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SR 10-09-2018 3N City Council Report City Council Meeting: October 9, 2018 Agenda Item: 3.N 1 of 6 To: Mayor and City Council From: David Martin, Director, Transportation Planning Subject: Award Contract for A Needs Assessment Study for the Third Street Promenade Recommended Action Staff recommends that the City Council: 1. Award RFP #2537 to Rios Clement Hale Studios (RCHS) a California-based company, to provide a Needs Assessment study for the Third Street Promenade. 2. Authorize the City Manager to negotiate and execute a professional services agreement with RCHS, in an amount not to exceed $330,000 (in cluding a 10% contingency). 3. Authorize the City Manager to enter into a cost-sharing agreement with Downtown Santa Monica Inc. for an amount up to $100,000 Summary Since the current iteration of the Third Street Promenade was constructed in the 1980s, it has been the dynamic heart of our Downtown. In addition to locals, it has attracted visitors from around the world, and has been a main factor in the success of Santa Monica’s local economy. After almost three decades, the Promenade’s continued success depends in part on refreshed infrastructure. To this end, the City requested proposals from professional design teams to prepare a strategic action plan to ensure we reinvest in the Promenade so that it continues to flourish and remain relevant. The proposed study requires coordination across a range of urban design, place -making, economic development and engineering disciplines to realize both short - and long-term goals of revitalizing the Promenade. Staff recommends an urban design team led by Rios Clementi Hale Studios (RCHS), a California-based company, for the Third Street Promenade Needs Assessment at a total cost of $330,000 over a one -year period (including a 10% contingency). Up to $100,000 of that total will be funded by 2 of 6 Downtown Santa Monica Inc. Staff anticipates a six-month planning process, with public outreach beginning December 2018. Discussion In the late 1980s, City leaders and property owners on the Third Street Mall had the foresight to invest in creating the experiential public space in cluding renovation of the public right-of-way and other streetscape. In 1989, after a two-year $10-million renovation project, the three-block-long, Third Street Mall reopened as the Third Street Promenade and quickly became a place for people to gather, walk around, and enjoy outdoor cafes, restaurants, shops and live entertainment. It has also become a significant contributor to the City’s economic base and urban identity. However, with the exception of the recent refurbishment of the six topiary dinosaurs (4 fountains), the Promenade has not seen any significant investment in its physical infrastructure beyond routine maintenance over the past three decades. Recognizing this, and the changing retail, entertainment, dining landscape brought on by online - retailers, streaming video, and “fast-casual” restaurants, the Downtown Community Plan called for two specific implementation actions related to the Promenade:  “PPS4.3A Continue to work with DTSM, Inc. to evaluate the necessary upgrades to the Third Street Promenade” and  “PPS4.3B Evaluate and prioritize necessary capital improvement and infrastructure upgrades to the Third Street Promenade.” Additionally, in the FY2016-18 Biennial Capital Improvement Program Budget the City budgeted funds for a “Third Street Promenade Needs Assessment” for the “preparation of a needs assessment report for the Third Street Promenade. This project aims to identify areas for improvement and develop a multiyear implementation plan.” On April 18, May 1, and May 15 of 2018, Downtown Santa Monica Inc. (DTSM) hosted a series of public meetings under the title “Promenade 3.0” to discuss the future of the Third Street Promenade and to collect community feedback for possible design and 3 of 6 infrastructure upgrades. Roughly 50 community members attended each of the three meetings and shared what they would like to see on the street. On June 6, 2018, the Planning Commission participated in a recap of the DTSM workshops through a walking tour of the Promenade and discussion about the future of urban retail environments, further setting the stage for the current “Promenade 3.0” planning effort. Rios Clementi Hale Studios (RCHS) a Los Angeles-based design firm, known for Grand Park in Downtown Los Angeles, the Runway in Playa Vista, renovations of the Hollywood Bowl and Universal Studios, and within Santa Monica, Airport Park and Euclid Park, will lead the recommended consultant team. RCHS is supported by Gehl Architects, an internationally known planning firm that specializes in a metric-based survey of public life in locations around the world from Copenhagen, Moscow, New York Times Square, Nashville, Denver, and San