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HomeMy WebLinkAboutRRM DESIGN GROUP, INC. - 2007-07-16 AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH AND RRM DESIGN GROUP, INC., FOR PLANNING AND URBAN DESIGN SERVICES This Amendment is made and entered into by and between the REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a California a public;body of the State of California, hereinafter referred to as "Agency," and RRM DESIGN GROUP, INC., a California corporation, hereinafter referred to as "Consultant." WHEREAS, Agency and Consultant are parties to that certain agreement, dated July 16, 2009, entitled "Professional Services Contract Between the Redevelopment Agency of the City of Huntington Beach and RRM Design Group, Inc. for Planning and Urban Design Services" which agreement shall hereinafter be referred to as the "Original Agreement," and In June 2008, the Original Agreement was amended to provide additional compensation to the Consultant in the sum of $97,030 for additional services set forth under the amended agreement, and Agency and Consultant again wish to amend the Original Agreement, as amended, to reflect the additional services of Consultant as set forth in Exhibit A, attached hereto and incorporated by this reference, and the additional compensation to be paid in consideration thereof. NOW, THEREFORE, it is agreed by Agency and Consultant as follows: 1. ADDITIONAL WORK Consultant shall provide such additional services as required by Agency as described in Exhibit "A," a copy of which is attached hereto and incorporated by this reference as though fully set forth herein. 08-1578.001/39614 1 2. ADDITIONAL COMPENSATION In consideration of the additional services to be performed hereunder as described in Exhibit A, Agency agrees to pay Consultant an additional sum not to exceed Sixty Five Thousand Dollars ($65,000.00). The additional sum shall be added to the original amount of Five Hundred Eighteen Thousand Five Hundred Forty-Four Dollars ($518,544.00), and the first amendment amount of Ninety Seven Thousand and Thirty Dollars ($97,030.00), for a new total contract amount of Six Hundred Eighty Thousand Five Hundred Seventy Four Dollars ($680,574.00). 3. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers ,92_X, oZoo RRM D SIGN GROUP, NC. REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a public By: body of the State of California print nae ITS: (circle one)Chai an/Preside nt/V' e President 94X11Sr4'=,' � Chairman ND I d By. gency Clerk print name INITIATED AND APPROVED: ITS: role one Secretary/Chief Financial _ Officer sst. Secretary- reasu"— rer` /41Deputy Executiv irector REVIEW APPROVED: ARRROVED AS TO FORM: tive Director C2 Agency Counsel 08-1578.001/39614 2 EXHIBIT A RRM Design Group Since the First Amendment was approved in June 2008, additional services have been necessary to ensure the timely adoption of the DTSP incorporating the Downtown Parking Master Plan and the Environmental Impact Report. It has been the goal throughout the development of the plan to include ample public input. This input has been provided through stakeholders' meetings, community meetings, and meetings with downtown residents, property owners and developers. The original scope of work for RRM Design Group (including the EIR) proposed three (3) staff meetings, one (1) day of individual stakeholder interviews, two (2) community meetings, one (1) City Council Study Session, and four (4) Public Hearings for City Council and Planning Commission. A third community meeting was added in Amendment Number 1. Since the project commenced, the number of community meetings has increased to four, and three additional small group meetings were conducted. Planning Commission Meetings could total seven (7) additional meetings, as well as coordination with the California Coastal Commission to ensure the timely adoption of the DTSP by the City Council and Coastal Commission. 1. Draft Specific Plan - In December 2008, RRM provided a public review draft which incorporated several versions ,of staff comments and changes brought up during the public outreach process. Based upon the 23 public and staff comments received, changes to the draft document were required prior to the current June 12, 2009 Hearing Draft being presented. The original scope had one staff draft DTSP and one public comment DTSP. Prior to the final document being presented to the Planning Commission and City Council for adoption, additional changes and a revised draft will also be requested. During the Planning Commission and City Council Public Hearings, if more changes are required, a fourth and final document will be prepared for Coastal Commission submission. This additional work is outside of the original scope of work. 2. Additional Community Meetings—To ensure that the City received extensive public input, three additional meetings have been conducted to review the draft DTSP's. These included small group meetings with downtown property owners, tenants, and developers. These meetings required the use of the contingency funds for the project. 3. Due to the high level of public interest and the complexity of the DTSP, it is necessary to increase the number of Planning Commission study sessions (from two to seven), prior to the public hearing phase of the project. RRM will continue to coordinate with City staff, Kimley-Horn, and the EIR consultant to prepare for, and conduct, four additional Planning Commission Study Sessions. The additional money requested includes conference calls, creating exhibits and related hand-outs, facilitating the meetings, and necessary follow-up to the questions raised at the meetings. These additional study sessions will allow the consultant team to present the Draft Specific Plan and EIR to the public for their input and comments. 4. Due to the multiple drafts of the DTSP and EIR screen-check documents being prepared, additional reimbursable funds will be required. CITY OF HUNTINGTON BEACH d� Professional Service Contracts �., Purchasing Certification Amendment # 2 1. Date Requested: 9/18/09 2. Contract Number to be Amended: C� 00 7 & 3. Department: Economic Development 4. Requested By: Kellee Fritzal 5. Name of Consultant: RRM Design Group 6. Amount of Original/Prior Contract: $615,574.00 7. Additional Compensation Requested: $65,000.00 8. Original Commencement Date: July 16, 2007 9. Original Termination Date: July 16, 2010 10. Extended Date Requested: n/a 11.Reason for Contract Amendment: Expanded Services with additional compensation 12.Are sufficient funds available to fund this contract? Yes ® No ❑ 13. Business Unit and Object Code where funds are budgeted: 30580101.69325 Departmen ead Signature WRICHAKD AMADRIL Central Services Manager City ®f Huntington Beach 2000 Main Street ® Huntington Beach, CA 92648 OFFICE OF THE CITY CLERIC ° JOAN L. FLYNN CITY CLERK December 2, 2009 RRM Design Group Attn: Erik P. Justesen 3765 South Higuera Street, Ste. 102 San Luis Obispo, CA 93401 Dear Mr, Justesen: Enclosed for your records is a duplicate original of Amendment No. 2 to the Agreement between the Redevelopment Agency of the City of Huntington Beach and RRM Design Group, Inc., for Planning and Urban Design Services. Sincerely, Joan L. Flynn, CIVIC City Clerk JF:pe Enclosure G:followup:agrmtltr Sister Cities: Anjo, Japan • Waitakere,.New Zealand (Telephone:714-536-5227) Council/Agency Meeting Held: o DO Deferred/Continued to: )11LAp rov d onditionall A rove ❑ Denied Cit er gnature Council Meeting Date: 9/8/2009 Department ID Number: 09-19 CITY OF HUNTINGTON BEACH REQUEST FOR REDEVELOPMENT AGENCY ACTION SUBMITTED TO: HONORABLE CHAIRMAN AND AGENCY BERS SUBMITTED BY: FRED A. WILSON, EXECUTIVE DIREC PREPARED BY: STANLEY SMALEWITZ, DEPUTY EXEC IVE DIRECTOR Ile SUBJECT: APPROVE CONTRACT AMENDMENTS FOR KIMLEY-HORN AND ASSOCIATES, INC. AND RRM DESIGN GROUP FOR THE UPDATE OF THE DOWNTOWN SPECIFIC PLAN AND PARKING MASTER PLAN Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Transmitted for Redevelopment Agency consideration is a request for Amendments to the Professional Service Agreement with Kimley-Horn and Associates and RRM Design Group to provide additional requested services for the update to the Downtown Specific Plan and Parking Master Plan. Funding Source: There are adequate funds in the Professional Services (30580101.69300) account. Recommended Action: Motion to: Approve Amendments to the Professional Services Contract Agreement between the City of Huntington Beach Redevelopment Agency and Kimley-Horn and Associates in the amount of $126,000 for additional services and to authorize increasing the total contract fee to $271,453 and approve an Amendment to the RRM Design Group Agreement in the amount of$65,000 for a total contract fee of $680,574. On June 1 both consultants agreed to the ten percent reductions requested by the City/Agency, deducted on each invoice. Authorize the Chairperson and Agency Clerk to sign both Amendments. Alternative Action(s): Deny the Professional Services Contract Amendments between the Agency and Kimley-Horn and Associates and RRM Design Group. REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 9/8/2009 DEPARTMENT ID DUMBER: 09-19 Analysis: The Downtown Specific Plan (DTSP), adopted in 1983, contains provisions that regulate land use and development standards in downtown. The Downtown Parking Master Plan (DPMP), last modified in 2000, is an integral part of the DTSP and establishes the shared parking concept in the downtown core. The purpose of the review and Amendment to the DTSP and DPMP is to update and modify development thresholds established under the most recent Amendment to the DTSP in February 2002. RRM Design Group (RRM) was selected to develop land use provisions and urban design guidelines that support and encourage a mixed-use development community, and prepare the Environmental Impact Report (EIR). The City selected Kimley-Horn and Associates, Inc. to review the traffic and DPMP while utilizing, and potentially expanding, on the "shared use" parking concepts. In the original proposed scope of work, RRM, Kimley-Horn, and H&A (the EIR consultant) made assumptions regarding the number of community meetings, staff meetings and Planning Commission/City Council Meetings, as well as studies, and required back up documentation. However, in the course of the current update, the high level of public participation and the complexity of the project have necessitated additional meetings at an additional cost. In June 2008, the Redevelopment Agency approved a First Amendment to the RRM contract, in the amount of $97,030, to provide a specialized marketing consultant (IMG). IMG was contracted to identify tourist and destination opportunities in the downtown and beach areas and to review the City's existing specific event structure in relation to the City Council's Strategic Plan. The Amendment provided for an Event Marketing Study that could assist the City in becoming an overnight tourism destination, enhancing the economic value to the area without exhausting the current infrastructure. The Amendment required an additional public workshop hosted by RRM/IMG and related reimbursable expenses. Kimley-Horn The DTMP is being incorporated into the DTSP to create one comprehensive document to follow and administer. The original scope of work for Kimley-Horn included two City team meetings and one community workshop. Kimley-Horn has presented at two (2) team meetings, one (1) community workshop, and Study Sessions for both City Council and the Planning Commission. This Amendment spells out their required attendance at the Public Hearings for both the Planning Commission and City Council, meetings with the California Coastal Commission and staff meetings. The Amendment to the Kimley-Horn Agreement also expands the original scope to include the traffic and parking studies, which include: a. Prepare traffic analysis and model runs of Cumulative and Year 2030 peak hour operating conditions at 24 intersections. The original proposal included eight sites; however, to ensure an adequate traffic study for the EIR, the City requested the additional intersections and modeling; -2- 8/27/2009 4:38 PM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 9/8/2009 DEPARTMENT ID NUMBER: 09-19 b. A review of downtown parking fees to create better parking utilization by ensuring that there is adequate parking for customers at the Main Promenade structure; c. Evaluate project network alternatives. These alternatives were expanded during the process, including different configurations: i. Realignment of 6th Street between Orange Avenue and Main Street ii. Closure of Main Street 1. From Orange Avenue to PCH 2. From Orange Avenue to PCH with cross traffic 3. From Walnut Avenue to Olive Avenue d. Report on current parking strategies and how to assist the current parking situation. RRM Design Group Since the First Amendment was approved in June 2008, additional services have been necessary to ensure the timely adoption of the DTSP incorporating the Downtown Parking Master Plan and the Environmental Impact Report. It has been the goal throughout the development of the plan to include ample public input. This input has been provided through stakeholders' meetings, community meetings, and meetings with downtown residents, property owners and developers. The original scope of work for RRM Design Group (including the EIR) proposed three (3) staff meetings, one (1) day of individual stakeholder interviews, two (2) community meetings, one (1) City Council Study Session, and four (4) Public Hearings for City Council and Planning Commission. A third community meeting was added in Amendment Number 1. Since the project commenced, the number of community meetings has increased to four, and three additional small group meetings were conducted. Planning Commission Meetings could total seven (7) additional meetings, as well as coordination with the California Coastal Commission to ensure the timely adoption of the DTSP by the City Council and Coastal Commission. 1. Draft Specific Plan - In December 2008, RRM provided a public review draft which incorporated several versions of staff comments and changes brought up during the public outreach process. Based upon the 23 public and staff comments received, changes to the draft document were required prior to the current June 12, 2009 Hearing Draft being presented. The original scope had one staff draft DTSP and one public comment DTSP. Prior to the final document being presented to the Planning Commission and City Council for adoption, additional changes and a revised draft will also be requested. During the Planning Commission and City Council Public Hearings, if more changes are required, a fourth and final document will be prepared for Coastal Commission submission. This additional work is outside of the original scope of work. 2. Additional Community Meetings —To ensure that the City received extensive public input, three additional meetings have been conducted to review the draft DTSP's. These -3- 8/27/2009 4:38 PM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 9/8/2009 DEPARTMENT ID NUMBER: 09-19 included small group meetings with downtown property owners, tenants, and developers. These meetings required the use of the contingency funds for the project. 3. Due to the high level of public interest and the complexity of the DTSP, it is necessary to increase the number of Planning Commission study sessions (from two to seven), prior to the public hearing phase of the project. RRM will continue to coordinate with City staff, Kimley-Horn, and the EIR consultant to prepare for, and conduct, four additional Planning Commission Study Sessions. The additional money requested includes conference calls, creating exhibits and related hand-outs, facilitating the meetings, and necessary follow-up to the questions raised at the meetings. These additional study sessions will allow the consultant team to present the Draft Specific Plan and EIR to the public for their input and comments. 4. Due to the multiple drafts of the DTSP and EIR screen-check documents being prepared, additional reimbursable funds will be required. The original proposal was for $237,930, but staff was able to negotiate this amount to $191,000, saving the City over $46,000. Staff recommends the total of $191,000 be approved. It should be noted that on June 1, 2009, both consultants agreed to ten percent reductions as requested by the City/Agency, deducted on each invoice. Strategic Plan Goal: Enhance Economic Development. Environmental Status: An Environmental Impact Report is being generated through the project. Attachrnent(s): ® - a - ® - ® ®11- o a 1. NO ATTACHMENT -4- 8/27/2009 4:38 PM 7- 2- Council/Agency Meeting Held: or Deferred/Continued to: - j -*Appr ved ❑ Conditionally Approved ❑ Denied ' �City'CI rk's ignatGr Council Meeting Date: 6/2/2008 Department ID Number: ED-08-23 CITY OF HUNTINGTON BEACH REQUEST FOR REDEVELOPMENT AGENCY ACTION SUBMITTED TO: HONORABLE CHAIRMAN AND AGENCY ERS SUBMITTED BY: PAUL EMERY, EXECUTIVE DIRECTOR /X PREPARED BY: STANLEY SMALEWITZ, DEPUTY EXECUTIVE DIRECTOR SUBJECT: APPROVE AMENDED CONTRACT FOR RRM DESIGN GROUP, INC., TO PROVIDE ADDITIONAL CONSULTING SERVICES FOR THE UPDATE OF THE DOWNTOWN SPECIFIC PLAN Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Transmitted for Redevelopment Agency consideration is the amended professional service contract with RRM Design Group to provide additional consulting services for the update to the Downtown Specific Plan. The original contract value is in the amount of$471,404 and was approved in July 2007. Funding Source: Funds in the amount of $97,030 are currently budgeted in the Redevelopment Operating Budget, account number 30580101.69365. Recommended Action: Motion to: Approve the professional services contract amendment for additional consulting services between the City of Huntington Beach Redevelopment Agency and RRM Design Group, and to authorize the Chairman and Agency Clerk to execute the agreement. The amendment would increase the contract amount by $97,030 for a total of$568,434. There would still, however, be a remaining contingency of$47,140. Alternative Action(s): Deny the professional services contract amendment between the Agency and RRM Design Group. REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 6/2/2008 DEPARTMENT ID NUMBER: ED-08-23 Analyses: On July 16, 2007, the Redevelopment Agency approved the planning consultant (RRM Design Group) professional services contract agreement. RRM Design Group is responsible for developing land use provisions and urban design guidelines that support and encourage potential development. In the course of the current update, it became evident to RRM Design Group and their current sub-consultant, the Natelson Dale Group, Inc. (TNDG), that a specialized marketing consultant would be necessary to identify tourist and destination opportunities in the downtown and beach areas and review the City's existing specific event structure in relation to Economic Development strategies. Staff is requesting that the proposed amended contract of RRM Design Group include additional services that accomplish goals which are aligned with City Council's strategic plan. The City seeks to become an overnight tourism destination, enhancing the economic value to the area without exhausting the current infrastructure. A proposed Event Marketing Study and Action Plan will ensure that the events are consistent and meet tourism, economic, and asset development objectives which were presented to the Economic Development Committee on February 11, 2008. The following proposed services are to be added to the professional services contract for $97,030.00, bringing the total project value of the RRM Design contract to $568,434: • Event Marketing Study and Action Plan • Policy Guidelines and Special Events Fee Structure • Three additional public workshops • Reimbursable expenses (were not included in the first contract and also contain sub- consultants reimbursable allocation) RRM Design Group's proposed sub-consultant, IMG Consulting, will provide an Event Marketing Study and Action Plan. IMG Consulting is a premier and diversified sports, entertainment, and media company. IMG partners with global leading marketers and media networks to help companies grow their businesses through IMG's event_ properties, media production and distribution, talent brands, sponsorship consulting, brand licensing, sponsorship sales, and other services. IMG Consulting will create a 5-year blueprint for developing and attracting quality events. This study will encourage and capitalize on the beach value and brand the City beyond the beach, diversifying branding efforts which include attractions such as the Bolsa Chica Wetlands and the Equestrian Center. RRM Design and its sub-consultants shall continue to work with the Conference and Visitor's Bureau. RRM Design Group and their current sub-consultant, TNDG, shall expand their scope of work to include review of the City's current Policy Guidelines and Specific Event Fee Structures, which will quantify the fiscal costs and benefits of the events and their impact on city infrastructure and resources. Currently, several existing events are held during the on- peak season attracting a large number of people to the beach. But these events don't necessarily translate into patrons crossing the street into downtown area or into overnight hotel clientele. The sub-consultant, TNDG, shall provide a proposed, modified fee structure based on their analysis. -2- 5/27/2008 10:40 AM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 6/2/2008 DEPARTMENT ID NUMBER: ED-08-23 Public workshops have proved to be effective for the Beach and Edinger Corridor Specific Plan. Therefore, staff recommends adding additional workshops and continuing the community dialogue to ensure downtown stakeholders' input and vision are integrated into the Downtown Specific Plan update. Workshop topics include traffic/parking, summary of previous workshops, and a draft Specific Plan, where the project team will gather input to incorporate into the final Specific Plan. Strategic Plan Goal: L - 4 Create an environment that promotes tourism to increase revenues to support community services and transform the City's economy into a destination economy. Downtown Huntington Beach represents the heart of tourism activity in the City as it is situated adjacent to the beach and within walking distance of major hotels. The services of a qualified consultant are necessary to provide guidance in updating the Downtown Specific Plan. The consultant will aid in the establishment of a land use plan for reuse of critical, underdeveloped parcels so that the next phase of downtown development can begin. The use of a consultant to augment City staff will ensure the efficient and productive use of redevelopment resources aiding in the transformation of the City's economy into a destination economy. C - 2 Provide quality public services with the highest professional standards to meet community expectations and needs, assuring that the City is sufficiently staffed and equipped overall. The chosen consultants are well respected and highly knowledgeable in their respective fields. These firms will support staff resources in performing the update to the DTSP/DPMP, insuring that all necessary analysis and procedural requirements are in compliance with all applicable State and local requirements. Environmental Status: Projects over which public agencies exercise ministerial authority, such as this agreement contracting for consulting services, are categorically exempt from the California Environmental Quality Act pursuant to Section 15300.1. Attachment(s): e - 1• Amendment No. 1 to Agreement Between The Redevelopment Agency of Huntington Beach and RRM Design Group, Inc. For Planning and Urban Design Services -3- 5/27/2008 10:40 AM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 6/2/2008 DEPARTMENT ID NUMBER: ED-08-23 2. Professional Services Contract Between the Redevelopment Agency of the Huntington Beach and RRM Design Group, Inc. for Planning and Urban Desi n Services -4- 5/27/2008 10:40 AM ATTACHMENT # 1 AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH AND RRM DESIGN GROUP, INC. FOR PLANNING AND URBAN DESIGN SERVICES THIS AMENDMENT No. 1 is made and entered into the A day of 2008, by and between the REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a public body of the State of California, hereinafter referred to as "Agency", and RRM DESIGN GROUP, INC., a California corporation, hereinafter referred to as "Consultant." WHEREAS, Agency and Consultant are parties to that certain agreement, dated July 16, 2007, entitled "Professional Services Contract Between the Redevelopment Agency of the Huntington Beach and RRM Design Group, Inc. For Planning and Urban Design Services" which agreement shall hereinafter be referred to as the"Original Agreement," and Since the execution of the Original Agreement, Agency has requested additional work from Consultant and Consultant has agreed to perform such work; and Agency and Consultant wish to amend the Original Agreement to reflect the additional work to be performed by Consultant, and the additional compensation to be paid in consideration thereof, NOW, THEREFORE, it is agreed by Agency and Consultant as follows: 1. ADDITIONAL WORK Consultant shall provide to Agency such additional services as required by Agency as described in Consultant's Additional Services Authorization, dated March 26, 2008, a copy of which is attached hereto as Exhibit "A," and incorporated by this reference as though fully set forth herein. 22016/08-1578 1 2. ADDITIONAL COMPENSATION In consideration of the additional services to be performed hereunder as described in Exhibit A, Agency agrees to pay Consultant an additional sum not to exceed Ninety-Seven Thousand Thirty Dollars ($97,030.00). This additional sum shall be added to the Original Agreement sum of Four Hundred Seventy-One Thousand Four Hundred Four Dollars ($471,404.00) for a new total amount not to exceed Five Hundred Sixty-Eight Thousand Four Hundred Thirty Four Dollars ($568,434.00). 3. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized offices the day, month and year first above written. RRMAESIGN ROU , INC. REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a public By: body of the State of California Erik '. Juste n, eEd A ; Chairperson By: br6gg ters, Chief Financial Officer Agency Clerk REVIEWED N APPROVED: APPROVED AS TO FORM:. S' 2 � . &;. 