HomeMy WebLinkAboutStaff Report 2818
City of Palo Alto (ID # 2818)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/4/2012
June 04, 2012 Page 1 of 3
(ID # 2818)
Summary Title: Rail Corridor Study Contract Amendment
Title: Approval of a Contract Amendment with BMS Design Group Contract
(C11138343) to Extend the Term and Add $25,000 for a Total Not to Exceed
Amount of $225,000 for the Palo Alto Rail Corridor Study
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that Council approve and authorize the City Manager to execute the
attached amendment to contract C11138343, with BMS Design Group, to extend the contract
term and to add $25,000 in compensation for additional tasks necessary to complete Palo Alto’s
Rail Corridor Study, for a total contract not to exceed amount of $225,000.
Executive Summary
On February 14, 2011, the City Council authorized the City Manager to execute a contract with
BMS Design Group to prepare the Rail Corridor Study for $200,000. The authorization for the
contract was issued following the approval by Council for the draft scope of work for the Palo
Alto Rail Corridor Study. BMS Design Group was chosen following the issuance of a Request for
Proposal (RFP) to six planning and urban design consultants to prepare the study. During the
preparation of the report, due to the volume of comments and increase in number of meetings,
the term of the existing contract was extended by the City Manager in accordance with Palo
Alto Municipal Code Chapter 2.30.290(b). Subsequently, it was determined that the budget
would need to be amended to allow for the additional work necessary to adequately address all
issues and for extended public outreach. Staff expects the final study to be reviewed by Council
in late June or July of 2012.
Background
The City Council initiated the Palo Alto Rail Corridor Study, including the formation of a citizen
Task Force, to evaluate land use, transportation and urban design elements of the rail corridor,
particularly in response to proposed improvements to fixed rail services along tracks in Palo
Alto. Although the High Speed Rail project provides important context for the study, it is not
intended to be the study focus.
June 04, 2012 Page 2 of 3
(ID # 2818)
The Council authorized the contract with BMS Design Group on February 14, 2011, for a total
amount of $200,000. The project was proposed to be completed in three phases, which
included multiple meetings, in approximately 12 months. The project is currently in its third
and final phase, the preparation and finalization of the formal report. The proposed
amendment would extend the contract to August 14, 2012 to accommodate the additional
work that has been since determined to be required.
Discussion
The scope of the contract is for the preparation of a Rail Corridor Study. The study is proposed
to be completed no later than August 14, 2012 (final review by Council is currently scheduled
for late June). Additional funding of $25,000 is requested due to the additional time and
resources required for the preparation of additional drafts of the study to effectively respond to
comments from the public and the City’s various Boards, Commissions and Council.
As the project has progressed, additional meetings that were not in the original scope were
added, such as a meeting with the Palo Alto Bicycle Advisory Committee and the City-School
Traffic Safety Committee. A total of 15 Task Force meetings have been conducted (as compared
to an initial estimate of 11 meetings). The need to hold meetings with the various groups and
community and to adequately study the issues, including changes to the High-Speed Rail
project, has extended the timing of the project beyond the anticipated 12 months originally
scoped. A copy of the additional scope needed for the project is included as Attachment B.
Staff believes the additional time has been necessary to prepare an effective Study that
adequately addresses the City’s needs and to meet the City Council’s direction to generate a
community vision for land use, transportation, and urban design opportunities along the rail
corridor.
Resource Impact
Funding for the budget increase of $25,000 is being provided from unused contract services
funds from the department budget of Planning and Community Environment for the 2011-2012
fiscal year. The original $200,000 budget was allocated by the City Council when the Study was
initiated. The initial $100,000 was budgeted during the 2010-2011 fiscal year and the
remaining $100,000 was budgeted for the project in the 2011-2012 fiscal year.
Policy Implications
The Study will rely on the City’s Comprehensive Plan and other land use and transportation
policies to guide the effort for the corridor, and key elements of the Study will factor into the
update of the Comprehensive Plan.
Environmental Review
June 04, 2012 Page 3 of 3
(ID # 2818)
Approving a change order for the contract for the study is not considered a project requiring
environmental review per the California Environmental Quality Act. Environmental review for
the Rail Corridor Plan will be completed as part of the Comprehensive Plan Environmental
Impact Report.
Attachments:
Attachment A: Contract Amendment (PDF)
Attachment B: Revised Scope of Services (PDF)
Attachment C - Original Scope of Services (PDF)
Prepared By: Elena Lee, Senior Planner
Department Head: Curtis Williams, Director
City Manager Approval: ____________________________________
James Keene, City Manager
AMENDMENT NO.1 TO CONTRACT NO. C11138343
BETWEEN THE CITY OF PALO ALTO AND BMS DESIGN GROUP
This Amendment No. I to Contract No. C11138343 ("Contract") is entered into
May ,2012, by and between the CITY OF PALO ALTO, a charter city and a municipal
corporation of the State of California ("CITY"), and BMS DESIGN GROUP, a partnership located
at 414 Jackson Street, Suite 404, San Francisco, CA 94111 ("CONTRACTOR").
RECIT A L S:
WHEREAS, the Contract was entered into between the parties for the provision of a
Palo Alto Rail Corridor Study to evaluate land use, transportation, and urban design elements of the
rail corridor area; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the patties agree:
SECTION I. Section 2 is hereby amended to read as follows: . ,
" "
"SECTION 2. TERM.
',.
