SR-405-002 (2)
PCD:SF:AA:F:\PLAN\ADMIN\CIVCTR\PLANNING\CONSULTANTS\AWARD(4).DOC
Council Meeting: February 27, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a
Contract with ROMA Design Group for Professional Services for the Civic
Center Planning Process.
INTRODUCTION
This report recommends that the City Council: (1) authorize the City Manager to negotiate
and execute a contract with ROMA Design Group, in an amount not to exceed $725,000,
plus $75,000 for contingencies, to provide professional services for the Civic Center
Planning Process and (2) appropriate funding for the process.
BACKGROUND
With the Redevelopment Agency’s acquisition of 11.3 acres of former RAND holdings in
the Civic Center and the City Council’s approval of a Development Agreement for the new
RAND Headquarters Building, the City must update the Civic Center Specific Plan to
reflect a new vision for this area. On January 23, 2001, the City Council approved the
establishment of a Civic Center Working Group to explore options, hold regular meetings,
and make recommendations on the update to the Civic Center Specific Plan. The City
Council also adopted Guidelines for the Working Group, including the preparation of a
final recommendation on the update by November 30, 2001.
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DISCUSSION
Staff has solicited proposals from consultant teams to assist the City in the preparation of
the update to the Specific Plan. The consultant team will provide a variety of services in
the preparation of the plan, including urban planning and design, open space planning,
circulation analysis and planning, analysis of the Civic Auditorium, and financial analysis to
support the efforts of the Working Group and City staff.
On December 4, 2000, City staff issued a request for proposals (RFP) for professional
services associated with the update to the Specific Plan. Notice of the RFP was
announced on the City’s website and sent to relevant professional associations. Twenty-
five firms were sent or requested copies of the RFP. A mandatory pre-proposal meeting
was held on January 4, 2001, with representatives of 20 firms in attendance. Three teams
of consultants submitted proposals on January 16. A committee composed of
representatives of the City Manager’s Office, Resource Management, Community and
Cultural Services, Environmental and Public Works Management, and Planning and
Community Development reviewed the proposals and held interviews with the three teams
on January 31.
Staff recommends that a team headed by ROMA Design Group be selected. The ROMA
team includes expertise in urban design, open space planning, circulation analysis,
implementation and financing, affordable housing design, affordable housing development,
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child care facility planning, civil engineering and surveying, and cost estimating. This team
is recommended on the basis of their experience and reputation with similar projects
involving extensive public participation, their proposed methodology and approach to the
project, the qualifications and experience of key project personnel, their record of
successful relationships with clients, and a competitive fee proposal.
SCOPE OF SERVICES
The scope of services for the project will focus on four progressive elements of
development of the Civic Center Plan: first, defining objectives and principles; second,
crafting alternative development concepts; third, refinement of the alternatives to create a
preferred development concept, and fourth, preparation of a draft specific plan. The
process will involve a complex variety of interdisciplinary consultant services, including:
Preparation and facilitation of public workshops,
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Participation in Working Group meetings,
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Completing a physical survey of the area,
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Analyzing existing conditions,
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Urban design,
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Urban planning,
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Open space, landscape, and recreation planning,
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Affordable housing planning,
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Child care facility planning,
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Sustainability planning,
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Circulation analysis and planning,
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Infrastructure and utility planning,
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Analysis of and planning for the future of the Civic Auditorium,
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Cost estimating and financial implementation, and
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Presentation graphics.
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The scope of work does not include environmental review. Once a draft specific plan has
been recommended by the Working Group and received preliminary approval from the City
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Council, environmental review will be completed.
BUDGET/FINANCIAL IMPACT
Funds for this project include budgeted funds and newly appropriated funds. The
budgeted funds are available in Account Nos. 01266.555060 ($300,000), 32621.555060
($150,000), and 01264.555060 ($50,000). Staff recommends that an additional $300,000
be appropriated to Account No. 01266.555060 from FY 99-00 savings, set aside as
Council policy.
RECOMMENDATION
It is recommended that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with ROMA Design
Group, in an amount not to exceed $725,000, plus $75,000 of contingencies, to
provide professional services for the Civic Center Planning process; and
2. Appropriate $300,000 to Account No. 01266.555060.
Prepared by: Suzanne Frick, Director
Andy Agle, Deputy Director
Planning and Community Development Department
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