HomeMy WebLinkAbout2003-01-13 City Council (6)TO:
City of PaSo A to
City Ma ager’s Report
HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE:
SUBJECT:
JANUARY 13, 2003 CMR:107:03
REQUEST FOR A BUDGET AMENDMENT ORDINANCE FOR
$30,000 TO PREPARE A MASSING MODEL FOR SOFA 2
RECOMMENDATIONS
Staff recommends that the City Council approve a budget amendment ordinance for
$30,000 to build a traditional massing model for the South of Forest Avenue (SOFA)
area.
DISCUSSION
The City Council requested a model of the SOFA 2 area at its October 7, 2002 meeting
regarding the South of Forest Avenue (SOFA) Coordinated Area Plan (CAP).
Construction of the model and development of the prototypes for potential changes to
specific properties was initiated in November 2002. The prototypes, will cost $13,000 to
prepare and the model itself will cost $17,000 to build, for a total of $30,000. Scopes of
work from Gemmeti Model Art and Freedman, Tung and Bottomley are attached to this
report.
The massing model will be available for Architectural Review Board (ARB), Historic
Resources Board (HRB) and Planning and Transportation Commission (PTC) reviews in
early January 2003 and will require that the City Council’s review of the SOFA 2 plan be
postponed until late January 2003 or early February 2003.
RESOURCE IMPACT
Funds will be reallocated from the General Fund through a budget amendment ordinance
to reimburse the City Manager’s contingency fund, which paid for the prototype and
model preparation in anticipation of this BAO.
ENVIRONMENTAL REVIEW
This model is not a project under California Environmental Quality Act.
CMR: 107:03 1 of 2
ATTACHMENTS
Attachment A: Budget Amendment Ordinance
Attachment B: Proposed Scope from Freedman Tung & B ottomley, dated 1216102
Attachment C: Proposed Scope from Gemmiti Model Art, dated 1216102
Attachment D: Staff Report to Council (CMR:446:02) dated November 12, 2002
PREPARED BY:
Grote, ~’hief Planmng ((~ficlal
DEPARTMENT HEAD REVIEW:
ISLIE
’Director of Planning and Community Environment
CITY MANAGER APPROVAL:
EMILY ftARRISON
Assistant City Manager
CMR: I07:03 I of 2
Attachment A
ORDINANCE NO. DRAFT
O~iNANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2002-03 TO
PROVIDE AN APPROPRIATION OF $30,000 TO PREPARE A MASSING
MODEL FOR SOUTH OF FOREST AVENUE (SOFA) 2
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Pa!o Alto, the Council on June 17,
2002 did adopt a budget for fiscal year 2002-03; and
WHEREAS, the City Council requested a model of SOFA 2 area at
its October 7, 2002 meeting regarding the South of Forest Avenue
(SOFA) Coordinated Area Plan (CAP); and
WHEREAS, the preparation of the prototype by Freedman Tung &
Bottomley will cost $13,000 and the cost of constructing the model
by Gemmeti Model Art will cost $17,000 for a total of $30,000; and
WHEREAS, the City Manager’s Contingency Fund was initially used
to pay the $30,000 for the cost of the Massing Mode!; and
WHEREAS, the City Manager’s Contingency Fund will be reimbursed
by the General Fund Budget Stabilization Reserve; and
WHEREAS, the additional appropriation of funds from the General
Fund Budget Stabilization Reserve is a one-time expense and no
future year resource impact to the General Fund Budget Stabilization
Reserve is anticipated.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION i. The sum of Thirty Thousand Dollars ($30,000) is
hereby appropriated to the City Manager’s Contingency Fund and the
Budget Stabilization Reserve is correspondingly reduced.
SECTION 2. This transaction will reduce the
Stabilization Reserve from $22,556,668 to $22,526,668.
Budget
SECTION 3. As specified in Section 2.28.080(a) of the Pa!o Alto
Municipal Code, a two-thirds vote of the City Counci! is required to
adopt this ordinance.
SECTION 4. The Council of the City of Pa!o Alto hereby finds
that this is not a project under the California Environmental
Quality Act and, therefore, no environmental impact assessment is
necessary.
SECTION 5. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
Mayor
City Manager
Director of Administrative
Services
Director of Planning and
Community Environment
2
FREED A I
TUnG
BOTTOMLE¥
Urban Design & Planning
District Revitalization
Street & Plez~ Design
Attachment B
December 6, 2002
Steve Emslie, Director
Planning & Community Environment
City ot’Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
RE: Proposed Scope for Requested Additional Services
Dear Steve,
Please find attached a proposed Scope of Services for Prototypes Preparation for the
SOFA2 Model. The scope has been revised slightly from my December 2nd emailed
letter to reflect the $13,000 target requested by Lisa Grote on December 3 in order to
keep the total model cost within the overall Council-approved budget of $30,000.