The term of this Agreement shall be from the date of its full execution through August 14,
2012, or completion of Study, whichever occurs first, unless tClminated earlier pursuant to Section
19 of this Agreement. "
SECTION 2. Section 4 is hereby amended to read as follows:
" . SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance oflhe Services described in Exhibit "A", including both
payment for professional services and reimbursable expenses, shall not exceed Two Hundred
Twenty Five Thousand Dollars ($225,000.00). In the event Additional Services are authorized,
the total compensation for services and reimbursable expenses shall not exceed Two Hundred
Twenty Five Tbousand Dollars ($225,000.00). The applicable rates and schedule of payment are
set out in Exhibit "C-I ", entitled "SCHEDULE OF RATES," which is attached to and made a
part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Ex bib it "C". CONSULTANT shall not receive any compensation for Additional Services
perfolmed without the prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described in Exhibit "A"."
1
120507 sm 010
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit "A" entitled "Scope of Services".
b. Exhibit "c" entitled "Compensation".
SECTION 4. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
APPROVED:
City Manager
APPROVED AS TO FORM:
Senior Asst. City Attorney
Date:
Attachments:
EXHIBIT "A":
EXHIBIT "C":
120507smOlO
SCOPE OF SERVICES
COMPENSATION
BMS DESIGN GROUP
BY~V
Name:t$-~ll4::!~~
Title: ~~~~ __ _
2
1. SCOPE OF SERVICES
EXHIBIT "A"
SCOPE OF SERVICES
PHASE 1: CONTEXT AND VISION (4 months)
Task 1.1 PI'ojoel Initiation
The BMS Design Group team will meet with staff to finalize lhe work program, schedule and project budget. The
work program will be used throughout the process to monitor progress; work products will be clearly defined. At
Ihis time the team will submit requests for data of varying types.
At this time schedules and procedUl'es for project communications will be identified. A preliminary schedule of High
Speed Rail Committee, Planning and Transportation Commission and City Council meetings will be set.
Task 1.2 Review Background llbterilds
City Staff will provide GIS and Autocad data and mapping, reports, analyses and other data for relevant studies, eity
documents, and other materials including in progress plans.
The BMS team will utilize the city's data to prepare base maps suitable for analysis and plan preparation. The team
will undertake a thorough revicw of site conditions, relevant documents and plans including documents relevant to
corridor transportation and, in particular, documents produced by the HSR Authority related to alignment options
and sllltion information. Utilizing materials provided by the city, including policy and regulatory plans and
ordinances, planned or proposed project information, site and aerial photos, and work by other consultants, the BMS
team will assemble and review materials in preparation for subsequent tasks. The team will create a preliminary list
of issues to be discussed with the Task Foree and community.
The BMS team and city staff will conduct a site tour of the project area.
Task 1.3 Task Force Meeting 1
The preliminary Task Fore<) meeting will serve to introduce the project work program and schedule. BMS Design
Group will litcHitate a discussion of goals fur the proje"i and issues that the Task Force considers essential to the
outcome of the project.
Task 1.4 Stakeholder Interviews
The BMS team will conduct a limited number of individual or small group stakeholder interviews. These will
provide key stakeholders with an opportunity to discuss issues of particular concern direetly with the team. These
meetings, if needed, will be conducted on the same days as other standing meetings such as Task Foree.
Task 1.5 Community Meeting I I Issues Charrette
The BMS team will conduct the first project community meeting. The agenda for the meeting will include a review
of the work program and schedule, as well as an update by city slllff on any related HSR or city planning
information. The BMS team will facilitate a discussion and prioritization of issues of concern to the community.
These will become elements in the ultimate evaluation of project concepts and alternatives.
Task 1.6 Urban Design and Land Use Analysis -Issues and Opportunities
Professiolllll Services
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Prepare Urban Design and Land Use Analysis
The BMS team will coll .. t a range of information regarding the existing nature of the study area and its short and
long term opportunities. Information to be eompiled and eonsidered will include:
Existing land use patterns
Existing facilities, including public and community uses such as schools, parks, community facilities, etc.
• Neighbnrhood/district context ... neighbnring uses and districts, areas of influenee
• Community scale and character
• Arehitectund and landscape chamcter
• Distinguishing features such as landmarks, entries and edges
Relationship of facilities and uses to major and minor rights of way and circulation fmmework
Opportunity sites
Parcel eonfigurations
Parcel ownership
Proximity to transit facilities
Provide MarketNBased Inputs to Issues and Coneepts
Making use of existing data and studies as much as possible, EPS will conduct a high-level market review to assess
potential development opportunities in the study area. Utilizing area demographic and employment trends,
development patterns, eompetitive supply, and project performanee, EPS will characterize the market SUppOlt for
various types of development along the Con·idoe. The results ofEPS's market review will be incOl'porated as the
land use alternatives are developed. EPS will work with the rest of the consultant team to .hape the land use
alternatives by attending the task force meeting described in Task 1.7 to provide perspective on 'the implications of
each alternative in terms of its capitalization on market oppoliunities, its projected buildout timeframe, and the
comparative value being created for property owners.
Prelimjnary Identification oflwplementatiou Constraints
The BMS Team will work with City staff, rail agency representatives, and other important stakeholders to
understand the potential parameters of each party's participation in the implementation ofthe Corridor plan. Issues
to discuss will include the entities' legal and administrative obligations and eon.traints, the amount of and
competition for fmancia1 resoureesJ etc. For example, do changes to existing regulations or programs require
popular elections? What funding sources are available and how much have been pledged to other projects or
programs? Do the by~laws of various entities' fomlation prevent or require certain actions? This review will help to
ensure that the parties involved and the community-at-large understand the "ground rules" for evaluating the
viability of alternative pJanning eoncepts.
