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Home My WebLink About0482.095• -. \. --. ~ . - TO: A1TENTlON: FROM: , ';r _, -£ .',', .,..'," ;,-. , ... G City of Palo Alto City Manager's Report HONORABLE CITY COUNCIL POLICY AND SERVICES COMMfITEE CITY MANAGER DEPARTMENT: Plaooing and Community EDvironmeol AGENDA DATE: November 1.,1995 CMR:482:95 SUBJECr: Appro".' of Draft Scope of Work for Dow"to"", Urb ... Inslgla ImprovemeDts Proje<:l, PIIa.., I: Feasibility ODd Schematic DeoIp (CIP 19608) REOUf.ST The po[ <y and Serv;';es Omunittce identified the Downtown Urban Design Improvements Project as a project roc which it would hlle to review the draft scope ofwork, prioc 10 the start of the consultant selection process. Bt;rnMMENDATlQNS Staffrecommends that the Committee approve tile attached scope ofwork (Attac~.!!lCIlll) roc use in hiring a consultant to conduct the Do,,"toW1l u.tan Design Improvements Project, Phase I: F ea51bility and Schematic Design. POLICY IMfI.lCATlQNS The DowntQWll Urban Design Improvements Project will implement needed streetscape impF."o'eIDOtlts identified in the Downlown Urban Design Guide, that was adopted by City Cooncil in \994, roc \he purpose ofkecping tile !)oo,I.ntown a vib<ant and desirable ~ for pedestrians ODd relailerso These improvements are COn.9sten1 with the Urnan Design Element of tile Comprehensive Plan, Policy 5. ~Encourage reb.>bilitation of aging retail areas to keep them ecooomicall)' healthy 0" EXEC!JTIVE SllMMARY Project Description The Downtown Urban Design Improvements Project will be divided into Phases I and Z, with Phase 1 inclucfmg feasibility and schematic design and Phase 2 including construction drawings and coos/ruction management This Scope of Work and cODSultanl contract is fur Phase I only. although the consultant seJection process wl1J include an evaluation of the Pa~lors »~-~~-,.' -- ~"".--: - : : .,--. , - . ~,\:-.; . ,-.~. .- ------"-~-----......,~-----,,--" .,/ - ""'. e 0 too5UlUU>l tam', ability 10 provide ser.,ices for boIll Phases I and 2. If Council decides 10 fund consInictioo <>fsome or an <>f the improvements approved in the schematic design plan, the coosul'.ant selecled for Phase I wiU be invited 10 negotiate for Phase 2, subject to the discretion ol the City's project manager regararng the quality ol work and eootinued suitability olthe selected tkm. hi additioG 10 P!uoses I and 2 <>flhe Downtown Improvements Project, the coosuhant wiU also have 1be option ol produdng, for an additional fee, an attractive and user friendly final v.men olthe Urban Design Guide that the City can reproduce for a1Sln1>ution 10 tr .. general public. Steering Commitiu A Steering Committee has been formed comprising three Do"ntoWD propct1)' owners, woo volunteered 10 serve on the Com.mittee. and three bUSines3 ownerslmen::nants who were se!ecied by the Chamber olC<>mmerce. Members olthe Steering Committee are: Roxy Rapp, propct1)' owner 'lIIl Baer, ~ owoer W men Tboits, property owners Bryan Bradley, Z Gallery Kathleen Haney, CarGmal Hotel Tom Richman, Landscape Architect, Richman Associates The Steering Commitla me! twice, 00 September 28 and October II, 1995, to review ",itb staff the goals and general direction olthe project and 10 review the Scope ol Work, which inr.orpo<ales responses 10 thek comments. Scope of Work This Scope of Work for Phase I is divided into three tasks: I) Preparation of a Master Plan that will include scbematic designs for aU proposed downtown improvements, construction and maintenance coots ol aU the improvements, a Downtown ~et tree maintenance and protection plan, and I recommended implementarioo scbeduIe olthe improvements over I tw<>-1O five-year period. The Steering Committee recommends aUocation of 85-90 percent of project budget to Task I. ·rask 1 also includes four differenl types of public meetings that bave been incorporated into the project 10 pro,ide opportunities for public participation. The meetings include a tw<>-day invitational cbarrette for designers, deve1ope~ and property owners with experience in the Do"ntown; two one-day design worksbops for the general public; sL" meetings "'ith the Steering C<>mmittee; and prn;entations CMIC481:OS hee-2ors I . i , I , I. 2} " ," . ~: .. " 0"_. ~~~"""~"""";";";"'~""""'_-"c~-.:.-"":::_~' .,~,:ic_ .