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SR-07-23-2013-3FCity Council Meeting: July 23, 2013 Agenda Item: 3-F' To: Mayor and City Council From: David Martin, Director of Planning and Community Development Subject: Contract for Planning Services related to the Master Plan for the Memorial Park Neighborhood Plan Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with John Kaliski Architects, a California - based company, in an amount not to exceed $596,000 to provide project management, urban design, land use planning, transportation planning, shared parking strategies, economic analysis, phasing and implementation services related to the Memorial Park Neighborhood Plan. Executive Summary The Land Use and Circulation Element (LUCE) calls for detailed planning in specific areas of the City to achieve a sustainable coordination of land uses and circulation near transit in order to conserve established residential neighborhoods. The Expo Light Rail will be operational in 2016; hence the City has placed a priority on planning efforts around the future light rail stations in Downtown, Bergamot and Memorial Park which includes the area around the Colorado /17th Street/SMC station currently under construction. Funding for the Memorial Park Neighborhood Plan project in the amount of $550,000 was awarded by the California State Strategic Growth Council (SGC), which supports sustainable neighborhoods through integrated land use and transportation planning. The Memorial Park Neighborhood Plan would define the land -use, circulation, parking, open space and building form criteria for the area through a community process involving key stakeholders such as neighborhood groups, local businesses, and property owners. Staff recommends contracting with John Kaliski Architects to lead a consultant team and work with staff to develop and produce the Plan for an amount not to exceed $596,000. John Kaliski Architects were selected following a competitive process including a Request for Qualifications, Request for Proposals and interview process. 1 Background The Memorial Park Neighborhood Plan is identified as an implementation project of the LUCE, which the Council adopted in July 2010. The planning area is in the center of Santa Monica around the Exposition Light Rail station at 17th Street and Colorado in close proximity to Memorial Park and near Santa Monica College, the hospitals, School District headquarters and existing residential and commercial uses. The integrated land use and transportation policy of the LUCE highlighted the need for the Memorial Park Neighborhood Plan to create strong connections to major destinations in the area, parkland and existing neighborhoods with particular focus on an urban design and placemaking. The Plan would combine strategies to create multi -modal access to the Light Rail station, shared parking on key sites, and neighborhood integration of the future improved Memorial Park open space including greening of freeway connections. The Memorial Park Neighborhood Plan area is one of a small number of strategically located areas identified in the LUCE near transit that can become a focal point of activity in order to conserve neighborhoods and proactively address traffic congestion. In March 2011, a visiting Urban Land Institute Technical Assistance Panel (TAP) performed a day -long charrette to explore some of the challenges and opportunities in the Memorial Park area. In addition to working with the Urban Land Institute TAP, City staff has worked extensively over the last few years with the Expo Construction Authority on station design and integration. Through the Expo project submittal review and "betterment' processes, progress has been made on increasing station access, creating transit transfer opportunities including bicycles, pedestrians, shuttle and bus riders and kiss and ride passengers, improving bicycle and pedestrian station amenities, and increasing connections to Memorial Park and the community. Based on the LUCE vision and the opportunity to create framework for a sustainable transit - oriented community, and upon adoption of a resolution by Council on September 28, 2010, the Planning and Community Development Department applied for and was 2 awarded a $550,000 grant by California State Strategic Growth Council, including $480,000 for consultant planning and design services and $70,000 for an in -house contract staff member to help with the planning effort. In addition, $116,000 of Station Area Planning funding is proposed to support the comprehensive integration of activities focused on the Memorial Park Activity Center into the citywide fabric, and to build strong connections with surrounding major destinations like SMC and the hospitals which fall just outside of the boundaries of the grant application area. Discussion Key framework concepts for the Memorial Park Neighborhood Plan were identified in the LUCE community process and adopted plan, and the next step is to augment staff resources with a consultant team that will help perform public outreach, land use and transportation