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HomeMy WebLinkAbout1999-03-09 - AGENDA REPORTS - RRM DESIGN GROUP APPROVAL (2)AGENDA REPORT City Manager Approva /q7"�'Item to be presented by: Lisa Hardy CONSENT CALENDAR DATE: March 9, 1999 SUBJECT: AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH RRM DESIGN GROUP TO PREPARE THE CITY BEAUTIFICATION MASTER PLAN DEPARTMENT: Planning & Building Services RECOMMENDED ACTION City Council to authorize the City Manager to enter into a professional services agreement between the City and RRM Design Group to prepare the City Beautification Master Plan, for a total contract amount not to exceed $100,000.00. During the 1998-99 budget process, the City Council appropriated $50,000.00 from Landscape Maintenance District No. 7515-8001, Area -Wide 1 and $50,000.00 from the Planning Division Professional Services Account No. 3120-8110 to fund the preparation of the City Beautification Master Plan. BACKGROUND The above referenced project was initiated in 1998 by a concern from Councilmember Klajic regarding the clean-up of existing freeway on- and off -ramps along State Route 14. In response to this concern, staff determined that a master plan should be in place to guide the selection and placement of a broad range of streetscape improvements before initiating case-by-case improvements along the City's rights-of-way. In May 1998, City Council authorized staff to proceed with the preparation of the City Beautification Master Plan. During the 1998-99 budget process, the City Council appropriated $50,000.00 from Landscape Maintenance District No. 7515-8001, Area - Wide 1 and $50,000.00 from the Planning Division Professional Services Account No. 3120-8110 to fund the preparation of the City Beautification Master Plan. City staff recommends that the City Council direct the City Manager to enter into a professional services agreement between the City and RRM Design Group to prepare the City Beautification Master Plan. RRM Design Group was the highest rated firm of the four firms interviewed by City staff for the preparation of the Master Plan. A total of 10 firms submitted a response to the City's Request for Qualifications. The cost for preparing the document will not exceed $100,000.00. City staff will administer the contract with the consultant. The preparation of the City Beautification Master Plan is expected to extend over a one-year period, approximately. APPROWED AgendaItem: The scope of work for the City Beautification Master Plan is intended to address the design and long-term maintenance of basic streetscape elements that have a significant effect on the City's physical environment and the public's experience of that environment. The goal of the City Beautification Master Plan is to develop a creative and 'comprehensive design program for major roadway and public space elements including lighting, signage, primary and secondary entryways, landscaping, and street furniture. The purpose of this program is to develop a City identity while maintaining individual community character through high quality design of the City's public spaces. Such a program would not only contribute to the City's visual resources and overall physical environment, but would eliminate the use of inappropriate materials and piecemeal installation of elements in the public right-of-way. The City has a rich, colorful history and a variety of natural features tied to the development and physical setting of the communities of Newhall, Canyon Country, Saugus and Valencia. For this reason, it is important that this comprehensive, city-wide design program also be flexible to reflect the individual character of the City's four communities. ALTERNATIVE ACTIONS There are no alternative actions as identified by staff. FISCAL IMPACT Preparation of the City Beautification Master Plan will require City funds in the amount of $100,000.00. During the 1998-99 budget process, the City Council appropriated $50,000.00 from Landscape Maintenance District No. 7515-8001, Area - Wide 1 and $50,000.00 from the Planning Division Professional Services Account No. 3120-8110 to fund the preparation of the City Beautification Master Plan. This will have a fiscal impact to the City's budget. ATTACHMENTS 1. Scope of Services for the Preparation of the City Beautification Master Plan 2. Statement of Qualifications (provided in reading file) council \ cbmpar.doc RRM DESIGN GROUP Architecture • Planning • Engineering • Surveying • Interiors • Landscape Architecture City of Santa Clarita Beautification Master Plan Scope of Services February 10, 1999 Phase 1 Learning About the Community A. Review Existing Data RRM will review data relative to the development of the Beautification Master Plan, including design guidelines, and the implementation and maintenance issues relative to this master plan. This data may include existing Specific Plans, the City's Unified Development Code, architectural design guidelines, historical review, and any other information of importance to this project. Work Product: • Review existing data • Develop data needs list, if necessary B. Kickoff Meeting and City Tour RRM will meet with City staff to review the scope of work, identify project milestones, discuss roles, establish a project contacts list, and discuss the overall project schedule. This meeting will allow City staff to brief RRM on important issues and enable us to conduct a site tour to photograph, make field notes, and become familiar with the project area. Work Product: Prepare for and attend kickoff meeting and City tour • Photos and field notes will be part of project context map and opportunities and constraints map C. Stakeholders Interviews RRM will conduct interviews with selected property owners, merchants, City staff, and other key stakeholders in the area including the Chamber of Commerce, City Council Members, etc. These interviews will help the project team gain insight on issues that are important to the creation of the Beautification Master Plan. Interviews will likely be conducted in small groups (two to three persons) in 30 minutes to one-hour time periods throughout a workday. Work Product: • Prepare for and conduct stakeholders interviews • Record notes and brief staff City of Santa Clarita Beautification Master Plan Scope of Services D. Prepare Regional Context Map A context