~:""-~':~ @ l>efore the Historic Resources Board (HRB), Architectural Review Board (ARB). Public Arts Commission (pAC), VtI1ities Advisory Commission (UAC), Planning Commission and City Council. (See Attachment 2, "Number and Type of M<:etings Included in Conswtant's Scope :>f Werlc" table.) PreparaIioo ofwoddng drawings and specifications lOr design and instaIJation of the ney.-•. racles propo5e<l in the Master Plan. The Steering Committe. recommends allocatioo of 5-10 pen;enl of project budget 10 Task 2. 3) Preparation of • feasibility study that identifies and' evaluates noous flnaruoing mecllanisms, 10 implemenlthe proposed improvements and provide lOr the on-going can: and maintensnoe of the public space. The study should consider the feasibility of establishing l suitable privately funded program and also identiJ'y any City funds Ihat could augment such I program. The Steering Committee recommends allocation of awroximalely S percent ofproj<ct budget 10 Task 3. The project schedule anticipates that the contract lOr the consultant willl>e approved by City Council in late February 1995, with the project 10 be completed in nine 10 twelve months and C<>unciI review of the final design in November 1995. The project schedule caDs lOr the fino! design of the newstacles 10 I>e presented lOr awrovaJ by HRB and ARB at the time these Boards are reviev.ing the preliminary Master Plan, in June 1996, so that racks can be installed later that summer. The fino! approval of the design of newsracks has been moved fOrward in the review process. Also, the construction drawings lOr newsracks have been included in Phase 1 rather than in Phase II, l>eeause the newsracks issue is a high priority lOr Downtown merchants and property owners, as well as the design of the new newsracks needs 10 keep pace with the efforts underway in the City A_y', Office 10 produce a nev.-stack of(fmanee. SelectioD Advisory Committee A Selection Advisory Committee 10 cooduct interviews and malee the final selection of the COIlSUItant WIll be made up of three members of the Steering Committee, two staff members from Planning. two staffmembers from Publlc Works, and ooe member oftl!e ARB or the Plaoning Conunisoion. Following ",,'kw and approval of the Scope of Work by the Policy and Services Committee, staff will proceed with the Request lOr Proposals, evaluation of respondents, selection of a coosultant and negotiation of. contract. The final agreement with the selected consultant wl1l come befOre the fuD CouncillOr review and approval in February 1996. CMR:481:9'5 PlIlC'lorS .. o FJ.SCAI, IMPACT Fund"mg lOr this project. in the amount of S I 00,000, is in<1uded in the 1995-96 Capital Improvement P!ogram. FUnlfmg in the amount ol $20,000 is available lOr produ::tion ol, final v~ion of1he lJd>an Design Guide; $16,600 was previously authorized by City Council and is in 1he Planning Divisioo operating budget; and, an addif.onal $4,000 remains from 1he originallkban Design budget. If City Council approves tile improvement designs pruduced by this project and chooses 10 implement thoso improvement .. fuoomg lOr I'hase 2, "'hieh will include constru<:tion documents, <:OIlS1tU<:tioo management and installation oltile improvements, may come from several sources incluQlI'g: 1) S I 50,000 cummtly aVllll.ble from public benefIt improvements provided from !be Cowper-Webster garage expansion project; 2) Other funds contributed 10 meet the public benefit requirement lOr Planned Community zooe change projects; 3) Funds al10cated by City Council in 1he CIP budget over the nexllWo 10 five years; and/or <4) Other sour= 0( funding that may be identified by the fInancing feasibility study that is part of this project. . EN\'IRONMENIAL ASSESSMENT Approval of. draft Scope of Work 10 retain • <:oos<lTtan! is not considered a project under the California Environmental Quality Act; tiJerelOre, no environmental assessment is required. UrACHMENIS Attachment 1: Scope ol Work Attachment 2: Minimum Number and Type of Meetings Included in OxlsullanCs Scope dWork Table Prepared By: Vuginja Warbeit Department Head Review: ~1a4{ ;G/Aru4 KENNETH R. SCHREIBER Direct{)[" 0-( Planning and Community Environment • .-- . , -,-. . -.~ : '-' 1-.. -. _~:. --.- City Manager Approval: =P:RNtRo';~~W~'-----B OlNY ce: Downtown \.ktan Design Improvements Steering Committee: Kathleen Haney. 235 Harniltoo Avenue. Palo Alto. CA 9430 I Tom Richman. 654 Gilman Street. Palo Alto. CA 94301 Bryan Bradley. 