HomeMy WebLinkAboutI- VI Staff Report 12-17-01CONSENT CALENDAR
MEMORANDUM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
I -
FROM: ROY BRUCICN4�, 71' LECTOR OF COMMUNITY DEVELOPMENT
VIA: RICK COLE, CITY MANAGER
DATE: DECEMBER 17, 2001
SUBJECT: SELECTION OF EDAW AND TORTI-GALLAS AS THE PLANNING AND DESIGN TEAM FOR
THE GENERAL PLAN FOR THE MONROVIA NURSERY PROPERTY, AND APPROVAL TO
AMEND THEIR RESPECTIVE EXISTING CONTRACTS.
Recommended Action
The City Council should select the team of EDAW and Torti-Gallas to undertake the Monrovia Nursery
planning and design effort for inclusion in the General Plan, and approve amendment of their respective
existing contracts to incorporate the new scopes of work and new budgets as presented in the staff
report.
Background
On October 27, the City conducted a highly successful design competition for the Monrovia Nursery
property, using 4 renowned planning and design firms, namely:
■ Lennertz & Coyle Architects and Town Planners - Portland, Oregon
• EDAW - Irvine, California
■ Torti - Gallas CHK, Inc. - Silver Springs, Maryland
• FORMA - Irvine, California
These firms presented an interesting mix of planning and design solutions for the site, and citizens
participated in selecting the desirable elements of the various plans for further consideration in the final
plan.
City staff and Monrovia Nursery staff have met several times to select one of the four consultants to
further develop the elements of the plan into a more refined plan that will be included in the General
Plan. In the evaluations done by the participants in our community design workshop, the concept
designs developed by EDAW and Torti-Gallas scored the highest ratings for "strongly agree."
Ultimately, it was the historic and design sensitivity, creativity and practicality of EDAW in combination
with experience of Tord-Gallas in designing livable and walkable neighborhoods and districts, that
determined the selection. The strengths of both firms in their respective areas will compliment each
other and it is expected that the team will produce a highly imaginative, yet practical plan.
The role of EDAW will be to manage the project and collaborate with Torti-Gallas on the planning and
design of the overall plan, while Torti-Gallas will be focused on creating the plan for the Mixed-
use/Transit-Oriented District.
In developing the design competition model, Monrovia Nursery initially agreed to fund $ 150,000 for
the second phase process of completing a final Nursery plan for the General Plan. This unique process
has shown that the next phase will entail a higher level of detail than originally anticipated because it
will produce a plan more fully developed than is typical for General Plan purposes. This will avoid the
costs and time of a Specific Plan being developed later.
Recognizing that $150,000 is not sufficient to complete the next phase of work, the Nursery has
agreed to split the costs, absorbing the share allocated to EDAW ($236,040 including expenses), if the
City will fund the Torti-Gallas share, Monrovia has agreed to refund this cost as part of a development
agreement.
There is a limited time frame to perform the project, with the schedule of the rest of the General Plan
calling for the public hearing process to start towards the end of summer. Therefore, because time is
of the essence, it is prudent to receive Council approval of the selected team and general scope of
work at this point in time, with the actual contracts coming back for Council approval at a later Council
meeting.
The general scopes of work are attached as Exhibits A and B, while the project schedule is presented
in Exhibit C. The proposed budgets are as follows:
EDAW $236,040 including expenses
Torti-Gallas $ 80,500 including expenses
FISCAL IMPACT
Monrovia Nursery will provide the cost of EDAW's share, with the City funding the remaining $80,500
from the forthcoming jobs -Housing Balance Grant from the State, to be reimbursed later from a
development agreement with the Nursery. In the interim, progress payments would be advanced from
the General Fund fund balance.
Attachments
2
Exhibit A
Monrovia Nursery = Phase 2 EDAW Preliminary Scope
Revised 12112101
Task 1 Verify Scope/Schedule
Attend a kick-off meeting with City staff and property owner to
discuss/verify the scope, fee and schedule at the City of Azusa. Obtain
results of the October 27, 2001 public workshop. Discuss process for
evaluating alternative plans and identifying potential new plan elements.
One additional interim meeting is scheduled as part of this task.
Meetings:
1 kick-off meeting
1 interim team meeting
Task 2 Evaluate Alternative Plans/Internal Design Session/Community Open
House
Review results of the public workshop in preparation of first internal
design session and prepare matrix of the 10-12 elements that should be
considered and identify potential components that could be incorporated in
the Preferred Plan. Prepare graphic representations of the public workshop
results.
Attend the first internal design session. At this meeting EDAW will lead
the session and brainstorm ideas for the Preferred Plan. The City staff and
the Property Owner will also discuss their concerns and issues regarding
the design. At the end of the session, direction will be given for
development of the Preferred Plan. Two interim team meetings at the
Irvine office are scheduled as part of this task.
Attend a community open house on the evening of January 9, 2002 where
the results of the public workshop are presented and the winning team is
introduced.
