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CCS BS CC KG TGV(F \PPD\SHARE\CCREPORT\PSMITH SR}Rev 1113/97 nav 1 11991
City Council Meeting November 11, 1997 Santa MOnica, Call ornla
TO Mayor and CIty Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute
Contracts with Patncla Smith. ASLA, to Prepare a Community Events
Management Plan and to Prepare Phase II of the Circulation Element
INTRODUCTION
This report recommends that the City Council authorize the CIty Manager to negotiate and
execute two contracts with Patricia Smith, AS LA, on a sole source basIs In an amount not
to exceed $27,225 for the preparation of a Community Events Management Plan and In
an amount not to exceed $27,640 for Phase II of the Circulation Element
BACKGROUND
CommunI tv Events Manaoement Plan
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The Event FaCIlities DIVISion of Community and Cultural Services has been directed to
develop a comprehensive Community Events Management Plan to be presented to the
City Council In the spring of 1998 The plan Will articulate the City's overall goal for
community events, establish and faCilitate the consistent enforcement of the City's
regulations, establish and make provIsion for the collection of event-related fees, and
ultimately assist staff In delivering a hIgher level of customer service while better managing
event Impacts on the communIty
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NOY 1 f 1997
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The City currently dedicates 1 FTE Community Events Liaison to managing events for the
City A total of 153 event applications were processed between January and October,
1997 With two months left In the year, this represents a 29% Increase over the 108 event
applications processed dunng 1996 While staff has attempted to clanfy and enforce
eXisting regulations, collect eXisting event-related fees, and Improve commUnication With
event organizers, the Pier Restoration Corporation, the Bayslde Dlstnct CorporatIon,
venue neighbors, Event Team members. and other City staff, the demands of day to day
event management necessitate the proposed additional assistance to complete the Events
Management Plan on a timely baSIS
Phase II Circulation Element
Dunng FY95-96 follOWing an RFP process, the City hired the firm of Fehr & Peers to
prepare an update to the City'S Circulation Element of the General Plan Working With City
staff, Fehr & Peers prepared technical background analyses for the element and
developed Issue papers based upon thiS analYSIS which were presented to the Plannrng
Commission In public heanngs for review and comment dunng FY96-97 ThiS work
constituted Phase I ofthe CirculatIon Element Through thiS process It became clear that
the City's Circulation poliCIes must cover a Wide range of Issues, be broadly characterized
to reflect current conditions and at the same time address future needs ThiS necessitates
an Innovative approach for the preparation of the Element In diSCUSSion With Fehr &
Peers, It became clear to both partIes that a different array of skills would be reqUired to
complete the project than was onglnally envIsioned Therefore the City and consultant
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have mutually agreed to close out theIr contract and obtain other consultant services to
complete Phase II
Phase II of the Circulation Element will consist of the preparatIon of the element that
Includes the development of an overall VISIon for Circulation Issues In the community and
poliCies and programs to Implement the VISIon
CONSULTANT SELECTION PROCESS
Staff recommends that Patncla SmIth, ASLA, AICP, be selected through sole source
contracts for the preparation of a comprehensive Community Events Management Plan
and for the preparation of Phase II of the Circulation Element Ms Smith bnngs 20 years
of expenence In planning, urban deSign and landscape architecture, Including extensive
expenence working with community groups
Ms Smith has prepared General Plan elements, SpeCific Plans, and Master Plans for cities
and counties throughout California She has extensive expenence In developing
Innovative and Integrated transportation-land use solutions for established and new
cOmmUnities, including her work on the City of Los Angeles General Plan Framework,
planning for a 17,500 acre new commumty In New York, and transit-related pedestnan
Improvements for a vanety of communities In Southern California (South Pasadena,
Reseda, Highland Park, and the Crenshaw Dlstnct of Los Angeles)
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She IS familiar with many of the Issues to be addressed the Community Events
Management Plan both through her work In other JUriSdictions and specifically In Santa
Monica She recently completed a master plan study for the Greek Theatre which
addressed sensitive events planning and management Issues, including nOise, traffic, and
parking She worked With both commumty groups and the venue operator In developing
strategic solutions for the Greek Theatre In her work on the Non-Aviation Land Use
Feasibility Study she developed an understanding of event management at that venue and
of of broader community concerns regarding publiC events
Ms Smith has demonstrated to staff members who Will be Involved In both projects that
her particular skills Will bring value to these two projects In addition, she has
demonstrated her abllJty to complete projects on schedule and Within budget In order
to complete the projects In a tImely manner, work must begin as soon as possible and Ms
Smith IS Immediately available
SCOPE OF WORK
Commumtv Events Manaaement Plan
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The consultant's scope of work for the Community Events Management Plan IS anticipated
to take approximately three months and Will Include the follOWing components develop
preliminary objectives as gUidance for poliCies, Identify Issues to be addressed In events
policy, meet With key staff responSible for event management (I e . venue managers, line
staff, etc ), research the experience of other JUriSdictions, prepare a working draft of the
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events policy report, meet with ad hoc staff committee to refine preliminary policy
proposals, prepare a prelIminary draft of events policy and present for publiC reView, and
Incorporate community Input Into events policy report The final report Will contain
recommendations for a comprehensive Community Events Management Plan that Will be
presented to the City Council for their consideration and approval In the spring of 1998
Phase II Circulation Element
The consultant's scope of work for Phase II of the Circulation Element Includes the
preparation of a draft Circulation Element and final Circulation Element In addition to
setting forth a VISion for Circulation poliCies In the City, the element Will cover poliCies
related to walking and bicycling, automobiles, tranSit, parking. streets and roads Staff
anticipates that the draft element WIll be available for conceptual review In early 1998
Public review and comment on the draft document Will take place at the Planning
CommiSSion and City CouncIl meetings City staff has established the follOWing schedule
for the project
November 11, 1997 Council authOrization for City Manager to
negotiate and execute consultant contract
November 1997 -February 1998 Preparation of Draft Circulation Element
February-March 1998 Conceptual review and approval of draft element
by Planning Commission and Council
April 1998 EIR preparation, reVISions to draft document
June-July 1998 CommissIon and Council hearings on FInal
Circulation Element and FEIR revIew and
certification
BUDGET/FINANCIAL IMPACT
Funds for the preparation of the Community Events Management Plan totaling $27,225 are
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avaIlable In account number 01-400-501-00000-5506-00000
Funds for Phase II of the Circulation Element Include encumbered funds from the 1995/96
budget totahng $24,496 In account number 01-800-267 -00000-5506-00000 and $3,144
In the 1997/98 budget In account number 01-210-266-00000-5506-00000 for a total of
$27,640
Rl;CQMM~NOA TIQN
It IS recommended that the City CounCil authOrize the City Manager to negotIate and
execute two contracts With Patricia Smith, ASLA, In an amount not to exceed $27,225 for
preparation of a Community Events Management Plan, Including a contingency of $2,475
(10%), and In an amount not to exceed $27,640, Including a contingency of $3,000 (12%).
for Phase II of the Circulation Element
Prepared by Barbara StinchfIeld, Director
Carole Curtin, Event Facilities Manager
Tnnle Garda-Valdez, Community Events Liaison
Community and Cultural ServIces Department
Suzanne Frick, Director
Karen Ginsberg, Planning Manager
Planning & Community Development Department
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