Task 1.7 Task Force Mooting 2
The second Task Foree meeting will roeus on reviewing and discussing the urhan design and land use analysis. The
meeting will he facilitated by BMS to ensure Ihat Ihe Task Foree can review and comment on all the various element
of analysis that are prcsenled. The focus will be on confinning the team's analysis and identilYing key issues and
opportunities.
Task 1.8 Transportation and Circulalion Framework Aualysis -Issues and
Opportunities
Kimley Horn will summarize and describe key lransportation perameters assoelated with Ihe HSR alignment options
and stalion location including polential impacts, obslructions to connectivity, multi-modal access, infrastructure
requirements, and costs. KHA will also summarize transportation-related issues as identified in the analysis, 'and as
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discussed by staff, city leadel~, the Task Force and community. Working with the BMS team, KHA will discuss
land use, urban design and transpOltation opportunities associated with the study area and future infrastructure
improvements.
KHA will provide a comparative assessment of existing and future constraints to the integration ofHSR into the Rail
Corridor and the constraints created by implementation ofthe HSR. KHA will also summarize the transportation
related oPPOltunities for expediting the integration ofHSR as well as the potential for transit-oriented development.
Task 1.9 Task Fore. Meeting 3
The third Task Force meeting will focus on reviewing and discussing the transportation and circulation analysis.
The meeting will be facilitated by BMS to ensure that the Task Force can review and comment on all the various
element of analysis that are presented. The focus will be on confirming tbe team's analysis and identHying key
issues and opportunities.
Task 1.10 Community Meeting 21 Vision Charrett.
The second community meeting will be a longer meeting to allow a full discussion of the issues and opportunities
associated with urban design, land use, transportation and circulation elements. As part of the meeting, the BMS
team will facilitate a small group brainstorming of initial visions for the project area, incorporating the opportunities
identified by the analysis as well as others that community members will bring to the discussion.
Task 1.11 Task Force Meeting 4
This Task Force meeting will review the work to date, including the results oftbe community meeting. Discussion
will focus on confirming issues, oPPol1unities and visions for the area,
Task 1.11 Summary of Context and Preliminary Vision for Corridor
The BMS team will prepare a brief summary oflbe work to date compiling materials prepared for and developed at
the various meetings. The materials in this summary will be presented so as to lead directly into and furm Ibe basis
for the analysis and tasks of Phase 2, especially the definition of alternatives.
Meelings (maximum);
TaskForce: 4
Goals and Issues
Urban Design and Land Use
Transportation and Circulation Analysis
Summmy of Conlexl and Vision
High Speed Rail Committee -I
Planning and Transportation Commission Progress Reports and Hearings ~ 2
City Council Progress Reports and Hearings .. · I
Community: 2
• Issues Charrette
• Vision Charrelte
Deliverables:
Summwy of Conl£xt and Vision
Goals, Policies and Vision Slatements
• Issues and Opportunities
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PHASE TWO: ALTERNATIVES AND ANALYSIS (5 months)
Task!.l Urban Design, Land Use, and Transportation Concepts
The BMS team will prepare urban design, land use and transportation concepts for the study corridor, These
concepts will be integrated and coordinated with the transportation coneepts, building upon one or several alternative
urban design framework of streets and pathways, and parcels. The concepts will identify the creation of
neighborhoods or districts within the corridor as well as the manner in which areas of the corridor may be better
integrated into and connected with adjoining neighborhoods and districts. The concepts will explore the most
relevant and feasible land uses and densities and opportunities fur transit-oriented development. The concepts will
be configured to illustrate a range of options that will lead to configuring alternatives combining urban design, land
use and circulation clements.
Task 2.2 Task Force Meetings 5 and 6
This Task Foree meeting will be organized to allow a thorough review of the urban design, land use and
transportation and circulation concepts. From the range of concepts presented, the Task Force and consultant team
will identify preferred concepts that will be integrated into the plan alternatives.
Task 2.3 Community Meeting 31 ConcepI Review Workshop
The community meeting will be conducted as small group work sessions, with facilitated discussion of the urban
design, land use, cireutation and transportation concepts. The discussions will be summarized with priorities among
the range of concepts identified by the community. Voting for preferences and priorities may be one teehnique used
to discern public preferences.
Task 2.4 Preliminary Urban Design, Land Use and T''Rnsportation Alternatives
Based on the feedback from the Task Force meeting and the community meeting, the team will prepare up to three
plan alternatives. These will be configured to refleet three realistic alternatives that resolve issucs and match
community priorities and concerns. A variety of graphic materials and media will be used to depict the alternatives
including plans, sketches, sections, photosimulations, and 3D models.
Task 2.5 Task Force Meeting 7
The Task Force meeting will be the opportunity for members to review and propose modifications to the preliminary
alternatives. Issues. fUliher analysis, and additional concepts will also be discussed.
Task 2.6 Refille Alternatlves and P"eliminary Evaluation
Based on the Task Force meeting, the BMS team will refine the alternatives. AI this time, working with city staff
and select stakeholders, the BMS team will identify potential environmental impacts associated with the alternatives.
These will focus on impacts to historic resources, visual and noise impaets. An overview of possible traffic impaets
will be discussed but detailed analysis will not be conducted at this time.
Task 2,7 Task Force Meeting 8
At this Task Force meeting, the BMS team will present the refined alternatives and provide information relevant to
evaluating the alternatives, such as cost, phasing, feasibility of development options, and regulatory or policy
hurdles. The team will faemiate a discussion with the Task Foree to gain their insights into further evaluation of the
plans.