Meetings:
2 interim team meetings
All day Design Session
Community Open House
Task 3 Plan Refinement / Second Design Session
EDAW will incorporate ideas and directions generated at the Design
Session and develop several alternative plan variations. These will be
reviewed during two interim team meetings at the Irvine office that are
scheduled as part of this task.
The refined plan will include the following framework design elements:
Backbone vehicular circulation
Density by product type/area
Acreage by land use
Trails/pedestrian circulation
Community amenities, including schools and parks
Design guidelines will be initiated for neighborhood design, architecture
and landscape. Image boards and sketch diagrams will be developed to
explore primary guideline components. It is assumed guidelines during
this stage are for purposes of communicating intended community
character and do not need to be at a builders package level of detail or
documentation.
The EDAW Team will present the refined plan (and options) and design
guideline components at the second Design Session on February 13, 2001.
Traffic and engineering issues will be discussed and the preferred
vehicular connections will be agreed upon. The Project Team will define
General Plan topics and requirements.
Meetings:
2 interim team meetings
All day Design Session
Task 4 Plan Refinement/Internal Design Session/Community Open House
The plan will be further refined on the basis of the second design session.
A single plan will be developed at a higher level of detail. Concept
grading and detailed statistical summaries will be prepared. EDAW will
coordinate with the consulting engineers for engineering validation.
Illustrative exhibits will be prepared to communicate community and
neighborhood character to residents. Architectural elevations, street
scenes and selected public facilities will be illustrated. An internal full-day
design session will be held on March 13, 2002 to review the illustrative
exhibits and to determine the elements to be included in the General Plan.
The internal design session will also kick-off preparation of the design
guidelines identified in Task 5. As part of this task, two interim team
meetings at the Irvine office.
The Community Open House will be held April 2, 2002 set up in a
informal manner with the EDAW Team staffing four different stations to
explain aspects of the Preferred Plan.
Meetings:
2 interim team meetings
All day internal Design Session
Community Open House
Task 5 Prepare General Plan Exhibits
Assumptions
Prepare illustrative general plan exhibits for inclusion in the Draft General
Plan. Two types of General Plan documents will be developed. The first
type will include illustrative images that demonstrate possible
development scenarios permitted under the General Plan which were
prepared as part of the previous task.
The second type of document will include the specific exhibits and text
that will be included in the General Plan. These exhibits and text will
include approximately 20 to 25 pages of design guidelines to ensure the
vision established in the previous tasks can be accomplished.
Two interim team meetings at the Irvine office are scheduled as part of
this task.
Meetings:
2 interim team meetings
1. Torti Gallas design efforts and traffic and engineering services are not
part of the EDAW scope.
2. All Design Sessions and team meetings will be held at the EDAW,
Irvine offices.
3. Extensive additional design refinement will not be generated by the
Community Open House and the design as it is presented can be used
as a basis for the General Plan documentation.
4. The EIR alternatives will be the four development concepts prepared
as part of the Phase I efforts.
5. The aggressive time schedule assumes that the City and Monrovia
Development Team resolve outstanding issues and reach concurrence
of the General Plan documents at the January Design Session meeting.
6. The General Plan design guidelines will be approximately 20 to 25
pages long in a black and white format.
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Exhibit B
Monrovia Nursery Site, City of Azusa, Phase 2 Planning
Torti Gallas and Partners, Scope of Services
Task 1 Review work done by EDAW, City of Azusa Staff, and Monrovia Nursery
Prior to the First Design Session, Torti Gallas will review the reports, timelines,
and graphics produced as a result of discussions between City staff, property
owner and EDAW to discuss results of the October 27, 2001 public workshop and
the process for evaluating alternative plans and identifying potential new plan
elements. Torti Gallas will also review matrix, prepared by EDAW, of the 10-12
elements that should be considered and identify potential components that could
be incorporated in the Preferred Plan. We will also provide independent
identification of plan elements/issues to be discussed at first session.
Task 2 Evaluate Alternative Plans/First Design Session and Public Meeting
Torti Gallas will send two people, including Neal Payton, to a design session,
tentatively scheduled for January 8' and 9`h. While this session will be led by
EDAW, Torti Gallas will play an active and energetic role in brainstorming ideas
for the Preferred Plan. The City staff and the Property Owner will also discuss
their concerns and issues regarding the design. At the end of the Design Session,
direction will be given for development of the Preferred Plan, including the
specific location of the Transit Oriented Center. At this event, Torti Gallas is also
prepared to lead a discussion on determining an overarching strategy for preparing
developing design guidelines and or regulations consistent with the City of Azusa's
requirements for the General Plan, and the owner's requirement to secure the
value of the land.
Torti Gallas will participate in a public meeting to be held in Azusa tentatively
scheduled on the evening of January 9'
Fee for Tasks 1 and 2: $9000.
