SR 06-28-2016 3H
City Council
Report
City Council Meeting: June 28, 2016
Agenda Item: 3.H
To: Mayor and City Council
From: David Martin, Director, Planning and Community Development, Planning &
Community Development, City Planning
Subject: First Modification to Professional Services Agreement for Historic Resources
Inventory Update
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10087 (CCS) in the amount of $37,880 with
Architectural Resources Group, Incorporated ("ARG"), a California-based company, to
provide professional services for additional community engagement and historical
property analysis for the City's Historic Resources Inventory update that is currently in
progress. This would result in an amended contract that terminates on December 30,
2018 with a new total amount not to exceed $254,485, with future year funding
contingent on Council budget approval.
Executive Summary
This agreement is for a first modification to an existing contract to provide additional
professional services for
that is in progress and involves the completion of a Citywide survey of structures built
40 years ago or more (through 1977), and the development of historical context
statements describing the
On June 23, 2015, the Council awarded a contract for historic preservation services to
ARG in an amount not to exceed $216,605. Following project initiation in late 2015, City
staff identified the need to expand the project's community outreach program to the
City's eight Neighborhood Organizations and provide documentation of additional
historical context statements for neighborhoods not identified in previous City HRI
surveys. This new scope of work also provides for two additional
discussions/presentations to the Landmarks Commission to gather periodic feedback
and recommendations during the update process.
Background
in 1983 and was
last updated in 2008 and released to the public in 2011. It lists approximately 1,600
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properties as existing and potential historic resources. This information provides a
ervation Element as
implemented through the Landmarks and Historic Districts Ordinance. These goals
include identifying properties
neighborhoods, or that illustrate its historical and architectural development, and
preserving and protecting these resources through the land use decision-making
process. Architectural Resources Group is currently working on a number of project
deliverables and has started the community outreach component of the project. The
reconnaissance field survey of all buildings in the City over 40 years of age will begin in
July. Project completion is anticipated in summer 2017 and will include a
comprehensively updated Historic Resources Inventory Report with updated historic
context statements for the City, and an online and searchable property database.
Discussion
Vendor/Consultant Selection
On May 13, 2015, the City published an RFP for professional services for the update to
e bidding website and notices were
advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code provisions. Responses for the RFP were due by June 1, 2015. A total of
two proposals were received. Planning and Community Development Department staff
evaluated proposals based on criteria listed in the RFP. As detailed more fully in
Attachment "A", staff selected ARG as the best qualified firm to complete the scope of
work. ARG was selected based on the depth of their historic preservation expertise,
l history and range of cultural resources
relative to the qualifications described in the RFP, the breadth of their experience
completing similar work in other Southern California communities, and their ability to
meet the schedule and budget. The professional services contract to conduct the
Citywide HRI update project was authorized by Council on June 23, 2015 for an amount
not to exceed $216,605.
Additional Scope of Work Community Outreach
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provide funds to implement a more robust community outreach program for the Citywide
Historic Resources Inventory update. The initial scope of work required ARG to develop
and conduct an outreach program to inform the community of the HRI update and
Program. In the original scope of work, ARG proposed a series of Landmarks
Commission presentations and discussions, and a series of community workshops for
the outreach program.
facilitating resident input on community issues, staff recommends expanding the content
of the outreach program to include ARG attending a monthly meeting of all eight
Neighborhood Organizations to present information on the HRI update and to gather
resident input on potential historic properties, themes, and individuals of interest in our
community. These eight neighborhood-based meetings would provide a forum for
discussions tailored to different subareas of the City and complement the existing scope
of work for outreach that is currently focused on larger community workshops and
Landmarks Commission presentations.
This first contract modification would also provide funding for the additional time
necessary to prepare a more detailed Citywide Historic Context Statement and for two
additional presentations to the Landmarks Commission to ensure that its feedback is
gathered throughout the project.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Architectural Resources Group,
Incorporated is in the amount of $37,880, for an amended contract total not to exceed
$254,485. Funds are available in the FY 2015-16 budget in the Planning and
Community Development Department. The agreement will be charged to account
01266.555060.
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Prepared By:
Roxanne Tanemori, Principal Planner
Approved Forwarded to Council
Attachments:
A. June 23, 2015 Council Staff Report
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To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Professional Services Agreement for the Update to the Historic Resources
Inventory
Staff recommends that the City Council:
1. Awa
Incorporated ("ARG"), a California-based company, to provide professional services in
;
2. Authorize the City Manager to negotiate and execute a professional service
agreement with ARG, in an amount not to exceed $216,605 to provide professional
services in the field of historic preservation for an update to the City's HRI;
This agreement
involving the completion of a Citywide survey of structures built 40 years ago or more
(through 1977), and the development of historical context statements describing the
published an RFP for professional services for the HRI update. After reviewing the
proposals received, staff recommends ARG be awarded the contract for an amount not
to exceed $216,605.
released to the public in 2011. It currently lists approximately 1,600 properties as
existing and potential historic resources. This information provides a strong foundation
through the Landmarks and Historic Districts Ordinance.
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eveloped in
consultation with the Landmarks Commission. It would require the selected consultant
to complete a survey of all properties in the City built through the year 1977 for historic,
architectural, and/or cultural significance. In addition, historical context statements
would also be developed for neighborhoods not previously documented or surveyed
including the Pico, Sunset Park, Mid-City, and Bergamot Station area, as well as the
social and cultural history of the African American, Latino and Japanese communities in
Santa Monica. The consultant is further expected to identify potential historic districts
or thematic/typological groupings, such as bungalow courts/courtyard apartment
complexes, or Works Progress Administration (WPA)/Public Works Administration
(PWA) projects.
The selected consultant would develop and conduct an outreach program to inform the
community of the HRI update and answer questions about its importance in
Consultant Selection
On May 13, 2015, the City published an RFP for professional services for the update to
advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code provisions. Responses for the RFP were due by June 1, 2015.A total
of two proposals were received.
Planning and Community Development Department staff evaluated proposals based on
criteria listed in the RFP. Staff selected ARG as the best qualified firm to complete the
scope of work. ARGwas selected based on the depth of their historic preservation
resources relative to the qualifications described in the RFP, the breath of their
experience completing similar work in other Southern California communities, and their
ability to meet the schedule and budget. Based on these criteria, staff recommends
ARG as the best qualified to provide professional services in the field of historic
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.
The agreement to be awarded to ARG for an amount not to exceed $216,605. Funds
are available in the FY 2014-15 budget in the Planning and Community Development
Department. The contract will be charged to account 01266.555060
.
Scott Albright, Senior Planner
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