Planning Community Development Department Amendments to Contracts for

Planning & Community Development Department Amendments to Contracts for General Plan Implementation Services City Council Meeting April 24, 2017

Background Planning & Community Development Department • On February 6, 2017 City Council authorized the City Manager to enter into contracts with Place. Works, Opticos, Moule & Polyzoides, and MIG to assist with the implementation of the General Plan following a competitive selection process through a Request for Proposals • General Plan implementation work program: > Timeline: Three year work effort > Budget: Total aggregate amount not to exceed $5, 557, 433 > Scope of Work: § Develop new citywide Zoning Districts § Update each Specific Plan § Modify citywide Design Guidelines 2

Request for Proposals (RFP) Planning & Community Development Department • In May 2016 the City issued an RFP with scope of work to competitively seek out consultants to perform General Plan Implementation services • Proposals were due in June 2016 • City received submissions from nine (9) firms • Interviews were conducted with all 9 firms in September to clarify scope of work and firms were allowed to re-submit proposals Criteria Points Experience 25 Project Approach 25 Staffing of Project/Ability to Perform 20 Staff reviewed proposals and rated each category of service based on the criteria established in the RFP Project Understanding 15 Best Value/Cost Effectiveness 5 Local Pasadena Business 5 Small/Micro Business Preference 5 • 3 Total 100

Competitive Bidding vs. Selection Planning & Community Development Department • Competitive Bidding PMC 4. 08. 045 - used to procure labor, materials and supplies in excess of $25, 000 (ex. tree trimming, vehicle purchases and construction work). > Competitive Bidding is a price only selection process where contract award is to lowest Responsive and Responsible bidder. • Competitive Selection PMC 4. 08. 047 - process whereby various criteria are used to determine which proposer offers the City the overall best value (ex. studies and professional services). > Professional service firms shall be evaluated and determined on the basis of demonstrated competence and professional qualifications necessary for satisfactory performance of services required. • Competitive Selection process was followed based on type of services the City is procuring 4

Rankings of Firms by Category Planning & Community Development Department 5

Background Planning & Community Development Department • In discussion with Opticos, staff and consultant were not able to reach consensus on contract terms and scope of work > Opticos’ approach to scope of work was not easily adaptable to the needs of Pasadena § The General Plan Implementation workprogram includes staff driving schedule and managing the workplan and this was inconsistent with Opticos’ approach § Opticos wasn’t able to accommodate updating all 8 Specific Plans at once given their resources and approach 6

Background Planning & Community Development Department • Consequently, staff recommends redistributing this work to the three other consultants: > Place. Works - specific plan, planning and urban design, and environmental analysis services; > Moule & Polyzoides- form based coding and development standards and planning and urban design services; > MIG - public outreach services • This action will enable the project timeline to continue as expected and is in the overall best interest of the City. 7

Recommended Modified Scope of Work Planning & Community Development Department Place. Works • Original scope of work consisted of the following: > Updating all of the existing specific plans, focusing on revising the plan text, and creating a new specific plan for Lamanda Park > Conducting the environmental analysis for the entire work program • Contract was originally for an amount not to exceed $2, 079, 999 • Modified scope of work consists of the following: > Original scope of work > Conducting background research and analysis > Collaborating with Moule & Polyzoides to develop new citywide zoning districts and updating all of the specific plan development regulations • Contract for the modified scope of work is for an amount not to exceed $3, 006, 003, an increase of $926, 033 for the added scope of work 8

Recommended Modified Scope of Work Planning & Community Development Department Moule & Polyzoides • Original scope of work consisted of the following: > Documenting and analyzing the City’s building typologies > Preparing design guidelines for each of the specific plans > Consolidating the citywide design guidelines • Contract was originally for an amount not to exceed $899, 999 • Modified scope of work consists of the following: > Original scope of work > Developing new citywide zoning districts > Collaborating with Place. Works to update all of the specific plans development regulations, utilizing form based code development principles • Contract for the modified scope of work is for an amount not to exceed $2, 153, 756, an increase of $1, 253, 757 for the added scope of work 9