41 , �21 t Executive Dir or Agency Counsel , ice INITIATED AND APPROVED: eputy Executi irector 22016/08-1578 2 EXHIBIT A ADDITIONAL SERVICES AUTHORIZATION 'group creating environments people enjoy, Client: City of Huntington Beach Task ID No.: XI-X6 + reimbursables - - --- - - ----- Beach -- - - -- - ------- Project.,-- --_--____-_-___Downtown Huntington Date: March 26, 2008 Specific Plan Update Work requested by: Paul DaVeiga Job No.: 1407505 Request received by: Jami A. Williams Request: Date received: 1-31-08 ❑ Verbal ❑ Letter ❑ Marked Prints ❑ Verbal authorization received MClient authorization required ❑ Included in contract, authorization not required ❑ Other ❑ Non-chargeable ❑ Hourly ® Fixed Fee ® Other Reimbursables Description of Work to be Performed Task X1: Event Marketing Study and Action Plan RRM will contract with IMG Consulting to provide an Event Marketing Study and Action Plan as described in Exhibit A. "The City of Huntington Beach seeks to transform itself, enhance its current image, and create a 5-year blueprint for developing and attracting quality events. These events must be consistent with important tourism, economic and asset development objectives. IMG will provide an accurate study of the current conditions and a strategic plan consistent with the objectives as outlined by the City of Huntington Beach." This task will also include RRM's administration of IMG's contract, initial exchange of planning and economic data, occasional coordination, and review and comment on IMG's draft report. Deliverable Products: 1 . Summary Documents: Analysis of Findings inclusive of City Assets, Key Stakeholder Interviews, Public Forum Data, Event Calendar, Prospective Events, Events & Partnership Criteria, etc. 2. Draft Report 3. Prepare for City Staff Meeting to discuss Draft Report 4. Final Report w/ Staff Comments S. Final Presentation and Hard Copies Fixed Fee: $55,500.00 Task X2: Policy Guidelines and Special Events Fee Structure RRM will contract with The Natelson Dale Group, Inc. to develop policy guidelines and to recommend parameters for a fee structure for the permitting of special events in the City. As part of this initial effort, TNDG will not complete the full-blown analysis necessary to support adoption of a new fee ordinance. This task will involve the following elements: 1. In coordination with IMG Consulting, review and evaluate the existing calendar of special events; - 2. Develop spreadsheet model to quantify the fiscal costs and benefits associated with different types of events; COMMUNITY I CIVIC&PUBLIC SAFETY I RECREATION I EDUCATION I URBAN ARCHITECTS I ENGINEERS I EXHIBIT DESIGNERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS A California Co poraGon l Victor Mond mery,Architect#Ci 1090 I Jerry Michael,PE C6895,LS#62761 Jeff Ferber.LA#2844 illADDITIONAL SERVICES AUTHORIZATION group creating envircnrr7entsepte enjoy' 3. Review City's existing fee structure for special events and recommend modified structure consistent with the above-referenced cost/benefit analysis. In addition to evaluating the extent to which the City benefits from existing special events, the cost/benefit model would allow for testing of the future benefits associated with potential new events considered as part of the Event Marketing Study and Action Plan process. Given that the economic impact of a special event is to some degree affected by the time of year(e.g., an event during the summer - when hotels are already operating at full capacity- may have only marginal benefits to the local economy), the model will be sensitive to seasonal differences in the City's tourism economy. The model will be developed in close coordination with City departments directly impacted by visitation (e.g., Police) and with key private stakeholders in the tourism economy (e.g., major hotel operators). Deliverable Products: The Natelson Date Group, Inc will prepare a written report of policy guidelines and recommended parameters for a fee structure. Fixed Fee: $16,500 Task X3: Public Workshop No. 3 The project team will prepare for and conduct Public Workshop#3 to discuss parking and alternative transportation strategies and concepts. The project team will present the various design ideas in an interactive, engaging manner to receive feedback and direction. Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Fixed Fee: $6700 (Reallocate funds from Task VA-2 - City Council/Planning Commission Joint Study session - $6160+ Add Service of $540) Task X4:Workshop No. 3 Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: RRM will prepare a written summary of workshop results. Fixed Fee: $655 Task X5: Public Workshop No. 4 The project team will prepare for and conduct Public Workshop#4 to present the contents of the Draft Specific Plan. Input gathered at this workshop will be used to generate the final Specific Plan. Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Fixed Fee: $6700 (Reallocate funds from Task 5.02 - Meeting Business Improvement District - $2720 + Add Service of$3980) Page 2 F ADDITIONAL SERVICES AUTHORIZATION rrm groupill creating environments people enjoys" Task X6:Workshop No. 3 Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: --- ----- ---- ------RRM will will prepare a written summary of workshop results. Fixed Fee: $65S Reimbursable: $19,200 (includes IMG's $5300 reimbursable allocation): Reimbursable expenses include, but are not limited to reproduction, postage and handling of drawings and documents, long distance communications, fees paid to authorities having jurisdiction over the Project, and travel expenses. Reimbursable automobile travel mileage will be billed at the current IRS business standard mileage rate. Fees for employee rates, sub-consultant expenses, reimbursable expenses, and RRM Design Group reproductions shall be billed to the Client on a percentage of completion or on an as-performed basis as agreed by the parties. Clients shall reimburse RRM Design Group for incidental expenses incurred by RRM Design Group, or any sub- consultant they may hire in the interest of this Agreement, at actual cost plus 10%to cover our overhead and administrative expenses. Total Additional Service including reimbursables: $97,030.00 1 hereby authorize the above work to be performed By: Date: Client Signature Please sign and return original so that we may proceed with the above work. Page 3 PROPOSAL FOR EVENT MARKETING STUDY Prepared for the City of Huntington Beach Background & Project Summary IMG has attended two(2)meeting in 4th Quarter 2007 with the City of Huntington Beach Economic Development team to discuss the creation of an Event Marketing Study and Action Plan. The Event Marketing Study is contemplated to be performed in conjunction with the"Downtown Specific Plan"that is being developed by the City alongside an outside consulting firm RRM Design Group. Based on the information obtained in the first meeting(October 10, 2007), and while no formal RFP was developed for the Event Marketing Study, IMG Consulting—Tourism& Partnerships submitted a preliminary proposal that outlined 1MG's approach, methodology, capabilities and credentials. The proposal was then reviewed during a second meeting(December 5, 2007) with the City of HB Economic Development team and the top line objectives for the Study, Scope of Work,Key Stakeholders, timing and budget considerations were further defined. Based on the information and feedback provided to 1MG from the City of Huntington Beach, the top line objectives for the Event Marketing Study include: • Create a"vision for the future" through a broad-based, 5-year"blueprint" for the development of events,programs, relationships and facilities that have financial impact on businesses, restaurants and facilities in the downtown area, as well as a widespread impact throughout the City • Increase tourism with"classy events"to attract a more desirable clientele, and make Huntington Beach more than a 1/2-day diversionary trip and into a full- fledged destination • Enhance the"Surf City USA"moniker and brand through marketing and media programs that are intimately tied to the quality event associations and industry partnerships. • Help "transform"the Huntington Beach image by expanding beyond the beach to a widespread and holistic approach encompassing all the touch points and the diversity of the Huntington Beach experience • Quantify and study all current natural assets, facilities,events,processes, etc. to identify where the structural and communicative "gaps" exist and develop realistic recommendations to fill those"gaps" It is quite clear that the City of Huntington Beach has its eyes on the future. Frequently asked questions or statements included: • "Where are we going?" • "What are we missing?" • "How do we support that long term vision in the near term through proper planning and development?" • "We are more than Surf City." Strategy To help answer these important questions and to assist the City of Huntington Beach with their top line objectives for an Event Marketing Study, IMG will employ the following Phased Methodology: Methodology While IMG's Methodology is detailed in the attached PowerPoint,please allow the following to serve as a preliminary build-out for the Scope of Work to be performed by IMG: Phase I Initial Analysis • Work closely with the HB Economic Development team and RRM to refine Study objectives and deliverables • Identify existing Huntington Beach venues, facilities, lodging, businesses, transportation and natural assets • Identify important themes, angles and characteristics of the community • Measure"value"of the beach and its intimate relationship to all things Huntington • Organize, evaluate and categorize current events and happenings • Review current event permitting processes and outreach • Study financial impact of select events in specific categories • Study seasonality • Review specific Zoning Codes for impediments and opportunities • Competitive Analysis of surrounding communities and attractions • Study current"Surf City USA"moniker, branding,usage and management • Study relationship with surf/action sports industry(and other sectors) • Identify key stakeholders in the public and private sector for interviews • Perform Stakeholder Interviews • Interface with HB VCB Plan as appropriate and relevant to Study (Methodology cont'd) Phase 11 Diagnosis &Strategy • SWOT Analysis • Create an Events Criteria&Filter consistent with Study objectives • Create a list of events to be attracted to or developed by Huntington Beach • Create partnership strategies for corporations,promoters, organizing bodies, etc. Phase 111 Action Plan/Recommendation • Prepare Draft Presentation of Study for Work Shop in April • Re-draft and create Final Presentation—The Action Plan • Organize all research results, measurements, findings, feedback, etc. by Phase for easy reference Phase IV Communications Plan • Create Communication Plan for Event Marketing Study&Action Plan • Press Releases, Fact Sheet, Key Messages, HB Agency Interface Deliverables 1. Summary Documents: Analysis of Findings inclusive of City Assets, Key Stakeholder Interviews, Public Forum Data, Event Calendar, Prospective Events, Events & Partnership Criteria, etc. 2. Draft Report 3. Prepare for City Staff Meeting to discuss Draft Report 4. Final Report w/ Staff Comments 5. Final Presentation and Hard Copies Project Schedule Weeks* 1 2 3 4 5 6 7 8 9 10 11 12 Phase 1: Initial Analysis Plan Development15 Market Research Interviews Phase 2: Diagnosis and Strategy Diagnosis and Strategy ,_;,&.. '> Phase 3:Action Plan Task Force Meeting Re-Draft and Deliverables Final Presentation *Please note that schedule depends on timely meeting setup and review by City staff. Project Staffing James Leitz Vice President, IMG Sports & Entertainment ------ ---------------- --- -Direetor�f_Action_Sp�rts ----- --- ----- --- - Jennifer Lau Project Director IMG Sports & Entertainment Ratha Harntha Project Director IMG Sports &Entertainment Carlos Canto Global Head IMG Consulting-Tourism& Partnerships Blanca de Jager Account Manager IMG Consulting-Tourism &Partnerships Cristina Munoz Account Manager IMG Consulting-Tourism&Partnerships TBD Coordinator IMG Consulting TBD Coordinator IMG Sports &Entertainment Project Organization Chart Pro�ec#:Itilanage� yE James l:eitz _��� �£ IMG Los;Angeles Prima�y�G&SU tant Car�QsCanto3 iIVIG Consuftm TouriAn�alstent Strategist � sm r Bianca tle Jger Jennife r Lau G yonsultmg IMG Los Angeles Tourism Consultant Project�Administrat�on ACrJstina [ ungatha" HarntM Consultmg a 1MG Leos Angees ResoarchgWProject Staff IMG Cc G`Lo sul#prig tM Ang°ales ;. Huntington Beach - Tourism Consulting Project - Hours rojec CansultanY Anals t Consultant Sfiate��st,.J rolec ptO]@Ct TGatTt" Manager _ y g Project Admin Research Pro'ect Staff T tal Hours Total Cost_' 1 4 Hourly Cost $150 $150 $50 $30 $50 $50 $20 $20 Phase 1: Initial Analysis -- - ----- - ------ ---------- ----— -------- Plan Development 12 4 6 _ 6 _ _ 28 $2,600 Market Research 32 12 40 132 $9,800 Interviews 10 30 30 30 30 30 30 190 $11,100 Phase 2: Diagnosis and Strategy 3_ _ i _ 3 — _ - - 0 _ _$_0 Diagnosis and Strategy 24 24 48 81 481 64 216 $13,520 Phase 3: Action Plan Task Force Meeting _ 41 4 4 _ 4 — 4 _ 20 $1,680 Re-Draft and Deliverables _ 20r 20 _ 201 200 3 12T 12 108' $8,68_0_ Final Presentation 4 4 4 4 4 203 $1,680 Total Hours 106 94 1341 38 118 28 1061 90 714 Total Dourly Cost _ _ _ _ __ $49,060 Estimated Expenses i $5,300 I Huntington Consulting-Schedule and Iours.xls-Project Hours 9 9 � J Client#:6295 RRMDESIGN AC®R . CERTIFICATE OF LIABILITY INSURANCE 5DATE /19/08'DD/YY, PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Dealey,Renton&Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 199 S Los Robles Ave Ste 540 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Pasadena,CA 91101 626 844-3070 INSURERS AFFORDING COVERAGE INSURED INSURER A: Travelers Property Casualty Co of Am RRM Design Group INSURERB: American Automobile Ins.Co. 3765 S. HOuera St.,Suite 102 INSURERC: Liberty Insurance Underwriters,Inc. San Luis Obispo,CA 93401 INSURERD: Travelers Indemnity Co.of Connectic INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INN SR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR DATE MM D DAT MM/DD A GENERAL LIABILITY 68048551_378 09/23/07 09/23/08 EACH OCCURRENCE $1,000,000 X COMMERCIAL GENERAL LIABILITY FIRE DAMAGE(Any one fire) $1000000 CLAIMS MADE FXI OCCUR MED EXP(Any one person) $5 000 PERSONAL&ADV INJURY $1 00Q 000 GENERAL AGGREGATE s2,000,000 GEN'L AGGREGATE LIM ITAPPLIES PER: PRODUCTS-COMP/OPAGG s2,000,000 POLICY X jE OT LOC D AUTOMOBILE LIABILITY BA50461_942 09/23/07 09/23/08 COMBINED SINGLE LIMIT $1 000 X ANY AUTO (Ea accident) ,000 ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) X HIRED AUTOS �D7SBODILY INJURY X NON-OWNED AUTOS . E t (Per accident) $ H , M (Per accident $ ROPERTY jAMAGE IFFR (� O GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ A EXCESS LIABILITY CUP7218Y03A 09/23/07 09/23/08 EACH OCCURRENCE s3,000,000 X OCCUR CLAIMS MADE AGGREGATE s3,000,000 DEDUCTIBLE - $ X RETENTION $O $ B WORKERS COMPENSATION AND WZP80952103 06/30/07 06/30/08 �( WC STATU- OTH- EMPLOYERS'LIABILITY T RY E.L.EACH ACCIDENT $1,000,000 E.L.DISEASE-EA EMPLOYEE $1,000,000 E.L.DISEASE-POLICY LIMIT $1,000,000 C OTHER Professional AEE1966780107 09/09/07 09/09/08 $2,000,000 per claim iability $4,000,000 annl aggr. DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The City of Huntington Beach,its agents,officers and employees are named additional insured as respects general liability for claims arising from the operations of the named insured. CERTIFICATE HOLDER ADDITIONAL INSURED;INSURER LETTER: CANCELLATION SHOULD ANYOF TH E ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION City of Huntington Beach DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL30 DAYSWRITTEN Attn: Risk Management NOTICETOTHE CERTIFICATE HOLDERNAMED TOTHE LEFT,BUTFAILURE TODOSOSHALL 2000 Main Street IMPOSE NO OBLIGATION OR LIABfLITYOF ANY KIND UPON THE INSURER,ITS AGENTS OR Huntington Beach,CA 92648 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE ACORD 25-S(7/97)1 of 1 #S226098/M204008 PTMP1 © ACORD CORPORATION 1988 COMMERCIAL GENERAL LIABILITY POLICY NUMBER: 6804855L378 ISSUE DATE: 5/19/08 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED (ARCHITECTS, ENGINEERS AND SURVEYORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE NAME OF PERSON(S)OR ORGANIZATION(S): City of Huntington Beach Attn: Risk Management 2000 Main Street Huntington Beach, CA 92648 PROJECT/LOCATION OF COVERED OPERATIONS: All Operations of the Named Insured 1. WHO IS AN INSURED(Section II) is amended to This endorsement does not increase the lim- include the person or organization shown in the its of insurance stated in the LIMITS OF IN- Schedule above as an additional insured on this SURANCE(Section III)for the Coverage Coverage Part, but: Part. a. Only with respect to liability for"bodily injury", 3. The following is added to Paragraph a. of 4. "property damage"or"personal injury"; and Other Insurance in COMMERCIAL GENERAL LIABILITY CONDITIONS(Section IV): b. If the injury or damage arises out of the per- formance by you or your subcontractor, of However, if you specifically agree in a"contract or "your work"on or for the project, or at the lo- agreement requiring insurance"that,for addi- cation, shown in the Schedule above. Such tional insured shown in the Schedule,the insur- person or organization does not qualify as an ance provided to that additional insured under this additional insured with respect to their inde- Coverage Part must apply on a primary basis, or pendent acts or for"bodily injury", "property a primary and non-contributory basis,this insur- damage"or"personal injury"for which that ance is primary to other insurance that is avail- person or organization has assumed liability able to such additional insured which covers such in a contract or agreement additional insured as a named insured, and we will not share with the other insurance, provided 2. The insurance provided to the additional insured that: by this endorsement is limited as follows: (1)The"bodily injury"or"property damage"for a.This insurance does not apply to the render- which coverage is sought occurs; and ing of or failure to render any"professional (2)The"personal injury"for which coverage is services". sought arises out of an offense committed; b. The limits of insurance afforded to the addi- after you have entered into that"contract or tional insured shall be the limits which you agreement requiring insurance"for such addi- agreed to provide in a "contract or agreement tional insured. But this insurance still is excess requiring insurance"for that additional in- over valid and collectible other insurance, sured,or the limits shown in the Declarations whether primary,excess,contingent or on any for this Coverage Part,whichever are less CG D3 82 09 06 2006,The St.Paul Travelers Insurance Companies,Inc. Page 1 of 2 Includes copyrighted material of Insurance Services Offices,Inc,with its permission COMMERCIAL GENERAL LIABILITY other basis,that is available to the additional in- or"property damage"occurs, or the "personal in- sured when the additional insured is also an addi- jury"offense is committed. tional insured under any other insurance. 5.As respects the insurance provided to the addi- 4. The following is added to Paragraph 8.Transfer tional insured by this endorsement,the following Of Rights Of Recovery Against Others To Us definition is added to DEFINITIONS(Section V): in COMMERCIAL GENERAL LIABILITY CON- "contract or agreement requiring insurance" DITIONS (Section IV): means that part of any contract or agreement un- der which you are required to include the person We waive any rights of recovery we may have or organization shown in the Schedule as an ad- against the additional insured shown in the ditional insured on this Coverage Part, provided Schedule above because of payments we make that the"bodily injury"and "property damage"oc- for"bodily i nju ry","property damage"or"personal curs,and the"personal injury" is caused by an of- injury"arising out of"your work"on or for the pro- fense committed: ject, or at the location, shown in the Schedule above, performed by you, or on your behalf, un- a. After you have entered into that contract or der a"contract or agreement requiring insurance" agreement; with that additional insured.We waive these rights only where you have agreed to do so as b. While that part of the contract or agreement is part of the"contract or agreement requiring insur- in effect; and ance"with that additional insured entered into by you before, and in effect when, the"bodily injury" c. Before the end of the policy period. All other terms of your policy remain the same. The City of Huntington Beach, its agents, officers and employees are named additional insured as respects general liability for claims arising from the operations of the named insured. Page 2 of 2 2006,The St.Paul Travelers Insurance Companies,Inc. CG D3 82 09 06 Includes copyrighted material of Insurance Services Office,Inc,with its permission. CITY OF HUNTINGTON BEACH _ Professional Service Contracts Purchasing Certification Amendment # 1 Date: May 9, 2008 1. Contract Number: ECD00704301 2. Department: Economic Development 3. Requested By: Nova Punongbayan 4. Name of Consultant: RRM Design Group, Inc. 5. Amount of Original/Prior Contract: $471;9-� Jith a 10% Contingency Totaling 6. Additional Compensation Requested: $97,030 7. Reason for Contract Amendment: Launch an Event Marketing Study &Action Plan, Create Policy Guidelines and Special Events Fee Structure, add Three Additional Public Workshop and add Reimbusables 8. Are sufficient funds available to fund this contract? Yes ® No ❑ 9. Business Unit and Object Code where funds are budgeted: 30580101.69365 Department He d Signature RICHARD AMADRIL Central Services Manager ATTACHMENT #2 - ' _ __-'_ - --- - PROFESSIONAL SERVICES CONTRACT BETWEEN THE REDEVELOPMENT AGENCY DPT14EDUNTIN{T[N BEACH AND RRM DESIGN GROUP,INC.FOR PLANNING AND URBAN DESIGN SERVICES Table of Contents l Scope of Services.............................. ...........................---......................... ........ ] � 2 Agency Staff A4uis1eooc.- ......................................................... - ............. ..........Z / 3 Term;Time of Performance......---....................... ..............................................2 � 4 Compensation................................................ ................. ................................. _.2 � 5 Extra Work.......... ...................................................................................................2 6 Method of .-.- ........................................... ...........................................3 | 7 Disposition of Plans,� Estimates and Other Documents............ ..............................3 . 8 Hold Harmless.............................................. ................................-.-........ ..........3 q Professional Liability Insurance -..-'------.-----.-.--.......................4 10 Certificate of Insurance.............................................. ..................... ....... ..............5 I Independent Contractor.......-- ................................. ............ ...............................6 | ]Z Termination of Agreement................' ................................. .................................O ` 13 Assignment- and ....-_--'_-.''-_--'._-'----..-'--.-'.-.6 � - . 14 Copyrights/Patents ..... ........ ........................... _-_ ..................................... ......7 15 Agency Employees and Officials............................... ................ ...-....................-7 lO Notices � ' --''-''-'---''----'---------'-----'--'- i 17 Consent...-..............................................................................................................8 18 Modification......................... ............................... ...... ...........................................8 19 Section Headings..................'-_ ..................... ............---......... ........................8 20 Interpretation of thisAgreement-.... ----.............. ......... ........... ..................... -_.8 21 Duplicate Original.............. .............................. ................ -----. ...................9 22 Immigration'.--.-,._-.-----.--._..--.-.-._--.---_----..---.-._..9 23 Legal 8omioen Subcontracting Prohibited ...............................................................9 24 Fees..................................... ........................................................... .......l0 25 Survival ............... .................. _. ........................... ................................................lO 26 Governing Law.................'--- .......................... ..................................... ............. ]O � 27 Entirety............................... ................ .......... ..........................................-.-........ ]O � � PROFESSIONAL SERVICES CONTRACT BETWEEN THE REDEVELOPMENT AGENCY OF THE HUNTINGTON BEACH AND RRM DESIGN GROUP,INC.FOR PLANNING AND URBAN DESIGN SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the Redevelopment Agency of the City of Huntington Beach, a public body of the State of California, hereinafter referred to as "AGENCY, and RRM DESIGN GROUP, INC., a California corporation hereinafter referred to as "CONSULTANT." WHEREAS,AGENCY desires to engage the services of a consultant for planning and urban design services to update the Downtown Specific Plan;and Pursuant to documentation on file in the office of the Agency CIerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with;and CONSULTANT has been selected to perform these services, NOW,THEREFORE,it is agreed by AGENCY and CONSULTANT as follows 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Erik P. Justesen who shall represent it and be its sole contact and agent in all consultations with AGENCY during the performance of this Agreement. 2. AGENCY STAFF ASSISTANCE AGENCY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 07-9561I]594 3. TERM;TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on { (� , 20 0-7 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than e,& V/A r5 from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by AGENCY and CONSULTANT. 4. COMPENSATION In consideration of the performance of the services described herein, AGENCY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses,not to exceed Four Hundred Seventy One Thousand Four Hundred four Dollars ($471,404.00). 5. EXTRA WORK In the event AGENCY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from AGENCY. Additional compensation for such extra work shall be allowed only if the prior written approval of AGENCY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 07-956111594 2 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs,reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to AGENCY, and CONSULTANT shall turn these materials over to AGENCY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by AGENCY as it sees fit. AGENCY will give credit to CONSULTANT for production of material. 8. HOLD HARMLESS To the fullest extent permitted by law (including,without limitation, California Civil Code Section 2782 and 2782.6) CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless AGENCY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, Iosses,expenses,judgments, demands and reasonable defense costs (including,without limitation, costs and fees of litigation or liability of any kind or nature) arising out of or pertaining to CONSULTANT's (or CONSULTANT's subcontractors,if any)negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of AGENCY. