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sr-020811-3hCity Council Meeting: February 8, 2011 .Agenda Item:. J?' To: Mayor and City Council From: Eileen Fogarty, Director of Planning & Community Development Subject: Contracts for Services Related to Priority Land Use & Circulation Element (LUCE) Implementation Efforts and Design Coordination Recommended Action Staff recommends that City Council authorize the City Manager to execute contract amendments with: 1) The Odermatt Group (Contract #8729) for an amount not-to-exceed $75,000 to an existing multi-year contract for preparation of the LUCE and the EXPO Light Rail Station Area Planning for a total amount not to exceed $940,000. The additional scope is for urban design services to implement Downtown visioning for the City- owned site at 5th Street and Arizona Avenue and Bergamot Area Plan as identified in the Land Use and Circulation Element (LUCE); addressing building form, massing and streetscape priorities; and connections to Expo Light Rail station design. 2) Nelson\Nygaard Consulting Associates (Contract # 8866) for an amount not-to- exceed $190,000 to an existing multi-year contract for LUCE preparation and Light Rail Integration for a total amount of $714,785 to continue providing transportation planning services for implementation of the LUCE bicycle and circulation network; shared parking strategies for new development; focused circulation planning in the Downtown, Bergamot Transit Village and Memorial Park; and participation in community workshops. Staff also recommends that City Council authorize the City Manager to execute a new LUCE implementation contract with: 3) Urban Studio, aCalifornia-based company, for an amount not-to-exceed $125,000 to provide architecture and graphics services in support of the Downtown Specific Plan and Bergamot Area Plan; production of visualizations and maps; project feasibility studies; and meeting facilitation. 1 Staff further recommends that the City Council: 4) Authorize the City Manager to accept a grant awarded in the amount of $652,500 from the Department of Housing and Urban Development for the Bergamot Transit Village and Mixed Use Creative District Master Plan. 5) Authorize budgetary changes as outlined in the Financial Impacts & Budget Action section of this report. Executive Summary As presented to Council on December 14. 2010, LUCE implementation is underway on a number of dedicated planning efforts including: • Plans for the Bergamot/Mixed-Use Creative area, Memorial Park Neighborhood, and Downtown to address the detailed issues of height,. mass, scale and other standards not specifically outlined in the LUCE. • Neighborhood Conservation and Transfer of Development Rights Bicycle, pedestrian, transit and congestion management improvements • Expo Light Rail station integration and access planning. • Interim Ordinances and the Zoning Ordinance Update The expertise and technical abilities of The Odermatt Group, Nelson/Nygaard Consulting Associates, Fehr & Peers, and Urban Studio are needed to support completion of these efforts. Federal and State planning grants totaling $1.2 million were recently awarded to the City for the Bergamot Area and Memorial Park plans, a portion of which will assist in funding consultant services for these efforts. The Odermatt Group will provide urban design services to advance the LUCE vision in several critical planning areas, including Bergamot, Memorial Park and Downtown, as well as focused design services on the City-owned 5th/Arizona property in Downtown and the connections to Expo Light Rail station sites. Nelson/Nygaard will provide services to guide LUCE implementation of the bicycle network, parking management and shared parking, and transportation demand management, and circulation strategies to support the planning efforts in Bergamot, Memorial Park and Downtown. Urban Studio will provide architectural and graphics support for LUCE implementation through the detailed investigation of specific height, scale and massing alternatives and renderings or other graphics that communicate design intent. Funding for the proposed contracts is .available in the Expo LR CIP Rail Reserve account created for station area planning and community outreach and the LUCE implementation professional services budget. Additionally, a portion of the $1.2 million in Federal and State .planning grant funds awarded to the City is available for these 2 consultants' work in connection with the Bergamot Area Plan and Memorial Park Master Plan. The Odermatt Group amendment is for an amount not-to-exceed $75,000, bringing the total not-to-exceed multi-year contract amount to $940,000. The Nelson\Nygaard Consulting Associates amendment is for an amount not-to-exceed $190,000, bringing the total not-to-exceed multi-year contract amount to $714,785. The LUCE Implementation Urban Studio contract is for an amount not-to-exceed $125,000. Background In July 2010 the Santa Monica City Council unanimously adopted the updated Land Use and Circulation Element (LUCE) of the City's General Plan which establishes a comprehensive vision to guide land use and transportation policy for the next 20 to 30 years. The General Plan establishes the framework for subsequent implementation efforts including area plans that establish more detailed height, massing or land use visions; transportation improvements and programs such as bicycling, pedestrian, transit