Recommended Modified Scope of Work Planning & Community Development Department MIG • Original scope of work consisted of the following: > Developing an interactive website for the program > Producing an online mapping and survey tool > Developing a social media campaign • Contract was originally for an amount not to exceed $275, 000 • Modified scope of work consists of the following: > Original scope of work > Preparing a more comprehensive and cohesive public engagement and social media strategy > Conducting specialty outreach to high schools, youth groups, and Pasadena City College to establish youth ambassadors program > Providing translation services in Spanish • Contract for the modified scope of work is for an amount not to exceed $389, 400, an increase of $114, 400 for the added scope of work 10

Public Engagement Process & Schedule Planning & Community Development Department 11

Public Engagement Process & Schedule Planning & Community Development Department Ø Three Phase Process: (1) Program Launch (2017) • • Kick-off open houses citywide Analysis of existing conditions, and issues and opportunities (2) Plan Development (2018 -2019) • • Multiple rounds of public workshops in each specific plan area Development of updated specific plans and development regulations, design guidelines, and citywide zoning districts (3) Plan Adoption (2019 -2020) • Finalization of plans and public hearings Ø Periodic Commission and Council updates 12

Recommendation to Council Planning & Community Development Department (1) Find that action proposed is not a project subject to CEQA as defined in Section 21065 of CEQA and the State CEQA Guidelines Section 15060 (c)(2), 15060 (c)(3), and 15378 (2) Authorize amendments to the following contracts as followed: > Increase the not to exceed amount of Contract No. 30819 with Place. Works by an amount of $926, 033, for a new amount not to exceed $3, 006, 032 for specific plan, planning and urban design, and environmental services; > Increase the not to exceed amount of Contract No. 30824 with Moule & Polyzoides by an amount of $1, 253, 757, for a new amount not to exceed $2, 153, 756 form based coding and development standards and planning and urban design services; and > Increase the not to exceed amount of Contract No. 30820 with MIG by an amount of $114, 400, for a new amount not to exceed $389, 400 for public outreach services. 13

Recommendation to Council Planning & Community Development Department (3) To the extent this could be considered a separate procurement subject to the Competitive Selection process, grant the contracts an exemption pursuant to Pasadena Municipal Code (PMC) Section 4. 08. 049(B), contracts for which the City’s best interests are served 14

Fiscal Impact Planning & Community Development Department • Proposed contracts, as recommended, total in aggregate $5, 549, 188 are within the originally authorized contract amount • Contracts are to be funded by awarded grants and the Building Fund: > Metro Grant $1, 500, 000 > SGC Grant $399, 985 > Building Fund $3, 649, 203 • Funding for this action will utilize existing FY 2017 budgeted appropriations of $2, 249, 428 in the Community Planning Consultant Services account • Appropriations in subsequent years for contract costs will be authorized through the City’s budget process 15

Planning & Community Development Department Amendments to Contracts with Place. Works, Moule & Polyzoides, and MIG for General Plan Implementation Services City Council Meeting April 24, 2017

Work Program Organization Planning & Community Development Department • In order to maximize efficiencies and resources, the City’s Specific Plans were grouped geographically by common character and needs • The following map illustrates the three geographic areas: > Northwest § Lincoln Avenue § Fair Oaks/Orange Grove § North Lake > Central § Central District § East Colorado § South Fair Oaks > East Pasadena § Lamanda Park 17

Rankings of Firms by Category Planning & Community Development Department 18

Rankings of Firms by Category Planning & Community Development Department 19

Rankings of Firms by Category Planning & Community Development Department Consultant Firm: Opticos / Moule & Polyzoides 20

Rankings of Firms by Category Planning & Community Development Department 21

Rankings of Firms by Category Planning & Community Development Department 22