SR 07-25-2017 3F
Ci ty Council
Report
City Council Meeting : July 25, 2017
A genda Item: 3.F
1 of 4
To: Mayor and City Council
From: David Martin, Director , City Planning
Subject: Second 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 second modification to agreement #10087 (CCS) in the amount of $40,800
with Architectural Resources Group, Incorporated ("ARG"), a California -based
company, to provide professional services for additional historical prope rty analysis for
the City's Historic Resources Inventory update that will be completed late summer 2017.
This would result in an amended contract that terminates on December 30, 2018 with a
new total amount not to exceed $295,285, with future year funding contingent on
Council budget approval.
Executive Summary
This agreement is for a second modification to an existing contract to provide additional
professional services for the update of the City’s Historic Resources Inventory ("HRI")
that is nearing com pletion and involves a Citywide survey of structures built 40 years
ago or more (through 1977), and the development of historical context statements
describing the City’s neighborhood, architectural, cultural, and social history.
A second amendment to th e project budget in an amount not to exceed $40,800 is
necessary to complete the HRI update project this summer. More specifically, the
second amendment covers ARG’s time to provide more in -depth responses to feedback
from the Landmarks Commission and comm unity members on the final Citywide
Historic Context Statement; and to document, survey, and provide an HRI Update report
for use in the planning effort for the Downtown Community Plan (DCP) Area. While the
Downtown area was originally included as part of the Citywide HRI update, this work
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was prioritized in the overall schedule and an additional Downtown area findings report
was provided to the City to support DCP planning efforts.
Background
On June 23, 2015, the Council awarded a contract for historic preservation services to
Architectural Resources Group in an amount not to exceed $216,605. Following project
initiation, Council authorized a first amendment to the contract in the amount of $37,880
on June 28, 2016 to expand the project's community outr each 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.
Discussion
The City’s existing Historic Resources Inventory wa s first developed in 1983 and was
last updated in 2008 and released to the public in 2011. It lists approximately 1,600
properties as existing and potential historic resources. This information provides a
strong foundation in supporting the goals of the Ci ty’s Historic Preservation Element as
implemented through the Landmarks and Historic Districts Ordinance. These goals
include identifying properties that contribute to the community’s character, that of its
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 has provided all project deliverables necessary to date
and completed the extensive community outreac h component of the project that
included outreach to 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. Project completion is on schedule for late 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.
Vendor/Consultant Selection
3 of 4
On May 13, 201 5, the City published an RFP for professional services for the update to
the HRI. The RFP was posted on the City’s online bidding website and notices were
advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code pro visions. 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. S taff selected ARG as the best
qualified firm to c omplete the scope of work. ARG was selected based on the depth of
its historic preservation expertise, its knowledge of the City’s architectural history and
range of cultural resources relative to the qualifications described in the RFP, the
breadth of its experience completing similar work in other Southern California
communities, and its 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.
Following project initiation, Council authorized a first amendment to the ARG contract in
the amount of $37,880 on June 28, 2016 to expand the project's community outreach
program to the City's eight Neighborhood Organizat ions; to provide documentation of
additional historical context statements for neighborhoods not identified in previous City
HRI surveys; and for two additional presentations to the Landmarks Commission to
ensure that its feedback is gathered throughout th e project.
Additional Scope of Work - Citywide Historic Context Statement & DCP Planning
The purpose of this second modification to ARG’s professional services contract is to
provide funds to implement final revisions to the Citywide Historic Context in response
to a second set of comments and feedback provided by the Landmarks Commission
and members of the community. The level of detail and discussion associated with this
Citywide Historic Context Statement is due in part to the inclusion of historical context
statements for neighborhoods not identified in previous City HRI surveys. The contract
modification also provides funding for ARG’s property -specific research and preparation
of an inventory/database and Historic Resources Inventory Report specific to the
Downtown Community Plan Area. This analysis, while part of the overall Citywide HRI
update, prioritized this work in the schedule and provided staff with a description of the
4 of 4
survey area, previous designations and surveys, scope, methodology, and summary of
findings that includes only properties within the Downtown Community Plan Area. This
work product provided the most current information about potential and designated
historic resources in the Downtown to inform the planning efforts to formulate the
comprehensive historic preservation strategy for the final public draft DCP.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Architectural Resources Group,
Incorporated is in the amount of $40,800, for an amended co ntract total not to exceed
$295,285. Funds are available in the FY 2017 -2018 budget in the Planning and
Community Development Department. The agreement will be charged to account
01266.555060.
Prepared By: Roxanne Tanemori, Principal Planner
Approved
Forwarded to Council
Attachments:
A. ARG 2nd Amendment Budget Scope of Work
B. ARG -Oaks_2017
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Group 1 /1
REFERENCE:
Modify Agreement No.
10087
(CCS)