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. A breach of contract suit resulting from CONSULTANT's failure to comply with contractual obligations is only covered is such breach results from CONSULTANT's negligence. 07-956/1159a 3 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to AGENCY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of AGENCY. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify AGENCY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2)years to report claims arising from work performed in connection with this Agreement. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to AGENCY a certificate of insurance subject to approval of the AgencyCounsel evidencing the foregoing insurance coverage as required by this Agreement;the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force;and 07-956111594 4 C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by AGENCY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT`s defense, hold harmless and indemnification obligations as set forth in this Agreement. AGENCY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay,in a prompt and timely manner,the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of AGENCY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in accordance with acceptable industry standards. AGENCY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by AGENCY shall be made in writing, notice of which shall be delivered to 07-956/I I594 5 CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits,report, and evidence shall, at the option of AGENCY,become its property and shall be promptly delivered to it by CONSULTANT. AGENCY shall pay CONSULTANT for all professional services due upon termination. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of AGENCY. If an assignment,delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS AGENCY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. AGENCY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no AGENCY official nor any regular AGENCY employee in the work performed pursuant to this Agreement. No officer or employee of AGENCY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices,certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 bereinabove) or to AGENCY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. AGENCY and CONSULTANT may designate different addresses to which subsequent 03 956/11594 6 notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO AGENCY: TO CONSULTANT: Redevelopment Agency of the RRM Design Group City of Huntington Beach ATTN: Erik P.Justesen ATTN: Director of Economic Development 3765 South Higuera Street, Ste. 102 2000 Main Street San Luis Obispo,CA 93401 Huntington Beach, CA 92648 17. CONSENT When AGENCY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modifications of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section,paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining 07-956/11594 7 covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals,each of which so executed shall,irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and AGENCY agree that AGENCY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the Agency Counsel is the exclusive legal counsel for 07-956111594 g AGENCY; and AGENCY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVfVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement,shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. ENTIRETY The parties acknowledge_and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf,which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement.between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 07-95611 1594 9 ....._.. . . ... IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed by and through their authorized offcers on L.V 16,20t)-7—. RRM ESIGN GR UP,IN REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a public By body of the State of California Eril 3u ese , O e alrpe of B e ers, Chief Financial Officer Agency Clerk-?lif REVIEWED AND APPROVED: FAgene -AS TO FORM: Exe utive Director Counse v-t_f�_ INITIATED AND A PROVED: Deputy Executive D' ctor 07-956/1 1 594 I EXHIBIT "A" A. STATEMENT OF WORK: The City of Huntington Beach's amended Downtown Specific Plan will involve re-analyzing and potentially modifying development thresholds that were established in the current Downtown Specific Plan. The Downtown Specific Plan team will work closely with the Downtown Parking Master Plan team to modify the boundaries of the master plan to include some key under utilized parcels. The amended Downtown Specific Plan will be a catalyst to promote development on these underutilized parcels and ultimately help create a vibrant pedestrian oriented downtown that complements the retail, hotel and dining uses proposed in the Pacific City and Strand developments. This work will be based on a fun and interactive community workshop process and will include: • Analyzing the current and future market potential • Identifying opportunities and constraints • Analyzing modifications to building heights, densities, and FAR to promote mixed use development • Involving the California Coastal Commission throughout the process and guide the solutions to garner their support • CEQA compliance • Working with community to create a vision • Collaborating with city traffic consultant • Establishing development regulations, design guidelines, and incentives that will foster redevelopment consistent with the vision • Revise design guidelines to incorporate "Green" architectural solutions, quality materials, and stimulate unique and interesting architecture. • Establish two development scenarios addressing a possible street closure/pedestrian promenade and a street open to vehicles • Provisions for a pedestrian paseos linking Main Street/Strand to Pacific City and Hyatt Resort developments • Establish location and design criteria for directional signage , pedestrian signs and entry monuments • Design solutions for alley improvements • Implementation strategy The RRM team has experience creating plans that address the items listed above. We have experience developing clear visions along with user friendly standards and guidelines to entice private investment and create a thriving pedestrian destination. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: The scope of services has been organized per the RFP with subtasks under each of the 14 tasks outlined in the RFP. imp/contacts group/exA/6M/07 EXHIBIT Qeae 1. ANALYZE CURRENT AND FUTURE MARKET POTENTIAL Task 1.1: Market Study The Natelson Dale Group, Inc. (TNDG)will be responsible for a Market Study to: a) Quantify future demand for retail, office and residential land uses in the Plan area; b) Define the development densities that would be economically feasible; c) Evaluate the development potentials of specific underutilized parcels. The market study will also consider the economic effects (either positive or negative)that the potential closure of Main Street would have on area businesses. Based on the market study and an evaluation of the project area's physical development capacities, TNDG will coordinate with RRM Design Group to prepare a range of land use alternatives for the Specific Plan update process. TNDG's market study will address the following land use categories: • Retai l/Re stau rant • Office • Residential/Live-Work Units The demand analysis for each land use will follow a"top-down" methodology whereby TNDG will first forecast citywide demand for new development and then estimate the share of citywide development that could realistically be captured within the Specific Plan area. In addition to quantifying demand for development in the project area, the analysis will also consider qualitative issues affecting the project area's development potentials. In other words, the analysis will identify the specific market niches or types of development (in terms of density, market orientation, etc.) that would be appropriate for the mixed-used, pedestrian-oriented environment envisioned for the downtown. Develop Demographic Database and Forecasts. As background for the demand analyses for the individual land uses,TNDG will develop a comprehensive demographic database for the project area and the overall surrounding trade area. Key variables will include population, households, income levels, employment, age, ethnicity and transit dependency. Given the substantial impacts of tourism on the Huntington Beach economy, the demographic analysis will also include a profile of visitors to the City. Recognizing that no single source of demographic data is definitive,TNDG will review a range of sources and then prepare customized forecasts for purposes of these projects. The reviewed data sources will include the following: 2000 Census (and available updates); forecasts adopted by the Southern California Association of Governments (SCAG); any population forecasts prepared by the City of Huntington Beach; available data on pending residential projects in the City; and forecasts prepared by private demographic firms (e.g., Claritas, ESRI, etc.). Retail/Restaurant Demand Analysis. The retail demand analysis will involve the following steps: • Review any previous market analyses completed for the City of Huntington Beach (and/or studies submitted by developer applicants). • Based on the above review and on TNDG's existing familiarity with the market area, define the geographic market areas from which retail facilities in the Downtown Specific Plan area could be expected to draw market support. • Compile data on existing retail sales (by major category) in Huntington Beach and neighboring cities. j[npfconmets gm*ex V6/28/Q7 EXHIBIT "A" • Utilize TNDG's proprietary retail demand model to evaluate future growth in retail sales potential in the market area, broken down by major retail sales category(e.g., apparel, furniture, general merchandise, home improvements, restaurants, etc.). The projections will be expressed in terms of both dollars and square footages supportable. The projections will cover a 15-year forecast period (in annual increments), and will be based on the demographic/tourism forecasts developed by TNDG at the outset of the project. • Given the market shares that will be absorbed by other planned development(including major projects such as Pacific City and The Strand), estimate the shares of future retail demand that could realistically be captured in the Plan area. • Express "bottom line" findings in terms of square feet of retail space to be absorbed in the project area over the planning horizon (in annualized increments), with the total numbers broken-down as appropriate by major retail category and facility type. • Based on the overall demand projections, identify specific development opportunities for key sites or underutilized parcels in the Plan area. Office Demand Analysis.The office demand analysis will involve the following steps: • Estimate existing inventory of office space in City (and surrounding communities, as appropriate), segmenting the data by relevant market components (i.e., medical versus general office space). • Estimate current vacancy levels based on discussions with local office brokers. • Project future absorption of office space in the City, based on current utilization levels, historic trends and general economic parameters (i.e., anticipated population and employment growth in the City). • Given the inventory of competing facilities and the unique locational attributes of the Specific Plan area, project the amounts and types of office space that could potentially be captured within the project area. • Express "bottom line" findings in terms of square feet of new office space that could potentially be absorbed in the Specific Plan area over the planning horizon (in annualized increments). Demand Analysis for Residential Units.The residential demand analysis will involve the following steps: • Compile historic data on local and regional population growth and the correlated demand for new housing units. • Evaluate recent historic trends regarding the mix of single- and multi-family units. • Review city-level projections of future growth in population and households (as appropriate, TNDG would evaluate multiple sources of demographic data), • Project future growth in housing demand (and the breakout between single- and multi- family units) over the planning horizon (in annualized increments). • Project that amounts and types of housing development that could potentially be attracted to the project area. • Express "bottom line" findings in terms of new residential units that could potentially be absorbed in the project area over the planning horizon (in annualized increments). imp/contracts group/exA/6/28/07 EXHIBIT "Al" Y Forecast potential housing values in the project area. These pricing forecasts would allow for more detailed planning of residential product types and densities appropriate for the Specific Plan area. Developer Focus Group Meeting. In order to provide a `reality check" on TNDG's statistical findings and to identify and prioritize the strategic actions the City can take to achieve its development goals for the Plan area, TNDG will organize and facilitate a"focus group" meeting of real estate developers active in comparable mixed-use settings. The purposes of this meeting will be to validate and/or refine the market study findings, and to discuss the following strategic issues: ®Types of development for which the developers would anticipate strong future demand in the plan area; © Minimum site sizes necessary to make development feasible for different land use types; ® Feasible development densities for different land use types, given likely land costs within the project area; ® Development implications of the potential closure of Main Street; ® Municipal incentives that are most effective in these settings, from a developer's perspective; and ® Other factors that contribute to the successful implementation of this type of plan. Relative to the Main Street closure issue, TNDG will also interview officials in other municipalities that have developed pedestrian downtowns. Prepare Pro Forma Financial Analyses. TNDG will prepare financial pro formas for four(4) prototypical development projects in the downtown area. The prototypical projects would encompasses a range of land use alternatives and be intended to demonstrate the feasibility of different mixes and densities of development.They would be prepared in a format suitable for inclusion in developer marketing materials. This scope includes a"basic" pro forma showing total development and financing costs (including land acquisition/assembly) and projecting annual cash flow at buildout for each prototype. Evaluate Development Capacity/Deftne Lana Use Alternatives. In consultation with other members of the consultant team, TNDG will utilize the findings of the market study to define a range of land use alternatives for the project area. The alternatives will reflect both the projected levels of demand and RRM's assessment of the area's capacity for development, redevelopment and adaptive reuse. Prepare Summary Report. TNDG will compile the findings of the above tasks into a single summary report fully documenting the data, assumptions and methodology used to arrive at the presented findings. Spreadsheet tables and databases will be attached as appendices. The market report will serve two major purposes within the overall planning process: 1)to identify the project area's real estate development opportunities, with this information serving as a basis for defining land use alternatives for the plan, and 2) to provide a strategic framework - in terms of a specific marketing strategy -for attracting desired development to the plan area. Deliverable Products: TNDG will compile the findings of the above tasks into a single summary report documenting the data, assumptions and methodology used to arrive at the presented findings. Spreadsheet tables and databases will be attached as appendices. Preparation of one (1) Market Study Summary jmpleontracts group/exA/6/28/07 EXHIBIT "A" Report as described above and delivery of one (1) unbound black and white hard copy and one (1) electronic version. 2. PROJECT KICK-OFF, IDENTIFY OPPORTUNITY AND CONSTRAINTS, DEVELOPMENT STANDARDS, AMENDMENTS TO RELATED PLANNING DOCUMENTS, AND HEARINGS in this initial portion of the project, the consultant team will engage in a due diligence process. This process is designed to inform the consultant team and the City on key issues and to gather and review relevant data. The first phase sets the stage for the preparation of the Specific Plan and the incorporated urban design concepts, traffic and pedestrian circulation recommendations, design guidelines, recommended development standards, and implementation and revitalization strategies. Following the completion of the Specific Plan, RRM will work with City Staff(Staff) to prepare the necessary amendments to relevant documents and prepare and present the Plan throughout the public hearing process. Task 2.1: Kick-Off Meeting and Field Reconnaissance During this task, the consultant team will prepare for and conduct a kick-off meeting and field reconnaissance with the City of Huntington Beach. This includes field data verification and documents regarding the existing infrastructure (focusing on identifying existing condition of infrastructure and/or physical constraints that may limit design parameters). This task will include the following: • Briefing by Huntington Beach Staff on relevant conditions and planning activities in and around the study area • Review of project objectives, scope of work, and project timeline • Identification of key project contacts and information exchange • identification of potential stakeholder interviewees and key issues to explore • Discussion of general challenges, hot spots, and issues to be focused on during the project • Identification of optimal working relationship in terms of receipt and review of materials, turn around times, etc. • Discussion of document and product format, organization, and graphic quality presentation • Driving tour of the study area with staff to discuss key issues and opportunities Deliverable Products: RRM will prepare for and attend a kick-off meeting and field reconnaissance to establish project milestones and confirm project schedule and will prepare minutes of kick-off meeting. Task 2.2: Data Collection and Review As a first step in preparing the Specific Plan, the consultant team will gather and review data that is relevant to this project.This will include gathering and reviewing relevant General Plan and Zoning Code sections, the existing Specific Plan document, traffic data, existing infrastructure, transit, bike, and parking policies, funding sources and availability, and previous visioning efforts. The primary effort of this task is to take a fresh look at past and current planning efforts and to harness the wealth of existing data that can be used in the planning process. Deliverable Products: Collection and review of relevant data as described above, jmplcontracts groupiexA/6l28l07 EXHIBIT "All Task 2.3: Base Map and Opportunities and Constraints Analysis Using City provided data, RRM will prepare a project area base map in an AutoCAD/GIS format. This base map will compile existing data into one exhibit to show information such as parcel lines, lot configuration/dimensions, street locations, existing development areas, aerial photos, topography, and surface infrastructure. The base map will be used throughout the project for various mapping and design exhibits. As an overlay to this base, the consultant team will prepare an existing conditions map with opportunities and constraints illustrating significant site features. These maps will be used in public meetings and discussions as well as for design purposes. Deliverable Products: Electronic base maps and existing conditions/opportunities and constraints overlay map using existing aerial photographs provided by the City. Task 2.4: Background, Existing Conditions, and Infrastructure Analysis In this task the consultants will prepare a comprehensive assessment of existing conditions to be used as baseline information for the Specific Plan product and process. This task will include an Infrastructure Baseline Analysis wherein; RRM Engineering will conduct assessment of area infrastructure conditions, including sewer, water, storm drain and flooding issues, utilities, and services. RRM will include an interview with the cities engineering staff to discuss current infrastructure capacity and desired levels of service. RRM will also review available City documentation regarding existing and proposed improvements and provide a survey of above- ground conditions. Based on the interview, existing documentation, and field survey, RRM will prepare a summary of existing conditions, potential project impacts, and recommendations for project-related improvements, including guidelines for meeting NPDES standards. Deliverable Products: RRM will prepare a summary memorandum and incorporate needed information into the Specific Plan. Task 2.5: Evaluate Development Capacity/Define Land Use Alternatives, Potential Development Standard, and Projected Build-out Assumptions In consultation with other members of the consultant team, TNDG will utilize the findings of the market study to define a range of land use alternatives for the project area. The alternatives will reflect both the projected levels of demand and RRM's assessment of the area's capacity for development, redevelopment and adaptive reuse. Potential Development Standards and projected build-out calculations/assumptions with be generated and presented to Staff and the Coastal Commission. This will include the following and will be incorporated into a PowerPoint or memo and will be presented to Staff at the City Staff Meeting #1. Preferred Land Use and Circulation Plan • Modification of District Boundaries • Description and purpose of land use categories, desired and undesired uses • Development regulations including the following: o Building setbacks o Building height limits o Building density—FAR/DU/AC o Parking standards • Circulation elements • Open space buffers, recreation, trails Urban Design and Pedestrian Enhancements Concept Plan jmp/contracts gmoup/exA/6M107 _'........ ��'��UB��� "�� u�^m.xux��mm �� ° Urban design framework " Proposed straetscape cross sections " Urban furnishings ° Landscape/3treetscapeconcepts ° Other public improvements within the planning area Deliverable Products: KRyN will prepare a memo orPowerPuintpresentation summarizing land use alternatives and associated development standards and build-out assumptions. Concepts will be presented at the City Staff Meeting#i and { at a meeting with the Coastal Commission Staff. Task 2'6:City Staff Meeting No.] RKK4 will meet with Staff to "truth-test" preliminary Specific Plan strategies and concepts � developed under Tasks l and 2. Feedback from this meeting will be used to develop the ! preferred alternative and Specific Plan strategies. � De0wzmnb/o Products: RRM will prepare an agenda and all meeting materials, sign-in yheets, and facilitate the meeting. Staff will be responsible for meeting notification, ) and logistics. | � Task2.7 Zoning Text Amendment, General Plan Amendment, Local Coastal Plan ' ,4rnemdnnent � RRM will evaluate the dements of the General Plan for consistcnq/, identify areas that need to ` be modified to accommodate the project and prepare revised text and edits. We will make sure � that any changes to a single element are carried through and are consistent with others. The timing of the General Plan amendment will be coordinated with any other General Plan � � amendments to be proposed by the City to ensure that the limit of 4 per year is not exceeded. ' Land uses and development standards such as pa,king, height, building intensity, landscaping, � and potentially processes will be modified as part of the Specific Plan amendment process. ! The Local Coastal Plan will be evaluated for project consistency and will summarize any needed ' changes such as issues related to visitor serving uses, coastal access, parking' as well as additional specific conditions. i Deliverable Products: RR/N will prepare a written summary of proposed amendments tnrelevant City documents. This task will include up to 5 maps or graphics / necessary to update the relevant documents. � / Task 2.8: Public Meetings/Hearings ! Formal review of the Specific Plan is anticipated to be conducted by the City of Huntington � Beach Planning Commission, City Council, and the California Coastal Commission. Other recommending bodies also may be identified by City staff depending on the content of the final Specific Plan document. Preparation and attendance by RRM for uptofive public meetings are included in this task in support of the review and approval of the Specific Plan. RRyN will prepare a PowerPointnr other suitable presentation and assist staff in the preparation of the staff report. Errata sheets will be used to discuss preferred changes between public meetings/hearings. It is anticipated that any Coastal Commission hearing attendance would be at one of their southern California meeting locations. Deliverable Products: RRM will prepare for and attend upto five (S) public meetings insupport of Specific Plan review and approval. jmp/coriU=ts group/cxA/6/28/07 EXHIBIT NYAIN 3. CALIFORNIA COASTAL COMMISSION COORDINATION Task 3.1: Meetings with Coastal Commission RRM will draw on our current relationship with the Coastal Commission to bring them in early in the process, keep them updated and work with them to generate a plan and solutions that they will ultimately support. Deliverable Products: RRM will provide one submittal of the 21 Screen Draft of the Specific Plan, one response to Coastal Commission requests, and attend up to four (4) team meetings via phone conference. 