New Contract - Prototype Development for Preparation of Build Out Models
The Scope of Services includes prototype development for likely development sites
within the SOFA area under the Working Group and Planning Commission proposed
regulations in order to prepare a "Build Out Model" which would illustrate the potential
massing of the two possibilities.
In response to a request from Lisa Grote to expedite the model preparation and a
November 15 email authorization to begin work, FTB has begun work on the preparation
of these prototypes. FTB will complete the prototypes described and provide associated
information to the model maker and City staff to document the prototypes for a total cost
of $13,000.
A detailed list of the proposed deliverables is provided in the attached Scope. Unlike the
current time and materials contract between FTB and the City, this contract ~vould be for
a fixed price. From Lisa Grote I understand that a new contract will be needed for this
task. Since we have begun work at the City’s request to produce the model as quickly as
possible for Council review, we would like to expedite the contract completion and avoid
potential delays in payment for these services.
Please let me know if you require any additional information.
Sincerely,
Alison Kendall, Principal
Lisa Grote
Trent Geenan
FTB Project Management File
File: Contract Scopes
PALO ALTO SOUTH OF FOREST AREA PHASE II
PALO ALTO SOUTH OF FOREST AREA PHASE II
PROTOTYPES AND RELATED STUDIES FOR BUILD OUT MODEL
Proposed Scope of Services bv Freedman Tun~ & Bottomlev Urban Design
Date:December 6, 2002
Task Description:
The following task list and description contains a recommended sequence of tasks and
planning services requested by the City of Palo Alto Planning Division in order to assist
the Staff in the finalization of Phase 2 of the South of Forest Area Coordinated Area Plan.
This scope represents a new scope of services between FTB and the City of Palo Alto.
These services are needed to prepare a physical Build Out Model which will illustrate
two potential scenarios: build out under development standards in the proposed Working
Group Recommended Plan and build out under the Planning Commission Recommended
Plan for the SOFA 2 Coordinated Area Plan.
This proposed scope of services is a fixed fee proposal, with payment to be on the basis
of time spent by FTB personnel according to the attached Billing Rates, including support
personnel for project management, and for actual expenses for reproduction, travel and
other reimbursables.
The City Project Manager or Chief Planning Official may add or change tasks in the
scope of this contract without approv.al of the City Manager, up to the maximum contract
amount, by written request or email. Additions and alternations will be considered added
to the scope upon written acceptance by the CONSULTANT.
ADDITIONAL ANALYSIS OF SOFA 2 DEVELOPMENT POTENTIAL FOR USE
BY MODELMAKER IN PREPARING BASE MODEL
No
No
Identify potential redevelopment sites, divide into likely and unlikely sites, in
consultation with City Staff. Likely sites would include FAR of .5 or less,
sites for which BAE revised study suggests redevelopment is economically
feasible, or current proposal similar to development permitted under
proposed WG or PC recommended regulations.
Meet with Model maker Lisa Gemitti and Chief Planning Official Lisa Grote
on to coordinate base model preparation and prototype preparation.
Based on proposed development standards recommended by Working Group
and Planning Commission, develop basic prototype developments for the
four most likely development sites within the SOFA area, excluding 800
High Street. These prototypes would include scaled plans at 1 inch equals
Eo
30 feet, including sections to show the possible roof design for the
prototypes, calculations of the number of units, and assumed amount of
commercial space for an assumed maximum FAR. The Planning
Commission scenario would assume maximum use of public benefit/PC
permit option.
Adapt prototype for 800 High site, using most current proposal for parking
and related public benefits, adapting to fit recommended development
standards by Planning Commission and Working Group.
Estimate approximate housing yield and building height at typical floor plate
under Working Group and Planning Commission regulations for likely
redevelopment sites.
(If adequate remaining time and budget) Depict redevelopment potential on
map graphic and chart for each potential site.
Note on Detiverables:
All graphics wil! be provided at 1"=30 feet for the model maker’s use and in either
8.5xl 1 copy or pdf electronic file for each prototype/drawing unless otherwise specified.
Time billed will include staff travel time, meeting coordination time and project
management time as well as time to prepare or coordinate printing and deliverables.
Freedman Tung & Bottomley Proposed Scope of Services
PROTOTYPES AND RELATED STUDIES FOR BUILD OUT MODEL
CONSULTANT FEE AND COMPENSATION SCHEDULE
1) BASIC FEES. This is a fixed fee contract. Instead, CONSULTANT fee shall be
$13,000 for the delivery of materials in the scope of services and performance of the
tasks set forth in EXHIBIT "A". Billing and payment shall be based on hourly rates and
PROJECT COSTS as set forth below.
