SR-502-006-07
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OCT 14 2003
EPWM:CP:BJ/Ashland Garden.doc
Council Meeting: October 14, 2003
Santa Monica, California
TO: Mayor and City Council
FROM City Staff
SUBJECT: Contract with Melendrez Design Partners for Concept and Phasing
Planning Services for the Proposed Ashland Garden
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a professional services contract with Melendrez Design Partners to
perform community outreach, concept and phase planning, designer selection and
project evaluation services for the proposed Ashland Walk Demonstration Garden, in
an amount not to exceed $72,600.
Backqround
In 1989, the City began its Sustainable Garden Program to promote installations of
native and drought-tolerant landscapes and low-volume irrigation systems. The
program includes tours of sustainable residential gardens in Santa Monica, as well as
workshops on plant selection, installation and maintenance. The program also features
two sustainable demonstration gardens located on City property. These gardens,
installed in 1989, are passive in nature and do not provide an interactive experience for
the viewer.
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Rev,so 1B
Based on surveys taken during the tours, most participants stated that they had not
visited the City's current demonstration gardens and indicated that they were interested
in a more interactive experience in garden programs offered by the City.
Discussion
The Water Efficiency Strategic Plan adopted in 2002, proposed a portion of Ocean
View Park known as Ashland Walk as the site for a new "flagship" interactive
demonstration garden showcasing native plants, technologically advanced irrigation
systems and sustainable landscape construction methods. In addition, the
development would include extensive integrated pest management and urban runoff
demonstration elements. A 1.2 acre site extending from Barnard Way to Nielsen Way
is available for this project and offers an ideal location for an interactive demonstration
garden (see Attachment 1, aerial photo of the proposed garden site). Further, from a
community planning perspective, staff believes that the proposed improvements to the
site would create an aesthetic gateway connection between the beach and the Main
Street area.
Due to its substantial size, staff anticipates that the project will be constructed over a
three to four year period with discrete project phases completed each year. The
phases will be defined based upon a concept and phasing plan to be developed by
consultants. Staff anticipates the design and construction of the project will be
$669,000. The ongoing maintenance of the garden is estimated to cost $7,500 per
year. Funding for the construction and installation of the garden and its ongoing
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maintenance will become available from other water conservation and urban runoff
mitigation projects that are reducing in scope or terminating.
To coordinate this proposed project, ensure effective community involvement, and
develop a phased installation plan to meet sustainability goals, staff concurred that a
consultant who could oversee these tasks should be engaged. Of additional
importance, the proposed scope of services includes a substantial public outreach and
education component to help ensure community participation in the design of the
garden and the identification of community stakeholders to possibly assist in the long
term support for the garden.
City staff circulated a request for proposals and reviewed proposals from four
landscape and community-planning firms which described their approach to community
outreach, concept planning and project phasing, designer selection, design
implementation and evaluation tasks for this project. Staff recommends Melendrez
Design Partners based upon their experience, qualifications, and the quality and cost
effectiveness of their proposal.
This report recommends that City Council authorize the City Manager to enter into a
contract with Melendrez Design Partners to conduct these activities. Upon acceptance
of the concept and phasing plan, staff will return to Council for the award of the contract
for phase one of the garden's design and construction following another competitive bid
process.
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BudQet/Financiallmpact
The total cost of the proposed contract is $66,000 with contingencies in the amount of
$6,600 (10%) for a total amount not to exceed $72,600. Sufficient funds are available
in account 31662.555060 for FY03-04
Recommendations
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Melendrez Design Partners to perform community outreach,
concept and phasing plan, designer selection and project evaluation services for the
Ashland Walk Demonstration Garden in an amount not to exceed $72.600.
Prepared by:
Craig Perkins, Director, Environmental and Public Works Management
Brian Johnson, Manager, Environmental Programs Division
Neal Shapiro, Senior Administrative Analyst
Attachment 1
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ATTACHMENT 1