340 Univ=ity Avecue. Palo Alto. CA 9430 I .' Warren Thoits. Suite 1200, 525 University Avenue. Palo Alto, CA 94301 TlID Baer, 400 Harniltoo A,-enue. Palo At",. CA 9430 I ReX)' Rapp, P.O. Boll 1672 Palo Alto, CA 94302 Pat Sharp, Downtown Park North Neighbodlood Associ.tion, 333 Waverley. PaJo All" CA 94301 Tooy Badger Downtown Park North NeighborlJood Association, 3S1 Hawthorne. Palo Alto CA 94301 . 101m Dutyea, University South NeighbodJood Group. 405 Lin<:oln.. Palo Alto CA 94301 Frank "Ned" Ganegher. University Park A<sociates, 440 Mehille Parl<, Palo Alto CA 94301 Margaret Feuer, University &: Crescent Park Association, 1310 University Avenue, Palo Alto CA 94301 Architectural Review Board Historic Re<ources Board Utility Advisory Cotrucission Public Arts Commission haeSorS -----" ----;- " . I" , ' -': .... Downtown Urban Desigu Improvements Project -DRAFT" SCOPE OF SERVICES This ocope 0( services is for prepan!lion 0(. schematic design plan 10 implement Ihosc projects identified in the JI"'Viously prepared Downtown Urban Design Guide 10 be undertaken as near tern: projects (110 5 years). The project also includes preparation o(worung drawings for newspajl<:I' nocks and • feaslo.nty study 0( oJtemativ< financing mech.misms. This proje<t is identified in the Capilallmprovementl'rogram tCIP) for the fiscal year 1995-%, wilh implementatiol! of the projects 10 occur during the JOlI<Jwing JOur years. This RFP is <><ganized into two phases: Phase I includes the scbeIruttic design and feasloility stage 0( the Master Plan and the e<>ostruction drawings for oewsracb, Phase n. if authorized by the CiIy Council, will include final engineering design and spocifica!ioos 0( all other <",men!s of the Master Pl<U1 and may he phased over several yean.. Phase II is not included in this scope but may he U!l<krtaken by amendment 10 the coosullant agr<em<:nt, if additional funding becomes available in ClP 1997-98, However, seleotion o(the consuI!ant .. ill be based on an ability 10 perform an wad: in both Phases I and lL The wad: in Phase II will include the preparation 0( ccnstruction documents and ccnstructioo administration management: and preparation of the engineers Report for the Assessment District, if an assessmcnl "!Strict is to be established While the City will initially ccnttact for !'base ~ at the disc!etion 0( the City's Proj~ Manager the I -:--. , ""'. .' ~-."~> ,~,,\~,~,;=>""~~1;.',,> :.: "',:~:,", ..... ,-,---:~:--z -;- consu/l8DI .. 1«1ed for Phase [ sba.1J be invited Ie negotiate for • fee Ie include Phase n, In addition 10 Phases [ and n of the Downtown Improvements Project, the consultant .. ill al30 have the option of producin8, for an additional fee, an attr.Jctive and user friendly finaI version of the adopted Downtown Urban Design Guide that the City <an reprodu« for distributio., Ie the general public, BACKGROUND The Palo Alto City C<luncil adopted the Downtown Urn." Design Guide in 199<\, afu:r exlensh'e participation by downtown interests and the general pub~c This document is intended 10 guide futun:: development and the provision of amenities in the Downtown cummerciaI core area in order 10 "Ill'''''' that Iile downtown retains its appeal and attr.Jction and 10 improve the experience of visitors and sboppen so that the downtown "ill remain a suc<:essfuJ retail area The Downtown Uri>an Design Guide includes an implementation section (pages 76-78) that identifies actions to be taken, both short-term and long-term, to impl<ment the goals of the Plan. The Downtown business district has functioned historkaOy as • commerdal main street for Palo Alto and • somewhat wider region, Sine<:he late 19SOs, the area bas become an eves more atlracfr"e destination.. noted for its active night life, choice of restaurants and coffee houses., as weD as for. wide "ariety ofretaiJ uses, competing with San Jose and San Francisco as. destination for sbopping and eating, This increasing popularity has bee. 8C<ompanied by additional we;;r-and-rear, with signs of overuse and the need for higher levels of maintenance 2 , . 1'. . -,- becoming ~..m. II! addition 10 this higher intensily of use. the stIce! furniture. si_e. and nsh receptacles wbicl! 