Francisco. The team also includes KPFF and MGAC, providing civil engineering and cost estimating support, respectively. The proposed scope of work, to unfold over six months, will create a strategic action plan for reinvesting in the Promenade’s physical infrastructure. The core effort for the study is to develop a pedestrian-only streetscape configuration complemented by a range of innovative strategies for improving the character and functionality of the Promenade. This task involves identifying a preferred conceptual design that helps revitalize the Promenade as a walking and shopping corridor that continues to meet community and stakeholder expectations. The final product should provide conceptual- level details suitable for use on a planning level as a guide for implementation of the desired infrastructure featured in the concept plan, and as a basis of design for future capital improvement projects along the Promenade. Specifically, the RCHS team will:  Survey public life on the Promenade utilizing Gehl Architect’s “Public Space / Public Life” (PS/PL) study methodology.  Index the PS/PL data against other great public spaces aro und the world.  Utilize the PS/PL data to provide recommendations for the following tasks: 1. Reparation / replacement of concrete sidewalks. 4 of 6 2. Reparation / replacement of pavers in “street” locations (between curb lines). 3. Installation of new bollards and/or planters at intersections (for pedestrian control and safety). 4. Replacement of existing light fixtures with newer modernized light fixtures including the possibility of installing “smart poles”. Smart Poles shall include items such as, but not limited to, ability to implement WiFi, phone charging, security features such as cameras and panic buttons, lighting control, environmental sensors, messaging and marketing, etc. 5. Replacement of existing trash receptacles with new trash receptacles. 6. Removal / replacement of existing benches with mobile and movable sit-down facilities. 7. Installation of decorative pavement types at Arizona intersection (commensurate with Broadway and Santa Monica intersections). 8. Removal of two Retail Pavilions (adjacent to Santa Monica Blvd and Arizona Ave) and replace with stages and/or play areas and/or landscaped groves and/or other activity features. Also, make recommendations for lighting and installation of “splash fountains” around the new event areas. 9. Installation of outdoor dining “beer gardens” within various “street” locations (one option could consist of raised wood deck surfaces with additional landscaping). 10. Installation of shade sails over portions of promenade (preferably fastened to new “smart poles”). Consultant Selection RFP Data RFP Posting Date RFP Posted On RFP Advertised in (City Charter and Muni Code) # of Vendors Downloaded # of Submittals Received Date Proposals Received 04/23/2018 City’s Online Bidding Site Santa Monica Daily Press 106 3 05/24/201 8 Proposals Received Rios Clementi Hale Studios 5 of 6 ARUP DesignWorkshop Justification for Award A selection panel of staff from the Planning, Engineering, Economic Development, Cultural Affairs divisions and Downtown Santa Monica Inc, evaluated the proposals based on the following criteria: proposer’s previous experience with similar projects with other cities, quality and thoroughness of the proposer’s project work plans and timelines, experience of the proposer’s key personnel, proposer’s references, and cost. Based on this criteria and the criteria in SMMC 2 .24.073, staff recommends RCHS because the firm submitted a proposal that met all required criteria. Next Steps The RCHS team will develop and deliver a City approved, community supported, and technically vetted strategic design plan for the revitalization of Third Street Promenade. Staff anticipates a six-month planning process, with public outreach beginning December 2018. Financial Impacts and Budget Actions Staff seeks authority to award a contract with Rios Clementi Hale Studios is for an amount not to exceed $330,000 (including a $30,000 contingency). Downtown Santa Monica Inc, has agreed to fund the Gehl subcontract to an amount not to exceed $100,000 through a cost-sharing agreement with the City, which will need to be executed separately through the City Manager’s Office. Award of the contract requires the following budget changes: FY 2018-19 Budget Changes Release Funds Appropriate Funds Account Number(s) Amount Account Number(s) Amount 01.380246 $92,500 C0107080.689000 $92,500 Total $92,500 Total $92,500 6 of 6 Contract will be charged to the following accounts: Contract Request Amount FY 2018-19 Budget CIP Account # Total Contract Amount $230,000 C0107080.689000 $230,000 Prepared By: Alan Loomis, City Urban Designer Approved Forwarded to Council Attachments: A. Rios Clementi Hale Studios Oaks Form REFERENCE: Agreement No. 10769 (CCS)