4, PROGRAM FIR Hodge &Associates (HAA) will prepare a Program Environmental Impact Report (PEIR) for the proposed Downtown Specific Plan Amendment Project. HAA will retain a subconsultant with technical expertise in the area of air and noise. As noted below, other technical reports and background information will be furnished by the city. Task 4.1: Initial Study and Notice of Preparation HAA will prepare a draft Initial Study (IS) and Notice of Preparation (NOP) for the project in compliance with Section 15082 of the CEQA Guidelines and the City of Huntington Beach CEQA procedures.The Initial Study shall be completed in order to provide a basis for the scope of the Program EIR and for elimination of issues that do require further review and analysis. The IS/NOP will include a description of the project and identify the process for preparation of the EIR. In compliance with the CEQA Guidelines, the NOP is subject to a 30-day comment period. HAA will prepare the NOP notice for the newspaper and City staff will be responsible for the publication of the notice in the local newspaper. HAA will distribute to and post the IS/NOP with the State Clearinghouse and Orange County Clerk-Recorder's office. HAA will also distribute the IS/NOP to responsible agencies and to public agencies as required by CEQA. Deliverable Products: Draft IS/NOP- 10 copies plus one digital copy of the Screencheck IS/NOP will be submitted to the City staff, Final IS/NOP - 65 copies (including 15 copies are to be submitted to the State Clearinghouse, Office of Planning & Research (OPR)) will be produced for public review distribution. Task 4.2: Committee and/or Public Workshop Meetings HAA will attend meetings held with City committees and commissions. These meetings would be held to provide an introduction of the project and solicit early input regarding project questions and issues. It is anticipated that these meetings would be held during the NOP process and prior to preparation of the Draft Program EIR. Deliverable Products: Up to three meetings attended by HAA. Task 4.3:Screencheck Program EIR HAA will prepare a Screencheck EIR(SCEIR), which will include all EIR contents required in compliance with CEQA and the CEQA Guidelines. The written text will be supplemented with graphics and summary tables to present the information in a concise and easily understood format. It is anticipated that the SCEIR will incorporate the technical studies prepared for the project. HAA will also prepare a Mitigation Monitoring & Reporting Plan that meets the requirements of CEQA Section 21081.6 for mitigation measures included in the EIR. jmp/contracts group/exA/6/28/07 ..... ........... EXHIBIT "All Technkal Reports This proposal includes preparation of air quality and noise studies. All other required technical studies (i.e. previous studies such as cultural resources, geology/soils, hydrology etc.), traffic/parking analysis, and draft Specific Plan Amendment documentation to be utilized for preparation of the Program Environmental Impact Report will be provided to HAA by the RRM Design Group and/or the City of Huntington Beach. It's our understanding that the City is currently in the process of retaining the services of traffic/parking consultant per the RFP dated December 28, 2006, Air Quality& Noise Assessments - Mestre Greve Associates (MGA)will prepare an air quality study and a noise study for the proposed project. MGA has extensive experience preparing air quality and noise assessments and has prepared studies for projects located in Orange County. Deliverable Products: 10 Copies of the SCEIR. Task 4.4: Draft Program EIR HAA will prepare a preliminary Draft Program EIR that incorporates comments received from RRM Design Group and City staff during review of the SCEIR. It is anticipated that the Preliminary Draft EIR would be a final review prior to the Draft EIR being published for a 45-day public review period. HAA will prepare a Draft EIR in compliance with CEQA and the CEQA Guidelines and Notice of Completion. HAA will prepare all notices, including the Notice of Completion and the distribution list for the Draft EIR. HAA will confirm the distribution list for the DEIR with RRM Design Group and City staff. The list will include IS/NOP recipients plus other entities commenting during the NOP process. HAA will also prepare all public notices required for the Program EIR in compliance with CEQA and the CEQA Guidelines. Distribution responsibility for the Draft Program EIR will be as for the IS/NOP. Pursuant to State law (CEQA), the Draft Program EIR will be subject to a minimum 45-day public review period. Deliverable Products: Preliminary DEIR- 5 Copies, 1 reproducible original, 1 digital copy DEIR - 60 copies, 1 reproducible original, 1 digital copy Task 4.5: Final Program EIR/Response to Comments HAA will prepare a Final Program EIR that will contain responses to comments received in writing. Draft of responses to all comments submitted to the City on the Draft EIR in compliance with CEQA Guidelines Section 15088 will be prepared and provided to the staff for review. The Response to Comments document will be distributed to all public agencies who comment on the Draft EIR at least 10-days prior to anticipated City Council action on the EIR in compliance with CEQA (Public Resources Code) Section 21092.5. The Final EIR will include the Draft EIR, any changes to the Draft Program EIR, NOC, Mitigation Monitoring & Reporting Program (Matrix), IS/NOP, comment letters and response to comment letters. HAA will prepare draft EIR Findings for City Council certification of the EIR. Pursuant to State law (CEQA), HAA will also prepare a Statement of Overriding Considerations for the project if required (i.e. for any environmental impacts that can not be fully mitigated). Deliverable Products: Response to Comment Letters - 1 original and 1 digital copy Final EIR- 25 copies and 1 digital copy Task 4.6: Public Hearings HAA will attend and assist the City staff with the presentation and questions and answers at public hearings. Deliverable Products: Public Hearing(s) - Up to four public hearings jmp/contracts group/exA/6/28/07 EXHIBIT "A" Task 4.7: Notice of Determination HAA will prepare and file the Notice of Determination (NOD) with the State Clearinghouse (OPR) and County. HAA will also coordinate with the City staff to assure the timely filing of the Notice of Determination. The NOD will be filed with the State Clearinghouse and County within five days of EIR certification in compliance with CEQA. Deliverable Products: Notice of Determination S. PUBLIC OUTREACH Task 5.1: Key Stakeholder Interviews RRM will conduct a series of stakeholder interviews to better understand the issues, concerns, challenges, and ideas of this group of interested persons and agency representatives.The interviews involve a series of half-hour to one-hour confidential meetings (held over a one-day period) with various stakeholders, including the following: City staff, select decision makers, business owners, property owners within the study area and the surrounding area, developers, etc. The purpose of these meetings is to listen to the wants, needs, issues and observations about the planning area in a more private setting. The interviews are used to identify key issues to be solved and to allow the consultant team to understand the desires in terms of physical improvements and quality of life strategies. The stakeholder interview task is a critical step in gaining a candid understanding of conditions and issues from a variety of perspectives and is considered an important task. Deliverable Products: Prepare for and attend one (1) day of interviews; meeting notes; RRM will prepare all meeting materials. City staff will assist in arranging meeting locations and contacting key stakeholders. Task 5.2: Meeting with Downtown Huntington Beach Business Improvement District(BID) In this task, RRM will conduct a meeting with downtown business owners to identify planning goals and desired outcomes of the Downtown Specific Plan, discuss issues that have been created by the existing Huntington Beach Specific Plan, review potential contents of the revised plan, review opportunities and constraints analysis, initial urban design, circulation, design guidelines, land use, zoning and development standards concepts. It is the intent to involve BID members early on in the process to gain input and project support from the beginning. Deliverable Products: Prepare for, facilitate, and attend a downtown BID meeting. RRM to prepare all meeting materials, invitations, and prepare a summary of meeting notes and action items. City to coordinate the meeting room, contact the appropriate BID representatives and work out meeting logistics. Task 5.3: Community Workshop No.l RRM will conduct the first public workshop with assistance from the City to gain input on key issues, opportunities and priorities in the study area.This workshop will likely be structured in two parts. jmp/contracts group/exA/6/28/07 EXHIBIT "A" ® In the first portion of the workshop participants will be guided through the goals and timeline of the planning effort. Attendees will engage in interactive exercises designed to create and prioritize a list of key planning issues and opportunities to be resolved and respected throughout the planning effort. Exercises may involve forms of"polling" participants through the use of color tape dots, report cards, or similar methods to identify issues in order of priority. • The second part of the workshop may involve facilitating an interactive design charrette, a "roll up your sleeves"activity aimed at exploring big picture ideas and identifying planning sub-areas. The RRM team will customize the workshop to address key items pertinent to revising the Specific Plan, which may involve focus group exercises and general workshop exercises. The consultant team will prepare workshop materials including agendas, meeting handouts, base maps, source information such as the "idea bank", comment sheets, and other materials to help spur thoughts and ideas and encourage interaction. Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Task 5.4:Workshop No. I Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: RRM will prepare a written summary of workshop results. Task 5-5: Develop Design Concepts RRM will translate the solutions and ideas generated during the workshop#1 into a concept plan. RRM will collaborate with the City selected traffic consultant, RRM team of engineers, urban designers, architects, landscape architects, signage experts, and economist to generate realistic concepts that consider the traffic and infrastructure impacts as well as the economic and design impacts.As we work through the conceptual design, RRM will submit progress plans, as necessary, to city staff to ensure that collaboration among the city/RRM team is maintained and to make sure we are on the same page prior to bringing the design concepts back to the community. Deliverable Products: One color design concept plan view with associated land uses. VA-1:Vision Poster (Optional) See Value Added options below Deliverable Products: Concepts will be presented at the City Staff Meeting #1. Task 5.6: Public Workshop No.2 The project team will prepare for and conduct Public Workshop#2 to present the land use strategy and urban design concepts prepared to date. The project team will present the various design ideas in an interactive, engaging manner to receive feedback and direction. jinp/contracts group/exA/6/28107 EXHIBIT "A" Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Task 5.7: Workshop No. 2 Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: RRM will prepare a written summary of workshop results. 6. PARKING AND BOUNDARY ANALYSIS Task 6.1: Coordination with Traffic Consultant As indicated by the RFP, traffic and parking analysis and recommendations for this project will be conducted under a separate contract. This task provides coordination and information exchange with the traffic consultant. RRM will collaborate with the traffic consultant to develop solutions that will balance the pedestrian, vehicular and parking needs in the downtown core. Deliverable Products: .10 hours of collaboration and coordination with traffic and parking consultant. Additional coordination provided on a time and materials basis. 7. A FLEXIBLE SPECIFIC PLAN WITH DEVELOPMENT INCENTIVES In this portion of the project, the consultant team will compile the work to date and prepare the Specific Plan. The consultant team will develop the format the Specific Plan document and produce a draft of the overall document. The consultant team will coordinate with City Staff on the most appropriate format for clarity, conciseness, and ease of use. The last chapter of the Specific Plan is the implementation chapter (described in Task 14) and incentives will be addressed as part of the implementation chapter. Task 7.1: First Screen Check Draft Specific Plan In this task, the consultant team will compile the first Draft (including existing conditions analysis, public improvement and streetscape guidelines, architectural design guidelines, private urban form criteria, permitted land uses, and development standards, circulation and infrastructure analysis, an implementation plan, and an administration chapter) into a Specific Plan document. RRM will create a comprehensive update to the existing Plan. Our district-based plan will focus on the desired types of development and lifestyle activities which are supported by design and form-based standards and uses. We will organize the document in this fashion for ease of ,use. This planning and organizational method places all land use and development standards in one jmp/contracts group/exA/6/H/07 EXHIBIT "A" location for quick reference based on an individual developments geographic location. The following describes in more detail the contents of the Specific Plan: 1. Introduction and Purpose The Introduction discusses the purpose, intent, and organization of this document. It describes the history of the planning area, planning boundaries and the community outreach process associated with the project, as well as the Specific Plan's relationship to the other pertinent City documents. Z. Existing Conditions, Opportunities and Constraints, and Vision This section briefly summarizes the existing conditions and opportunity and constraints within the Specific Plan area on topics such as existing mobility, infrastructure conditions, urban design, and land use. In addition, this chapter describes the community's vision for the Specific Plan area, the guiding planning principles, the resulting physical environment, including land uses, circulation, pedestrian enhancement, environmental enhancement, and architecture character. The urban design plan for the area will also be described. 3. District Regulations This chapter will document in clear, graphically rich, and easy to use/administer manner all relevant land use designations, intensities, building types, urban form, and development standards that are applicable to the various districts in the specific plan area. Coordination with the City of Huntington Beach General Plan will be important for this element of the Specific Plan. District regulations recommendations will be included in the Specific Plan, however, subsequent zoning changes will be needed to establish the regulations and will be part of the implementation program. These regulations could be part of the Specific Plan and adopted concurrently. Land Use and Development Standards This section provides recommendations addressing allowable land uses as well as site development standards such as: zoning, floor area ratios, and dwelling densities, building types and form, store front regulations, building height, setback, signs, and parking, for each Specific Plan District. 4. Architectural Design Guidelines (Task 8) S. Public Realm Design Strategy This task will include preparation of public realm design guidelines for the aesthetic treatment of all public spaces and rights of way, including typical streetscape designs, street trees, sidewalk and urban furnishings, intersections, directional sign program, parking design, pedestrian treatments, and/or special public improvements. These design standards will be j"Icontracts grou*xA/6/28/07 EXHIBIT rg go applied to various streets, intersections, key parcels, and/or specific sub-areas within the planning area. _ The Public Realm Design Strategy will also include mobility and circulation recommendations. In this section, RRM will coordinate with the City selected traffic consultant to address all forms of mobility including pedestrian, transit, bike, vehicular circulation, and parking. It will contain recommendations for the street environment, street cross sections and key intersection configuration and traffic control, parking strategies, suggested roadway improvements, and transit and bicycle route concepts. Additional public realm design strategies will address needed infrastructure and public facilities. This chapter summarizes the conditions of the infrastructure and public facilities in the Specific Plan area from work in Task 2. Subjects addressed include water supply, sewer and wastewater, solid waste, storm drainage, police and fire protection, schools, and parks. 6. Implementation Plan (Task 14), 7. Administrative Chapter This chapter describes the authority of the Specific Plan and the administrative procedures including special processing and project review requirements such as a CUP, streamline processing for projects in substantial conformance with plan policies and required for amendments and/or modifications to the Specific Plan. Deliverable Product: The RRM team will assemble all consultant and City data into a comprehensive Specific Plan draft, format the document, and produce the 1 st Screen Check Draft Specific Plan. This draft is for in-house staff review only and will include delivery of five (5) black and white hard copies and an electronic PD1=format. Staff will provide one (1) consolidated marked up redline version of all City comments. Task 7.2: City Staff Meeting No.2 Following the City review of the 1"Screen Check draft and the distribution of a single marked up document with consolidated comments back to RRM from Staff, RRM will meet with staff to provide an opportunity to discuss recommended revision or questions and comments. Deliverable Products: RRM will prepare an agenda and all meeting.materials, sign-in sheets, and facilitate the meeting. Staff will be responsible for meeting logistics. Task 7.3: Second Screen Check Draft Specific Plan Following staff review of the 1"screen check draft plan and receipt of the single redlined comments from the City, RRM will produce a 21° screen check draft Specific Plan. At this point all of the City's previous comments will have been integrated. The 2Id Screen Check draft is an additional internal review opportunity prior to development of the public hearing draft. Deliverable Products: The RRM team will review and revise the document based on staff comments and produce a 2nd screen check draft Specific Plan. This draft is jmp/contracts group/exA/6/28/07 EXHIBIT "All for in-house review only and will include delivery of an unbound black and white hard copy and an electronic PDF format. Staff will provide one (1) consolidated marked up redline version of all City comments. Task 7.4: Hearing Draft Specific Plan In this task the 2nd Screen Check Draft Specific Plan will be finalized into the Hearing Draft. The plan will incorporate comments and input from City Planning Department staff and will be the Specific Plan version circulated for public and decision maker review. Deliverable Products: RRM will provide one (1) electronic version (PDF) on CD and five (5) camera ready colored versions and five (5) black and white copies. Task 7.5: Final Specific Plan Following final action taken by the Planning Commission and City Council, staff will provide RRM with one (1) consolidated marked up redline version of recommended modifications, RRM will make the final edits and modifications to the Specific Plan document. It is assumed that one (1) set of revisions will be made to the document, incorporating the final City Council action. Deliverable Products: RRM will make final edits and produce one (1) electronic version (PDF) on CD and one (1) camera ready colored version. 8. REVISED DESIGN GUIDELINES Task 8.1: Revised Design Guidelines: The design guidelines will be written for new construction, renovations and modifications in the planning area and are intended to replace the Downtown guidelines existing in the Urban Design Guidelines document as well as included in the Specific Plan. The guidelines will address building elements and massing as well as "green" architectural methods, but not define architectural character. The document will be graphically oriented with pictures representing a suggested design topic. Many of the pictures will contain text callouts helping to illustrate the design intent. The guidelines will be written with the ultimate users in mind. Design professionals, design review staff and decision makers will all use this document in the creation and review of project submittals. Utilizing the latest software technology, RRM can format the design guidelines to reflect the page layout of the existing Urban Design Guidelines so that they can be used as an appendix to the Specific Plan or they can be inserted seamlessly into the existing Urban Design Guidelines replacement chapter. Deliverable Products: RRM will make final edits and produce one (1) electronic version (PDF) on CD and one (1) camera ready colored version for review and comment. Staff will provide one (1) consolidated marked up redline version of all City comments. RRM will modify the design guidelines based on these comments and will create a stand alone document that can be included in the Appendix of the Specific Plan or integrated into the Urban Design Guidelines. 9. LAND USE REGULATIONS FOR TWO DEVELOPMENT SCENARIOS - PEDESTRIAN PROMENADE AND STREET OPEN TO VEHICULAR TRAFFIC Task 9.1 Street Open to Vehicular Traffic Scenario: While defining the proposed development standards and land use alternatives, RRM will prepare a scenario that addresses a set of development standards that would be applicable if the street is open to vehicular traffic. These standards may include the following: Description and purpose of land use categories, desired and undesired uses jmp/contracts group/exA/6/28/07 --------- EXHIBIT "Ae" • Development regulations including the following: o Building setbacks a Building height limits o Building density—FAR/DU/AC o' Parking standards o Outdoor dining and event standards • Circulation.elements Deliverable Product: The RRM team will assemble the Open Street Scenario development standards into the comprehensive 1 st Screen Check Draft Specific Plan. Task 9.2 Street Closure Scenario: While defining the proposed development standards and land use alternatives, RRM will prepare a pedestrian promenade scenario that addresses a set of development standards that would be applicable if the street is closed off to vehicular traffic. These standards may include modifications to the following: • Modification of District Boundaries • Description and purpose of land use categories, desired and undesired uses • Development regulations including the following: o Building setbacks o Building height limits o Building density—FAR/DU/AC o Parking standards o Outdoor dining and event standards • Circulation elements Deliverable Product: The RRM team will assemble the Street Closure Scenario development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 10. PEDESTRIAN PASEO Task 10.1: Pedestrian Paseo Development Standards RRM will incorporate design provisions into both the development standards and design guidelines that specifically address a future pedestrian paseo connection linking the Main Street/Strand to the Pacific City and Hyatt Resort Developments. These provisions will help create a pedestrian friendly and inviting space to draw people to and from the downtown core. The provisions will address bike lanes, pedestrian walkways, the scale and articulation of adjacent buildings, landscaping seating areas, lighting and signage. Deliverable Product: The RRM team will assemble the Pedestrian Paseo development standards and guidelines into the comprehensive 1 st Screen Check Draft Specific Plan. 11. SIGNAGE PROGRAM - PROVIDED BY GRAPHIC SOLUTIONS Task 1 1.1: Prepare Signage Program: Working in close coordination with the Client and Planning Consultant Team, Graphic Solutions will provide the following services: Phase 1: Planning and Research imp/contracts group/exA/5/28107 EXHIBIT "A" • Meeting with client and city representatives to gather input, discuss project overview, determine program parameters and design approach; identify and evaluate character, type, placement and design elements for use in the signage program. • Conduct site visit and review base map of project area and relevant materials provided by client. • Research imaging and therning appropriate for signage applications. Phase 2: Concept Design • Provide schematic concept design theme and signage locations reflecting recommended treatments for the signage program (typical). • Concepts will be typical only, for purposes of establishing a comprehensive program of design solutions. • Meeting to present schematic concepts to client and city for review, comment, and selection. • Develop selected design theme and apply to the following elements (includes one round of adjustments): o Entry Monuments o Directional Signs (vehicular and pedestrian-oriented) o Projecting Pedestrian Signs o Parking Signage • Forward developed concepts to client for review and comment. • Adjust concepts per client comments (one round of adjustments). • Prepare electronic files of adjusted concepts for use by client. • Forward electronic files and hard copy reference to client. NOTE: Two (2) meetings and one (1) site visit are included within Task 1 1. Additional meetings, site visits and/or additional services will be at the client's request and will be billed on a time and materials basis. Deliverable Products: Graphic Solutions will produce one (1) electronic version (PDF)on CD and one (1) camera ready colored version for review and comment. Staff will provide one (1) consolidated marked up redline version of all City comments. Graphic Solutions will modify the designs based on these comments and the Signage Program will be incorporated into the Public Realm chapter of the Specific Plan. 12. ENLIVENING THE PUBLIC RIGHT OF WAY - OUTDOOR DINING, KIOSKS, ETC. Task 12.1: Outdoor Sales and Dining Development Standards Outdoor sales and uses will be encouraged within the Specific Plan area provided that they enhance the pedestrian environment through the creative and appropriate use of outdoor spaces. The intent is to provide opportunities for businesses to display their products in a manner that enhances the public realm, creates an interesting, organized, and comfortable shopping and dining area. implconuwts group/exA/6129107 EXHIBIT "Ang Development Standards and guidelines will be created to establish procedures to permit certain incidental outdoor uses in pedestrian environments. Creativity in the design of outdoor uses is encouraged and the quality, character and design of all items placed outside should contribute in a positive way to the visual appearance of the community. These standards and guidelines will be incorporated into the land use chapter of the Specific Plan. Deliverable Product: The RRM team will assemble the Outdoor Sales and Dining development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 13. ALLEY AND BUFFERING STANDARDS RRM will develop design solutions for alley improvements.These solutions can be addressed in the Development Standards and Design Guidelines as well as with a conceptual sketch of a typical alley. They will also address buffering nearby residential land uses from adjacent commercial uses. Deliverable Product: The RRM team will assemble the Alley and Buffering development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 14. IMPLEMENTATION PLAN Task 14.4 Implementation Plan The Natelson Dale Group, Inc. (TNDG)will be responsible for A Development Implementation Strategy to be included as an element of the Specific Plan.This element will: a) lay out a specific strategy for funding public improvements needed to serve new development in the project area, and b) provide an overall framework for Plan implementation. The implementation plan will serve as a road map for the private sector and Staff alike for plan implementation. In this task the consultants will develop an implementation summary matrix that outlines all proposed implementation actions in terms of public capital improvements, phasing, policy actions, funding and financing strategies. This task will provide a"tool box" of potential implementation strategies and financing mechanisms available to achieve the short and long-term goals of the updated Specific Plan. Particular emphasis will be given to identify opportunities to leverage public financing with private investment. The overall implementation plan will include the following components: ® Identification and prioritization of key opportunity sites (and/or buildings suited for adaptive reuse); ® Recommended timing of public improvements; ® Identification of municipal incentives necessary to attract desired tenants/land uses; ® Designation of lead agencies for implementation of Specific Plan actions; • Recommended marketing approaches to attract desired development and/or to expand consumer awareness of the Plan area; ® Analysis of potential funding sources and financing mechanisms; o Financial pro forma of sources and uses of funds for recommended public improvements. The implementation plan will be a chapter within the Specific Plan and will recommend strategic public improvements and identify key catalyst projects and programs needed to make the imp/contracts group/exA/5/28/07 EXHIBIT ®e ®e Specific Plan vision a reality. Priorities, phasing, potential funding and financing mechanisms, and organizations responsible for implementation items are all defined by this chapter. 