City Council Meeting: April 8, 2008

Agenda Item: 1-F

To: Mayor and City Council

From: Eileen Fogarty, Director, Planning & Community Development Department

Subject: Contract Amendments for Services Related to the Land Use & Circulation Element of the General Plan, Urban Design Concepts and Design Review Process

Recommended Action

Staff recommends that City Council authorize the City Manager to execute contract amendments with:

1) Raimi + Associates for an amount not-to-exceed $150,000 for services to support staff with coordination, project management and preparation of Land Use & Circulation Element of the General Plan; and

2) The Odermatt Group (Contract #8729) for an amount not-to-exceed $160,000 to provide architectural and planning services for the public workshops, develop the urban design framework for the transportation corridors and provide design review services on major projects.

Executive Summary

The firm of Raimi + Associates is assisting staff in project management to ensure coordinated development of materials and presentations leading to the preparation of the LUCE. The first phase of work performed by Raimi + Associates has included working with staff in preparing background sections for the LUCE and coordinating work products. With the vacancy of key staffing positions, combined with the limited staff resources, Raimi + Associates will be working with staff on project management for preparation of the LUCE through adoption of the final plan, as well as writing specific sections of the plan.

The Odermatt Group is currently developing strategies and guidelines to advance LUCE principals and policies, and provide design review on major projects. The current contract is for a not-to-exceed amount of $245,000, While The Odermatt Group will continue to provide urban design, architectural and planning services, the nature of the work is transitioning. One of the key areas is transit area planning, particularly as related to Exposition Light Rail and integrating urban design concepts with transportation planning for the Boulevards. The Odermatt Group will assist staff in defining opportunities for creating “Complete Neighborhoods” and “Activity Areas,” addressing issues such as pedestrian scale, shared parking, open space, solar analysis and building orientation. Urban form issues including building massing and transitions will be addressed to develop performance criteria as input to a form-based zoning code. The firm will continue to provide ongoing design review services on major development proposals and work to broaden staff’s tools with respect to planning and urban design principals.

The current contract with Raimi + Associates is for an amount not-to-exceed $65,000. The amendment is for an amount not-to-exceed $150,000, bringing the total not-to-exceed contract amount to $215,000. The current contract with The Odermatt Group is for an amount not-to-exceed $245,000. The amendment is for an amount not-to-exceed $160,000, bringing the total not-to-exceed contract amount to $405,000. The contracts will be paid over two budget years, with $210,000 from the Department’s current budget and $100,000 from the FY 08-09 budget, pending approval.

Background

Preparation of the Land Use and Circulation Element (LUCE) of the General Plan has been a priority for Council. Staff is working towards presenting the LUCE Concept Plan to City Council before the end of this fiscal year. The preparation of the document within a short time frame requires considerable organization and oversight to ensure that the components of the document are well integrated and coordinated. The current Raimi + Associates contract (Phase 1) provides for project management and writing technical sections of the plan. This amendment will provide for Raimi + Associates to continue managing production and integration of City staff work as it relates to preparation of the Concept Plan (Phase 2) and the Final Plan (Phase 3).

The Planning and Community Development Department requires this additional assistance due to recent staff vacancies combined with the compressed time frame and the complexity of the LUCE effort. The LUCE management position became vacant near the end of 2007, leaving three staff comprised of an Assistant, an Associate and a Senior Planner dedicated to strategic planning. That staff is responsible for preparing all ordinances and text amendments; addressing ongoing appeals for fences and hedges; preparing and completing the Housing Element; supporting workforce housing and Westside Cities efforts; leading or assisting in the development of neighborhood plans including Ocean Park and Pico Boulevards; and facilitating community outreach. As a result, the Strategic Planning staff is not able to be dedicated full time to the LUCE effort , necessitating use of consultants.

The Odermatt Group will provide a key role in working with the City and the Exposition Construction Authority on aspects of the light rail design as it relates to the City of Santa Monica. This effort will also focus on creating an urban design context for areas adjacent to transit, including the Rapid Bus corridors along Wilshire and the other boulevards. This will entail defining the form, location, access and transitions for buildings as well as shared parking opportunities and siting to maximize solar access. Additionally opportunities for public benefit such as ped/bike easements, wider sidewalks, connecting roadways and open space will be identified. This proactive planning is essential to guide future development and define the expectations for cohesive and coordinated investment in the City. This analysis will also provide the basis for form-based performance criteria.

The Odermatt Group has been hugely successful in helping the City to reshape and provide guidance on a number of the larger projects submitted for development review. The firm will continue to provide ongoing design review services on major development proposals and work with staff to enhance their tools with respect to planning and urban design principals. The consultant will assist staff in formulating urban design/ architectural guidelines for developers to set expectations and ensure that the City obtains the development that will benefit the City. The initial scope of work for the Odermatt Group included working with the Planning and Community Development Department to help structure and provide material for a revised LUCE community-based process and the firm will continue to work with staff.

Discussion

Contractor/Consultant Selection

The Department has developed a list of qualified firms in the areas of urban design, planning, architecture, community facilitation, process implementation and project management through distribution of several Requests for Qualifications (RFQs) to over fifty firms. Twenty-two firms have responded and been put on a qualified list. To date, a total of eight firms have been utilized for various work scopes.

Raimi + Associates (R+A) is a small firm with significant experience working on and managing complex and innovative General Plans throughout the state.  The firm is well known for bringing diverse groups to consensus on challenging projects and creating innovative General Plans that incorporate sustainable development. The firm is currently working for the US Green Building Council on the development of the LEED for Neighborhood Development rating system, as well as developing several Climate Action Plans for California cities.

City Council approved an amendment to the Odermatt professional services agreement on June 26, 2007. The consultant has been a tremendous resource for the City of Santa Monica. The Odermatt Group has successfully developed and implemented plans and strategies that are recognized nationally for their innovative design, environmental responsibility, responsiveness to community needs and viable economics. Mr. Odermatt has assisted jurisdictions such as San Jose in designing and incorporating a light rail system in a way that is sensitive to the City’s urban context. Other examples of projects include the Seattle Central Waterfront Plan, the Palo Alto Downtown Plan, and comprehensive planning for Yosemite National Park, the Golden Gate Recreation Area and Grand Canyon National Park. Mr. Odermatt is a recipient of the Kemper lifetime achievement award from the American Institute of Architects (AIA), which is awarded to one member per year (out of the 80,000 members) and is the highest award an architect can receive.

Budget/Financial Impact

The two contract amendments will be funded over two budget years. An amount of $105,000 of the Raimi +Associates contract amendment will be paid from Account No. 01265.555060 in FY 2007-08 and $45,000 will be appropriated from the FY 2008-09 budget, pending approval, with the contract amendment stating it is contingent upon FY 2008-09 budget approval. An amount of $105,000 of The Odermatt Group contract amendment will be paid will be paid from Account No. 01265.555060 in FY 2007-08 and $55,000 will be appropriated from the FY 2008-09 budget, pending approval, with the contract amendment stating it is contingent upon FY 2008-09 budget approval.

Prepared by:

Ellen Gelbard, Assistant Director, Planning & Community Development Department

Approved:	Forwarded to Council:
Eileen Fogarty Director, Planning & Community Development Department	P. Lamont Ewell City Manager