map of the City of Santa Clarita will be prepared to illustrate the individual communities, major connecting thoroughfares, open space systems, gateways, viewsheds, and existing road network. This map will be used at community meetings and in the final master plan document. RRM will use existing digital mapping data from the City to prepare this map. Work Product: • Prepare regional context map E. Opportunities and Constraints Map and Photo Board This exhibit will be prepared to help identify strengths, weaknesses, opportunities, and constraints that exist in Santa Clarita relative to citywide beautification. This map will be used throughout the process and will include photos of existing streetscapes, gateways and entries, fences, medians, street trees, and key intersections, etc., keyed to various locations. Work Product: • Prepare opportunities and constraints exhibit Phase 2 Discovering a Unifying Theme for Santa Clarita F. Information / Example Presentation RRM will gather examples of how other cities have addressed a "Unifying theme". These examples may include signage, streetscapes, logos, gateway features, street trees, street furnishings, and other elements that have been used to create a unifying theme. This will be presented at the first focus group meeting to stimulate discussion and get feedback from the focus group. Work Product: • Presentation of photo examples and other graphics to illustrate unifying elements by other cities G. Focus Group / Workshop #1 RRM will assist the City in conducting an interactive workshop with the focus group and other interested community members. RRM and City staff will identify potential attendees. The purpose of this workshop is to present project goals to the community and gather additional input. At this workshop, we will conduct a visioning exercise that will identify issues, opportunities and constraints that should be addressed during this planning effort. Work Product: • Preparation for and attendance at focus groups and workshop • RRM will assist staff in preparing meeting notices and agenda • Staff will arrange for meeting room and facilities • RRM will prepare results of workshop City of Santa Clarita Beautification Master Plan Scope of Services H. Defining Contents of Citywide Guidelines RRM will work closely with City staff to define the contents and framework of the citywide guidelines and produce an outline for the document. This will include defining the hierarchy of streets and gateways, and deciding on what elements to include as part of the citywide guidelines verses what elements to include as a part of the individual community design guidelines. Work Product: • Prepare outline and mock-up layout of citywide Beautification Guidelines I. Citywide Beautification Guidelines — Screencheck Draft Utilizing the information collected from previous tasks, the citywide Beautification Guidelines will be drafted. "Citywide" guidelines will be the first chapter of the Beautification Master Plan to be followed by guidelines for individual communities. The citywide guidelines will include design direction on such unifying elements as landscaping, view corridors, gateway, logos, streetscape elements, furnishings, signage, and other design criteria that will help unify the City of Santa Clarita. This document will be a user-friendly document with graphics, photographs, and sketches to accompany the text. Work Product: • Prepare a screencheck draft of the citywide Beautification Guidelines • RRM will deliver ten (10) copies of screencheck draft J. Staff Meetings RRM will meet with City staff up to two (2) times during Phase 2 to review the results of the previous tasks including interviews, workshops, draft Beautification Guidelines outline, guideline document, and to discuss future tasks. Work Products: • Prepare for and attend two (2) meetings in Santa Clarita with staff K. Revisions and Response to Staff Input — Administrative Draft of the Beautification Guidelines After meeting with staff and reviewing the citywide Beautification Guidelines document, RRM will revise and respond to staff suggestions for the document. An administrative draft of the guidelines will be prepared and submitted. Work Product: • Prepare revisions and delivery of ten (10) copies of administrative draft guidelines Phase 3 Defining Community Identities L. Community Group Meetings / Public Workshops RRM Design Group will meet with existing community groups within each of the four individual communities. These meetings will be used to present the camera survey results, identify individual community visions, identify visual opportunities, and identify the essence / character City of Santa Clarita Beautification Master Plan Scope of Services of each community. Workshops will also explore identifying features and historical themes in each community that may help to define a sense of place. Work Product: • Prepare for and attend four (4) workshops including notices, agendas, workshop exercises, materials, conduct meetings, and provide brief summary of workshop results M. Defining Content of Community Guidelines Working closely with City staff, RRM Design Group will prepare a detailed outline of the four (4) individual community beautification guideline documents. This outline will identify the content and organization of the community guidelines and will enable design team and staff to select the best method of communicating recommendations. This assumes some consolidation of workshops to reduce travel time. Work Product: • Prepare an outline and mock-up layout of community guidelines N. Community Beautification Design Guidelines -- Screencheck Draft After working with City staff to establish the documents outline, RRM Design Group will prepare a preliminary draft of the Beautification Guidelines for each community. The community guidelines will be prepared as a chapter within the overall Beautification Master Plan. Each individual community will have its own chapter describing its unique identity and recommendations for achieving it. The document will identify recommended design guidelines for landscaping, streetscape, lighting, banners, colors, fencing, signage, logo / image, gateway treatments, intersection treatments, street cross sections, and other street design criteria that will help identify the individual communities. Work Product: • Prepare