and vehicle infrastructure; transportation demand management programs; and the standards of an updated Zoning Ordinance. A coordinated approach to the first phase of LUCE Implementation was presented to Council on December 14, 2010. The proposed contracts engage three consultants to provide specialized support to complete priority LUCE implementation projects. Discussion Currently underway are separate planning efforts for the Bergamot Transit Village and Mixed-Use Creative Districts (Bergamot Area Plan), and the Downtown Specific Plan. A third major planning effort for the Memorial Park Master Plan will begin in the next. few months. These efforts integrate more detailed design, land use and transportation planning efforts within the districts, responding to unique needs, opportunities, and community priorities for each. They address the issues of height, mass, scale and other standards not specifically outlined- in the LUCE, and outline implementation strategies for key components like transportation demand management, shared parking and community benefits. Specific areas of focus for the consultant firms will include: 3 Bergamot Area Plan (Partially funded by a $652,000 Federal Community Challenge Planning Grant) • Urban Design: Identifying design guidelines to achieve an "urban village" character, including site layout and orientation, pedestrian-oriented uses, open spaces, and building design. • Circulation and Station Access: Identifying location and hierarchy of roads/pathways including connection to Expo Light Rail, shared or transit-oriented parking opportunities, pedestrian and bicycle connections. • Creative Arts and Housing: Outlining strategies to enhance existing Bergamot Station Art Center, while dispersing additional creative and cultural art activities, as well as housing, into the larger planning area. Downtown Specific Plan • Strategic Visioning: Detailed visioning and evaluation of catalyst sites such as the City-owned 5th and Arizona site. • Land Use and Development Standards: Determining recommended heights and intensity in coordination with circulation, land use mix including housing, commercial, recreation, hotel and open space, and transit-oriented development opportunities. • Urban Design: Identifying an integrated vision with strong connections to the Civic Center and Expo Light Rail station. • Ensuring Mobility and Access: Identifying enhancements to the walking, bicycling and transit experience on existing streets, and access to and from the Expo Light Rail station. Memorial Park Master Plan (Partially funded by a $550,000 California Sustainable Communities Planning Grant) • Neighborhood Quality: Developing design and development standards to achieve new mixed-use housing around the expanded Memorial Park, strengthening critical linkages to adjacent neighborhoods, particularly those across the I-10 Freeway. • Shared Parking: Identifying strategies to support efficient parking and shared use. • Integration with open space, arts and. institutions: Identifying strategic relationships with surrounding institutions, open spaces and gathering places. • Connections and Circulation: Identifying strategies to strengthen station connections and support an integrated network of walking, bicycling, transit and vehicle circulation. There is a critical link between the plans implementing the LUCE and the detailed design and engineering for the Expo Light Rail. It is important that these plans be completed quickly so that the City can provide informed guidance to developers for 4 integration with Expo Light Rail stations. This process will continue to require the City to remain highly interactive with the Expo Construction Authority as it finalizes the planning for the line through .Santa Monica. This next stage will include extensive community outreach to ensure opportunities for input as the planning evolves. Consultant work will take into account the unique conditions created by Expo Light Rail and consider: • Connections between Light Rail and surrounding bus or shuttle network • Vehicle circulation, congestion management and parking around the stations • Increased pedestrian -and bicycle demand, particularly for direct and convenient connections • Opportunities for integrated parking management. Available grant funding for the Bergamot Area Plan and Memorial Park Master Plan must be spent within the timeframes indicated by the funding authorities; therefore, it is necessary to move forward with these plans as quickly as possible. Contractor/Consultant Selection The Department has developed a list of qualified firms in the areas of urban design, integrated land use and transportation planning, architecture, community facilitation, process implementation and project management through distribution of several Requests for Qualifications (RFQs) to over fifty firms. Most recently, in December 2006, a Requ"est for Qualifications (RFQ) was widely distributed to develop a list of qualified firms for specific work efforts related to LUCE and other planning needs. Twenty-two firms that responded have been put on a qualified list. The following three firms have been selected to continue their services on the LUCE and LRT planning into the first phases of LUCE Implementation based on their subject knowledge and relevant experience, as well as their ability to communicate effectively with the Santa Monica community: The Odermatt