2) INVOICING. CONSULTANT shall submit monthly invoices for services
performed and PROJECT COSTS incurred. Each invoice is due and payable by the
CLIENT on presentation and is past due thirty (30) days from invoice date. Any billing
disputes shall be brought to the attention of CONSULTANT within fourteen (14) days of
billing presentation. If CLIENT fails to timely bring a billing dispute to the attention of
CONSULTANT, CLIENT waives the right to dispute the amount billed.
If accounts are unpaid forty-five (45) days from the date of billing, work may be halted at
the discretion of CONSULTANT until payments are made current. In addition, the
CONSULTANT reserves the right to withhold delivery of work product or extend time
limits applicable to the performance of this AGREEMENT in the event of delinquent
receivables. The CONSULTANT shall not be held responsible for any damages due to
halting work or ~vithholding work product.
3) ADDITIONAL SERVICES. Additional services shall be compensated at
CONSULTANT’S hourly rates pursuant to Para~aph Six (6) of this EXHIBIT. CLIENT
shall not be obligated to make payments for ADDITIONAL SERVICE pursuant to this
AGREEMENT unless such service and the price therefore is set forth in an executed
work order or authorized in writing by CLIENT. Emai! requests from the Project
Manager shall be considered written authorization.
4) TERMINATION OF SERVICES. In the event services are terminated, through no
fault of CONSULTANT, by either party CLIENT shall compensate the CONSULTANT
for all outstanding fees and PROJECT EXPENSES incurred for work completed prior to
CONSULTANT’s receipt of notice of termination. CONSULTANT shall also be entitled
to recover its costs of preparing documents and files for delivery to CLIENT on the basis
of billing rates established in this EXHIBIT. CONSULTANT shall maintain adequate
logs, timesheets and records to verify fees and PROJECT COSTS incurred.
5) SUBCONSULTANTS. Fees of subconsultants retained by CONSULTANT shall
be paid by CONSULTANT from its basic fee as set forth in Paragaph One (1) of this
EXHIBIT.
6)HOURLY RATES. For professional services performed the fee schedule shall be:
Principal I
Principal II
Construction Methods Specialist
Senior Associate
Associate
Graphic Artist
Project Landscape Designer
Project Urban Designer
GIS Operator I
AutoCAD Operator I
AutoCAD Operator II
Draftsman
Document Publishing Technician
Database Operator
Project Assistant I
Project Assistant II
Technical Secretary
Office Assistant
$185 per hour
$150 per hour
$140 per hour
$110 per hour
$ 85 per hour
$ 80 per hour
$ 70 per hour
$ 70 per hour
$ 75 per hour
$ 75 per hour
$ 65 per hour
$ 55 per hour
$ 55 per hour
$ 50 per hour
$ 50 per hour
$ 45 per hour
$ 40 per hour
$ 25 per hour
PROJECT COSTS. In addition to the hourly rate charged, the following shall be
charged as PROJECT COSTS:
Document duplication, messenger services, postage and handling, long
distance telephone calls, travel expenses for out-of-office services, special
equipment charges, desktop publishing, office archives and database,
governmental plan and other inspection fees, expenses for renderings,
models and mock-ups requested by CLIENT, expenses for additional
insurance coverage or limits, including professional liability insurance,
requested by the CLIENT in excess of that normally carried by the
CONSULTANT, and!or associated with contracts to subconsultants, plus
other out-of-pocket expenses reasonably required in performance of
services for the Project.
Nov 07 02 01:19a Gemmi~i Model Rr~415-252-7577 p.l
Attachment C
November 6, 2002
Hsa Grote
City of Palo Nto
Planning Division
250 Hamilton Avenue, 5t~ floor
Palo Alto, CA 94301
Gemm~ M=iel Art
2169 Folsorn Street
Main 303
San Frar==i:¢o, CA
94110-7301
Ph~n~ 415.252.7536
Fax 415.252.7577
lisaO(jemmiti.com
Dear Usa,
This letter is to propose a 1"=30’ planning model of the SOFA 2 area of Palo Alto.
The base will be made in one piece and measure roughly 62" x 32". Your printed aerial photo will
be mounted to either a solid piece of MDF (strong composite wood) or Gatorfoam (much tougher
than Foamcore and very lightweight compared to MDF). Since the aerial was provided in two
sheets, a slight seam line will show on the model surface.
In the areas that several building options will be shown, pieces of sheet metal will be imbedded into
the base before the aerial drawing is mounted. This will provide a magnetic surface to which
removable building options with imbedded magnets will attach. Other buildings will be fixed in
place. We need to finalize the exact shapes of buildings tflat will remove and the exact number of
options for each.
Taking a quick building count, we arrived at 80-90 shapes. We define complex single buildings as
multiple shapes and base our calculations on those counts. Roughly 29 of the buildings have
pitched roofs. The roofs on residences are sometimes more complex and, therefore, more time
consuming than the fiat-roofed blocks. No overhangs, chimneys, archways or other particular
architectural features will be shown.