Task 2.8 Community Meeting 41 Alternatives Review Workshop
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The final community meeting of this phase will include a review of the alternatives, as modified by input from the
Task Force as well as by the High Speed Rail Committee, Planning and Transportation Commission, and City
Council. The facilitated discussions will focus on evaluation of the alternatives and any proposed modifications.
Task 2.9 Summary of Alternatives and Evaluation
A brief summary of the work of Phase 2, focusing on the alternatives, will be prepared. It will include discussion of
the alternatives as well as their evaluation, including eomments and input from the Task Force, community, and city
policy-makers.
Meetings (maximum):
Task Force: 4
• Review Concepts
Review Preliminary Alternatives
• Review Alternatives and Evaluations
High Speed Rail Committee -I
Planning and Transportation Commission Progress Reports and Hearings 2
City Council Progress Reports and Hearings -I
Community: 2
Concept Review Workshop
Alternatives Review Workshop
Deliverables:
Summary of Concepts, Alternatives and Evaluations
PHASE THREE: PLAN PREPARATION (3 months)
Task 3.1 T ... k Force Meeting 9 • Cliarrette: Identify Preliminary Preferred Plan(s)
Based on input from Phase 2, the BMS team will conduct a charrette with city staff and the Task Foroe. The purpose
of the eharrette will be to work intensively through the various alternatives identified and to determine those
element. that most align with the issues and concerns of the community and tbet will provide the most beneficial
framework for the future of this area of Palo Alto. Ifneeded, options may remain on some components to provide
flexibility or to illustrate certain policy decisions that will need to be made.
Task 3.2 Refine Preferred Plan(s)
The BMS tearn will refine the plans identified in the Task Force eharrette, clarifying and outstanding issues and
providing a range of illustrations such as 3D modeling, photosimulations and other hand-and computer-generated
drawings that will illustrate the plan eoncepts.
Task 3,3 Community Meeting 51 Preferred Plan(s) Workshop
The BMS team will facilitate a community meeting with the intent of reviewing, clarifying if needed, and confirming
the preferred plans for the corridor as well as any remaining options far elements or partieular issues. The meeting
will be conducted with a combination of presentation, small group diseussions and attendee input via voting,
comments or other means,
Task 3.4 Identify Preliminary Implementation Issues and Strategies
The BMS Team will identify the variety of regulatory ehanges, physical improvements, and programmatic
approaches required to implement the preferred plan. Where investments in new public infrastructure are required,
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the BMS Team will work with city staffto estimate the costs of those improvements, Then, EPS will help to frame a
financing strategy for those improvements by exploring the availability of existing funding sources as well as the
potential capacity for new development to contribute to infrastructure costs through various means. In addition to
state, federal, and rail agency funding, EPS will consider locally implemented funding sources such as Community
Faellities Districts. development impact rees, tax increment, the City's CIP, public private partnerships, transferable
development rights, etc. While not resulting in specific cost burdens and financing mechanisms assigned to specific
properties, this analysis will indicate whether the study area appears capable of earrying the burden for the new
infrastructure, or if altemative funding sourees are likely to be required, Also, it will be important to create a
conceptual implementation schedule that aligns the phasing of improvements with the availability of funding from
various sources. The implementation strategy will also account fur the responsibilities allocated to various patties
and stakeholders, including the City of Palo Alto and local property owners and developers in addition to the rail
agencies and other levels of government.
The team will also identify potential environmental issues associated with plan implementation.
Task 3.5 Task Foree Meeting 10
The Task Foree will meet to review implementation issues and strategies identified by the BMS Design Group team.
Task 3.1i Draft Rail Corrido,' Plan
Based on input from all preceding tasks and from the summaries prepared at the conclusions of phases I and 2, the
BMS tcam will prepare a draft corridor plan. It is expected that this plan will be a compilation of materials already
prepared with additional commentary and illustrations as needed, The plan will be configured to correlate with other
city policy documents to allow ready inclusion by staff. The draft plan will be provided to eity staff for a
preliminary review. Following receipt of any major comments. the team will provide a revised plan for distribution
to the Task Force.
T.sk3.7 T.sk Force Meeting II
The team will meet with the Task Force to receive comments on the draft plan, Following review by the Task Force
and staff, the team will finalize the plan for presentation and distribution to city decision-makers,
Task 3.8 Community Meeling Ii I Open Hous.
A community meeting will be held to review the Rail Corridor Plan, This community meeting will be held in an
open house format, allowing the community to review and comment all elements of the plan,
Task 3.9 Final Rail Corridor Plan
Following presentations to the High Speed Rail Committee, the Planning and Transportation Commission, and City
Council, the BMS Design Group team will finalize the Rail Corridor Plan,
Meellngs (maximum):
Task Force: 3
Pre/erred Plan Charrelte
implemenlation Issues and Strategies
Draft Plan Review
High Speed Rail Comm/Uee -I
Planning and Transportation Commission Progress Reports and Hearings -2
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Community; 2
PI'~fel'/'ed Plan Workshop
Draft Plan Open House
Deliverables:
Drqft and Final Rail Corridor Plan
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Rull Corridor Study
Task Modifications
As of 4125112
Task 3.6 Task Force Meeting 11 (complete)
The team will meet with the Task Force to discuss the findings of the slte tour and review preliminary concepts,
Task 3.7 Draft Rull Corridor Plan (complete)
Based on input from all preceding tasks and from the summaries prepared at the conclusions of phases I and 2, the
BMS team will prepare a draft corridor plan, It is expected that this plan will be a compilation of materials already
prepared with additional commentary and illustrations as needed, The plan will be configured to correlate with other
city policy documents to allow ready inciusion by staff, The draft plan will be provided to city staff for a
preliminary review, Following receipt of any major comments, the team will provide a revised plan for distrihution
to the Task Force,
Task 3.8 Task Force Meeting 12 (complete)
The team will meet with the Task Foree to receive comments on the draft pial!. Following review by the Task Force
and staff, the team will finalize the plan for presentation and distribution to city decision·makers,
Ta.k3.9 Task Force Meeting 13 (complete)
Second meeting to review comments on the draft plan.