1O'ere instBIled "'the early 1970'. &1e dated BOd nearing the end of ~"eir _Mli!e. Duo 10 the dated BOd worn ~ of die public area, !here is • ""rtain !evel of urgeoey associated willl the needed improvements. The D:rwntowu Improvement Commit!ee of the Chambei. of C<>mmcrce. with support from several city departments, bas embaIl:ed on I Downtown Ilejuvenation Program foe Ibis ipring BOd summer including cleaning and repair of street furniture. remcvaJ of the woodea trellises over !be side-ol<-aIIr. .... ling. replacement ofbike racks, steamcleaning sidewalks and __ lrimming. More extensive changes. sucll as selection and p!B<:emenI of new newspaper racks and other new street fwniture BOd • new signilge program. are "'tended 10 be planned in • coordinated Cashion as part of the schem.atl<: dcsi!!" plan for downtown improvemmts. PIJRJ>()5F OF THf PROJECT The Purpo!e of this project is three·fold: I) To prepare I plan for the physical rejuvenation of the main public areas in !he Downtown commCIcial core area centered around University Avenue. The city is seeking • high qualily desi!!" scheme that reflects the urbane but friendly character of the downto'Q,'D and the city. that makes the downtown an attractive, inviting. 3 • .~ . '.-' -" -.'. '-~-. '~ .. -.," . and. understandable pbce for visiting and shopping. that wi!! not become dated, and that can be efficiently maintained in excellent conditio. eV<D under very beavy and constant use over. long period oftirne. Tbc ~Ian should bwld on p;js;;jog cQ?diri9D$ proposInG poly those ,banKes that Ill! reguired 10 achieve the desjttd results. ]n general. existing 2) To provide woOOng dra...mgs and design spe<:ilicatioru; for the newspaper racl,. that are proposed in the ",bematic design plan- 3) To evaluate the feasibility ofvarious ways 10 ~ impJementatioo of the improvements 3lld the OIl-going care and maintenance of the public space. Downtow!) p.-operty 0 ... .".". and men:hants have expressed .... i1liogness to sbare the cost of instaIling andloc maintalning dowt:town improvements through funding provided by the private secto<. Possible financing mechanisms that have been identified for generating privale funds are an assessment a!Strict, priva1e donations, andlor cootnbutions mll<k 10 meet !be publlc benefit requirement for PI3I1llOd CommW'jty zone change projects. This proje<:l would evaluate these and othez financing mecbanisrns and would identify !be extent 10 wruck !be improvements cculd be implemented andlor maintained using such funamg. 4 , I .-/ There is • de.ire on the part of downtown interests and the general pubtk 10 insta!1 new newsracks as 5OO!l 115 poo.ibl •• though fu!I implementation of the otllet improvements may take place over several yean as funds are "v"n.ble. Cocsequently. the City is inte=ted in this proj«t induamg construction drawing. and specifieations for the IIeWSrl!CkJ so that their installation <an be dJectly carried out. The City Attorney', Offi« is currently preparing a newsrack ocdirumce, and the CoosuItant will be r •• ponsible for eoordinafing with the City Attorney's Offi« in developing the nWllber and placement ofnewsracks in the schematic design plan SEBYICf.S TO BE PRQVII!ED The 5Copeof~ will include the foUowing three major tasks. Task I is the iOcus of the projccL Ii is anticipated that approximately 85-~'o of the resoun:es will be aUocated 10 Task I. ar.d the ~ 10-15% wiD be allocated 10 Tasks 2 and 3. Task I. Prepare • Master Plan that will :nclude schematic designs for aU proposed OO'Wnto'WIl improvements, construc60n and maintenance costs of all the improvements,. • OOwn!o .... 'U street t:ret' maintenance plan. and a recOlI".mended implementation schedule oCtbe improvements over I two to five-year period. rask2. Prepare working drawings and specifications for design and instaI1ation of the newsracks propooed in the M3S".er Plan. (Allocate 5-1 O'!' of project 5 "" : ~. ~ :: c • • .-~ budget). Task 3. Prepare I feasibility study tbat identities and evaluates various financ--lng me<banisms to implement !be propooed improvements and provide for !be on-going care and maintonance of !be public space. The study should <X>IISidcr the feasibility of estabrtshlng I suitable priVlllely funded program and also identify any city funds tbat could augment such • program. (Allocato approximatoly 50/0 of project budget.) Tak 1: Pn;pan; I Master PIBn tbat will lcc1wk &vbetpatic DesliJl$" Construction and MajpWlAtK't CAm of AB lmproyemcgss' A Oo'MltolAIQ SQ3ttjt Tree MaiplfjMQCC Plap and an (mpt;meotation Schedule This task will comprise producing, .. i!h input from downtOWD property owners, merc1ants, estimates for physk.ol improvements '" !be public spare; in !be DoMrtO"'ll commercial con: area. SpecificaIly, !be project area in<ludes !be public rights-of-way ...ithin !be rectangle formed by Lyttoo and Hamilton A venues, from Alma Street to Middlefu:1d Roael, and also in<1ud"mg side streets betweeD Lyttoo and Hamiltoo Avenues, public padcing lots a!ong Lytton a.'ld Hamilton Avenues, and Lytton Plaza located at the comer ofUnlversity Avenue and High Street. Design schemes developed for the project area may extend beyond !be area boundary where appropriate. (See attached map.) 6 proctSlIlIlld indud.d in ;be Ma..