15. PROJECT MANAGEMENT Task 15.1: Project Management Throughout the preparation of the Specific Plan process RRM and team members will also need to prepare correspondence, status reports, record keeping, project coordination, electronic file management, and all other coordination. This task is intended to allow for necessary coordination between the consultant team, the city, and the community throughout the Specific Plan process including coordination with City staff, sub-consultants, and interest groups. Deliverable Products: Ongoing project coordination and management throughout Specific Plan process as described above. On-going project management assumes an average of three (3) hours per week for twelve (12) months. 16. VALUE ADDED SERVICES In an effort to prepare the most cost efficient program, the consultant team has a complete, but somewhat streamlined scope of services. The following optional tasks could each be added to the scope to provide additional value to the Specific Plan effort. Task VA-13: Vision Poster This task includes the preparation of a Vision Graphic. Most people are visually oriented and need to "see"what the future will look like.These will be in the form of a "Vision Poster" of how this area might appear twenty years from now. The vision poster becomes a powerful planning tool and has proven very successful in other communities. In addition, the vision graphic can be printed poster size and becomes a wonderful marketing tool to attract quality developments and developers. As currently envisioned, the poster will be a full color, one sided poster. It will contain a design plan/map created as an overlay to the existing electronic base map (Task 5.5)that may be accompanied with photos and architectural vignettes (described below)to capture the intent and assist in visualizing of the proposed concept.The following considerations among others will be featured: • Land use combinations that make sense economically and physically a Streetscape and pedestrian environment e Development intensities that relate to parcel size, zoning, parking, and access constraints Leader notes and text will help the reader identify key concepts contained in the vision. Also, around the periphery of the poster, up to five (5) architectural vignettes from various vantage points will help illustrate the desired character and vision of the area. Deliverable Products: Prepare one (1) 22" by 36" color Vision Poster and one electronic copy (PDF). Task VA-2: City Council/Planning Commission Joint Study Session (Optional) jmp/contracts group/exA/6/28/07 EXHIBIT "A"' As the project is located within the City of Huntington Beach, it may be advisable to get City decision makers involved in project early. The consultant team will coordinate with Staff to prepare for and conduct a City Council/Planning Commission Joint Study Session.This meeting will allow the consultant team to present the Draft Specific Plan to receive early input and gather public comments. Deliverable Products: RRM will prepare for and attend one (1) City Council/Planning Commission Joint Study Session. FIRM will also prepare an agenda, flyer, sign-in sheets, and facilitate the study session. City staff will be responsible for meeting notification, logistics and refreshments. C. CITY°S DUTIES AND RESPONSIBILITIES: City will provide the following: • Public and private agency contact list • City Land Use Plan (hard and electronic copies) • General Plan and Zoning Code (hard and electronic copies) • Existing and projected building intensity • Aerial Map • GIS Data with base layers including: o Zoning o Land Use o City Limits o Parcels/ownership o ROW o Topography o Utilities o Easements o Existing buildings • Existing and proposed street improvement plans • KHA scope of work for traffic and parking study and completed study • Prior economic, traffic, and/or planning studies • Previous EIR's for Pacific City, Strand Development and other significant projects in and around the Specific Plan area • Downtown BID boundary and summary of BID purpose and activities • Prior Specific Plan and EIR including technical studies (hard and electronic copies) • Any additional previous planning efforts in the area • Description, graphics and plans for pending projects in the Specific Plan area and vicinity • Infrastructure master plans for water, storm drainage and others • Capital Improvement Projects identified for the area • Other information that the City feels is necessary in conducting this planning effort imp/contracts group/exA/6/28/07 EXHIBIT "A" City will provide additional deliverables and responsibilities as identified above in B. Consultants duties and responsibilities (scope of work). D. WORK PROGRAMIPROJECT SCHEDULE. See Attached jmp(contracts groWexA/6/28/07 �. sno7 -2ooat - WORK PROGRAMIPROJECT SCHEDULE HUNTINGTON BEACH SPECIFIC PLAN 2007 NEW Pmrngm<ntsloTRe�il<i ■■■■■■!■■■■■!!■!■■■■No ■■.■■MNM■NM■NMMM■■■MMMM■OMEN!.■ ■■E MMMMlMMMlMMMMMMMM MEMO mown MOM■EEMMMMNNM■MMMMM■MMMNMNNNN■■■MMMN■■■lMNNNNMMMMM M:L M MMMMM■ME■■■MEMMEMEMMMMMNOME MEMMMEN EOMME NEW O■Mmum EMNMEE !■■ ■■° m : -1■�■■■■■■■�■■■ONE n■■■■■■■SC■■■■■1i■■■■■■■■■■■■■■■■�■ME ■■ ■mommEEN ...No..■..''■CNo ■■ ■.■.MEMMIN OEM■EMrN■IN I=a. ■M MEN IMMEM .o.o.c�.aOEM ■EM■MMMME■E■OMMMEMMMMMN■C]■■■■■DM■■■��l�■�lra■�M■■■■■■■E!E■■lMENEM -... ...,. w w .u.._.._..m...«a... MEMMME■E■! ■rN■d WIN M■MMMElM■■�M::: i m: :S:SS::::lu MEM:':: : NOMMME M■MMEMEMMEMEMENOM. _ ... .. .. ENE MENNEN OWN WON MENEM MEN on IN MMM Emma Now MEM C:::C:SS:ONE :.' :: ::: :MEN iTast l,PFlsaiFle S{,eiif PIan.NIF Uevelp ncentivef - -�' '-'-- - - - " - '� - ' MMIMMMMM ::MOEN No:Emooll • :-:::■■■ ■!E ::: ::�ME:E::■ SL�::G:: C:■�m:C . .■■.■ . ■■M■MOMMIM NC■.CC■■■.!.■�. MEN MM■MM■MMMi'No MEN_ .,Niiriiiiiii�� iiii �i�ie■C■ECE■ u�MMNMN■E!E!■E� !!!■!lEIMEN!'-: ��, "^.,!■■!M■M■M■!!!!!■■■!■E!E!■E!!!E■!E■■■■■■■■ MM■MMM ME on M!!lEEEMNE■MNENE ■!■■■■■ -r .. , Ta'sF.1T E Ilienm`gtIMP Fle R19M elWaY_ ;__-.-V.. .•� ■■■■■■■■■■ME _ .. c-` -.-■ M■■■ ■■■■■l�MMIE■■■!■■NM■!M.!!■ ■�■■■!■■■Ml y �r■NNE ■■M■■■■■■■�■■■!�■!■�1����!!�!■■!!E! 7 sMJ6 P ea Pasb9e nt - - .'f EXHIBIT "B" Payment Schedule 1. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. 2. CONSULTANT shall be entitled to a full payment towards the fixed fee set forth herein in accordance with the following fee schedule: Not-to-Exceed Amount; Cost per Task The chart below details the rates and hours assigned personnel will dedicate to the project and each task described in the Statement of Work. RRM Design Group will complete the proposed work within a not-to-exceed amount of$471,404. a 'e Task 1.1:Market Study $48,980 e :1 - e a 9 s e e • a D- - s e e- e - • - e - -e a 9a a s Task 2.1:Kickoff Meeting and Field Reconnaissance $4,220 Task 2.2:Data Collection and Review $4,320 Task 2.3: Base Map and Opportunities and Constraints Analysis $7,580 Task 2.4:Background,Existing Conditions,and Infrastructure Analysis $11,780 Task 2.5:Evaluate Development Capacity/Define Land Use Alternatives,Potential Development Standard, $14,440 and Projected Build-out Assumptions Task 2.6:City Staff Meeting No.1 $2,450 Task 2.7:Zoning Tent Amendment,General Plan Amendment,Local Coastal Plan Amendment $8.590 Task 2.8:Public Meetings/Hearings $16,200 .. a Task 3.1:Meetings with Coastal Commission $12,190 1 LPit.gpor� $97,214 jmp/contracts group/exB-116/28/07 1 EXHIBIT B Alternative#1 asko • Task 5.1:Key Stakeholder Interviews $3,480 Task 5.2: Meeting with Downtown Huntington Beach Business Improvement District(BID) $2,720 Task 5.3: Community Workshop No.1 $6,700 Task 5.4. Workshop No. 1 Follow Up/Summary $655 Task 5.5: Develop Design Concepts $12,960 Task 5.6: Public Workshop No.2 $6,700 Task 5.7: Workshop No.2 Follow Up/Summary $655 1 s • B 6-6`0 A Task 6.1: Coordination with Traffic Consultant $1,300 0 11 Task 7.1:First Screen Check Draft Specific Plan $37,980 Task 7.2:City staff Meeting No.2 $2,450 Task 7.3:Second Screen Check Draft Specific Plan $17,700 Task 7.4:Hearing Draft Specific Plan $12,280 Task 7.5:Final Specific Plan $4,040 A �O;WsiopqOidbl, Task 8.1:Revised Design Guidelines $14,890 e 'A • '-• o • e D- - se e Task 9.1 Street Open to Vehicular Traffic Scenario $7,2 00 Task 9.2 Street Closure Scenario $7,200 o IA 1 • ifi Pas,66 Task 10.1:Pedestrian Paseo Development Standards $6,640 A . A o _• am •o Task 11.1:Prepare Signage Program $15,210 }mp/contracts grouplexB-1l6/28/07 2 EXHIBIT B Alternative#1 0 Task 12.1:Outdoor Sales and Dining Development Standards $6,660 e .e Task 13.1: Prepare Alley and Buffering Standards $6,660 .0 77 Task 14.1:Implementation Plan $20,260 Task 15.1: Project Management r$241 T6 IVY • o.-• Task VA-1:Vision Poster $18,820 Task VA-2:City Council/Planning Commission Joint Study Session $6,160 .. :► ts 474A.04 3. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each progress payment due. Such invoice shall: 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and jmplcontncts grouplexB-1/6/28/07 3 EXHIBIT B Alternative#1 5) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty(30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in,or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. jmp/contracts group/exl3-1/6/28/07 4 EXHIBIT B Alternative 41 RCA ROUTING SHEET Z Development' INITIATING DEPARTMENT: Economic Develo p SUBJECT: Downtown Specific Plan Update Contract 'Amendment COUNCIL MEETING DATE: June 2, 2008 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) j' Attached ❑ / Not A licable Resolution (w/exhibits & legislative draft if applicable),/ Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable)! Attached (Signed in full by the City Attorney) ,% Not Applicable ❑ Subleases, Third Party Agreements, etc.' Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached Not Applicable ❑ Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑ Not Applicable Bonds (If applicable) Attached ❑ Not Applicable Staff Report (If applicable) Attached Not Applicable ❑ Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable EXPLANATION FOR MISSING ATTACHMENTS' REVIEWED RETPANED FOR A DED Administrative Staff Deputy City Administrator Initial ( ) Citv Administrator Initial City Clerk EXPLANATION FOR RETURN OF ITEM: a — ,0 ,� d IDS �� G /S /�S s7�t-2 3)/J6 c QLC,6- RCA Author: Punongbayan X5183 JA / City ®f Huntington Beach 2000 Main Street • Huntington Beach, CA 92648 o _ _ OFFICE OF THE CITY CLERIC JOAN L. FLYNN CITY CLERK June 4, 2008 RRM Design Group Attn: Erik P. Justesen 3765 South Higuera Street, Ste. 102 San Luis Obispo, CA 93401 Dear Mr. Justesen: Enclosed for your records is a copy of Amendment No. 1 to the Professional Services Agreement between the Redevelopment Agency of the City of Huntington Beach and RRM Design, Inc. for Planning and Urban Design Services. Sincerely, Jiro) Joan L. Flynn, CIVIC City Clerk JF:pe Enclosure: Agreement G:followup:agrmtltr Sister Cities: Anjo, Japan • Waitakere, New Zealand (Telephone: 714-536-5227) 75 Council/Agency Meeting Held: �- Deferred/Continued to: 4App ved ❑ Conditionally Approved ❑ Denied •City lerk' ign e Council Meeting Date: 7/16/2007 Department ID Number: ED-07-22 CITY OF HUNTINGTON BEACH REQUEST FOR REDEVELOPMENT AGENCY ACTION SUBMITTED TO: HONORABLE CHAIRMAN AND AGENCY MEMBERS SUBMITTED BY: PEN EL CU�ETH-GRAFT, DPA,'E�CECUTIVE DIRECTOR PREPARED BY: STANLEY SMALEWITZ, DEPUTY EXECUTIV DIRECTOI A_ SCOTT HESS, DIRECTOR OF PLANNIN SUBJECT: APPROVE PROFESSIONAL SERVICES CONTRACTS WITH RRM DESIGN GROUP AND KIMLEY-HORN AND ASSOCIATES, INC. TO PROVIDE CONSULTING SERVICES FOR THE UPDATE TO THE DOWNTOWN SPECIFIC PLAN/ PARKING MASTER PLAN E ement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Transmitted for Redevelopment Agency consideration are professional services contracts with RRM Design Group and Kimley-Horn and Associates, Inc. to provide consulting services for the update to the Downtown Specific Plan and Downtown Parking Master Plan. Funding Source: Redevelopment Agency Capital Projects Fund Balance (Attachment#3) Recommended Action(s): Motion to: Approve the Professional Services contract between the City of Huntington Beach Redevelopment Agency and RRM Design Group in the amount of $471,404 for preparation of the update to the Downtown Specific Plan including an additional 10 percent contingency in the amount of $47,140 to fund potential modifications to the scope of work during the plan update and authorize the Chairman and Agency Clerk to execute the agreement and appropriate $518,544 from undesignated Redevelopment Agency Merged Capital Funds Balance to account 30580101.69365. 2. Approve the Professional Services contract between the City of Huntington Beach S ' Redevelopment Agency and Kimley-Horn and Associates, Inc. in the amount of $132,230 for preparation of the update to the Downtown Parking Master Plan including an additional 10 rLl� percent contingency in the amount of $13,223 to fund potential modifications to the scope of work during the plan update, and authorize the Chairman and Agency Clerk to execute the agreement and appropriate $145,453 from undesignated Redevelopment Agency Merge Capital Funds Balance to account 30580101.69365. i REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 7/16/2007 DEPARTMENT ID NUMBER: ED-07-22 Alternative Action(s): The Redevelopment Agency may make the following alternative motion(s): 1. Deny the Professional Services Contract between the Agency and RRM Design Group. 2. Deny the Professional Services Contract between the Agency and Kimley-Horn and Associates, Inc. 3. Continue the item and direct staff accordingly. Analysis: A. PROJECT BACKGROUND The departments of Economic Development and Planning have been directed by the City Council to update the Downtown Specific Plan (DTSP) and Downtown Parking Master Plan (DPMP). The DTSP contains provisions that regulate land use, development standards, and development intensity in the downtown. The DPMP is an integral part of the DTSP and establishes the shared parking concept in the downtown core. The purpose of the amendment is to re-analyze and potentially modify development thresholds that were established under the most recent amendment to the Downtown Specific Plan in February of 2002 to the original 1983 Plan. In addition to development thresholds, the City Council directed staff to review the current DPMP and its boundaries. The amendment will analyze areas outside the DPMP boundaries for possible inclusion within the master plan. The planning consultant (RRM Design Group) will be responsible for developing land use provisions and urban design guidelines that support and encourage a mixed-use development community. The planning consultant shall work in conjunction with the traffic/parking consultant (Kimley-Horn and Associates, Inc.) who specializes in the analysis of parking in a downtown setting and who will be responsible for amending the DPMP. The traffic/parking consultant will utilize "shared use" parking strategies and other innovative approaches to regulating parking in a mixed-use development community. The DPMP was last modified in 2000. Staff is requesting the services of these two firms to provide the necessary level of service and knowledge. The consultants will provide assistance in their respective fields of expertise and will augment Economic Development and Planning staffing on the update to the DTSP and DPMP. -2- 7/5/2007 8:18 AM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 7/16/2007 DEPARTMENT ID NUMBER: ED-07-22 B. CONSULTANT SELECTION PROCESS Staff solicited proposals from the following seven qualified urban planning consultants for the update to the DTSP: RRM Design Group Michael Brandman Associates RTKL Nardi and Associates Downtown Solutions David Denton AIA Architect Carrier Johnson Staff solicited proposals from the following seven qualified traffic/parking consultants for the update to the DPMP: Kimley-Horn & Assoc., Inc. IBI Group WilburSmith Associates Transtech Engineers, Inc. Walker Parking Consultants Katz, Okitsu, & Associates Fehr & Peers/Kaku Associates Each proposal was carefully reviewed and scored based on the criteria outlined in the RFP. Criteria used in the evaluation of submittals included: proven track record of successfully implementing and monitoring specific plans and urban design guidelines; proven track record of ability to manage multiple projects with varying complexity; ability to commit key personnel and provide in-house services; ability to meet strict deadlines; and competitive fee schedule. After evaluating the responses and checking references, staff concluded that RRM Design Group and Kimley-Horn and Associates, Inc. best demonstrated the ability to provide top quality consulting services at competitive prices. The consultants were selected by a panel comprised of Planning, Economic Development, and Public Works staff. C. STAFF RECOMMENDATION Based on their expertise in this field, knowledge of Huntington Beach, and understanding of the City's request and competitive rates, staff recommends approval of the professional services contracts with RRM Design Group for urban planning consulting services (Attachment #1) and Kimley-Horn and Associates for traffic/parking consulting services (Attachment#2). Staff is also recommending that an additional contingency fund of 10 percent of the total amount of both contracts be approved. The additional contingency fund totals $60,363 and is necessary in the event that additional funding is needed for increases/modifications to the scope of work of either contract. Downtown projects can be controversial and involve several interest groups and stakeholders. The contingency fund will be available to account for unforeseen changes to the scope of work that may result from the update process. .3. 7/5/2007 8:18 AM REQUEST FOR REDEVELOPMENT AGENCY ACTION MEETING DATE: 7/16/2007 DEPARTMENT ID NUMBER: ED-07-22 Strategic Plan Goals: L - 4 Create an environment that promotes tourism to increase revenues to support community services and transform the City's economy into a destination economy. Downtown Huntington Beach represents the heart of the tourism activity in the City as it is situated adjacent to the beach and within walking distance of major hotels. The services of a qualified consultant are necessary to provide guidance in updating the Downtown Specific Plan and Parking Master Plan. The consultant will aid in the establishment of a land use plan for reuse of critical, underdeveloped parcels so that the next phase of downtown development can begin. The use of a consultant to augment City staff will ensure the efficient and productive use of redevelopment resources which will aid in the transformation of the City's economy into a destination economy. C - 2 Provide quality public services with the highest professional standards to meet community expectations and needs, assuring that the City is sufficiently staffed and equipped overall. The chosen consultants are well respected and highly knowledgeable in their respective fields. These firms will support staff resources in performing the update to the DTSP/DPMP in order to assure that all necessary analysis and procedural requirements are in compliance with all applicable State and local requirements. Environmental Status: Projects over which public agencies exercise ministerial authority, such as this agreement contracting for consulting services, are categorically exempt from the California Environmental Quality Act pursuant to Section 15300.1. Attachment(s): NumberCity Clerk's Page Description Professional Services Agreement between the Agency and RRM - Design Group = 2. Professional Services Agreement between the Agency and Kimley- Horn and Associates, Inc. 3. 1 Funding Source -4- 7/5/2007 8:18 AM ATTACHMENT # 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE REDEVELOPMENT AGENCY OF THE HUNTINGTON BEACH AND RRM DESIGN GROUP, INC. FOR PLANNING AND URBAN DESIGN SERVICES Table of Contents IScope of Services.................................................................................................... 1 2 Agency Staff Assistance..........................................................................................2 3 Term; Time of Performance....................................................................................2 4 Compensation..........................................................................................................2 5 Extra Work..............................................................................................................2 6 Method of Payment.................................................................................................3 7 Disposition of Plans,Estimates and Other Documents...........................................3 8 Hold Harmless.........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance...........................................................................................5 11 Independent Contractor...........................................................................................6 12 Termination of Agreement......................................................................................6 13 Assignment and Delegation .....................................................................................6 14 Copyrights/Patents ..................................................................................................7 15 Agency Employees and Officials............................................................................7 16 Notices.........................................................................................7 17 Consent....................................................................................................................8 18 Modification............................................................................................................8 19 ' Section Headings.....................................................................................................8 20 Interpretation of this Agreement.............................................................................8 21 Duplicate Original...................................................................................................9 22 Immigration..............................................................................................................9 23 Legal Services Subcontracting Prohibited ...............................................................9 24 Attorney's Fees......................................................................................................... 10 25 Survival ....................................................................................................................10 26 Governing Law......................................................................................................... 10 27 Entirety........................................................................................ ..10 ........................... PROFESSIONAL SERVICES CONTRACT BETWEEN THE REDEVELOPMENT AGENCY OF THE HUNTINGTON BEACH AND RRM DESIGN GROUP, INC. FOR PLANNING AND URBAN DESIGN SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the Redevelopment Agency of the City of Huntington Beach, a public body of the State of California, hereinafter referred to as "AGENCY, and RRM DESIGN GROUP, INC., a California corporation hereinafter referred to as "CONSULTANT." WHEREAS, AGENCY desires to engage the services of a consultant for planning and urban design services to update the Downtown Specific Plan; and Pursuant to documentation on file in the office of the Agency Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by AGENCY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Erik P. Justesen who shall represent it and be its sole contact and agent in all consultations with AGENCY during the performance of this Agreement. 2. AGENCY STAFF ASSISTANCE AGENCY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 07-956/11594 1 3. TERM, TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on -J U IV I G , 20 0-7 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than A y1'eG from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by AGENCY and CONSULTANT. 4. COMPENSATION In consideration of the performance of the services described herein, AGENCY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Four Hundred Seventy One Thousand Four Hundred Four Dollars ($471,404.00). 5. EXTRA WORK In the event AGENCY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from AGENCY. Additional compensation for such extra work shall be allowed only if the prior written approval of AGENCY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 07-956/1 1594 2 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to AGENCY, and CONSULTANT shall turn these materials over to AGENCY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by AGENCY as it sees fit. AGENCY will give credit to CONSULTANT for production of material. 8. HOLD HARMLESS To the fullest extent permitted by law (including, without limitation, California Civil Code Section 2782 and 2782.6) CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless AGENCY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses,judgments, demands and reasonable defense costs (including, without limitation, costs and fees of litigation or liability of any kind or nature) arising out of or pertaining to CONSULTANT's (or CONSULTANT's subcontractors, if any)negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of AGENCY. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. A breach of contract suit resulting from CONSULTANT's failure to comply with contractual obligations is only covered is such breach results from CONSULTANT's negligence. 07-956/11594 3 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to AGENCY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of AGENCY. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify AGENCY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to AGENCY a certificate of insurance subject to approval of the AgencyCounsel evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and 07-956/11594 4 C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by AGENCY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. AGENCY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of AGENCY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in accordance with acceptable industry standards. AGENCY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by AGENCY shall be made in writing, notice of which shall be delivered to 07-956/1 1594 5 CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of AGENCY, become its property and shall be promptly delivered to it by CONSULTANT. AGENCY shall pay CONSULTANT for all professional services due upon termination. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of AGENCY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS AGENCY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. AGENCY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no AGENCY official nor any regular AGENCY employee in the work performed pursuant to this Agreement. No officer or employee of AGENCY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section I hereinabove) or to AGENCY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. AGENCY and CONSULTANT may designate different addresses to which subsequent 07-956/I 1594 6 notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO AGENCY: TO CONSULTANT: Redevelopment Agency of the RRM Design Group City of Huntington Beach ATTN: Erik P. Justesen ATTN: Director of Economic Development 3765 South Higuera Street, Ste. 102 2000 Main Street San Luis Obispo, CA 93401 Huntington Beach, CA 92648 17. CONSENT When AGENCY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The Ianguage of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining 07-956/11594 7 covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals,each of which so executed shall,irrespective of date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and AGENCY agree that AGENCY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the Agency Counsel is the exclusive legal counsel for 07-956/11594 8 AGENCY; and AGENCY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement.between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 07-956/11594 9 IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed by and through their authorized off cers on �(�(.L �/ 16, 20� RRM ESIGN GR UP, IN REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH, a public By body of the State of California Erik . Ju ese , O 0 airpe on B e ers, Chief Financial Officer Agency Clerk-7 Jq REVIEWED AND APPROVED: AFAgenc AS TO FORM: ) 'L— M Exe utiveDirector Counse v- ,�s- .Z dq INITIATED AND A PROVED: Deputy Executive D' ctor 07-956/I 1594 10 EXHIBIT "A" A. STATEMENT OF WORK: The City of Huntington Beach's amended Downtown Specific Plan will involve re-analyzing and potentially modifying development thresholds that were established in the current Downtown Specific Plan. The Downtown Specific Plan team will work closely with the Downtown Parking Master Plan team to modify the boundaries of the master plan to include some key under utilized parcels. The amended Downtown Specific Plan will be a catalyst to promote development on these underutilized parcels and ultimately help create a vibrant pedestrian oriented downtown that complements the retail, hotel and dining uses proposed in the Pacific City and Strand developments. This work will be based on a fun and interactive community workshop process and will include: • Analyzing the current and future market potential • Identifying opportunities and constraints • Analyzing modifications to building heights, densities, and FAR to promote mixed use development • Involving the California Coastal Commission throughout the process and guide the solutions to garner their support • CEQA compliance • Working with community to create a vision • Collaborating with city traffic consultant • Establishing development regulations, design guidelines, and incentives that will foster redevelopment consistent with the vision • Revise design guidelines to incorporate "Green" architectural solutions, quality materials, and stimulate unique and interesting architecture. . Establish two development scenarios addressing a possible street closure/pedestrian promenade and a street open to vehicles . Provisions for a pedestrian paseos linking Main Street/Strand to Pacific City and Hyatt Resort developments • Establish location and design criteria for directional signage , pedestrian signs and entry monuments . Design solutions for alley improvements . Implementation strategy The RRM team has experience creating plans that address the items listed above. We have experience developing clear visions along with user friendly standards and guidelines to entice private investment and create a thriving pedestrian destination. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: The scope of services has been organized per the RFP with subtasks under each of the 14 tasks outlined in the RFP. jmp/contracts group/exA/6/28/07 EXHIBIT "A" 1. ANALYZE CURRENT AND FUTURE MARKET POTENTIAL Task 1.1: Market Study The Natelson Dale Group, Inc. (TNDG) will be responsible for a Market Study to: a) Quantify future demand for retail, office and residential land uses in the Plan area; b) Define the development densities that would be economically feasible; c) Evaluate the development potentials of specific underutilized parcels. The market study will also consider the economic effects (either positive or negative) that the potential closure of Main Street would have on area businesses. Based on the market study and an evaluation of the project area's physical development capacities, TNDG will coordinate with RRM Design Group to prepare a range of land use alternatives for the Specific Plan update process. TNDG's market study will address the following land use categories: • Retail/Restaurant • Office • Residential/Live-Work Units The demand analysis for each land use will follow a "top-down" methodology whereby TNDG will first forecast citywide demand for new development and then estimate the share of citywide development that could realistically be captured within the Specific Plan area. In addition to quantifying demand for development in the project area, the analysis will also consider qualitative issues affecting the project area's development potentials. In other words, the analysis will identify the specific market niches or types of development (in terms of density, market orientation, etc.) that would be appropriate for the mixed-used, pedestrian-oriented environment envisioned for the downtown. Develop Demographic Database and Forecasts. As background for the demand analyses for the individual land uses, TNDG will develop a comprehensive demographic database for the project area and the overall surrounding trade area. Key variables will include population, households, income levels, employment, age, ethnicity and transit dependency. Given the substantial impacts of tourism on the Huntington Beach economy, the demographic analysis will also include a profile of visitors to the City. Recognizing that no single source of demographic data is definitive, TNDG will review a range of sources and then prepare customized forecasts for purposes of these projects. The reviewed data sources will include the following: 2000 Census (and available updates); forecasts adopted by the Southern California Association of Governments (SCAG); any population forecasts prepared by the City of Huntington Beach; available data on pending residential projects in the City; and forecasts prepared by private demographic firms (e.g., Claritas, ESRI, etc.). Retail/Restaurant Demand Analysis. The retail demand analysis will involve the following steps: • Review any previous market analyses completed for the City of Huntington Beach (and/or studies submitted by developer applicants). • Based on the above review and on TNDG's existing familiarity with the market area, define the geographic market areas from which retail facilities in the Downtown Specific Plan area could be expected to draw market support. • Compile data on existing retail sales (by major category) in Huntington Beach and neighboring cities. jmp/contracts group/exA/6/28/07 EXHIBIT "A" • Utilize TNDG's proprietary retail demand model to evaluate future growth in retail sales potential in the market area, broken down by major retail sales category (e.g., apparel, furniture, general merchandise, home improvements, restaurants, etc.). The projections will be expressed in terms of both dollars and square footages supportable. The projections will cover a 1 5-year forecast period (in annual increments), and will be based on the demographic/tourism forecasts developed by TNDG at the outset of the project. • Given the market shares that will be absorbed by other planned development (including major projects such as Pacific City and The Strand), estimate the shares of future retail demand that could realistically be captured in the Plan area. • Express "bottom line" findings in terms of square feet of retail space to be absorbed in the project area over the planning horizon (in annualized increments), with the total numbers broken-down as appropriate by major retail category and facility type. • Based on the overall demand projections, identify specific development opportunities for key sites or underutilized parcels in the Plan area. Office Demand Analysis. The office demand analysis will involve the following steps: • Estimate existing inventory of office space in City (and surrounding communities, as appropriate), segmenting the data by relevant market components (i.e., medical versus general office space). • Estimate current vacancy levels based on discussions with local office brokers. • Project future absorption of office space in the City, based on current utilization levels, historic trends and general economic parameters (i.e., anticipated population and employment growth in the City). • Given the inventory of competing facilities and the unique locational attributes of the Specific Plan area, project the amounts and types of office space that could potentially be captured within the project area. • Express "bottom line" findings in terms of square feet of new office space that could potentially be absorbed in the Specific Plan area over the planning horizon (in annualized increments). Demand Analysis for Residential Units. The residential demand analysis will involve the following steps: • Compile historic data on local and regional population growth and the correlated demand for new housing units. • Evaluate recent historic trends regarding the mix of single- and multi-family units. • Review city-level projections of future growth in population and households (as appropriate, TNDG would evaluate multiple sources of demographic data). • Project future growth in housing demand (and the breakout between single- and multi- family units) over the planning horizon (in annualized increments). • Project that amounts and types of housing development that could potentially be attracted to the project area. • Express "bottom line" findings in terms of new residential units that could potentially be absorbed in the project area over the planning horizon (in annualized increments). jmp/contracts group/exA/6/28/07 EXHIBIT "A" • Forecast potential housing values in the project area. These pricing forecasts would allow for more detailed planning of residential product types and densities appropriate for the Specific Plan area. Developer Focus Group Meeting. In order to provide a "reality check" on TNDG's statistical findings and to identify and prioritize the strategic actions the City can take to achieve its development goals for the Plan area, TNDG will organize and facilitate a "focus group" meeting of real estate developers active in comparable mixed-use settings. The purposes of this meeting will be to validate and/or refine the market study findings, and to discuss the following strategic issues: • Types of development for which the developers would anticipate strong future demand in the plan area; • Minimum site sizes necessary to make development feasible for different land use types; • Feasible development densities for different land use types, given likely land costs within the project area; • Development implications of the potential closure of Main Street; • Municipal incentives that are most effective in these settings, from a developer's perspective; and • Other factors that contribute to the successful implementation of this type of plan. Relative to the Main Street closure issue, TNDG will also interview officials in other municipalities that have developed pedestrian downtowns. Prepare Pro Forma Financial Analyses. TNDG will prepare financial pro formas for four (4) prototypical development projects in the downtown area. The prototypical projects would encompasses a range of land use alternatives and be intended to demonstrate the feasibility of different mixes and densities of development. They would be prepared in a format suitable for inclusion in developer marketing materials. This scope includes a "basic" pro forma showing total development and financing costs (including land acquisition/assembly) and projecting annual cash flow at buildout for each prototype. Evaluate Development Capacity/Define Land Use Alternatives. In consultation with other members of the consultant team, TNDG will utilize the findings of the market study to define a range of land use alternatives for the project area. The alternatives will reflect both the projected levels of demand and RRM's assessment of the area's capacity for development, redevelopment and adaptive reuse. Prepare Summary Report. TNDG will compile the findings of the above tasks into a single summary report fully documenting the data, assumptions and methodology used to arrive at the presented findings. Spreadsheet tables and databases will be attached as appendices. The market report will serve two major purposes within the overall planning process: 1) to identify the project area's real estate development opportunities, with this information serving as a basis for defining land use alternatives for the plan, and 2) to provide a strategic framework - in terms of a specific marketing strategy - for attracting desired development to the plan area. Deliverable Products: TNDG will compile the findings of the above tasks into a single summary report documenting the data, assumptions and methodology used to arrive at the presented findings. Spreadsheet tables and databases will be attached as appendices. Preparation of one (1) Market Study Summary jmp/contracts group/exA/6/28/07 EXHIBIT "A" Report as described above and delivery of one (1) unbound black and white hard copy and one (1) electronic version. 2, PROJECT KICK-OFF, IDENTIFY OPPORTUNITY AND CONSTRAINTS, DEVELOPMENT STANDARDS, AMENDMENTS TO RELATED PLANNING DOCUMENTS, AND HEARINGS In this initial portion of the project, the consultant team will engage in a due diligence process. This process is designed to inform the consultant team and the City on key issues and to gather and review relevant data. The first phase sets the stage for the preparation of the Specific Plan and the incorporated urban design concepts, traffic and pedestrian circulation recommendations, design guidelines, recommended development standards, and implementation and revitalization strategies. Following the completion of the Specific Plan, RRM will work with City Staff (Staff) to prepare the necessary amendments to relevant documents and prepare and present the Plan throughout the public hearing process. Task 2.1: Kick-Off Meeting and Field Reconnaissance During this task, the consultant team will prepare for and conduct a kick-off meeting and field reconnaissance with the City of Huntington Beach. This includes field data verification and documents regarding the existing infrastructure (focusing on identifying existing condition of infrastructure and/or physical constraints that may limit design parameters). This task will include the following: • Briefing by Huntington Beach Staff on relevant conditions and planning activities in and around the study area • Review of project objectives, scope of work, and project timeline • Identification of key project contacts and information exchange • Identification of potential stakeholder interviewees and key issues to explore • Discussion of general challenges, hot spots, and issues to be focused on during the project • Identification of optimal working relationship in terms of receipt and review of materials, turn around times, etc. • Discussion of document and product format, organization, and graphic quality presentation • Driving tour of the study area with staff to discuss key issues and opportunities Deliverable Products: RRM will prepare for and attend a kick-off meeting and field reconnaissance to establish project milestones and confirm project schedule and will prepare minutes of kick-off meeting. Task 2.2: Data Collection and Review As a first step in preparing the Specific Plan, the consultant team will gather and review data that is relevant to this project. This will include gathering and reviewing relevant General Plan and Zoning Code sections, the existing Specific Plan document, traffic data, existing infrastructure, transit, bike, and parking policies, funding sources and availability, and previous visioning efforts. The primary effort of this task is to take a fresh look at past and current planning efforts and to harness the wealth of existing data that can be used in the planning process. Deliverable Products: Collection and review of relevant data as described above. jmp/contracts group/exA/6/28/07 EXHIBIT "A" Task 2.3: Base Map and Opportunities and Constraints Analysis Using City provided data, RRM will prepare a project area base map in an AutoCAD/GIS format. This base map will compile existing data into one exhibit to show information such as parcel lines, lot configuration/dimensions, street locations, existing development areas, aerial photos, topography, and surface infrastructure. The base map will be used throughout the project for various mapping and design exhibits. As an overlay to this base, the consultant team will prepare an existing conditions map with opportunities and constraints illustrating significant site features. These maps will be used in public meetings and discussions as well as for design purposes. Deliverable Products: Electronic base maps and existing conditions/opportunities and constraints overlay map using existing aerial photographs provided by the City. Task 2.4: Background, Existing Conditions, and Infrastructure Analysis In this task the consultants will prepare a comprehensive assessment of existing conditions to be used as baseline information for the Specific Plan product and process. This task will include an Infrastructure Baseline Analysis wherein; RRM Engineering will conduct assessment of area infrastructure conditions, including sewer, water, storm drain and flooding issues, utilities, and services. RRM will include an interview with the cities engineering staff to discuss current infrastructure capacity and desired levels of service. RRM will also review available City documentation regarding existing and proposed improvements and provide a survey of above- ground conditions. Based on the interview, existing documentation, and field survey, RRM will prepare a summary of existing conditions, potential project impacts, and recommendations for project-related improvements, including guidelines for meeting NPDES standards. Deliverable Products: RRM will prepare a summary memorandum and incorporate needed information into the Specific Plan. Task 2.5: Evaluate Development Capacity/Define Land Use Alternatives, Potential Development Standard, and Projected Build-out Assumptions In consultation with other members of the consultant team, TNDG will utilize the findings of the market study to define a range of land use alternatives for the project area. The alternatives will reflect both the projected levels of demand and RRM's assessment of the area's capacity for development, redevelopment and adaptive reuse. Potential Development Standards and projected build-out calculations/assumptions with be generated and presented to Staff and the Coastal Commission. This will include the following and will be incorporated into a PowerPoint or memo and will be presented to Staff at the City Staff Meeting #1 . Preferred Land Use and Circulation Plan • Modification of District Boundaries • Description and purpose of land use categories, desired and undesired uses • Development regulations including the following: o Building setbacks o Building height limits o Building density—FAR/DU/AC o Parking standards • Circulation elements • Open space buffers, recreation, trails Urban Design and Pedestrian Enhancements Concept Plan jmp/contracts group/exA/6/28/07 EXHIBIT "A" • Urban design framework • Proposed streetscape cross sections • Urban furnishings • Landscape/ Streetscape concepts • Other public improvements within the planning area Deliverable Products: RRM will prepare a memo or PowerPoint presentation summarizing land use alternatives and associated development standards and build-out assumptions. Concepts will be presented at the City Staff Meeting #1 and at a meeting with the Coastal Commission Staff. Task 2.6: City Staff Meeting No.l RRM will meet with Staff to "truth-test" preliminary Specific Plan strategies and concepts developed under Tasks 1 and 2. Feedback from this meeting will be used to develop the preferred alternative and Specific Plan strategies. Deliverable Products: RRM will prepare an agenda and all meeting materials, sign-in sheets, and facilitate the meeting. Staff will be responsible for meeting notification, and logistics. Task 2.7: Zoning Text Amendment, General Plan Amendment, Local Coastal Plan Amendment RRM will evaluate the elements of the General Plan for consistency, identify areas that need to be modified to accommodate the project and prepare revised text and edits. We will make sure that any changes to a single element are carried through and are consistent with others. The timing of the General Plan amendment will be coordinated with any other General Plan amendments to be proposed by the City to ensure that the limit of 4 per year is not exceeded. Land uses and development standards such as parking, height, building intensity, landscaping, and potentially processes will be modified as part of the Specific Plan amendment process. The Local Coastal Plan will be evaluated for project consistency and will summarize any needed changes such as issues related to visitor serving uses, coastal access, parking, as well as additional specific conditions. Deliverable Products: RRM will prepare a written summary of proposed amendments to relevant City documents. This task will include up to 5 maps or graphics necessary to update the relevant documents. Task 2.8: Public Meetings/Hearings Formal review of the Specific Plan is anticipated to be conducted by the City of Huntington Beach Planning Commission, City Council, and the California Coastal Commission. Other recommending bodies also may be identified by City staff depending on the content of the final Specific Plan document. Preparation and attendance by RRM for up to five public meetings are included in this task in support of the review and approval of the Specific Plan. RRM will prepare a PowerPoint or other suitable presentation and assist staff in the preparation of the staff report. Errata sheets will be used to discuss preferred changes between public meetings/hearings. It is anticipated that any Coastal Commission hearing attendance would be at one of their southern California meeting locations. Deliverable Products: RRM will prepare for and attend up to five (5) public meetings in support of Specific Plan review and approval. jmp/contracts group/exA/6/28/07 EXHIBIT "A" 3. CALIFORNIA COASTAL COMMISSION COORDINATION Task 3.1: Meetings with Coastal Commission RRM will draw on our current relationship with the Coastal Commission to bring them in early in the process, keep them updated and work with them to generate a plan and solutions that they will ultimately support. Deliverable Products: RRM will provide one submittal of the 2"d Screen Draft of the Specific Plan, one response to Coastal Commission requests, and attend up to four (4) team meetings via phone conference. 