Task 3.10 Second Dr.ft Corridor Plnn (complete)
Revisions to the draft document based on comments from staff and the Task Force,
Task 3.11 Task Force Meeting 14 (complete)
Third meeting to review comments on the draft plan,
Ta,k3.12 Third Draft Corridor Plnn (complete)
Revisions to the draft document based on comments from staff and the Task Force,
Task 3.13 City-School Traffic Safety Committee Meeling (complete)
Meeting to review plan recommendations with these city groups,
Task 3.14 Rail Committee Meeting (complete)
Meeting to review the draft plan and recommendations with the Rail Committee of the City CouneiL
Tnsk3.15 Planning and Transportation Commission Meeting (complete)
Meeting to review the draft plan and recommendations with the Planning and Transportation Commission,
Task 3.16 Architectural Review Board (complete)
Meeting to review the draft plan and reeommendations with Ihe Architectural Review Board
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•
Task 3.17 Community Meeting (complete)
Meeting to review the plan elements with the eommunity in a presentation and open house fonnat, with opportunities
for the community to provide comments and recommendations.
Task3.IS Rail Committee Meeting
Final presentation to the Rail Committee for comments.
Ta.k3.19 Task )<·or.e Meeting 15
Final meeting with the Task Force to review all comments received from committees and commissions to date and to
determine final plan recommendations and any remaining changes to be made to the draft document.
Task 3.20 Finnl Draft PIAn
Based on comments from the Task Foree, a final draft plan will be repaired for submission to the PTC and City
Council for hearings.
Task 3.21 Architectural Review Board
Presentation of the final draft plan.
TASk 3.22 PTCHearing
Presentation of the final draft plan.
TAsk 3.23 City Council Hearing
Presentation of thc final draft plan.
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EXHIBIT "c"
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services
performed in accordance with the terms and conditions of this Agreement, and completed
to the reasonable satisfaction of the CITY, as described in Exhibit A, Scope of Services, a
not-to-exceed price for professional services of Twenty Fivc Thousand Dollars
($25,000.00). Compensation will be paid for services provided as outlined below and as
detailed in Exhibit C-2, Project Budget and Schedule Summary, based on the Hourly
Rates provided in Exhibit C-I, Schedule of Rates.
Task
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
TOTAL
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
TOTAL
ONE· CONTEXT AND
PHASE THREE -
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
3.17
3.18
I
Cost
$ 800
$ 7,598
$ 1,300
$ 0.00
$ 3,200
$ 18,420
$ 1.300
$ 7,444
$ 2,300
$ 3,200
$ 2,300
$ 2,600
53,110
$ 3.200
$ 12,000
$ 3,200
$ 18,060
$ 3,450
$ 2,300
$ 15,856
$ 2,000
$ 2,000
$ 4,000
$ 2,000
$ 4,000
$ 1,500
$ 1,500
$ 1,500
$ 1,500
$ 5,168
$ 1,500
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3,19
3,20
3,21
3,22
3,23
TOTAL
Contingency
TOTAL PROJECT
$ 2,300
$ 3,820
$ 1,000
$ 1,000
$ 1,252
$ 94,106
$ 2,020 I $225,000,00
CONSULTANT agrees to complete all Basic Services, including reimbursable expenses,
within this amount. Any work perfonned or expenses incurred for which payment would
result in a total exceeding the maximum amount of compensation set forth herein shall be
arno cost to the CITY.
REIMBURSABLE EXPENSES
Reimbursables shall include, but are not limited to, the cost of copying plans,
outreach materials, postage, signage or other items not included herein. Travel, computel'
and phone charges shall be considered as included in the CONSULTANT overhead costs.
Any needed office spaces or related supplies shall be provided by CONSULTANT and
shall be considered to be included in the Scope of Services above.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY's project manager's
request, shall submit a detailed written proposal including a description of the scope of
services, schedule, level of effort, and CONSULTANT's proposed maximum
compensation, including reimbursable expense, for such services based on the rates set
forth in Exhibit C-1. The additional services scope, schedule and maximum
compensation shall be negotiated and agreed to in writing by the CITY's and
CONSULTANT prior to commencement of the services. Payment for additional services
is subject to all requirements and restrictions in this Agreement
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Rail Corridor Study
Task Modifications
As of 4/25/12
Task 3.6 Draft Rail Corridor Plan (complete)
Based on input from all preceding tasks and from the summaries prepared at the conclusions of phases I and 2, the
BMS team will prepare a draft corridor plan. It is expeeted that this plan will be a compilation of materials already
prepared with additional commentary and illustrations as needed. The plan will be configured to correlate with
other city policy documents to allow ready inclusion by stafl. The draft plan will be provided to city staff for a
preliminary review. Following receipt of any major comments, the team will provide a revised plan for distribution
to the Task Force.
Task 3.7 Task Force Meeting 12 (complete)
The team will meet with the Task Force to receive comments on the draft plan. Following review by the Task Force
and staff, the team will finalize the plan for presentation and distribution to city decision-makers.
Task 3.8 Task Force Meeting I3 (complete)
Second meeting to review comments on the draft plan.
Task 3.9 Second Draft Corridor Plan (complete)
Revisions to the draft document based on comments from staff and the Task Force.