While your height information appears to be complete and will be very helpful, we will still need a
couple of site visits to figure out roof shapes. If you could, it would also be very helpful and speed
up our figuring process if you could print the site plan at 1~=30’ scale without any graphics at all,
especially property lines, which are preventing us from seeing the extent of each individual
building. With this drawing, we will be able to simply measure each building and check the aerial
and our own notes on roof shapes. If a sharper aerial image is available, it would also help to
speed the process of figuring out exactly what is there.
The buildings will be made in fairly simple mass form from a hard composite (plastic) material
called Renshape. We can paint them subtle differences in color to distinguish types. We could
also provide clean rub-on lettering to identify anything needing to be labeled. The building will not
be fragile bits of foam, but hard and crisp shapes with a durable finish. This model could be useful
to you for years to come.
The model aeria! base will be framed (1" of hardwood or painted acrylic) to keep the edges from
getting damaged. A cover is not necessary at this time and is not included.
Mov 07 02 Ol:lga Gemmiti Model Art .. 415-252-7577 p.2
Lisa Grote
November 6, 2002
Page 2
We have estimated a quantity of 150 trees to be included in various sizes within the boundaries of
the SOFA 2 area. They will be generic deciduous-type trees in a somewhat muted green tone to t.~
~"~"~~"
compliment the warm gray tones of the site.
A simple title plaque, north arrow and color key, if applicable, will be included.
~’\ ~ ~ ,~~"~’~The price of this model will likely be in the $15,000 and $19,000 range, plus tax, if applicable.
Factors affecting final cost are: ~
1.How tong it takes us to fill in the blanks on the information
2.The number of prototypes and the complexity of their shapes
3.The total quantities of different shapes
4.The numbers of colors
5.The final number of removable pieces
6.The number of removable areas on the site
7.The final number of ~ees used
tt is our recommendation that we use the needed time and care to make the model accurate; I’m
not suggesting detail, but the model will be more useful and criticized less if we strive for things
being the right size and shape and in the right place. The trees will not likely be scrutinized unless
there are any at issue.
I have a crew prepared to start immediately (Thursday) on your authorization. Construction
schedule will be within 3-5 weeks. Let me know if you have a particular meeting coming up for
which you would like the model to be available and I wilt do my best to ensure that we are able to
deliver.
We normally require terms of 50% deposit; 50% on delivery, but have made necessary exceptions
for city agencies. A single payment at delivery may be easiest for you; let me know.
I hope I have given you the information that you needed. Once the ceiling is established, I will
work closely with you to ensure that you are getting the most model for your budget.
Sincerely,
Gemmiti Model Art
Producer, Designer, Model Maker
Attachment D
City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE:NOVEMBER 12, 2002 CMR:446:02
SUB3-ECT:REQUEST FOR $30,000 IN RESOURCES FROM THE BUDGET
STABILIZATION RESERVE TO PREPARE A MASSING MODEL
FOR SOFA 2
RECOMMENDATIONS
Staff recommends that the City Council allocate $30,000 needed to build a traditional
massing model for the South of Forest Avenue (SOFA) area because it is a useful tool for
analyzing physical changes in an area.
DISCUSSION
The City Council requested a model of the SOFA 2 area at its October 7, 2002 meeting
regarding the South of Forest Avenue (SOFA) Coordinated Area Plan (CAP). At that
meeeting, staff was prepared to recommend that a computer simulation be completed
rather than a traditional massing mode!. Now, after having additional time to consider
the possible uses of a model, staff recommends pursuing a traditional massing model. It
is more accessible to the general public and easier to physically change building
prototypes on the sites most likely to redevelop.
The massing model will be available for Architectural Review Board, Historic Resources
Board and Planning and Transportation Commission reviews in early January 2003 and
will require that the City Council’s review of the SOFA 2 plan be postponed until late
January 2003. This will mean that the November 18, 2002 Council meeting on SOFA 2
wil! be continued to January 27, 2003.
RESOURCE IMPACT
Approximately $30,000 would need to be reallocated from the General Fund through a
budget amendment ordinance to reimburse the City Manager’s contingency fund, which
will pay for the model preparation until the BAO is approved.
CMR:446:02 Page 1 of 2
TIMELINE
The ARB, HRB and PTC will be scheduled to review this item in January 2003.
City Council will be scheduled to review this item on January 27, 2003.
The
ENVIRONMENTAL REVIEW
This model is not a project under California Environmental Quality Act.
PREPARED BY:
Lisa Grote, Chief Planning Official
DEPARTMENT HEAD REVIEW:
STEPHEN EMSLIE ,/~
Director of Planning and Community Environment
CITY MANAGER APPROVAL:
EMILY~SON
Assistant City Manager
CM-R:446:02 Page 2 of 2