Amendments to Contracts for General Plan Implementation Services City Council Meeting April 24, 2017

Background On February 6, 2017 City Council authorized the City Manager to enter into contracts with PlaceWorks, 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 In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Request for Proposals (RFP) 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 Staff reviewed proposals and rated each category of service based on the criteria established in the RFP Criteria Points Experience 25 Project Approach Staffing of Project/Ability to Perform 20 Project Understanding 15 Best Value/Cost Effectiveness 5 Local Pasadena Business Small/Micro Business Preference Total 100 The City issued a RFP for GP implementation services in May of 2016 and received submissions from nine firms. In September, interviews with all 9 firms were conducted to further clarify the scope of work. For example, staff clarified that the program’s outreach efforts would build off the GP work; staff also clarified that the background analysis should focus on policy and zoning inconsistencies, staff also shared with them that the specific plans would be grouped. Firms were given the option to resubmit proposals based on the more refined and clarified scope of work. Staff reviewed written proposals and rated each one based on the established criteria stated in the RFP. Firms were rated on 7 categories: their experience; firms could get up to (25) points based on their technical experience and prior work experience on similar projects second criteria worth 25 points was how the implementation of the GP would be achieved within 3 years (25) staffing of the project and availability and capability to accomplish the work within the program’s timeframe (20) overall project understanding, familiarity with project objectives and the scope of work (15) Firms ability to effectively perform the scope of work and cost effectiveness (5) & 5 points each if a firm was local and/or a small business (5 each) A list of all the firms that submitted proposals and their scores is included in the report as an attachment. ------------ Notification – (big picture reach) Over 1,500 contacts were notified (email blast) through PlanetBids of the RFP. Of the contacts in the PlanetBids database who were notified of the RFP over 130 of them self-identified as being local.  Prospective Bidders – (download of RFP and materials) 80 prospective bidders downloaded the original RFP with 68 of them later downloading additional materials posted to the RFP (Q&A – Addendum which shows the level of interest over time).

Competitive Bidding vs. Selection 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

Rankings of Firms by Category

Background 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 In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Background Consequently, staff recommends redistributing this work to the three other consultants: PlaceWorks - specific plan, planning and urban design, and environmental analysis services; Moule & Polyzoides- for 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. In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Recommended Modified Scope of Work PlaceWorks 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 In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Recommended Modified Scope of Work 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 PlaceWorks 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 In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Recommended Modified Scope of Work 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 In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Public Engagement Process & Schedule In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Public Engagement Process & Schedule 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 Periodic Commission and Council updates In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

Recommendation to Council (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 PlaceWorks 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 for 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. It is recommended that the City Council: Authorize the City Manager to enter into contracts, without bidding pursuant to City Charter Section 1002(f) professional or unique services, with the following firms for General Plan Implementation services: Placeworks for an amount not to exceed $2,079,999 for specific plan, planning and urban design, and environmental services Opticos for an amount no to exceed $2,302,434 for specific plan, form based coding and development regulations, and planning and urban design services Moule & Polyzoides for an amount not to exceed $899,999 for planning and urban design services MIG for an amount not to exceed $275,000 for public outreach services

Recommendation to Council (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 It is recommended that the City Council: Authorize the City Manager to enter into contracts, without bidding pursuant to City Charter Section 1002(f) professional or unique services, with the following firms for General Plan Implementation services: Placeworks for an amount not to exceed $2,079,999 for specific plan, planning and urban design, and environmental services Opticos for an amount no to exceed $2,302,434 for specific plan, form based coding and development regulations, and planning and urban design services Moule & Polyzoides for an amount not to exceed $899,999 for planning and urban design services MIG for an amount not to exceed $275,000 for public outreach services

Fiscal Impact 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 The proposed contracts total in aggregate approx. $5.5 million and are to be funded by awarded grants and the Building Fund. The awarded grants include a grant from the Los Angeles Metropolitan Transportation Aurhotiry in the amount of $1.5 million and from the SGC in the amount of nearly $400,000. The remainder of the expenditures come from the Building Fund ($3,657,448). 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 ---------- Just a side note explanation on the $2.2 in our account now. There’s really $2.3 million but I deducted the contract amount for Rincon’s work on the Climate Action Plan. Sorry I couldn’t remember that at first. I wanted to make sure if I don’t attend tonight someone else has that information.

City Council Meeting April 24, 2017 Amendments to Contracts with PlaceWorks, Moule & Polyzoides, and MIG for General Plan Implementation Services City Council Meeting April 24, 2017

Work Program Organization 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 In order to complete the work program in three years, the Specific Plans were grouped geographically by area of common character and needs so that efficiencies could be realized through coupling of work efforts. This map illustrates the 3 geo areas: Northwest (lincoln, fair oaks/orange grove, and N lake); Central (east colorado, so fair oaks, and central district); and E Pasadena (Lamanda Park, and E Pasadena). The grouping of the SPs would allow mutliple plans to get updated simultaneously while still providing for specific considerations of implementation options and direction. This grouping would allow the city to max efforts and resrouces available and focus its efforts on creating tailored development regulations for individual specific areas and bring them into conformance with the General Plan.

Rankings of Firms by Category

Rankings of Firms by Category

Rankings of Firms by Category Consultant Firm: Opticos / Moule & Polyzoides

Rankings of Firms by Category

Rankings of Firms by Category