Task 3.10 Task Force Meeting 14 (complete)
Third meeting to review comments on the draft plan.
Task 3.11 Third Draft Corridor Plan (complete)
Revisions to the draft document based on comments from staff and the Task Force,
Task 3.12 City-School Traffic Safety Committee Meeting (complete)
Meeting to review plan recommendations with these city groups.
Task 3.13 Rail Committee Meeting (complete)
Meeting to review the draft plan and recommendations with the Rail Committee of the City Council,
Task 3.14 Planning and Transportation Commission Meeting (complete)
Meeting to review the draft plan and recommendations with the Planning and Transportation Commission.
Task 3.15 Architectnral Review Board (complete)
Meeting to review the draft plan and recommendations with the Architectural Review Board
Task 3.16 Community Meeting (complete)
Meeting to review the plan elements with the community in a presentation and open house format, with
opportunities for the community to provide comments and recommendations.
Task 3.17 Rail Committee Meeting
Final presentation to the Rail Committee for comments.
Task 3.18 Task Force Meeting 15
Final meeting with the Task Force to review all comments received from committees and commissions to date and
to determine final plan recommendations and any remaining changes to be made to the draft document.
Task 3.19 Final Draft Plan
Based on comments from the TaskForce, a final draft plan will be repaired for submission to the PTC and City
Council for hearings.
Task 3,20 Architectural Review Board
Presentation of the final draft plan.
Task 3.21 PTCHearing
Presentation of the final draft plan.
Task 3.22 City Council Hearing
Presentation of the final draft plan.
1. SCOPE OF SERVICES
EXHIBIT "A"
SCOPE OF SERVICES
PHASE 1: CONTEXT AND VISION (4 months)
Task 1.1 Project IDitlation
The BM$,Design (Jroup team will meerwith staff to finalize the work program, schedule and project budget, The
WIlrk program will be used throughout the process to monitor progress; work products will be cleady defined, At
tbis time the team wlll submit requesSS for data of varying types.
'c" .,.
At this time schedules and prooedures for project communications will be identified. A preliminary scbedule of High
Speed Rail Committee, Planning and Transportation Commission and City Council meetings will be set.
Task 1.2 Rllvlew Background Materials
City Staff will provide GIS and Autocad data and mapping, reports, analyses and other data for relevant stadifll, city
documents, and other materials including in progress plans.
The BMS team will utilize the city's data to prepare base maps suitable for analysis and plan preparation, The team
will undertake a thorough review of site conditions, relevant documents and plans including documents relevant to
corridor trlll!SPortstion and, in particular, document, produced by the HSR Authority related to alignment options
and station informatiolL Utilizing I1lltterials provided by the city, including policy sod regulatory plans and
ordinances, planned or proposed project information, site and aerial pbotos, lind work by other cODS4ltants, the BMS
team will assemble and review materials in preparation for subsequent tasks. The team will create a preliminary list
of issues to be discussed with the Ta~k Force and community.
The BMS team and city staff will conduct a site tour of tbe project area.
Task 1.3 Task Force Meeting 1
The preliminary Task Force m~ting will serve to introduce the project work program sod schedule. BMS Design
Group will facilitate a discussion of goals for the project and issues that the Task Force comiders essential to the
outcome of the project.
Task 1.4 Stakeholder Interviews
The BMS team will conduct a limited number of individual or aman group stakeholder interviews. These will
provide key stakeholders with an opportunity to discuss issues of partipular concern directly with the team. These
meetings, if needed, will be conducted on the '!'Ime days as other standing meetings such as Task Force.
Task 1.5 Community Meeting 11 Issues Charrette
The BMS team will conduct the first project community meeting. The agenda for the meeting will include a review
oflhe wOlkprogram and scbedule, as well as an update by city staff on any related HSR or city planning
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information. The BMS team will facilitate a discussion and prioritization of issues of concern to the community.
These will become elements in the ultimate evaluation of project concepts and alternatives.
Task 1.6 Urban Design and Land Use Analysis -Iso_ and Opportunities
Prepare Ua Design and Land Use Analysis
'The BMS team will collect a range of information regarding the existing nature of the study area and its short and
long term opportunities .. Information to be compiled and considered will include:
Existing land use patterns
Existing facilities, including public and community Uses such as schools, parks, community facilities, etc.
Neighborhood/district context -neighboring uses and districts, areas of influence
• Community scale and character
• ArchiteclUral and landscape character
• Distinguishing features sucb as landmarks, entries and edges
• Relationship of facilities and uses to major and minor rights of way and circulation framework
Opportunity sites
Parcel conftgurations
Parcel ownership
• Proximity to trnnsit facilities
Proyide Market~BA§ed Inputs tg Issues and Concepts
Making use of existing data and studies as much as possible. BPS will conduct a higb-Ievel market review to .assess
potential development opportunities in the study area. Utilizing area demographic and employment trends,
development patterns, competitive supply, and project performance. BPS will characterize the market support for
various types of development along the Corridor. The results ofEPS's market review will be incorporated as the
land use alternatives are developed. BPS will work with the rest of the consultant team to shape the land ase
alternatives by attending the task force meeting described in Task 1.7 to provide perspective on rhe implications of
each alternative in terms of ils capitalization on market opportunities, its projected buildout timofrarne. and the
comparative value being created for property owners.
Preliminary Identification of Implementation Coosqaints
The BMS Team will work with City staff, rail agency representatives, and other important stakeholders to understand
rhe potential parameters of each party's partiCipation in the implementation of the Corridor plan. Issues Ie disc .. s
will include the entities' legal and administrative obligations and constraints, the amount of and competition for
financial resources, ete. For example, do changes to existing regulations or programs require popular elections?