Task 3 Plan Refinement / Second Design Session
Torti Gallas will incorporate ideas and directions generated at the first Design
Session and at the public meeting with respect to the Transit Oriented Center and
develop several alternative plan variations. These will be reviewed during interim
phone meetings and presented at the Second Design session, tentatively scheduled
for February 13, at EDAW's, Irvine, CA office. The refined plan will include the
following conceptual design elements:
Program Matrix and density
Product types including a mix of housing, office and retail uses
Street sections
3 - 4 Plan variations
Community amenities and open space including parks, plazas and markets
Design guidelines will be initiated for neighborhood design, architecture and
landscape for the Transit Oriented Center. Image boards and sketch diagrams will
Monrovia Nursery Site, City of Azusa, Phase 2 Planning
Torii Gallas and Partners, Scope of Services
Page 2 of 3
be developed to explore primary guideline components. It is assumed guidelines
during this stage are for purposes of communicating intended community character
and do not need to be at a builders package level of detail or documentation.
Torti Gallas will send one person to the second Design Session tentatively
scheduled for February 13" to present the plan variations, design guideline
components and related drawings and diagrams. At this time, we will also
participate in discussions on general plan topics and requirements as presented by
EDAW including the overall Design Guidelines package.
Fee for Task 3: $17,000.
Task 4 Plan Refinement/Third Design Session
The Transit Oriented Center Plan and related design guidelines will be further
refined on the basis of the Second Design Session. A single plan will be developed
at a higher level of detail. Concept grading and detailed statistical summaries will
be prepared.
Architectural elevations, public facilities will be illustrated. Two (2) preliminary
ground level perspectives will be prepared to communicate neighborhood
character to residents. These can be discussed as to appropriateness of view angle
and subject matter. Torti Gallas will also provide review and written comment on
design guidelines proffered by EDAW in to date.
Drawings to be produced for this meeting include:
Refined Program Matrix
Refined product types including a mix of housing, office and retail uses
Refined Street Sections
Plan at 1: = 50'
Community amenities and open space including parks, plazas and markets
Circulation Diagram
Urban Sequence Diagrams
Ground Floor Land Use Diagram
Street Hierarchy
Building Height Diagram
Parking location and Access Diagram
Focal elements
Detail of proposed rail station and/or commuter bus stop
Two (2) refined ground level perspective renderings.
In addition, Torti Gallas will provide refined guidelines Transit Center Guidelines,
in both illustrated and narrative form, in conformance with the format agreed upon
at the first design session.
Torti Gallas will send one person to the third Design Session tentatively scheduled
for March 13' and the morning of March 14' to present the refined plan (and
options) and design guideline components. At this time, we will also participate
Monrovia Nursery Site, City of Azusa, Phase 2 Planning
Torti Gallas and Partners, Scope of Services
Page 3 of 3
in discussions on general plan topics and requirements as presented by EDAW
including the overall Design Guidelines package.
Fee for Task 4. $20,000.
Task 5 Prepare General Plan Exhibits and Final Presentation
Torti Gallas, in cooperation with EDAW will prepare illustrative general plan
exhibits for inclusion in the Draft General Plan.
Two types of General Plan documents will be developed. The first type will
include illustrative images that demonstrate possible development scenarios
permitted under the General Plan. The second type of document will include the
specific exhibits and text that will be included in the General Plan.
Torti Gallas will also send one person to attend Open House Meeting.
Fee for Task 5. $18,000.
Task 6 Revisions to General Plan
Torti Gallas expects minor revisions to the plan after the Citizens Congress
Meeting and is prepared to make such revisions at this time. However substantial
changes to the plan and or the perspective renderings would be considered an
additional service and be billed at our Standard Hourly Rates or, in the case of the
perspective renderings at $5000 each.
Fee for Task 6. $4,000.
TOTAL LABOR $68,000.
TOTAL EXPENSES $12,500.
GRAND TOTAL $80,5W
Assumptions
1. Reimbursable expenses including the cost of travel (economy air fare), and lodging,
printing and reproduction are not included in these fees and will be reimbursed at cost.
Torti Gallas will provide all drawings to EDAW, Monrovia Nursery and the City of Azusa
in print form as well as electronically as TIFFs.
2. EDAW design efforts and traffic and engineering services are not part of the Torti Gallas
scope.
3. All Design Sessions and team meetings will be held at the EDAW, Irvine offices.
4. The EIR alternatives will be the four development concepts prepared as part of the Phase
I efforts.
5. The General Plan design guidelines will be approximately 10-15 pages long. Color will be
provided.
EXHIBIT C
PROJECT SCHEDULE
TASK EVENT
1.
Kick-off/Organizational tasks
2.
Evaluate Plans ftom Design Competition/First
internal design session
3.
Community workshop
4.
Plan refinement/Second internal design session
5.
Plan Refinement - Prepare Draft Plan
6.
Community Workshop/Open House
7.
Prepare General Plan Exhibits
8.
Prepare Design Guidelines
3
TIME FRAME
December - January
January
January 9
January - February
March - April
April 2
April
April - May