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SR 09-27-2011 3JCity Council Meeting: September 27, 2011 Agenda Item: 3J To: Mayor and City Council From: I David Martin, Director, Planning and Community Development Subject: Contract for Specific Planning Services related to the Downtown Specific Plan Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with Torti Gallas and Partners, Inc., in the amount not to exceed $655,500 (includes a 15% contingency) to provide land use and urban design services, transportation planning, economic analysis, architectural and urban form studies, circulation and parking analysis, and community outreach services related to the preparation of the Downtown Specific Plan. Executive Summary The Land Use and Circulation Element (LUCE) calls for detailed planning — Area and Specific Plans — to achieve the coordination of land uses and circulation in significant areas of the City. With the Expo Light Rail project coming soon, a priority was put on planning efforts around the future light rail stations in Downtown, Bergamot and Memorial Park. In these areas, the coordination of commercial and residential land uses, pedestrian and bicycle connections, transit, and pedestrian- oriented urban design advance community goals for economic and environmental sustainability, access to local needs, and walkability. The LUCE vision maintains the Downtown as the City's premier shopping and entertainment center by continuing to encourage mixed -use development with complementary uses ensuring the Downtown develops as a complete neighborhood, serving both local residents and the region. Resident and visitor - serving uses and amenities will continue to be a focus, as will increased mobility throughout the area and connections to the Civic Center and the beach to facilitate all modes of travel including access to the Downtown Exposition Light Rail station which is planned to be operative in 2015. The Downtown Specific Plan will establish the land -use, circulation and building form for the expanded Downtown District and involve significant community outreach and collaboration with key stakeholders, such as Downtown Santa Monica, Inc. Staff recommends contracting with Torti Gallas and Partners, Inc. for the Downtown Specific Plan as the lead consultant on the project for an amount not to exceed $655,500 (includes a 15% contingency). They and their sub - consultants will provide 1 land use and urban design services, transportation planning, economic analysis, architectural and urban form studies, circulation and parking analysis, and community outreach services. Background The Downtown Specific Plan is a high priority project called for in the LUCE, which the Council adopted in July 2010, to translate the City's integrated land use and transportation policy into detailed standards and guidelines to give shape to urban design, transportation, open space, infrastructure and economic policy. The Downtown Specific Plan will provide a framework for guiding and integrating new uses and activities within the project area, and will become the basis for review and approval of all projects within its boundaries. The LUCE deferred establishing specific height or floor area ration (FAR) for the Downtown to the Specific Plan process. Once complete, the Downtown Specific Plan will establish these parameters to govern private and public investment in the area. Coordinated circulation, urban design and community benefits priorities will be included in the plan to achieve the integrated and high quality Downtown that Santa Monicans have come to expect and appreciate. Concurrent with the Downtown Specific Plan process is a public /private joint development opportunity for a City -owned site at 4th /5th and Arizona Avenue, in the heart of the Downtown. To date, staff has held two well- attended workshops and is in the process of analyzing the, results of this initial community outreach, providing a preliminary viewpoint of the issues and community visions for the Downtown. The joint development opportunity site and the Downtown Specific Plan share many underlying analysis requirements. With key framework concepts and initial analysis underway, the next step is to augment staff resources with a consultant team in order to perform land use and transportation planning, urban design analysis, and the economic studies necessary to deliver a draft plan. Staff has developed timelines to move the Specific Plan forward to prepare effectively for the arrival of the Expo and other significant public projects like the Colorado `a Esplanade and Palisades Garden Walk, and development of other City and private projects. Discussion Consultant Selection An RFQ was issued on April 15, 2011 in order to identify potential firms with the skills and experience necessary to succeed in creating strategic plans to implement the LUCE community vision. The RFQ was advertised widely and posted on Planet Bids, Planetizen and the Planning and Community Development Department's webpage. Staff received 72 qualifications submittals prior to the May 11 deadline from firms throughout California and throughout the western United States. The qualifications were reviewed for relevant experience and expertise that match the project needs, and 11 finalists were interviewed. These firms were rated against criteria that included technical competence and experience, staff quality, quality of sub - consultant team, project approach and planning, and customer service. For the Downtown Specific Plan project, two interviewed firms with the most directly related experience and depth of community involvement were issued a Request for Proposal, which invited the firms to propose a scope of work within the project budget. Staff recommends Torti Gallas and Partners, Inc. for urban design and project management services, based on their experience, project approach and competitive cost. Together, with their sub - consultants, the Torti Gallas design team has the appropriate mix of skills and experience to deliver the Downtown Specific Plan on schedule. As lead consultant, Torti Gallas will manage the project, coordinating the activities of the sub - consultant team and taking responsibility for deliverables and work products, as well as daily communication with City staff. Staff's recommendation is based on Torti Gallas's experience, project approach, comprehensive scope of services and competitive cost. Of the two proposals received, the Torti Gallas proposal provided greater depth of at a competitive cost. In addition to 3 their in -house team, sub - consultants have been selected to support three of the specific work efforts that will provide the framework of the Specific Plan, • Urban Design, which includes design guidelines, signage, and infrastructure analysis. • Transportation, Circulation and Parking traffic modeling and updates to the parking program. • Economic Analysis team to study market feasibility, and provide financial analysis for proposed development alternatives. The selected design team has the appropriate mix of skills and experience to deliver the Downtown Specific Plan on schedule and at the high level that the community expects. Torti Gallas has extensive experience in developing area plans with specific experience in multi -modal transit planning including: Redlands Downtown Specific Plan, Crystal City Master Plan, working with Los Angeles Metro on providing seamless multi -modal connection to subway stations in the Los Angeles region, Coast Highway Vision Plan and Design Guidelines for Oceanside California, and numerous TOD planning projects throughout the country. Key team members are based in Los Angeles. Public Outreach Public outreach is already underway for the 4th /5th and Arizona project. With the addition of the selected consultant team, staff anticipates continuing and expanding public input to the entire Downtown Specific Plan area to include additional meetings, working groups, regular discussions with Downtown Santa Monica, Inc., and one -on- one interviews with stakeholders. Formal community outreach will begin in fall 2011, and a draft Specific Plan is estimated to be complete within a year. rd Financial Impacts & Budget Actions The professional services agreement to be awarded to Torti Gallas is $655,500 (includes a 15% contingency). Funds are included in the FY2011 -12 budget for $500,000 in account C017057.589000 and in the FY2010 -11 budget for $155,500 in account C017039.589000. Prepared by: Sarah Lejeune, Principal Planner, Strategic and Transportation Planning Approved: David Martin Director, Planning and Community Development Department 9 Forwarded to Council: �� �� 1 V Rod Gould City Manager Reference Contract No. 9476 (CCS).