What funding sources are available and how much have been pledged to other projects or programs? Do the by-laws
of various entities' formation prevent or require certain actions? This review will help to ensure that the parties
involved and the community-at-Iarge understand the "ground f!lles" for evaluating the viability of alternative
planning concepts.
Task 1.7 Task Force Mooting 1
The second Task Force meeting will focus on reviewing and discussing the urban design and land use analysis. The
meeting will be facilitated by BMS to ensure that the Task Force can review and comment on all the various element
of analysis that are presented. The focus will be on confirming the team's analysis and identifying key issues and
opportunities.
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Task 1.8 lransportation and Circulation Framework Analysis Issues and
Opportunities
Kimley Horn will summarize and describe key transportation parameters associated with the HSR alignment options
and station location including potential impacts, obstructions to connectivity, multi-modal access, infrastruC\ure
requirements, and costs. KHA will also summarize transportation-related issues a. identified in the analysis, and as
discussed by staff, city leaders, the Task Force and community. Working with the BMS team, KHA will discuss land
use, urban design and transportation opponunities associated with the study area and future infrastructure
improvements.
KHA will provide a comparative assessment of existing and fqture constraints to the integration of HSR into the Rail
Corridor and the constraints created by implementation of the HSR. KHA will also summarize the transportation
related opportunities for expediting t)le integration of HSR as well as the potential for transit-oriented development.
Task 1.9 Task Force Meeting 3,
The third Task Force meeting will fucus on reviewing and discussing the transportation and circulation analysis. The
meeting will be facililated by BMS to ensure that the Task Force can review and comment on all the various element
ofanalysis that are presented, The focus will be on confirming the team's analysis and identifying key issues and
opportunities.
Task 1.10 Connnunity Meeting 21 VlBlon Chonetie
The second community meeting will be a longer meeting to allow a full discussion of the issues and opportunities
associated with urban design, land use, transporlation and circulation elements. As part of the meeting. the BMS
team will facilitllte a small group brainstorming of initial visions for the project area, incorporating the opponunities
identified by the analysis as well as others that community members will bring to the discussion.
Task 1.11 Task Force MeetllIg 4
This Task Force meeting will review the work to date, including the results of the community meeting. Discussion
will focus on conftmling issues, opportunities and visions for the area.
Task 1.12 Summary of Conte1(t and Prellmlnary Vision for Corridor
The BMS team will prepare abrief summary of the work to date compiling materials prepared for and developed at
the various meetings. The materials in this summary will be presented so as to lead directly into and form the basis
for the analysis and IaSks of Phase 2, especially the definition of altemat! ves.
MB.lingS (maximum):
Task Force: 4
Goals and Issues
Urban Design and Land Use
Transportation and Circulation Analysis
Summary of Context and Vision
High Speed Rail Committee -1
Planning and Transportation Commission Progress Reports and Hearings -2
City COUllell Progress Reports and Hemings-1
Community: 2
• Issues Charr.tte
Vision Charret!.
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Deliverables:
Summary of Context and Vision
• Goals, Policies and Vision Statements
• Issues and Opportunities
PHASE TWO: ALTERNATIVES AND ANALYSIS (5 months)
Task 2.1 Urban Design, Land Use, and Transportation Concepts
The BMS team will prepare urban design, land use and transportation concepts for the study corridor. These
concepts will be integrated and coordinated with the transportation concepts, building upon one or several alternative
urban design framework of streets and pathways, and parcels. The concepts will identify the creation of
neighborhoods or districts witbin the con:idor as well as tbe Illllnner in'whicb areas of the corridor may be better
integrated into and connected with adjoining neighborhoods and districts. The concepts will explore the most
relevant and feasible land uses and densities and opportunities for transit-oriented development. The concepts will
be configured to iII'!Strale a range of options that will lead to COnfiguring alternatives combining uman design, land
use and circulation elements. '
Task 2.2 Task Force Meetings 5 and Ii
This Task Force meeting will be organized to allow a thorough review of the urban design, laod use a!Jd
transportation and circulation concepts. From the range of concepts presented, the Task Force and consultant team
will identify preferred concepts that will be integrated into the plan altemati yes.
Task 2.3 Community Meeting' 31 Concept Review Workshop
The community meeting will be conducted as small group work sessions, wit!J facilitated discussion of the urban
design, land use, circulation and transportation concepts. The discussions will be swnmarized with priorities amnng
the range of concepts identified by the community. Voting for preferences and priorities may be one technique used
to discern public preferences,
Task 2.4 Preliminary Urban Design, Land Use lind Transportation Alternatives
Based on the feedback from the Task Force meeting and the community meeting. the team will prepare up to three
plan alternatives. These will be configured to reflect three realistic alternatives that resolve issues and match
community priorities and concerns. A variety of grapbic materials and media will be used to depict the alternatives
including plans, sketches, sections. Pilotosimulations, and 3D models.
Task 2.5 Task Force Meeting 7
The Task Force meeting will be the opportunity for members to review and propose modifications to the preliminary
alternatives. Issues, further analysis. and additional concepts will also be discussed.
Task 2.6 RelIIIe Alternatl"es and Preliminary Evaluation
Based on tbe TaskForce meeting, the BMS tearn will refme the alternatives. At this time, working with city staff
and select stakeholders, the BMS team will identify potential environmenlal impacts associated with the alternatives.
These will focus on impacts to historic resources, visual and noise impacts. An overview of possible traffic impacts
win be discussed but detailed analysis will not be conducted at this time.