4. PROGRAM EIR Hodge & Associates (HAA) will prepare a Program Environmental Impact Report (PEIR) for the proposed Downtown Specific Plan Amendment Project. HAA will retain a subconsultant with technical expertise in the area of air and noise. As noted below, other technical reports and background information will be furnished by the city. Task 4.1: Initial Study and Notice of Preparation HAA will prepare a draft Initial Study (IS) and Notice of Preparation (NOP) for the project in compliance with Section 15082 of the CEQA Guidelines and the City of Huntington Beach CEQA procedures. The Initial Study shall be completed in order to provide a basis for the scope of the Program EIR and for elimination of issues that do require further review and analysis. The IS/NOP will include a description of the project and identify the process for preparation of the EIR. In compliance with the CEQA Guidelines, the NOP is subject to a 30-day comment period. HAA will prepare the NOP notice for the newspaper and City staff will be responsible for the publication of the notice in the local newspaper. HAA will distribute to and post the IS/NOP with the State Clearinghouse and Orange County Clerk-Recorder's office. HAA will also distribute the IS/NOP to responsible agencies and to public agencies as required by CEQA. Deliverable Products: Draft IS/NOP - 10 copies plus one digital copy of the Screencheck IS/NOP will be submitted to the City staff. Final IS/NOP - 65 copies (including 15 copies are to be submitted to the State Clearinghouse, Office of Planning & Research (OPR)) will be produced for public review distribution. Task 4.2: Committee and/or Public Workshop Meetings HAA will attend meetings held with City committees and commissions. These meetings would be held to provide an introduction of the project and solicit early input regarding project questions and issues. It is anticipated that these meetings would be held during the NOP process and prior to preparation of the Draft Program EIR. Deliverable Products: Up to three meetings attended by HAA. Task 4.3: Screencheck Program EIR HAA will prepare a Screencheck EIR (SCEIR), which will include all EIR contents required in compliance with CEQA and the CEQA Guidelines. The written text will be supplemented with graphics and summary tables to present the information in a concise and easily understood format. It is anticipated that the SCEIR will incorporate the technical studies prepared for the project. HAA will also prepare a Mitigation Monitoring & Reporting Plan that meets the requirements of CEQA Section 21081 .6 for mitigation measures included in the EIR. jmp/contracts group/exA/6/28/07 EXHIBIT "A" Technical Reports This proposal includes preparation of air quality and noise studies. All other required technical studies (i.e. previous studies such as cultural resources, geology/soils, hydrology etc.), traffic/parking analysis, and draft Specific Plan Amendment documentation to be utilized for preparation of the Program Environmental Impact Report will be provided to HAA by the RRM Design Group and/or the City of Huntington Beach. It's our understanding that the City is currently in the process of retaining the services of traffic/parking consultant per the RFP dated December 28, 2006. Air Quality& Noise Assessments - Mestre Greve Associates (MGA) will prepare an air quality study and a noise study for the proposed project. MGA has extensive experience preparing air quality and noise assessments and has prepared studies for projects located in Orange County. Deliverable Products: 10 Copies of the SCEIR. Task 4.4: Draft Program EIR HAA will prepare a preliminary Draft Program EIR that incorporates comments received from RRM Design Group and City staff during review of the SCEIR. It is anticipated that the Preliminary Draft EIR would be a final review prior to the Draft EIR being published for a 45-day public review period. HAA will prepare a Draft EIR in compliance with CEQA and the CEQA Guidelines and Notice of Completion. HAA will prepare all notices, including the Notice of Completion and the distribution list for the Draft EIR. HAA will confirm the distribution list for the DEIR with RRM Design Group and City staff. The list will include IS/NOP recipients plus other entities commenting during the NOP process. HAA will also prepare all public notices required for the Program EIR in compliance with CEQA and the CEQA Guidelines. Distribution responsibility for the Draft Program EIR will be as for the IS/NOP. Pursuant to State law (CEQA), the Draft Program EIR will be subject to a minimum 45-day public review period. Deliverable Products: Preliminary DEIR - 5 Copies, 1 reproducible original, 1 digital copy DEIR - 60 copies, 1 reproducible original, 1 digital copy Task 4.5: Final Program EIR/Response to Comments HAA will prepare a Final Program EIR that will contain responses to comments received in writing. Draft of responses to all comments submitted to the City on the Draft EIR in compliance with CEQA Guidelines Section 15088 will be prepared and provided to the staff for review. The Response to Comments document will be distributed to all public agencies who comment on the Draft EIR at least 10-days prior to anticipated City Council action on the EIR in compliance with CEQA (Public Resources Code) Section 21092.5. The Final EIR will include the Draft EIR, any changes to the Draft Program EIR, NOC, Mitigation Monitoring & Reporting Program (Matrix), IS/NOP, comment letters and response to comment letters. HAA will prepare draft EIR Findings for City Council certification of the EIR. Pursuant to State law (CEQA), HAA will also prepare a Statement of Overriding Considerations for the project if required (i.e. for any environmental impacts that can not be fully mitigated). Deliverable Products: Response to Comment Letters - 1 original and 1 digital copy Final EIR - 25 copies and 1 digital copy Task 4.6: Public Hearings HAA will attend and assist the City staff with the presentation and questions and answers at public hearings. Deliverable Products: Public Hearing(s) - Up to four public hearings jmp/contracts group/exA/6/28/07 EXHIBIT "A" Task 4.7: Notice of Determination HAA will prepare and file the Notice of Determination (NOD) with the State Clearinghouse (OPR) and County. HAA will also coordinate with the City staff to assure the timely filing of the Notice of Determination. The NOD will be filed with the State Clearinghouse and County within five days of EIR certification in compliance with CEQA. Deliverable Products: Notice of Determination S. PUBLIC OUTREACH Task 5.1: Key Stakeholder Interviews RRM will conduct a series of stakeholder interviews to better understand the issues, concerns, challenges, and ideas of this group of interested persons and agency representatives. The interviews involve a series of half-hour to one-hour confidential meetings (held over a one-day period) with various stakeholders, including the following: • City staff, select decision makers, business owners, property owners within the study area and the surrounding area, developers, etc. The purpose of these meetings is to listen to the wants, needs, issues and observations about the planning area in a more private setting. The interviews are used to identify key issues to be solved and to allow the consultant team to understand the desires in terms of physical improvements and quality of life strategies. The stakeholder interview task is a critical step in gaining a candid understanding of conditions and issues from a variety of perspectives and is considered an important task. Deliverable Products: Prepare for and attend one (1) day of interviews; meeting notes; RRM will prepare all meeting materials. City staff will assist in arranging meeting locations and contacting key stakeholders. Task 5.2: Meeting with Downtown Huntington Beach Business Improvement District (BID) In this task, RRM will conduct a meeting with downtown business owners to identify planning goals and desired outcomes of the Downtown Specific Plan, discuss issues that have been created by the existing Huntington Beach Specific Plan, review potential contents of the revised plan, review opportunities and constraints analysis, initial urban design, circulation, design guidelines, land use, zoning and development standards concepts. It is the intent to involve BID members early on in the process to gain input and project support from the beginning. Deliverable Products: Prepare for, facilitate, and attend a downtown BID meeting. RRM to prepare all meeting materials, invitations, and prepare a summary of meeting notes and action items. City to coordinate the meeting room, contact the appropriate BID representatives and work out meeting logistics. Task 5.3: Community Workshop No.l RRM will conduct the first public workshop with assistance from the City to gain input on key issues, opportunities and priorities in the study area. This workshop will likely be structured in two parts. jmp/contracts group/exA/6/28/07 EXHIBIT "A" • In the first portion of the workshop participants will be guided through the goals and timeline of the planning effort. Attendees will engage in interactive exercises designed to create and prioritize a list of key planning issues and opportunities to be resolved and respected throughout the planning effort. Exercises may involve forms of"polling" participants through the use of color tape dots, report cards, or similar methods to identify issues in order of priority. • The second part of the workshop may involve facilitating an interactive design charrette, a "roll up your sleeves" activity aimed at exploring big picture ideas and identifying planning sub-areas. The RRM team will customize the workshop to address key items pertinent to revising the Specific Plan, which may involve focus group exercises and general workshop exercises. The consultant team will prepare workshop materials including agendas, meeting handouts, base maps, source information such as the "idea bank", comment sheets, and other materials to help spur thoughts and ideas and encourage interaction. Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Task 5.4: Workshop No. 1 Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: RRM will prepare a written summary of workshop results. Task 5.5: Develop Design Concepts RRM will translate the solutions and ideas generated during the workshop #1 into a concept plan. RRM will collaborate with the City selected traffic consultant, RRM team of engineers, urban designers, architects, landscape architects, signage experts, and economist to generate realistic concepts that consider the traffic and infrastructure impacts as well as the economic and design impacts. As we work through the conceptual design, RRM will submit progress plans, as necessary, to city staff to ensure that collaboration among the city/RRM team is maintained and to make sure we are on the same page prior to bringing the design concepts back to the community. Deliverable Products: One color design concept plan view with associated land uses. VA-1: Vision Poster (Optional) See Value Added options below Deliverable Products: Concepts will be presented at the City Staff Meeting #1 . Task 5.6: Public Workshop No.2 The project team will prepare for and conduct Public Workshop #2 to present the land use strategy and urban design concepts prepared to date. The project team will present the various design ideas in an interactive, engaging manner to receive feedback and direction. jmp/contracts group/exA/6/28/07 EXHIBIT "A" Deliverable Products: RRM will prepare an agenda, flyer, workshop materials, sign-in sheets, and facilitate the workshop. City staff will be responsible for meeting notification, logistics and refreshments. Task 5.7: Workshop No. 2 Follow Up/Summary The project team will summarize the workshop results in memo form. This includes a tally of any polling exercises that are conducted. Deliverable Products: RRM will prepare a written summary of workshop results. 6. PARKING AND BOUNDARY ANALYSIS Task 6.1: Coordination with Traffic Consultant As indicated by the RFP, traffic and parking analysis and recommendations for this project will be conducted under a separate contract. This task provides coordination and information exchange with the traffic consultant. RRM will collaborate with the traffic consultant to develop solutions that will balance the pedestrian, vehicular and parking needs in the downtown core. Deliverable Products: 10 hours of collaboration and coordination with traffic and parking consultant. Additional coordination provided on a time and materials basis. 7. A FLEXIBLE SPECIFIC PLAN WITH DEVELOPMENT INCENTIVES In this portion of the project, the consultant team will compile the work to date and prepare the Specific Plan. The consultant team will develop the format the Specific Plan document and produce a draft of the overall document. The consultant team will coordinate with City Staff on the most appropriate format for clarity, conciseness, and ease of use. The last chapter of the Specific Plan is the implementation chapter (described in Task 14) and incentives will be addressed as part of the implementation chapter. Task 7.1: First Screen Check Draft Specific Plan In this task, the consultant team will compile the first Draft (including existing conditions analysis, public improvement and streetscape guidelines, architectural design guidelines, private urban form criteria, permitted land uses, and development standards, circulation and infrastructure analysis, an implementation plan, and an administration chapter) into a Specific Plan document. RRM will create a comprehensive update to the existing Plan. Our district-based plan will focus on the desired types of development and lifestyle activities which are supported by design and form-based standards and uses. We will organize the document in this fashion for ease of use. This planning and organizational method places all land use and development standards in one jmp/contracts group/exA/6/28/07 EXHIBIT "A" location for quick reference based on an individual developments geographic location. The following describes in more detail the contents of the Specific Plan: 1. Introduction and Purpose The Introduction discusses the purpose, intent, and organization of this document. It describes the history of the planning area, planning boundaries and the community outreach process associated with the project, as well as the Specific Plan's relationship to the other pertinent City documents. 2. Existing Conditions, Opportunities and Constraints, and Vision This section briefly summarizes the existing conditions and opportunity and constraints within the Specific Plan area on topics such as existing mobility, infrastructure conditions, urban design, and land use. In addition, this chapter describes the community's vision for the Specific Plan area, the guiding planning principles, the resulting physical environment, including land uses, circulation, pedestrian enhancement, environmental enhancement, and architecture character. The urban design plan for the area will also be described. 3. District Regulations This chapter will document in clear, graphically rich, and easy to use/administer manner all relevant land use designations, intensities, building types, urban form, and development standards that are applicable to the various districts in the specific plan area. Coordination with the City of Huntington Beach General Plan will be important for this element of the Specific Plan. District regulations recommendations will be included in the Specific Plan, however, subsequent zoning changes will be needed to establish the regulations and will be part of the implementation program. These regulations could be part of the Specific Plan and adopted concurrently. Land Use and Development Standards This section provides recommendations addressing allowable land uses as well as site development standards such as: zoning, floor area ratios, and dwelling densities, building types and form, store front regulations, building height, setback, signs, and parking, for each Specific Plan District. 4. Architectural Design Guidelines (Task 8) 5. Public Realm Design Strategy This task will include preparation of public realm design guidelines for the aesthetic treatment of all public spaces and rights of way, including typical streetscape designs, street trees, sidewalk and urban furnishings, intersections, directional sign program, parking design, pedestrian treatments, and/or special public improvements. These design standards will be jmp/contracts group/exA/6/28/07 EXHIBIT "A" applied to various streets, intersections, key parcels, and/or specific sub-areas within the planning area. The Public Realm Design Strategy will also include mobility and circulation recommendations. In this section, RRM will coordinate with the City selected traffic consultant to address all forms of mobility including pedestrian, transit, bike, vehicular circulation, and parking. It will contain recommendations for the street environment, street cross sections and key intersection configuration and traffic control, parking strategies, suggested roadway improvements, and transit and bicycle route concepts. Additional public realm design strategies will address needed infrastructure and public facilities. This chapter summarizes the conditions of the infrastructure and public facilities in the Specific Plan area from work in Task 2. Subjects addressed include water supply, sewer and wastewater, solid waste, storm drainage, police and fire protection, schools, and parks. 6. Implementation Plan (Task 14), 7. Administrative Chapter This chapter describes the authority of the Specific Plan and the administrative procedures including special processing and project review requirements such as a CUP, streamline processing for projects in substantial conformance with plan policies and required for amendments and/or modifications to the Specific Plan. Deliverable Product: The RRM team will assemble all consultant and City data into a comprehensive Specific Plan draft, format the document, and produce the 1 st Screen Check Draft Specific Plan. This draft is for in-house staff review only and will include delivery of five (5) black and white hard copies and an electronic PDF format. Staff will provide one (1) consolidated marked up redline version of all City comments. Task 7.2: City Staff Meeting No.2 Following the City review of the 111 Screen Check draft and the distribution of a single marked up document with consolidated comments back to RRM from Staff, RRM will meet with staff to provide an opportunity to discuss recommended revision or questions and comments. Deliverable Products: RRM will prepare an agenda and all meeting materials, sign-in sheets, and facilitate the meeting. Staff will be responsible for meeting logistics. Task 7.3: Second Screen Check Draft Specific Plan Following staff review of the 1 It screen check draft plan and receipt of the single redlined comments from the City, RRM will produce a 2"1 screen check draft Specific Plan. At this point all of the City's previous comments will have been integrated. The 2"1 Screen Check draft is an additional internal review opportunity prior to development of the public hearing draft. Deliverable Products: The RRM team will review and revise the document based on staff comments and produce a 2"d screen check draft Specific Plan. This draft is jmp/contracts group/exA/6/28/07 EXHIBIT "A" for in-house review only and will include delivery of an unbound black and white hard copy and an electronic PDF format. Staff will provide one (1) consolidated marked up redline version of all City comments. Task 7.4: Hearing Draft Specific Plan In this task the 2nd Screen Check Draft Specific Plan will be finalized into the Hearing Draft. The plan will incorporate comments and input from City Planning Department staff and will be the Specific Plan version circulated for public and decision maker review. Deliverable Products: RRM will provide one (1) electronic version (PDF) on CD and five (5) camera ready colored versions and five (5) black and white copies. Task 7.5: Final Specific Plan Following final action taken by the Planning Commission and City Council, staff will provide RRM with one (1) consolidated marked up redline version of recommended modifications, RRM will make the final edits and modifications to the Specific Plan document. It is assumed that one (1) set of revisions will be made to the document, incorporating the final City Council action. Deliverable Products: RRM will make final edits and produce one (1) electronic version (PDF) on CD and one (1) camera ready colored version. 8. REVISED DESIGN GUIDELINES Task 8.1: Revised Design Guidelines: The design guidelines will be written for new construction, renovations and modifications in the planning area and are intended to replace the Downtown guidelines existing in the Urban Design Guidelines document as well as included in the Specific Plan. The guidelines will address building elements and massing as well as "green" architectural methods, but not define architectural character. The document will be graphically oriented with pictures representing a suggested design topic. Many of the pictures will contain text callouts helping to illustrate the design intent. The guidelines will be written with the ultimate users in mind. Design professionals, design review staff and decision makers will all use this document in the creation and review of project submittals. Utilizing the latest software technology, RRM can format the design guidelines to reflect the page layout of the existing Urban Design Guidelines so that they can be used as an appendix to the Specific Plan or they can be inserted seamlessly into the existing Urban Design Guidelines replacement chapter. Deliverable Products: RRM will make final edits and produce one (1) electronic version (PDF) on CD and one (1) camera ready colored version for review and comment. Staff will provide one (1) consolidated marked up redline version of all City comments. RRM will modify the design guidelines based on these comments and will create a stand alone document that can be included in the Appendix of the Specific Plan or integrated into the Urban Design Guidelines. 9. LAND USE REGULATIONS FOR TWO DEVELOPMENT SCENARIOS - PEDESTRIAN PROMENADE AND STREET OPEN TO VEHICULAR TRAFFIC Task 9.1 Street Open to Vehicular Traffic Scenario: While defining the proposed development standards and land use alternatives, RRM will prepare a scenario that addresses a set of development standards that would be applicable if the street is open to vehicular traffic. These standards may include the following: • Description and purpose of land use categories, desired and undesired uses jmp/contracts group/exA/6/28/07 EXHIBIT • Development regulations including the following: o Building setbacks o Building height limits o Building density—FAR/DU/AC o Parking standards o Outdoor dining and event standards • Circulation elements Deliverable Product: The RRM team will assemble the Open Street Scenario development standards into the comprehensive 1 st Screen Check Draft Specific Plan. Task 9.2 Street Closure Scenario: While defining the proposed development standards and land use alternatives, RRM will prepare a pedestrian promenade scenario that addresses a set of development standards that would be applicable if the street is closed off to vehicular traffic. These standards may include modifications to the following: • Modification of District Boundaries • Description and purpose of land use categories, desired and undesired uses • Development regulations including the following: o Building setbacks o Building height limits o Building density—FAR/DU/AC o Parking standards o Outdoor dining and event standards • Circulation elements Deliverable Product: The RRM team will assemble the Street Closure Scenario development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 10. PEDESTRIAN PASEO Task 10.1: Pedestrian Paseo Development Standards RRM will incorporate design provisions into both the development standards and design guidelines that specifically address a future pedestrian paseo connection linking the Main Street/Strand to the Pacific City and Hyatt Resort Developments. These provisions will help create a pedestrian friendly and inviting space to draw people to and from the downtown core. The provisions will address bike lanes, pedestrian walkways, the scale and articulation of adjacent buildings, landscaping seating areas, lighting and signage. Deliverable Product: The RRM team will assemble the Pedestrian Paseo development standards and guidelines into the comprehensive 1 st Screen Check Draft Specific Plan. 11. SIGNAGE PROGRAM — PROVIDED BY GRAPHIC SOLUTIONS Task 1 1.1: Prepare Signage Program: Working in close coordination with the Client and Planning Consultant Team, Graphic Solutions will provide the following services: Phase 1: Planning and Research jmp/contracts group/exA/6/28/07 EXHIBIT "A" • Meeting with client and city representatives to gather input, discuss project overview, determine program parameters and design approach; identify and evaluate character, type, placement and design elements for use in the signage program. • Conduct site visit and review base map of project area and relevant materials provided by client. • Research imaging and theming appropriate for signage applications. Phase 2: Concept Design • Provide schematic concept design theme and signage locations reflecting recommended treatments for the signage program (typical). • Concepts will be typical only, for purposes of establishing a comprehensive program of design solutions. • Meeting to present schematic concepts to client and city for review, comment, and selection. • Develop selected design theme and apply to the following elements (includes one round of adjustments): o Entry Monuments o Directional Signs (vehicular and pedestrian-oriented) o Projecting Pedestrian Signs o Parking Signage • Forward developed concepts to client for review and comment. • Adjust concepts per client comments (one round of adjustments). • Prepare electronic files of adjusted concepts for use by client. • Forward electronic files and hard copy reference to client. NOTE: Two (2) meetings and one (1) site visit are included within Task 1 1 . Additional meetings, site visits and/or additional services will be at the client's request and will be billed on a time and materials basis. Deliverable Products: Graphic Solutions will produce one (1) electronic version (PDF) on CD and one (1) camera ready colored version for review and comment. Staff will provide one (1) consolidated marked up redline version of all City comments. Graphic Solutions will modify the designs based on these comments and the Signage Program will be incorporated into the Public Realm chapter of the Specific Plan. 12. ENLIVENING THE PUBLIC RIGHT OF WAY - OUTDOOR DINING, KIOSKS, ETC. Task 12.1: Outdoor Sales and Dining Development Standards Outdoor sales and uses will be encouraged within the Specific Plan area provided that they enhance the pedestrian environment through the creative and appropriate use of outdoor spaces. The intent is to provide opportunities for businesses to display their products in a manner that enhances the public realm, creates an interesting, organized, and comfortable shopping and dining area. jmp/contracts group/exA/6/28/07 EXHIBIT "A" Development Standards and guidelines will be created to establish procedures to permit certain incidental outdoor uses in pedestrian environments. Creativity in the design of outdoor uses is encouraged and the quality, character and design of all items placed outside should contribute in a positive way to the visual appearance of the community. These standards and guidelines will be incorporated into the land use chapter of the Specific Plan. Deliverable Product: The RRM team will assemble the Outdoor Sales and Dining development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 13. ALLEY AND BUFFERING STANDARDS RRM will develop design solutions for alley improvements. These solutions can be addressed in the Development Standards and Design Guidelines as well as with a conceptual sketch of a typical alley. They will also address buffering nearby residential land uses from adjacent commercial uses. Deliverable Product: The RRM team will assemble the Alley and Buffering development standards into the comprehensive 1 st Screen Check Draft Specific Plan. 14. IMPLEMENTATION PLAN Task 14.1 Implementation Plan The Natelson Dale Group, Inc. (TNDG) will be responsible for A Development Implementation Strategy to be included as an element of the Specific Plan. This element will: a) lay out a specific strategy for funding public improvements needed to serve new development in the project area, and b) provide an overall framework for Plan implementation. The implementation plan will serve as a road map for the private sector and Staff alike for plan implementation. In this task the consultants will develop an implementation summary matrix that outlines all proposed implementation actions in terms of public capital improvements, phasing, policy actions, funding and financing strategies. This task will provide a "tool box" of potential implementation strategies and financing mechanisms available to achieve the short and long-term goals of the updated Specific Plan. Particular emphasis will be given to identify opportunities to leverage public financing with private investment. The overall implementation plan will include the following components: • Identification and prioritization of key opportunity sites (and/or buildings suited for adaptive reuse); • Recommended timing of public improvements; • Identification of municipal incentives necessary to attract desired tenants/land uses; • Designation of lead agencies for implementation of Specific Plan actions; • Recommended marketing approaches to attract desired development and/or to expand consumer awareness of the Plan area; • Analysis of potential funding sources and financing mechanisms; • Financial pro forma of sources and uses of funds for recommended public improvements. The implementation plan will be a chapter within the Specific Plan and will recommend strategic public improvements and identify key catalyst projects and programs needed to make the jmp/contracts group/exA/6/28/07 EXHIBIT "A" Specific Plan vision a reality. Priorities, phasing, potential funding and financing mechanisms, and organizations responsible for implementation items are all defined by this chapter. 