The consultant team will rely on City of El Mirage staff to provide the following assistance: 
• 
Provide applicable plans, reports, documents and other materials requested electronically, internet 
link, or in hard copy format. 
• 
Assist in planning and promoting for all community meetings by hosting and notifying participants. 
• 
Distribute SurveyMonkey information and link. 
• 
Identify formal and informal leadership stakeholders to interview, and others as needed. 
• 
Distribute work products and be the point of contact or funnel for all feedback. 
 
PROJECT 
FEE
 
 
Component/Task 
Fee 
Component I: Project Initiation  
$7,500.00 
Component II: State of Condition Report 
$14,200.00 
Component III: Public Outreach Program 
$12,350.00 
Component IV: Confirmation of Vision & Revitalization Strategies 
$22,500.00 
Component V: Revitalization Plan 
$5,500.00 
Component VI: Supplementary Services 
$8,000.00 
Reimbursables 
$1,650.00 
Total Fee Proposal 
$71,700.00