Ta.k2.7 Task Force MeetingS
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At this Task Force meeting, the BMS team will present the refined a.llematives and provide information relevant to
evaluating the alternatives, such as cost, phasing, feasibility of development options, and regulatory or policy .
hurdles. The learn will facilitate a discussion wilb Ibe Task Foree to gain !heir insights into furlber evaluation of the
plans.
Task 2.8 Community Meeting 41 Alternative!! Review Workshop
The fmal conununity meeting of this phase will include a review of the alternatives, as modified by input from Ibe
'l'.sk Force as well as by the High Speed Rail Committee, Planning and Transportation Commission, and City
Council. The facilitated discussions will focus on evaluation of the alternatives and any proposed modifications.
Task2.!l Summary of Alternatives and Evaluation
A brief SU!l)1llary of the work of Phase 2, focusing on the alternatives, will be prepared. It will include discussion of
the alternatives as well as their evaluation, including comments and input from Ihe Task Force, community, and cily
policy-makers.
Meetings (maximum):
Task Porce: 4
• Review Concepts
• Review Preliminary AUematives
• Review Allernalives and Evaluations
High Speed Rail Committee -1
Planning and Transportation Commission Progress Reports and Hearings -2 ,
City Council Progress Reports and Hearings -1
Community: 2
• Concept Review Workshop
• Altemalives Review Workshop
D.l/vera"le"
Summary of Concepts, Alternatives and EvaluaJions
PHASE THREE: PLAN PREPARATION (3 months)
Task 3.1 Task Force Meeting 9 • Chanette: IdentIfY Preliminary Preferred Plan(s)
Based on input from Phase 2, the BMS team will conduct a charretle with city staff and the Task Force. The purpose
of the charrette will be to work inlensi vely through the various alternatives identified and to detemtine those
elements that most align with the issues and concerns of the community and Ihat will provide the most beneficial
framework for the future of this area of Palo Alto. If needed, options may rernain on some components 10 provide
flexibility or to illustrate certain policy decisions that will need to be made.
Task 3.2 Refine PreferredPlan(s)
The BMS team will refine the plans identified in the Task Force chmetle, clarifying and outstanding issues and
providing a range of iIIuskaliollS such as 3D modeling, photosimulatlons and other hand-ana computer-generated
drawings that will illustrate !he plan concepls.
Task 3.3 CommWlity Meeting S I Preferred Plan(s) Workshop
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The BMS team will facilitate a corrununity meeting with the intent of reviewing, clarifying if needed, and confirming
the preferred plans for the corridor as well .s any remaining options for elements or particular issues. The meeting
will be conducted with a combination of presentation, small group discussions and attendee Input via voting,
comments or other means.
Task 3.4 Identify Preliminary implementation Issue. and Strategies
The BMS Team will identify the variety of regulato;y changes, physical improvements, and programmatic
approaches required to implement the preferred plan. Where investments in new'public infrastructure are required,
the BMS Team will work with city staff to estimate the costs of those improvements. Then, BPS will help to frame a
financing strategy for those improvements by exploring the availability of existing funding sources as well as the
potential capacity for new development to contribute to infrastructure costs through vou;ious means. In addition to
state, federal, and rail agency funding, BPS will consider locally implemented funding sources such as Commutiity
Facilities Districts, development impact fees, tax increment, the City's CIP, public private partnerships, transferable
development rights, etc. While not resulting in specific cost burdens and financing mechanisms assigned to specific
properties, this analysis will indicate whether the study area appears capable of carrying the burden for thMew
infrastructure. or if alternative funding sources are likely to be required. Also, it will be important to create a
conceptual implementation ochedule that aligns the phasing of improvements with the availability of funding from
various sources, The implementation strategy will also accOUIl! for the responsibilities allocated to various parties
and stakeholders, including the City of Palo Alto and local property owners and developers in addition to the rail
agencies and other levels of government.
The team will also identify potential environmental issues associated with plan implementation.
Task 3.5 Task Force Meetiug 10
The Task Force will meet to review implementation issues and strategies identified by the BMS Design Group team.
Task 3.6 Draft Rail Corridor Plan
Based on input from all preceding tasks and from the summaries prepared at the conclusions of phases J and 2, the
BMS team will prepare a draft corridor plan. It is expected that this plan will be a compilation of materials already
, prepared with additional commentary and illustrations as needed. The plan will be configured to correlate with other
city policy documents to allow ready inclusion by staff. TJ:te draft plan will be provided to city staff for a preliminary
review. Following receipt of any major comments, the team will provide a revised plan for distribution to the Task
Force,
Task 3.7 Task Force Meeting 11
The team will meet with the Task Force to receive comments on the draft plan. Following review by the Task Force
and staff, the team y(ilI froalize the plan for presentation 'and distribution to city decision-makers.
Task 3.8 Community Meeting 6 I Open House
A corrununity meeting will be held to review the Rail Corridor Plan. This community meeting will be held in an
open house format, allowing the community to review and corrunent all elements of the plan.
Task 3.9 Fioal Rail Corridor Plan
Fnllowing presentations to the lligh Speed Rail Committee, the Planning and Transportstion Commission, and City
Council, the BMS Design Group team will fmalize the Rail Corridor Plan.
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Meeting' (maximum):
Task Force: 3
• Preferred Pian Charretle
• Implementation Issues lind Strategies
• Draft Plan Review
High Speed Rail Commillee • 1
Planning and Transportation Commission Progress Reports and Hearings -2
City Council Progress Reports and Hearings-I
Community: 2
• Preferred Plan Workshop
• Draft Plan.Open House
Deliverable.:
Draft and Final Rail Corridor Plan
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