15. PROJECT MANAGEMENT Task 15.1: Project Management Throughout the preparation of the Specific Plan process RRM and team members will also need to prepare correspondence, status reports, record keeping, project coordination, electronic file management, and all other coordination. This task is intended to allow for necessary coordination between the consultant team, the city, and the community throughout the Specific Plan process including coordination with City staff, sub-consultants, and interest groups. Deliverable Products: Ongoing project coordination and management throughout Specific Plan process as described above. On-going project management assumes an average of three (3) hours per week for twelve (12) months. 16. VALUE ADDED SERVICES In an effort to prepare the most cost efficient program, the consultant team has a complete, but somewhat streamlined scope of services. The following optional tasks could each be added to the scope to provide additional value to the Specific Plan effort. Task VA-13: Vision Poster This task includes the preparation of a Vision Graphic. Most people are visually oriented and need to "see" what the future will look like. These will be in the form of a "Vision Poster" of how this area might appear twenty years from now. The vision poster becomes a powerful planning tool and has proven very successful in other communities. In addition, the vision graphic can be printed poster size and becomes a wonderful marketing tool to attract quality developments and developers. As currently envisioned, the poster will be a full color, one sided poster. It will contain a design plan / map created as an overlay to the existing electronic base map (Task 5.5) that may be accompanied with photos and architectural vignettes (described below) to capture the intent and assist in visualizing of the proposed concept. The following considerations among others will be featured: • Land use combinations that make sense economically and physically • Streetscape and pedestrian environment • Development intensities that relate to parcel size, zoning, parking, and access constraints Leader notes and text will help the reader identify key concepts contained in the vision. Also, around the periphery of the poster, up to five (5) architectural vignettes from various vantage points will help illustrate the desired character and vision of the area. Deliverable Products: Prepare one (1) 22" by 36" color Vision Poster and one electronic copy (PDF). Task VA-2: City Council/Planning Commission joint Study Session (Optional) jmp/contracts group/exA/6/28/07 EXHIBIT "A" As the project is located within the City of Huntington Beach, it may be advisable to get City decision makers involved in project early. The consultant team will coordinate with Staff to prepare for and conduct a City Council/Planning Commission joint Study Session. This meeting will allow the consultant team to present the Draft Specific Plan to receive early input and gather public comments. Deliverable Products: RRM will prepare for and attend one (1) City Council/Planning Commission joint Study Session. RRM will also prepare an agenda, flyer, sign-in sheets, and facilitate the study session. City staff will be responsible for meeting notification, logistics and refreshments. C. CITY'S DUTIES AND RESPONSIBILITIES: City will provide the following: • Public and private agency contact list • City Land Use Plan (hard and electronic copies) • General Plan and Zoning Code (hard and electronic copies) • Existing and projected building intensity • Aerial Map • GIS Data with base layers including: o Zoning o Land Use o City Limits o Parcels/ownership o ROW o Topography o Utilities o Easements o Existing buildings • Existing and proposed street improvement plans • KHA scope of work for traffic and parking study and completed study • Prior economic, traffic, and/or planning studies • Previous EIR's for Pacific City, Strand Development and other significant projects in and around the Specific Plan area • Downtown BID boundary and summary of BID purpose and activities • Prior Specific Plan and EIR including technical studies (hard and electronic copies) • Any additional previous planning efforts in the area • Description, graphics and plans for pending projects in the Specific Plan area and vicinity • Infrastructure master plans for water, storm drainage and others • Capital Improvement Projects identified for the area • Other information that the City feels is necessary in conducting this planning effort jmp/contracts group/exA/6/28/07 EXHIBIT "A" City will provide additional deliverables and responsibilities as identified above in B. Consultants duties and responsibilities (scope of work). D. WORK PROGRAM/PROJECT SCHEDULE: See Attached jmp/contracts group/exA/6/28/07 oat WORK PROGRAWIPROJECT SCHEDULE HUNTINGTON BEACH SPECIFIC PI-AN nriNo Muagnem 5i•Mu<., MEN MEMMUMME MMUMME , ,.. P.,.•.r,,..r........ iioEMEMMEii lawwwwsm,- EXHIBIT "B" Payment Schedule 1. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. 2. CONSULTANT shall be entitled to a full payment towards the fixed fee set forth herein in accordance with the following fee schedule: Not-to-Exceed Amount; Cost per Task The chart below details the rates and hours assigned personnel will dedicate to the project and each task described in the Statement of Work. RRM Design Group will complete the proposed work within a not-to-exceed amount of$471, 404. PotentialTask 1: Analyze Current and Future Market Task 1.1. Market Study $48,980 Task 1 Total :0 Task 2: Project Kickoff, Identify Opportunity and Constraints, Development Amendments . Related Planning Documents, Task 2.1: Kickoff Meeting and Field Reconnaissance $4,220 Task 2.2: Data Collection and Review $4,320 Task 2.3: Base Map and Opportunities and Constraints Analysis $7,580 Task 2.4: Background, Existing Conditions, and Infrastructure Analysis $11,780 Task 2.5: Evaluate Development Capacity/Define Land Use Alternatives, Potential Development Standard, $14,440 and Projected Build-out Assumptions Task 2.6: City Staff Meeting No.1 $2,450 Task 2.7:Zoning Text Amendment,General Plan Amendment, Local Coastal Plan Amendment $8,590 Task 2.8: Public Meetings/Hearings $16,200 :0 CoordinationTask 3: California Coastal Commission Task 3.1: Meetings with Coastal Commission $12,190 Task 3 Total •0 ProgramTask 4: $97,214 Task 4 Total $97,214 jmp/contracts group/exB-1/6/28/07 1 EXHIBIT B Alternative#1 Task 5: Public Outreach Task 5.1: Key Stakeholder Interviews $3,480 Task 5.2: Meeting with Downtown Huntington Beach Business Improvement District(BID) $2,720 Task 5.3: Community Workshop No.1 $6,700 Task 5.4: Workshop No. 1 Follow Up/Summary $655 Task 5.5: Develop Design Concepts $12,960 Task 5.6: Public Workshop No.2 $6,700 Task 5.7: Workshop No.2 Follow Up/Summary $655 Task 5 Total $33,870 Task 6: Parking and Boundary Analysis Task 6.1: Coordination with Traffic Consultant $1,300 Task 6 Total 00 DevelopmentTask 7: A Flexible Specific Plan with Task 7.1: First Screen Check Draft Specific Plan $37,980 Task 7.2: City staff Meeting No.2 $2,450 Task 7.3: Second Screen Check Draft Specific Plan $17,700 Task 7.4: Hearing Draft Specific Plan $12,280 Task 7.5: Final Specific Plan $4,040 Task 7 Total $74,450 Task 8: Revised Design Guidelines Task 8.1: Revised Design Guidelines $14,890 Task 8 Total •0 DevelopmentTask 9: Land Use Regulations for Two Pedestrian Promenade and Street Open to Vehicular Traffic Task 9.1 Street Open to Vehicular Traffic Scenario $7,200 Task 9.2 Street Closure Scenario $7,200 Task 9 Total 00 Task 10: Pedestrian Paseo Task 10.1: Pedestrian Paseo Development Standards $6,640 ProgramTask 10 Total $6,640 Task 11.1: Prepare Signage Program $15,210 jmp/contracts group/exB-1/6/28/07 2 EXHIBIT B Alternative#1 Task 11 Total $15,210 Task 12: Enlivening the Public Right of Way Task 12.1: Outdoor Sales and Dining Development Standards $6,660 Task 12 Total .0 Task 13:Alley and Buffering Standards Task 13.1: Prepare Alley and Buffering Standards $6,660 Task 13 Total .0 Task 14: Implementation Plan Task 14.1: Implementation Plan $20,260 Task 14 Total $20,260 Task 15: Project Management Task 15.1: Project Management $24,120 Task 15 Total $24,120 Value Added Services Task VA-1:Vision Poster $18,820 Task VA-2: City Council/Planning Commission Joint Study Session $6,160 Value Added Services Total :0 PROJECTTOTAL 0, 3. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each progress payment due. Such invoice shall: 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and jmp/contracts group/exB-1/6/28/07 3 EXHIBIT B Alternative#1 5) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. jmp/contracts group/exB-1/6/28/07 4 EXHIBIT B Alternative#1 ATTACHMENT #3 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION FINANCE DEPARTMENT TO: PENELOPE CULBRETH-GRAFT,DPA, CITY ADMINISTRATOR FROM: DAN T. VILLELLA, CPA, FINANCE DIRECTOR SUBJECT: FIS 2006-07-19 Approve Professional Services Contracts with RRM Design Group and Kimley-Horn and Associates, Inc. to Provide Consulting Services for the Update to The Downtown Specific Plan/ Parking Master Plan DATE: JUNE 27, 2007 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for"Approve Professional Services Contracts With RRM Design Group and Kimley-Horn and Associates, Inc. to Provide Consulting Services for the Update to the Downtown Specific Plan/Parking Master Plan" If the Agency approves this action (total appropriation $665,000) the estimated Redevelopment Agency Merged Project Area's Capital Projects Fund Balance at September 30, 2007 will be reduced to $2,514,000 Dan T. Villella Finance Director CITY OF HUNTINGTON BEACH Professional Service Contracts Purchasing. Certification 1. Date: 6/26/2007 JUL - 1 2007 2. Department: Economic Development City of Huntington Beach 3. Requested by: Paul DaVeiga City Attorney'softicc 4. Name of consultant: RRM Design Group 5. Attach the written statement of the specification, conditions, and other requirements for the requested services provided to solicited consultants. 6. Amount of the contract: $471,404 V 7. Are sufficient funds available to fund this contract?' ❑ Yes ® No 8. Is this contract generally described on the list of professional service contracts approved by the City Council?' ❑ Yes ® No 9. Company number and object code where funds are budgeted: n/a 10. Is this contract less than $50,000? ❑ Yes ® No 11. Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 12. Is this contract over$100,000? Z Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to contract.) 13. Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 14. Attach list of consultants from whom proposals were requested (including a contact telephone number). J 15. Attach proposed scope of work. 16. Attach proposed payment schedule. Department H gnature G RICHARD AMADRIL Purchasing end Central Services Manager 1. If the answer to this question is"No," the contract will require approval from the City Council. LIST OF URBAN PLANNING FIRMS TO RECEIVE AN RFP Matthew Hel l e Ma-keting T iTana o, Veniee, CA 90291 (310) 399 1987 Culver-City, CA 90232 (310) 836 3939 Niki Arceo Calthorpe Associates 2095 Rose St. Berkeley, CA 94709 (510) 548-6800 Sean O'Malley SWA Group 580 Broadway, Ste. 200 Laguna Beach, CA 92651 Boris Dramov, FAIA, FAICP/Lee Lee Brown ROMA Design Group 1527 Stockton Street, 2nd Floor San Francisco, CA 94133 (415) 616-9900 Leslie GotIA Dye. Bhati 755 Sanse&ate 400 San Fr-aneiseo, CA 94111 Rex Uber(Zoey) Moule &Polyzoides IS 0 E. California Blvd. Pasadena, CA 91105 (626) 844-2400 Linda Sparling Urban Design Studio 14725 Alton Parkway P.O. Box 57057 Irvine, CA 92618-2027 (949) 472-3467 Client#:6295 RRMDESIGN ACORDT. CERTIFICATE OF LIABILITY INSURANCE 06127/07D"Y) PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Dealey, Renton&Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 199 S Los Robles Ave Ste 540 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Pasadena,CA 91101 626 844-3070 INSURERS AFFORDING COVERAGE INSURED INSURER A: Fidelity&Guaranty Ins.Underwriter RRM Design Group INSURERB: American Automobile Ins.Co. 3765 S.Higuera St.,Suite 102 INSURERC: Liberty Insurance Underwriters,Inc. San Luis Obispo,CA 93401 INSURER D: Fidelity&Guaranty Ins.Co. INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR DATE MMIDD/YY DATE MM/DD/YY A GENERAL LIABILITY BKO1571071 09/23/06 09/23/07 EACH OCCURRENCE $1,000,000 X COMMERCIAL GENERAL LIABILITY FIRE DAMAGE(Any one fire) $1 000000 CLAIMS MADE [A]OCCUR MED EXP(Any one person) $1 U 000 PERSONAL&ADV INJURY $1,000,000 GENERAL AGGREGATE s2,000,000 GEN'LAGGREGATELIMITAPPLIESPER: PRODUCTS-COMP/OPAGG s2,000,000 POLICYX PRO- [ LOC JECT D AUTOMOBILE LIABILITY BA01571113 09/23/06 09/23/07 COMBINED SINGLE LIMIT $1,000,000 X ANY AUTO (Ea accident) ALL OWNED AUTOS T 7��� BODILY INJURY $ SCHEDULED AUTOS AP VED TO F (Per person) X HIREDAUTOS y 7�,� �v H. A � (Per accident) $ X NON-OWNED AUTOS d !tl/4C�d �3y i' Q (�i�/ 1'4 PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ A EXCESS LIABILITY BKO1571071 09/23/06 09/23/07 EACH OCCURRENCE s3,000,000 OCCUR CLAIMS MADE AGGREGATE s3,000,000 DEDUCTIBLE $ RETENTION $ $ B WORKERS COMPENSATION AND WZP80952103 06/30/07 06/30/08 X WC sTATu- oTH- ER T IMI EMPLOYERS'LIABILITY E.L.EACH ACCIDENT $1,000,000 E.L.DISEASE-EA EMPLOYEE $1,000,000 E.L.DISEASE-POLICY LIMIT $1,000,000 C OTHER Professional AEE1966780106 09/09/06 09/09/07 $2,000,000 per claim Liability $4,000,000 annl aggr. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CERTIFICATE HOLDER ADD ITIONAL INSURED;INSURER LETTER: CANCELLATION SHOULD ANYOF TH E ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION Redevelopment Agency of the DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYSWRITTEN City of Huntington Beach NOTICE TOTHE CERTIFICATE H OLDERNAM ED TOTH E LEFT,BUT FAILURE TO DOSOSHALL Attn: Director of Economic Development IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURERJTS AGENTS OR 2000 Main Street REPRESENTATIVES. Huntington Beach,CA 92648 AUTHORIZED REPRESENTATIVE ACORD 25-S(7/97)1 of 1 #S196906/M196713 TLV 0 ACORD CORPORATION 1988 CITY OF HUNTINGTON BEACH Professional Service Contracts Purchasing Certification 1. Date: 6/26/2007 RECEIVED 2. Department: Economic Development JUN 2 8 2007 City of Huntington L ach 3. Requested by: Paul DaVeiga City Attorney's Office 4. Name of consultant: Kimley-Horn and Associates, Inc. 5. Attach the written statement of the specification, conditions, and other requirements for the requested services provided to solicited consultants. 6. Amount of the contract: $132,230.00 7. Are sufficient funds available to fund this contract?' ❑Yes ® No / 8. Is this contract generally described on the list of professional service contracts approved by the City Council?' ❑Yes IR No 9. Company number and object code where funds are budgeted: n/a 10. Is this contract less than$50,000? ❑Yes ® No ✓ 11. Does this contract fall within$50,000 and$100,000? ❑Yes ® No ✓ 12. Is this contract over$100,000? ®Yes ❑ No ✓ (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to contract.) 13. Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 14. Attach list of consultants from whom proposals were requested (including a contact telephone number). 15. Attach proposed scope of work. 16. Attach proposed payment schedule. Department Hea ture RICH�'AMADRIL Purchasing and entral Services Manag r 1. If the answer to this question is"No,"the contract will require approval from the City Council. LIST OF TRAFFIC/PARKING CONSULTANTS TO RECEIVE AN RFP Danika Smith Urban Crossroads 41 Corporate Park, Ste. 300 Irvine, CA 92606 (949) 660-1994 Joel Salter Katz, Okitsu & Associates 1055 Corporate Center Dr., Ste. 300 Monterey Park, CA 91754 (323) 260-4703 Serine Ciandella Kimley-Horn &Associates 765 The City Dr., Ste 400 Orange, CA 92868 (714) 939-1030 Keil Maberry Linscott, Law &Greenspan 1580 Corporate Dr., Ste. 122 Costa Mesa, CA 92626 (714) 641-1587 James H. Neal Wilbur Smith Assoc. 2300 E. Katella Ave., Ste. 3 Anaheim, CA 92806-6048 (714) 978-8110 Steve Brown, P.E. Fehr &Peers/Kaku&Assoc. 15707 Rockfield Blvd., Ste. 155 Irvine, CA 92618 (949) 859-3200 Griselda Smith LSA & Associates 20 Executive Park, Ste. 200 Irvine, CA 92614 (949) 553-0666 0e *21 10A 7 09:05 9043966137 ABEIRC.ROMBIE INS FAGS 01 A0f2XV. CERTIFICATE OF LIABILITY INSU AN E �IAT>21/'200.I 06 j�1J2ti0.7 PPOOUCER (904) 39'6.4404 THIS CERTIFICATE IS ISSUED A$ A MATTER OF INFORMATION ABMCROXBXE IX9UIt XCU .AGENCY, TNC. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS :CERTIFICATE DOES NOT AMEND. EXTEND OR P. O» Box 5857 ALTER THE COVERAGE AFFORDED BY THE POLIC11 5.BELOW. (904) 396-4404 ITACKE1ONVILLE FL 32247-5851 INSURERS AFFORDING COVERAGE NAICfk tt+suato' INstIaeRA:TRXVHL=S PROPERTY CASTIAL 25674 XXXXM-HORN AM ASSOCIATES, INC, iNBUR fea: (A, X BEST RA.T2NG At)' Y O 13OX 33068 ,t sURERGiSON S8ECXXtTX COX3:+ANY (919-) 677-2000 RALEvm NC. 27636-3068: 1Nsua Ri: C 1fEftAC�ES _ __ THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INst1RED NAMEDA80Vi;ro `THE POLICY PERIOD INDICATED. 40TWIT1iSTANDINWANY RE01AREMENT,TERM OR CONOITION OF ANY CONTRACT OR OIKER DOCUMENT WITH RESPECT TO-WHICH THIS 0941TIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERRM$. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGOREGATE LIMITS SMOVVN MAY HAVE BEEN REDUCED BY PAID CLAIMS, *3R ADOLPCLICYSFF6C VE P0LIC1f IiA N L TYPEOFINSURANCE PlOucy N1ati ull DATE 4 00 DATE.NI Lim" .A. QSNfiRALUAB9ifY F-630-315X3476-TrL-06 09/01/2006 09/0t/2007 EACH OCCURRENCE s_ :L'0Do,040 cOwERCuaL GENERAL LADUYY BE TO MENTSD PRE ES ocelittarc® . uAmsmADe 51Occ,iot f f / f MEo;EXP(Apy a s 5,000 X CONTPACTUAL LIAS. Sct�I,uaAEI INIURY a 1,000,;OOt} / ! / GENERAL GA s 2,..00.01004 GEW-AI)OPEOAT LIMMAPPLIG2PER: PRO s-GOW1 A 3 21DOC,:W) POLICY JEC LOC CSL. 110001VOP A AUTOMDOILEtUiBIVIN P-810-1715.5115-tX1,-46 09/01/2006 09/01/2007 Comem0 SNOW Lima X iINYAUTO IEa ck#mtp 3 1,000,006 ALL OvMED ALITOS O VE AS F / / /. / SOOILY N.upy s SCHEDULED AVTOS CP9r pe w) X Hpm AL�ros f L ( /V/z / f sot�n, wmy Nont drs oA.uTas J R MCG City A rn 74 '' Pt>`pAERTYRhRAAGE 3 tP�alxl{tor,tp GARMIE-Llil=J Y WT f NLY-EA ACCIDENT - - ANYAUTO- ! / / I CTHERTKNN FAAgc s AUTO ONLY: Ago $ A;: "It"SIUMIMBLLAUARILITY CUP-X71L6115-TIL-06 09/01/2006 09/02/2007 ; '1,000,-000' G vf+kEtG.. X3 OCCUR El CLAWS MADE AOG FEP,NFR s�+ll.fl0®,040 omLfe nots xxczss OvER we a L= f ! f / s X RugKmm 3 10,000 s A WOtti1MOOMP619ATIONANta @6a1K39$-1-Q6 09/01/2006 09101/2607 E 901P AYERW LIA911UTY W PROPRISTOMPART►sERIExECLITWE E c EACH ACCIDENT s 500,000 OFRCER4ACMlieR xcLuDED? Cl,OtssAO-VIA ZIAPLOY6 s 500,,000 If yes,CMOs Loch SPEC PROVIStONSowaw E.L.QISEAS€-POLICY LIMIT $ S004000 f f f 1 6t5SCRiP7Y ON OF Lu>CrKAATIOtit31LC+CA'itGSH3/VE'tftt LE9tHXCLU31Oxs-'k0i06D Ot I NOORSEMENYMPECIAL PROP SIGNS PROJECT: SC - DCMNTOWK PAVAUNG MASTER PLAN AMEND WT_ CERTIFtCATE HOLDFR CANCELLATION O"OULD:ANY OF Ui@ AGOVE OESCRt$ED POLICIES go CANCELL90 BEFORE THE DIRECTOR OF ECONOMIC F1EVaLOPME BXPIRA"N OATE THBREOF, THE tasiANQ INSURER WR,L LNt)eAVCR TO MAIL 3 0 DAYS fAMITMN NQrCE TO YM&C6RTIPICATE HOUMR NAMPO 1 C THE LEFT.BUT R19D VLPLDPMEIT.0 AGENCY OF THE CITY of FAILURE TO Do 80"ALL IMPOSE X LICAMN OR LIABILITY UR ANY KIND UPON THE HUN'TINGTON SSACR INSUfMR IT8 s cR REPReSA!6 TlVEe. 2000 MAIN STREET Avttt a RualeN n X13UTINGTON BRACH CA 102604- ,. _J (CORD 25(2001108) �,..4~ CORD CORPORATION 1988 INS0251crm„cs ELECTRONIC LASER1:0 Inc ;gn paw-m4, Pan,,sir a, • Client# 660269 80KIMLEHOR1. . ACt 141Dr,. CERTIFICATE OF LIABILITY INSURANCE � 66121107D�nYYY, 'PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION 88&T Insurance Services;Inc. ONLY AND CONFERS NO RIGHTS UPON'THE CERTIFICATE 7823 National Service Road HOLDER.THIS CERTIFICATE DOSS NOT AMEND,EXTENT)OR l ALTER THE COVERAGE AFFORDED AY THE POLICIES BELOVIt_ 1 2nd Floor Greensboro,NC 27419 INSURERS AFFORDING COVERAGE NAIC INSURED 11NSURERA: Lexington Insurance Company 19437 Kimley-Horn and Associates Inc. € — !?wtB+IRE# B=3061 Weston Parkway _--- PO Box 33068 INSURER C: rasultER D. Raleigh,NC 27636 INsaRERu COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICYPERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMCNT;TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH_RESPECT TO WHICH THIS CERTIFICATE MAY BE tSSULV OR.. .. MAY PERRTAIM THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMSNow ; lT R TXPE OF INSURANCE POLICYNUMBER. PDU,ICYEFFECTIVE. POLICY EX.PIRATIORt.. _.DATE IMMMOffy) LIMBS GENERAL LIABILTY. _... ... EACH OCCURRENCE S.. COMMERCIALGENERAL LIABILITY DAI,TAGETsDR=.tdT.ED S-. CLAIMS MADE OCCUR- MED EXP *no person)... S PERSONAL'B:ADV INJURY '.S GENERAL AGGREGATE ,S. seNtAoisREQATe LUST APPLIES rmt PRODUCTS-C IOPAGG`.. .S #' ucy PRO- LOC. AUFOMOBILE LIABILITY ...... _.._ _ COMBINED SINGLE LIME{'- 3 ANY'AUTtS fSa acynRI ALL OWNED AUTOS. rfFAE VEDAS O FO SCHEDULED AUTOS"' DAUT°S CG TH,City emey BODILY INJURY44LtN.dPN1SEDAUTOS' `n/a (Per _ `Y//, Pftt�FERTY DALtJ+GE:. ,S 'jPeg acx±deri)' CaARAas LIABiWIY_ AQTO ONLY.EA ACC40ENT ANY ALTO OTHER THAN EA ACC '.S. AUTO ONLY: AGG '€ EXCESWUMBRELLA L1ABiUTY _ EACH OCCURRENCE 'S OCCUR... ❑CLAIMS MADE AGGREGATE S DEDUCTIBLE S RETENTION. S' S WORKERS COMPENSATION AND O tImffTAT Or+- EMPLOYE"' ,UABILOTY EL EACH ACCK7EN7 5 ANY PROPRIETOR(PART'NEWEXECUTWE ....— O5RCEfVMFMBER EXCLUDED?- EX,-DISEASE.•-EA EMPLOYEE S H yKs,desc+�Oe ussrka?r P,OVISiO='SS begow.. E,L..DiSEASE POLICY LIMIT:I S A OTHER Professional 0517215 12109106 12109107 $2,000,000 Per Claim Liability $2,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS SC-Downtown Parking Master Plan Amendment CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE.ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION Redevelopment Agency Of the DATE THEREOF.THE ISSUING INSURER WILL ENDEAVOR TO MAIL If) DAYS WRITTEN City of Huntington Beach NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL. 2000 Main Street 4MPOSE NO OBLIGATION OR LIABILITY OF-ANY KIND UPON THE INSURER,ITS AGENTS OR Huntington Beach,CA 92684 REPRESENTATIVES. _ ACORD 25(2001/08)1 of 2 #S2154253/M1967288 JCLI @ ACORD CORPORATION 1988 f IMPORTANT If the certificate holder is an ADDMONAL NSUREa,the 'aolicytiesj must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer,and the certificate holder, 'nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25-S(2001t08) 2 of 2 1*21542531M1967288 RCA ROUTING SHEET INITIATING DEPARTMENT: ECONOMIC DEVELOPMENT SUBJECT: APPROVE PROF SVC CONTRACTS FOR CONSULTING SERVICES FOR THE DOWNTOWN SPECIFIC PLAN/PARKING MASTER PLAN UPDATE. COUNCIL MEETING DATE: July 16, 2007 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ jj Not Applicable Contract/Agreement (w/exhibits if applicable) Attached (Signed in full by the City Attorney) of Applicable ❑ Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached Not Applicable ❑ Fiscal Impact Statement (Unbudgeted, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attached ❑ Not Applicable Staff Report (If applicable) Attached Not Applicable ❑ Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached Not Applicable ❑ EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff ) Deputy City Administrator Initial ) City Administrator (initial) ) ) City Clerk 0,. ) EXPLANATION FOR RE URN OF ITE (BelowOnly) RCA Author: Paul Da Veiga CITY OF HUNTINGTON BEACH 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK July 19, 2007 RRM Design Group Attn: Erik P. Justesen 3765 South Higuera Street, Suite 102 San Luis Obispo, CA 93401 Dear Mr. Justesen: Enclosed for your records is a duplicate original of the Professional Services Contract between the Redevelopment Agency of the City of Huntington Beach and RRM Design Group, Inc. for Planning and Urban Design Services. Sincerely, Joan L. Flynn City Clerk JF:pe Enclosure: Agreement G:fo11owup:agrmt1tr (Telephone:714-536-5227) DOWNTOWN SPECIFIC PLAN & PARKING MASTER PLAN UPDATE - July 16, 2007 Contract Approval RRM Design Group Kimley-Horn and Associates, LLC RECOMMENDED ACTION Approve the Professional Services Contracts to provide the following services: ❑ Update of the Downtown Specific Plan Contract Amount: $471 ,404 ❑ Update the Parking Master Plan Contract Amount: $132,230 ❑ Approve a 10 percent Contingency Fund Amount: $60,363 001110la-A)l C N-26 .'J 7 — /� — �0 � F-1 PROJECT BACKGROUND On May 16, 2006, City Council directed staff to appropriate resources for updating the DTSP and DPMP to address the following: ❑ Adjust the development thresholds to allow increased development potential in the downtown core ❑ Review and modify the DPMP boundaries to include underdeveloped parcels CONSULTANT SELECTION The following consultants submitted proposals for the update of the DTSP: RRM Design Group RTKL Downtown Solutions Carrier Johnson Michael Brandman Associates Nardi and Associates David Denton Architect AIA 2 CONSULTANT SELECTION The following consultants submitted proposals for the update of the DPMP: Kimley-Horn & Associates Wilbur Smith Associates Walker Parking Consultants Fehr & Peers/Kaku Associates IBI Group Transtech Engineers, Inc. Katz, Okitsu & Associates CONSULTANT SELECTION Each proposal was scored based on criteria identified in the RFP including the following: ❑ Proven track record in writing specific plans ❑ Ability to manage multiple projects & tasks ❑ Ability to commit key personnel and provide in-house services ❑ Ability to meet strict deadlines ❑ Competitive fee schedule 3 STAFF RECOMMENDATION _ _v - Based on their expertise, knowledge of the City, clear grasp of the scope, and competitive rates staff recommends approval of the professional services contracts for RRM Design Group for urban planning consulting services and Kimley-Horn and Associates for traffic/parking consulting services. 4