Group The Odermatt Group has functioned as an urban design and planning advisor to the City on a number of major projects, including LUCE workshops, Strategic Plans and preparation of the LUCE and technical analysis and design for conceptual. stage of the Exposition Light Rail, as well as specific projects including Santa Monica Place and the 5 Civic Center Village. The firm will continue to play a key role in working with the City to advance the broad LUCE vision in several critical planning areas, including Bergamot, Memorial Park and Downtown, and deliver comprehensive planning documents that implement the direction of the LUCE in future Transportation Oriented Development opportunities. The Odermatt Group will also provide focused design and visioning services on catalyst sites such as the City-owned 5~h/Arizona property in Downtown. The City Council first approved a contract for $197,000, with the Odermatt Group on June 26, 2007 for the Building Block workshops and strategic approach for the LUCE and design review. The contracted was amended on April 8, 2008 for $160,000 for preparation of the LUCE strategic plan, and on March 24 2009 for $235,000 and on March 9, 2010 for $225,000 to provide services for detailed Expo LRT design review and LUCE completion. The majority of the funding for the current amendment is largely from the HUD Community Challenge grant. With the requested amendment the total contract amount is $940,000. Nelson/Nygaard Consulting Associates Nelson/Nygaard Consulting Associates is recommended to work with staff, the community, Planning Commission and City Council to implement a wide array of the circulation components in the LUCE, focusing on the Bergamot Area Plan, Downtown Specific Plan and Memorial Park Master Plan. Nelson/Nygaard will provide services to guide LUCE implementation of the bicycle network, and will develop parking management and transportation demand management strategies, and work with staff to incorporate them into new City plans or private development projects. In the neighborhoods, LUCE strives to create complete streets that support neighborhood quality of life; Nelson/Nygaard will assist staff in implementing pilot programs and projects that support the vision. The City Council first approved a contract with Nelson Nygaard on December 11, 2007 for $250,000 and March 24 2009 for $210,000. With this Amendment the total contract amount is $714,785. 6 Urban Studio Urban Studio specializes in urban design and architectural services that support strategic planning and implementation efforts. Urban Studio is recommended to provide urban design and architectural support to City staff related to implementation of LUCE identified plans and priorities. Urban Studio will provide essential support for LUCE implementation through the detailed investigation of specific height, scale and massing alternatives, urban design strategies for site and areas, and renderings or other graphics that communicate design intent. Urban Studio has participated in a number of City projects throughout the past decade, and has exhibited excellence in developing innovative concepts, guidelines, graphics, and illustrations that communicate effectively with the Santa Monica community. Urban Studio will provide on-call urban design, architectural and planning services to accelerate LUCE implementation in key areas such as the Bergamot Area Plan, the Downtown Specific Plan, and others. Financial Impacts & Budget Actions Tasks related to LUCE implementation and Light Rail station area planning were anticipated as part of the City's FY 10-11 Budget process and specific funds were authorized for these purposes. Additional funds in an amount of $652,000 for the development of the Bergamot Area Plan are provided by a Federal HUD Community Challenge Planning grant. Additional funds in an amount of $550,000 for the development of the Memorial Park Master Plan are provided by a California Proposition 84 Sustainable Communities Planning grant. The Odermatt Group contract amendment will be paid with $25,000 from Account No. C017039 (LUCE Implementation Specific Plans) and $50,000 from the HUD Community Challenge grant in account P206028.589000. The Nelson/Nygaard contract amount will be paid by: $120,000 from Account No. C017039 (LUCE Implementation Specific Plans). An additional $70,000 will be set aside from the HUD Community Challenge grant in account P206028.589000. 7 The Urban Studio contract amount will be paid by $45,000 from Account No. 0017039 (LUCE Implementation Specific Plans). An additional $80,000 will be set aside from the HUD Community Challenge grant in account P206028.589000. The following FY2010-11 budget changes will be necessary: 1. Establish a revenue budget in the amount of $652,500 at account number 20266.408170. 2. Appropriate the grant funds to the following account: $652,500 at account number P206028.589000 to reflect receipt of the HUD Community Challenge Grant. 3. Transfer $187,500 from 0017039.589000 to P016028.589000 to reflect the local match. Prepared by: Francie Stefan, Manager, Strategic and Transportation Planning Forwarded to Council: Director, Planning & Comr Development Department <-~-~.~~ Rod Gould City Manager Attachment A: Timeline of Major Tasks Associated with LUCE and Expo Light Rail 8 Approved: 3-N ATTACHMENT A 9 Reference Contract No. 9338 (CCS) and Amended Contract Nos. 8729 (CCS) and 8866 (CCS).