<tcr Plan: of the siFJIS is IC be d .. v.1oped in ~tion with !be Transportation Division and the CiI)-A!tDmey's 0fIJce ro et:SUre tbaJ they do no( "",,!lie! with stale regul.tions. • Improve in_or .. identified in the DlW!>town Url7an Design Guide as a<tlv;:y nndes with in>provemenlS such os <flStinctive planting,<, ""vings and bonnets and other special features. Canside1 repairing or rep/ocing exisIlng cross .. aJk ""'ins S'olIfatcs atllJese intenections. • Oc.ign and/or select oew street furniture incliliftng seating, bicycle parking, pzvod sunaces.ligbling fumlres, tree ~ baSh container., "",yeUng bins, information centen and newspoper racks. The {;'11)1 Attorney, IOgctbcr with an "jlpOin!ed woo.ing oonsultaut will coordinate with the City Attorney in planning the Dum"'" and locaIion of 7 .. --r ? a In coordination ",,:II the City Arborist, de>elop I downtown stre..~ tree main1enance plan, 10 address oni\oing care of existing trees, location and t)1>e of new = to be planted along st=ts and in parking lots, design of _ gmtes, planting specifications, and protection of1reeS during .onsIruction. • Provide "" improvemen131o increase the aesthetics and US<: of Lytton Plaza. such as new • Clarify and improve lransilions from surrounding residential areas inlo the downtown commercial area.. • Consider p05siblelocatlons "" pubtic 1<lilets. Task 11W1 include tlle foDou.ing sublash: The consultant will meet I minimum of six times with the six-member no ....... "Dtovro. ImproV'!ment3 S1eering Committee repn:scnting downloV.1l property owner. and merchants. The coosuItaDI1WI also meet IIHmthly with city staff These staff meetings m")' be combined with the Su:ering Committee m",tings at the discretion of oity staff I --~-"I -'~' .' "...: -'.' NOTE: In addition. the coosultant will oooduct I. two-day invitational <barrette and 2. one- day or evening design wod<sbops for the g<neral public. and will present plans for review lit ~ maximum ,,£1hree meetings of Beards, Commlssioru; and the City Council, IS described below. (See attached Table. "Number and Type of Meetings Included io Consultant', Scope of Work".) (I) The consultant will consult with 5Iaff and review cit"j uti1ity maps 10 identify existing conditions and pllUlIled anp;'Ovements in order to coordinate coostruc'.ion schedules, minimize· (2) Conduct field observaticn. of the project • .-ea both in the daytime and in Ill< evening. to identify various use. groups. to assess bow they are us'.ng the public space, and to C<>!lSide. ways in wbkh the project design could help make the downtown. safe, enjoyable and comfortable (3) The ronsultanl will oooduct an invitationallwo-day chattette that will t.alr.e place in the d01WtOwn and to which local design"" and develop"" with experience in Ill< doll.ntown ",,11 be especiaily invited to participate. Tbe charrette will be advertised as a poblic meeting, and open 10 the g<neral rublic. Tbe jJW')X'Se or the c!Jarrette is twofollt 10 solicit input regarding issues, coocems, constraints, and other considerations from members of the community with interest and 9 ! · , >." .' . experien<:e in the downlOwn. and 10 ><quaint the ronsultsnl with the special expertise and experier>o< of local designer> and developer.; who have wod:ed 00 projects in the downlo .. " fOr the tllanet1e and two subscquenl pubfu: des1gn wrn\shop>.. the consultant .. ill ~ lOr and condoot the meeting. wilh assistance from tily sWf in arranging for a m .. ting place ""d publicizing I!!e meeting. Meeting facilita!ion will be the consultant', responsibility_ The coosuIIanl will report 10 city sWf regarding Ih< melllods, results and oon.:lusioos of Ihest three subtasks and \heir il1'.pli<:ations lOr proj,.:t des1gn. Based on input from the Steering C<>mmlttee and city SIaff; the results of Ite invitatiooal charmle. and O!ber base daIa, the roDSUltant will generate several alttrmtive des1gn solutions. The altematives will include estimates of the cost of implementing and maintaining the improvements. The various design altemafives sbould be selected 10 sbow • range of tosts lOr implementation and maintenance as weD as 10 pro,ide stylistic options. The ronsuItaDt will conduct ~ one-<lay or ev.rung design worlcshop (Workshop #1) lOr the Steering C<>mmi!