a screencheck draft of the community, four (4) Beautification Guidelines, one for each community • RRM will deliver ten (10) copies of the screencheck draft O. Perspective Sketches RRM will prepare up to eight (8) perspective sketches of conditions at key locations in Santa Clarita representing conditions "after" guidelines are used. RRM Design Group will coordinate with City staff to choose the appropriate locations for sketches. These sketches will be integrated into the Beautification Guideline document. Work Product: • Prepare up to eight (8) perspective sketches illustrating "after" condition • Sketch will be black and white for inclusion in document • Colored sketches will be made for presentation purposes P. Staff Meetings RRM Design Group will have up to two (2) meetings with City staff to review work to date and to review contents of the community Beautification Guidelines. Work Products: • Prepare for and attend two (2) meetings in Santa Clarita 0 City of Santa Clarita Beautification Master Plan Scope of Services Q. Revisions to Draft Guidelines — Prepare Administrative Draft After meeting and communication with City staff, RRM will revise the draft Beautification Guidelines responding to staff's suggestions for the document. Work Product: • Prepare an administrative draft of community Beautification Guidelines • RRM will deliver ten (10) copies of administrative draft R. Material for Existing Publication RRM Design Group will assist the City staff in preparing articles, graphics, and results of the ongoing process of the Beautification Master Plan. These materials will be integrated into the existing City and/or community publications and mailed out by the City. Work Product: • RRM will prepare up to four (4) articles at strategic points during this project • RRM will coordinate with staff, prepare articles and graphics for inclusion in existing publications City of Santa Clarita Beautification Master Plan Scope of Services Phase 4: Implementation Plan S. Identifying Projects, Priorities, Costs, and Funding Sources From the recommendations in both "citywide" and "community" guidelines, RRM and City staff will identify specific projects that can be undertaken to begin implementing the plan. Each "project" will be further analyzed to describe specific improvements and action items, associated "ballpark" capital and maintenance costs, and potential funding sources. Once a list of projects and costs has been created, City staff and RRM will create a draft priority list. This list can be presented to community groups and decision -makers for deliberation and ratification and ultimately make its way to the City's CIP. Work Product: • Prepare list of projects, identify components (improvements and action items) of each project, estimate ballpark costs, and identify potential funding sources • Analysis will be prepared in spreadsheet format for ease in manipulation and refinement • One (I) draft will be prepared for staff comment prior to review and priority setting T. Policy Review In order for the Beautification Master Plan to be implemented, a thorough review of all existing City policies that may be affected is required. Policies pertaining to design, design review, street trees, landscaping, signs, fences and walls, parking, etc., will need to be reviewed to ensure consistency. Policies related to historic districts, specific plan areas, and annexation areas will be evaluated. Consideration of ongoing efforts such as the Canyon Country and Saugus Surveys, and the New Hall Redevelopment Area will be given throughout this project. The results and relevant information from these efforts will be reviewed and incorporated into the Beautification Master Plan where appropriate. RRM will also review existing design guidelines and make recommendations for refinements (if necessary) to achieve greater consistency with proposed Beautification Master Plan. Where existing policies pertaining to those above, and others are in conflict with recommended beautification plan, modifications to either existing policy or recommended guidelines must be made. RRM will also explore potential incentives that may be used to encourage private property owners to make improvements to their property pursuant to existing design guidelines. With staff participation, a list of incentives will be developed for presentation to decision -makers. Work Product: • RRM will assist staff in reviewing existing policies and identify potential modifications, if necessary, to either policy text or beautification recommendation • RRM will review existing design guidelines for consistency with beautification recommendations and identify potential modifications to design guidelines or beautification plan, if necessary • RRM will review other ongoing efforts and incorporate (where appropriate) relevant material • RRM will prepare potential list of private property incentives for review with City staff 0 City of Santa Clarita Beautification Master Plan Scope of Services U. Public Hearings Following the preparation of a hearing draft of the Beautification Master Plan, consisting of citywide and community guidelines and implementation recommendations, RRM will prepare for and attend up to two (2) public hearings. Work Product: • Prepare for and attend two (2) public hearings as required by City staff • RRM will prepare presentation and materials and attend hearings • RRM will prepare twenty (20) copies of complete hearing draft beautification plan for use at public hearings. V. Prepare Final Documents Upon approval of Beautification Master Plan, RRM will prepare a final document including modifications as recommended by decision -makers. Work Product: • Prepare final Beautification Master Plan including final revisions • One (1) camera-ready original and one (1) complete digital version (Word /Pagemaker) W. Project Management Throughout the Beautification Master Plan, RRM will provide client and community coordination and project management tasks including correspondence, scheduling of work, meeting and workshop logistics, teleconferences, etc. Work Product: Ongoing project management c/xp98089k11r-Scope2 7 R v Q Y C W 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 69 64 69 '3Iz ~ .O o s 64 69 fR FA Hj 69 69 M V1 .-i O N b 69 fR 69 69 H3 ti V3 V? 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