SR-040808-1FCity Council Meeting: April 8; 2008
Agenda Item: ~F
To: Mayor and City Council
From: Eileen Fogarty, Director, Planning & Community Development Department
Subject: Contract Amendments for Services Related to the Land Use & Circulation
Element of the General Plan, Urban Design Concepts and Design Review
Process
Recommended Action
Staff recommends that City Council authorize the City Manager to execute contract
amendments with:
1) Raimi + Associates for an amount not-to-exceed $150,000 for services to support
staff with coordination, project .management and preparation of Land Use &
Circulation Element of the General Plan; and
2) The Odermatt Group (Contract #8729) for an amount not-to-exceed $160,000 to
provide architectural and planning services for the public workshops, develop the
urban design framework for the transportation corridors and provide design review
services on major projects.
Executive Summary
The firm of Raimi + Associates is assisting staff in project management to ensure
coordinated development of materials and presentations leading to the preparation of
the LUCE. The first phase of work performed by Raimi + Associates has included
working with staff in preparing background sections for the LUCE and coordinating work
products. With the vacancy of key staffing positions, combined with the limited staff
resources, Raimi + Associates will be working with staff on project management for
preparation of the LUCE through adoption of the final plan, as well as writing specific
sections of the plan.
The Odermatt Group is currently developing strategies and guidelines to advance LUCE
principals and policies, and provide design review on major projects. The current
contract is for anot-to-exceed amount of $245,000, While. The Odermatt Group will
continue to provide urban design, architectural and planning services, the nature of the
work is transitioning. One of the key areas is transit area planning, particularly as
related to Exposition Light Rail and integrating urban design concepts with
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transportation planning for the Boulevards. The Odermatt Group will assist staff in
defining opportunities for creating "Complete Neighborhoods" and "Activity Areas,"
addressing issues such as pedestrian scale, shared parking, open space, solar analysis
and building orientation. Urban form issues including building massing and transitions
will be addressed to develop performance criteria as input to a form-based zoning code.
The firm will continue to provide ongoing design review services on major development
proposals and work to broaden staff's tools with respect to planning and urban design
principals.
The current contract with Raimi + Associates is for an amount not-to-exceed $65,000.
The amendment is for an amount not-to-exceed $150,000, bringing the total not-to-
exceed contract amount to $215,000. The current contract with The Odermatt Group is
for an amount not-to-exceed $245,000. The amendment is for an amount not-to-exceed
$160,000, bringing the total not-to-exceed contract amount to $405,000. The contracts
will be paid over two budget years, with $210,000 from the Department's current budget
and $100,000 from the FY 08-09 budget, pending approval.
Background
Preparation of the Land Use and Circulation Element (LUCE) of the General Plan has
been a priority for Council. Staff is working towards presenting the LUCE Concept Plan .
to City Council before the end of this fiscal year. The preparation of the document
within a short time frame requires considerable organization and oversight to ensure
that the components of the document are well integrated and coordinated. The current
Raimi + Associates contract (Phase 1) provides for project management and writing
technical sections of the plan. This amendment will provide for Raimi + Associates to
continue managing production and integration of City staff work as it relates to
preparation of the Concept Plan (Phase 2) and the Final Plan (Phase 3).
The Planning and Community Development Department requires this additional
assistance due to recent staff vacancies combined with the compressed time frame and
the complexity of the LUCE effort. The LUCE management position became vacant
near the end of 2007, leaving three staff comprised of an Assistant, an Associate and a
Senior Planner dedicated to strategic planning. That staff is responsible for preparing
all ordinances and text amendments; addressing ongoing appeals for fences and
hedges; preparing and completing the Housing Element; supporting workforce housing
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and Westside Cities efforts; leading or assisting in the development of neighborhood
plans including Ocean Park and Pico Boulevards; and facilitating community outreach.
As a result, the Strategic Planning staff is not able to be dedicated full time to the LUCE
effort ,necessitating use of consultants.
The Odermatt Group will provide a key role in working with the City and the Exposition
Construction Authority on aspects of the light rail design as it relates to the City of Santa
Monica. This effort will also focus on creating an urban design context for areas
adjacent to transit, including the Rapid Bus corridors along Wilshire and the other
boulevards. This will entail defining the form, location, access and transitions for
buildings as well as shared parking opportunities and siting to maximize solar access.
Additionally opportunities for public benefit such as ped/bike easements, wider
sidewalks, connecting roadways and open space will be identified. This proactive
planning is essential to guide future development and define -the expectations for
cohesive and coordinated investment in the City. This analysis will also provide the
basis for form-based performance criteria.
The Odermatt Group has been hugely successful in helping the City to reshape and
provide guidance on a number of the larger projects submitted for development review.
The firm will continue to provide ongoing design review services on major development
proposals and work with staff to enhance their tools with respect to planning and urban
design principals. The consultant will assist staff in formulating urban design/
architectural guidelines for developers to set expectations and ensure that the City
obtains the development that will benefit the City. The initial scope of work for the
Odermatt Group included working with the Planning and Community Development
Department to help structure and provide material for a revised LUCE community-based
process and the firm will continue to work with staff.
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Discussion
Contractor/Consultant Selection
The Department has developed a list of qualified firms in the areas of urban design,
planning, architecture, community facilitation, process implementation and project
management through distribution of several Requests for Qualifications (RFQs) to over
fifty firms. Twenty-two firms have responded and been put on a qualified list. To date,
a total of eight firms have been utilized for various work scopes.
Raimi + Associates (R+A) is a small firm with significant experience working on and
managing complex and innovative General .Plans throughout the state. The firm is well
known for bringing diverse groups to consensus on challenging projects and creating
innovative General Plans that incorporate sustainable development. The firm is
currently working for the US Green Building Council on the development of the LEED
for Neighborhood Development rating system, as well as developing several Climate
Action Plans for California cities.
City Council approved. an amendment to the Odermatt professional services agreement
on June 26, 2007. The consultant- has been a tremendous resource for the City of
Santa Monica. The Odermatt Group has successfully developed and implemented
plans and strategies that are recognized nationally for their innovative design,
environmental responsibility, responsiveness to community needs and viable
economics. Mr. Odermatt has assisted jurisdictions such as San Jose in designing and
incorporating a light rail system in a way that is sensitive to the City's urban context.
Other examples of projects include the Seattle Central Waterfront Plan, the Palo Alto
Downtown Plan, and comprehensive planning for Yosemite National Park, the Golden
Gate Recreation Area and Grand Canyon National Park. Mr. Odermatt is a recipient of
the Kemper lifetime achievement award from the American Institute of Architects (AIA),
which is awarded to one member per year (out of the 80,000 members) and is the
highest award an architect can receive.
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Budget/Financial Impact
The two contract amendments will be funded over two budget years. An amount of
$105,000 of the Raimi +Associates contract amendment will be paid from Account No.
01265.555060 in FY 2007-08 and $45,000 will be appropriated from the FY 2008-09
budget, pending approval, with the contract amendment stating it is contingent upon FY
2008-09 budget approval. An amount of $105,000 of The Odermatt Group contract
amendment will be paid will be paid from Account No. 01265.555060 in FY 2007-08 and
$55,000 will be appropriated from the FY 2008-09 budget, pending approval, with the
contract amendment stating it is contingent upon FY 2008-09 budget approval.
Prepared by:
Ellen Gelbard, Assistant Director, Planning & Community Development Department
Approved:
.Forwarded to Council:
c~~--mss ~
Eileen Fogarty ~
Director, Planning & Community
Development Department
P~CanSont Ewel
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Reference Contract
No. 8915 (CCS)
and Amendment to
Contract No. 8729
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