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

2. Background
On February 6, 2017 City Council authorized the City Manager to enter into contracts with PlaceWorks, Opticos, Moule & Polyzoides, and MIG to assist with the implementation of the General Plan following a competitive selection process through a Request for Proposals
General Plan implementation work program:
Timeline: Three year work effort
Budget: Total aggregate amount not to exceed $5,557,433
Scope of Work:
Develop new citywide Zoning Districts
Update each Specific Plan
Modify citywide Design Guidelines
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

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

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

5. Rankings of Firms by Category

6. Background
In discussion with Opticos, staff and consultant were not able to reach consensus on contract terms and scope of work
Opticos’ approach to scope of work was not easily adaptable to the needs of Pasadena
The General Plan Implementation workprogram includes staff driving schedule and managing the workplan and this was inconsistent with Opticos’ approach
Opticos wasn’t able to accommodate updating all 8 Specific Plans at once given their resources and approach
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

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

8. Recommended Modified Scope of Work
PlaceWorks
Original scope of work consisted of the following:
Updating all of the existing specific plans, focusing on revising the plan text, and creating a new specific plan for Lamanda Park
Conducting the environmental analysis for the entire work program
Contract was originally for an amount not to exceed $2,079,999
Modified scope of work consists of the following:
Original scope of work
Conducting background research and analysis
Collaborating with Moule & Polyzoides to develop new citywide zoning districts and updating all of the specific plan development regulations
Contract for the modified scope of work is for an amount not to exceed $3,006,003, an increase of $926,033 for the added scope of work
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

9. Recommended Modified Scope of Work
Moule & Polyzoides
Original scope of work consisted of the following:
Documenting and analyzing the City’s building typologies
Preparing design guidelines for each of the specific plans
Consolidating the citywide design guidelines
Contract was originally for an amount not to exceed $899,999
Modified scope of work consists of the following:
Original scope of work
Developing new citywide zoning districts
Collaborating with PlaceWorks to update all of the specific plans development regulations, utilizing form based code development principles
Contract for the modified scope of work is for an amount not to exceed $2,153,756, an increase of $1,253,757 for the added scope of work
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

10. Recommended Modified Scope of Work
MIG
Original scope of work consisted of the following:
Developing an interactive website for the program
Producing an online mapping and survey tool
Developing a social media campaign
Contract was originally for an amount not to exceed $275,000
Modified scope of work consists of the following:
Original scope of work
Preparing a more comprehensive and cohesive public engagement and social media strategy
Conducting specialty outreach to high schools, youth groups, and Pasadena City College to establish youth ambassadors program
Providing translation services in Spanish
Contract for the modified scope of work is for an amount not to exceed $389,400, an increase of $114,400 for the added scope of work
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

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

12. Public Engagement Process & Schedule
Three Phase Process:
(1) Program Launch (2017)
Kick-off open houses citywide
Analysis of existing conditions, and issues and opportunities
(2) Plan Development ( )
Multiple rounds of public workshops in each specific plan area
Development of updated specific plans and development regulations, design guidelines, and citywide zoning districts
(3) Plan Adoption ( )
Finalization of plans and public hearings
Periodic Commission and Council updates
In 2015, after an extensive visioning and public engagement process, the City adopted an updated General Plan which represents the product of years of efforts on the part of residents and businesses in the community working to maintain and improve Pasadena’s quality of life. Last year, City Council endorsed a three-year work effort that would focus on aligning existing development regulations and guidelines, which include updating the zoning code and specific plans to ensure consistency with the recently adopted Land Use Element of the General Plan, with the vision, goals, and policies set forth in the adopted General Plan.

13. Recommendation to Council
(1) Find that action proposed is not a project subject to CEQA as defined in Section of CEQA and the State CEQA Guidelines Section (c)(2), (c)(3), and 15378
(2) Authorize amendments to the following contracts as followed:
Increase the not to exceed amount of Contract No with PlaceWorks by an amount of $926,033, for a new amount not to exceed $3,006,032 for specific plan, planning and urban design, and environmental services;
Increase the not to exceed amount of Contract No with Moule & Polyzoides by an amount of $1,253,757, for a new amount not to exceed $2,153,756 for form based coding and development standards and planning and urban design services; and
Increase the not to exceed amount of Contract No with MIG by an amount of $114,400, for a new amount not to exceed $389,400 for public outreach services.
It is recommended that the City Council:
Authorize the City Manager to enter into contracts, without bidding pursuant to City Charter Section 1002(f) professional or unique services, with the following firms for General Plan Implementation services:
Placeworks for an amount not to exceed $2,079,999 for specific plan, planning and urban design, and environmental services
Opticos for an amount no to exceed $2,302,434 for specific plan, form based coding and development regulations, and planning and urban design services
Moule & Polyzoides for an amount not to exceed $899,999 for planning and urban design services
MIG for an amount not to exceed $275,000 for public outreach services

14. Recommendation to Council
(3) To the extent this could be considered a separate procurement subject to the Competitive Selection process, grant the contracts an exemption pursuant to Pasadena Municipal Code (PMC) Section (B), contracts for which the City’s best interests are served
It is recommended that the City Council:
Authorize the City Manager to enter into contracts, without bidding pursuant to City Charter Section 1002(f) professional or unique services, with the following firms for General Plan Implementation services:
Placeworks for an amount not to exceed $2,079,999 for specific plan, planning and urban design, and environmental services
Opticos for an amount no to exceed $2,302,434 for specific plan, form based coding and development regulations, and planning and urban design services
Moule & Polyzoides for an amount not to exceed $899,999 for planning and urban design services
MIG for an amount not to exceed $275,000 for public outreach services

15. Fiscal Impact
Proposed contracts, as recommended, total in aggregate $5,549,188 are within the originally authorized contract amount
Contracts are to be funded by awarded grants and the Building Fund:
Metro Grant $1,500,000
SGC Grant $399,985
Building Fund $3,649,203
Funding for this action will utilize existing FY 2017 budgeted appropriations of $2,249,428 in the Community Planning Consultant Services account
Appropriations in subsequent years for contract costs will be authorized through the City’s budget process
The proposed contracts total in aggregate approx. $5.5 million and are to be funded by awarded grants and the Building Fund. The awarded grants include a grant from the Los Angeles Metropolitan Transportation Aurhotiry in the amount of $1.5 million and from the SGC in the amount of nearly $400,000. The remainder of the expenditures come from the Building Fund ($3,657,448).
Funding for this action will utilize existing FY 2017 budgeted appropriations of $2,249,428 in the Community Planning Consultant Services account
Appropriations in subsequent years for contract costs will be authorized through the City’s budget process
Just a side note explanation on the $2.2 in our account now. There’s really $2.3 million but I deducted the contract amount for Rincon’s work on the Climate Action Plan. Sorry I couldn’t remember that at first. I wanted to make sure if I don’t attend tonight someone else has that information.

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

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

18. Rankings of Firms by Category

19. Rankings of Firms by Category

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

21. Rankings of Firms by Category

22. Rankings of Firms by Category