planning, urban design analysis, shared parking analysis, economic and market studies and implementation analysis, ultimately compiling draft and final plans. The policies and guidelines established by the Memorial Park Neighborhood Plan will guide the coordination of infrastructure investment in the area and establish the criteria by which future projects are evaluated. It is important that the framework for this area be in place prior to opening of the Colorado /17th /SMC Expo Light Rail station in 2016. Staff has developed a detailed timeline to move this project forward to prepare effectively for the arrival of the Expo to create a strong framework to integrate other proposed investments. With the consultant team assembled, staff can quickly initiate the next steps. Staff is recommending approval of a contract with a consultant team to assist in the planning and outreach effort using the Sustainable Community grant funds won through a proposal process in 2011 and Station Area Planning funds programmed for the Downtown, Bergamot and Memorial Park areas. Consultant Selection A Request for Qualifications for planning services 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 3 Development Department's webpage. Staff received 72 qualifications submittals prior to the May 11 deadline from firms throughout California and the western United States. The qualifications were reviewed for relevant experience and expertise that match the project needs, and interviews were held with 10 firms. For the Memorial Park Neighborhood Plan project, three selected firms were issued a Request for Proposal, which invited the firms to propose a scope of work and planning methodology within the project budget. The proposals were reviewed by Strategic & Transportation Planning Division staff members following consultation with Community and Cultural Services. Staff recommends that the Memorial Park Neighborhood Plan contract be awarded to John Kaliski Architects based on their experience, project approach, comprehensive scope of services and competitive cost. Some of the key sub - consultants to supplement John Kaliski Architects in -house team include Fehr and Peers Transportation Consultants, Community Design and Architecture, Economic and Planning Systems, Inc. and Buro Happold. Altogether, the selected design team has the appropriate mix of skills and experience to deliver the Memorial Park Neighborhood Plan on schedule and at the high level of quality that the community expects. In addition to consulting on the Zoning Ordinance Update and developing urban design guidelines for the City of Santa Monica, John Kaliski Architects has extensive experience in developing numerous plans, studies and design guidelines, including the Mid -City Crenshaw Vision and Implementation Plan, urban design components for Metro's East San Fernando Valley Transit Corridor Study, the urban design component for the Garden Grove Mixed -use Zone Ordinance, and design guidelines for the Hollywood Boulevard and Franklin Avenue districts in Los Angeles. In addition, John Kaliski Architects recently completed the design of the Ocean Park Boulevard Complete Green Street project in Santa Monica. The team brings expertise in conducting charrettes and multi- faceted community outreach programs and familiarity with the SGC Sustainable Communities grant program and its requirements. Fehr and Peers Transportation Consultants enrich the team's capabilities with their local knowledge of and experience with the City's circulation network. Community Design and Architecture brings extensive general and specific plan experience as well as an expertise in street 2 design, including the conceptual development of 10 potential new streets and 15 potential new pedestrian /bicycle pathways in the Bergamot Area. The contract includes a fixed fee for the agreed -upon scope. The contingency requested is within the SGC grant amount and Station Area Planning funds. Public Outreach The public outreach program of community workshops, meetings, and stakeholder interviews would include outreach to nearby residents and businesses, and including area hospitals, Santa Monica - Malibu Unified School District, Santa Monica College, Colorado Avenue businesses and the Pico Neighborhood and Mid -City residents. A project website will be established to provide updated information and to serve as a repository for all public materials. Additionally, PCD's Facebook account would be used to engage users of social media and to provide information on any events associated with the Plan. Financial Impacts and Budget Actions The professional services agreement to be awarded to John Kaliski Architects is for an amount not to exceed $596,000 (including a 10% contingency). Funds are available in the FY 2013 -14 Capital Improvement Program budget at accounts 0204082.589000 — $480,000 and P016028.589000 — $116,000. Prepared by: Joanna Hankamer, Senior Planner Approved: Forwarded to Council: David Martin, Director Rod Gould Planning & Community Development City Manager Department 6. Reference: Agreement No. 9774 (CCS)