/ee, the general public, in_ groops and city sWf 10 present design aItemalives. The purpose of this wor1<shop is '" present • range of solutions lOr .11 components of the schematic des1gn plan and ID get feedbacll},at can !hen be used 10 generate. design scbeme lOr whkh theIe .. ili be broad support. 10 .~.; .' -,', ':--'. , --"." " lD 1'reIimUJ4ry 1'14 .. The coosullBDl willl""l'= • preruninary Master Plan that clearly illu.1rate. the design solutions being propose.:! fur all ccmponent> of the plan. as weO as cost estllr.a!e> lO< implementing and abo", !he location anJ type of aD improvement> that are being proposed. for ClOIlIlplC, it will show detail dra"'ings oftypica! design elements such as new street furniture, signs, J"lving, tree grates, de" ID some cases, a!imi!<ld number of alternatives may be presented, with the pros and <:OI1S of each choke" The preliminary proposals of the downtown str<el tree mainterumce plan will &Iso be proviclcd at this time. The consultant ",ill conduct. _ one-<lay or evenIng public wodshop (Workshop ~2) fur review cf!he pre6mioay plan and ,051 cstiJnat= The purpose of thi. worl<shop is to so1i<:i< input on !he proposed Jcsign and 10 identify any outstanding issues oc problems that might r<qUire changes 10 die JcsigIL The consultant ()f cny sIBff will also present !he preliminary Master Plan to 1be .'uchllcctura! RevieI> Board, 1be Historic Re-.omces Board and !be Public Arts Corrunission fur review and cmnment, with 1be consultanl making • maximum of three presentations throogboul !be project and !he remaining presenlations to be made by city stair At !be lime that Ibe Preliminary Master Plan is being revicv.<d, the HRB and ARB will be requested 10 gi>"e final approval of!he proposed design fur new DeW5r.lCKs, so that the instaI1ation of n.,."SrOCks can proceed. Fifty-five 11 / .. o copies of the preruni'UU')' Master Plan and accompanying documents will be prwided by !he consultant lOr di.stribuCon in the packets for !he reviewing Board. &lld CommIssions. Taking into accounI responses from WoOOihop ~2 and tbe comments of the Steering O>mmittee. 1hc: ",view Boatds and Cn:; departments. \he ccnsuIum will p~ a final Ma."Il:t Plan including impJemenlatio<! and maintenance costs for all proposed improvements. The Mast« Plan will include lox!, graphics. drawings and pilot", as needed to clearly conv")' tbe design cOnc<V_ It will aI50 include enough detail so t!w worung dra-..-ings can be prepared and sp.,cified manufactured materials can be ordered. The doc1Jment sboold be attractive and usable for !he general publi<;. The Mast", Plan will include an implementation scbedul. shov.-ing how improvements shouJij be phased and prioritiud. and iI • in include. maintenance program !bat wocld keep \he public improvemeots in good wodition. The Mast .. Plan will aI50 m.:!ude a maintenance plan for public trees in !he dov.ntown and standards fOr installation of new street trees and trees in public parking Jots. as weD as a prote<:tion plan fOr protecting existing street trees during construction. The tree maintenance and protection plan mu;1 be prepared by • certified arhorist in coordination with the Cn:; Arborist The consultant '" Cn:; staff will ~nt the finaI M....". Plan fOr review by the Archrtect'm11 llr&w BoaId, the HistOO<: R<>Qun= Board, \he Pubnc Arts Comroissicn, the Utilities Advisory Commission. the Planning Commission and the Cily Council. The coru .. ultant ",in provide 75 12 -,..-- <Xlpies of the M>ster Plan 'IIld oil a<:COO1panying docwr.entation for packets of the ... viewing Boards and Commissioos and !be City Co'JIlCil, and an additional 50 <Xlpi .. of the final Master Plan lOr dist."ibution \0 the "ubEe. The coosuJtant will make revisioos 10 the Master Plan 10 compry with coeditions of City Council approval and will provide tbe City with 50 copies of the adopted Master Plan and a reproducible camera ready master copy. fabricate, pun:hase and icstaIl the newspaper rncb proposed in the Master Plan. Task 3: fn1uate FQS1bDity of Mechanisms foe J Ising Private fur.dipa-fix Tmpkmenwjon andlorMainMWDCf of Improygmmts '" AU£IDent CitY FundS fro ... j&d '5 Pan of An Ongoing Hw OP Do .... ll1DWll property owners and m=bants ha .... exp=sed a WIllingness 10 sha. ... the rost of installing and/or maintaicicg dcwctown improvements through funding provided by the pciVR se,;Io<. Possible financing mecbanisms that have bcce. considered lOr 13 icnerating private funds are an assessment district. private docatiotlS, and/or <:ootnDut;oos made Ie meet the public benefit requirement fur PIrumed Community woe cbange projects. This proje<.1 would evaluate feasibility of estab6shing I fund 0< using some other mechanism 10 provide private funding to help cover implementation and/or malntenance ~osts, and iI would identify wbelhcr an~ '" all of the improvements could be implemented andfo< maintained ~siDg such fim<fmg. Due Ie 1hc legal and finance isS1leS involved in funding prognuns, this task will need Ie be acoompIisbed in close coord'mation...-ith the C"1I)I Attorney's office and...-ith the Administrative Services Department. The con.sultanl'. team must "",lude expertise in cost e>timating and financing for completion of this task. Task 3 will include the fono...-ing sub!asb: 3A. Involve downklwn property 0...,.". and mezebanrs, the Downtown Improvement C<lmmittee and the Chamber of Commerce in identiljri."8 .easonabl. and fiscally vlable firumcing options. 3B. Identify and evaluate suitability of innovative firumcing meduumlIlS ~ by other cities Ie use private funds for publi~ improvements. In evaluating an assessment district as a possible funding rnecbanism, C<>!1SUlt...-ith the City'. Public Works Depar1m<nt 10 consider the City's University A venue Parking AssessmenI District as I model mechanism for assessing fees '" fund 14 implementation and/or marntenanc.e of downtown improv~ments. Evaluation of on ..... smenl distric! as I possible option Wl1J include detennlning the preliminary cost of the annual assessment in order to demonstrate to the averr.ge or typical property owner what hi. 0< her assessment is bl:ely to be. 3C. Provide !be c-lIy will!. I ... rl_ "'P"ft descn1>ing and evalUlIIi.ng !be legal and financial feasibility and likely pob6c acceptability of!be variooJS private fund"lll8 optiocs tI!at ....... investigated. The consul ... a", ... ill provide city staff 20 copies of !be report in -draft" fOrm for review and ccmment by the CiIy Attorney, other City departments, and the Steering Committee. The consultant will provide the City with SO copies .fthe fiDaJ repo<t for distriboOOn as weD os I camera ready copy of the report. B,nRf,NCE QQClJMENTS I. Downtown Urban Design Guide 2. 1986 aeri.aI maps, III scale of 1"-100', oftbe cIowntown area J. 1994 orthogmw, digital maps of Downtown (aVaIlable 10 selected consultant) 4. City Block Book maps (1"=10 ') consisting of Ut.lity and Pub6c Wods infrastructure IS .. -' .' ~ "' : .. .,. .. '.' .'" and meet 1OpOgzophy, 0< draft GIS maps of City Utilities in digital format (a"ailable '" the selected consultant). 5. . Utllity and Public Wod<s CIP ~ Ma9S, 5 year plans. 6. SlN<:I r"", lnventa<)' fo< the project area showing 1ocatioo, species and condition These cIocuments o<typica1 samples are currently avallabl. for inspection, and • comprebens.'ve set of documents will lata be provid<d 10 the selected oonsWtanl $E' tErn0N SCHEDULE The an6cipat<d scOcdule for the sc1ectioc PfO«S5 is thai the Request For I'roposal will be sent out thefirsl week ofDocember 1995, with. mandata<)' pre-application meeting 10 be beld the lOIlowing weel<. Responses '" the RFP are due back 10 the City approximately Janwuy I, 19%. lU least three, but 00 more thai so,.-"" applicants, responding 10 the RFP will be selected 10 be int'7,.-iewed. Interviews with the Selectivn Advisoly Commitlee are tentatively scbeduled fo< the week of January IS, 1996. At the conclusion of the interview process, the Selection Adviso<y inteniew, and infonnation provided by references, the preferred candidate ",ill be selected by the Selection Advisozy Committee '" enter into oegotiations for a contract with the City. 16 ... ~. " . ... PROJEcr SCHEprJ.E AND RESllIJRCES The project is expe<:1ed 10 start in Marc. 1996 and 10 be compl<ted. including review of the Firud Master Plan by the Ar<:hitectural Review Board and the Planning Commission and approval ~y the City Council. by November 1996 ... ith final approval of the ne .. 'StaCk design accomplished by June 1996. ~ installation tlUII s>nnmer. Proposols should clearly demonstrate bow the required ~ can be provided wilhill t!lls fune frame. While the actual cost of periOrmlng the required ~ is 10 be deIermliJed Ihrough the projX.'S81 selection and negotiation process, the Io:aI amount of the contract is not .. pected 10 exce<d 585.000. h-the CODttact includes production of the DownlOwn 1!rban Design Guide. an additional S2C.OOO will be prnvided ~ 1hat SCIVi<e. PRQPOSM GlJJDEf.1NES A suggested formal ~ the coosuItan(s response 10 tlJs Request lOr Proposals is indica\ed below. These guidefmes are int<nded to facilitate the Project Study Committ .. •• review of the consultant .-..sponS<S. ConsuJta:rts are requested, but not required, to follow Illese guidelines.' 1. Pmjecl SlItemSlat. Prepare a'briet general statement indkating the consultants O\IeraI\ 2. PmRQRd W pdt Prgm m. ldentify specific major tasks and related work cIemenlOiO to accomplish the proposed sernce5. bclude ~ each work element 17 (a) • _ ofOBJECTlVE indicating its purpose. (b) a 5tat.menI of PROCEDURE fudicating bow the work will be accomplished, (0). _ of OUTPUT indicoting wIlOl infonnation and products are 10 be (o!) • _ of RESOURCES, pcr.;on-days and doDar costs, estimated to 1. M........ I'r<pare. wed schedule indicating Ictal time and staging Ii:Jc each wed element. ~ Brepm SPpngry. Present a summary oftbe estimates of persorHhys and lotal dollar 5. SCI",,' identifY specific individuals proposed Ii:Jc 1his project, including: (al their project responsibilities, (b) their specific experience related to the responsibilities on this project, (el _!!fed lewd of.fiOrt (petson-days), and (d) personal n:swnes. 6. &rt.lU£D. Provide Ihree references (name, address, and phone) ofrecent, slnular coDSU!ting work. If you have completed projccts ",thin the Bay Area, provide locations II " ; "-. .. ~, ty"" JLleDON OF rsproft"-S The criteria 10 be used by the Sele<:tioo Advisory Committee 10 evaluate responses 10 the Request fOr Pro"osaI and 10 select coosultanl5 fOr oral interviews, inc~Jdes: I. C<>mple!eness of response 10 Request fOr Planner 2. Composition and expertise of the coosullanl leam, including specific individuals who will perform the work. and the time 10 be spent by each. 3. Responsiveness Ie time requirements and demonstrated means 10 accomplish necessary inter-",Iationship between consultant and City staff efforts. 4. Demoostrated recent experience with siIrular type and quality ofworli: expected in this project, including the design and installation ofpaving and other furnishings in public spaces, and • demoostrated abtlily \0 complete work within hodge! and schedule. 5. Demonstraled experience and skill in respoo<fmg \0 community and special interest 19 6. Estimate of required resources, inciuding ~ tee relative 10 tl!e services to be provided. and projected Palo Alto stafflime in assisting coosulta.'lt(s). Selectioo of • consultant is DOt based on lowest bid, but 00 best the qualified proposal, ,.,Min the project budget. 7. Expertise in W"ban design. archllecture and landscape archl!~ and in the Reloca!ion and maintenance ofutility infras1tu<:tute Alternative financing mechanism nperience in 1M care and protection of urban trees. or alrenwftvely, the ciq may Q/ 1M;' discretion, con/rocl separately for these services. Cast Estimating Civil Engineering PuNic Signage . " .. Outdoor Ughting 8. The ability of1l!e coosultanllo perfonn Phase I oflhe project and a future Phase U SllBMITTAL or PROfilMl, Eleven (II) copies oflhe comple'.ed proposal an: 10 be delivered 10 Ibe Director of Purcl!as;"g Ik. Contract Administration, 250 Hamilton Avenue, Palo Aho, California, 9430I.by January 9.19%. by 3:00 p.m. Attachments: Map Table ~1uavI:4.sc::ope (ll~ "'CMR\UAVE4.SCO ... . ~. ~ ;-~." ..: ... .' 21 I);YIo'ntown Urban O:-sfgtl Improvements Projet' Area .' -: ' : ~ .1 _ .. ,,- '. ; .. - ; ,","- ..•.....•... I ~ -. AP'PRO'IrW BY OTY COUNCI.. ~---c--"--" -- "-' , "." ," Page I of I .", .'" -.... '~ ... J' '0' . -~~ . I: Schematic Design! Study • • VW2jA:\!!MEl.n-.'E n.1P (1l!2i95l Pagelol2 • --; -. .' .. .--.--. JULy AIJG(Jl;T OCTOBEll SEPrEMBEll NOVEMBH DECEMBEIl I IAN ,~ __ I: .~ "Eo' J! Study . ~"." £'P ""'A '-PLAN 1''''''' ,w .. ><~r~.~. MEET.", «~,,« ,,,, ... rIl '""""" ., TH. ,., ... JlEVIE"" ~ ""","" CITY'-'" """". REV'"'''' ,,,m I VW2jA.:\JThofELINE TMP {l ~12r9S) Page 2 oC2 '. . \II'l1I1lUIU I~Pl ,111\1 'urnhtl lit \lr.1V':,,:~ Intltld.d . HI ( nU-.uJLIIU', "t'1I1IL "I \\ .. 1 J~ TYPE TY.Doy One-Day Dr Eveniag Mfftiop .,;111 M_pwllll P ...... IatioDI Ie Rt:virIr I.,.italional a. ..... tte Pwblic W.rks~op Steeno, Committee C"dyStsfr Boord. ond Commlssloa - NUMBER 1 2 E S 3 VW2JA;\SCOPE.TBL (11M5) • "'-'-. -."o~· "