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RESO 2017-174IN THE CITY COUNCIL OF THE CITY OF LIVERMORE, CALIFORNIA A RESOLUTION AUTHORIZING SIGNING OF THE FIRST AMENDMENT TO AGREEMENT WITH PLACEWORKS, TO INCREASE THE NOT -TO- EXCEED AMOUNT BY $283,500, FOR THE FACILITATION OF THE DOWNTOWN PUBLIC ENGAGEMENT On February 15, 2017, at the City Council's Goals and Priorities Workshop, the City Council identified revitalization of the downtown as a current City Council priority -- specifically, to strategically develop downtown catalyst sites while ensuring the right balance of local amenities to support the community's quality of life needs and expectations. City Council directed staff to focus on parking and circulation, a downtown hotel, and the continued implementation of a series of smaller projects (Livermorium Plaza, Shea Plaza shade improvements, and lighting improvements) as the first steps in implementing additional improvements downtown. The City Council also identified their preferred public outreach approach to include the appointment of a steering committee, made up of community stakeholders. Per City Council's direction, the Downtown Steering Committee's work is to focus on the development of the information, materials, outreach tools, and methodologies needed to engage the community on planning for the downtown catalyst sites, with particular focus on reaching a decision as early as possible on the hotel. Once an outreach program is reviewed and approved by the City Council, staff, and the downtown consultant team will conduct the outreach, collect community feedback, and provide a report back to the City Council for their discussion and direction. On April 24, 2017, the City Council adopted Resolution No. 2017 -055, authorizing the City Manager to sign, on behalf of the City, a Professional Services Agreement with PlaceWorks, in an amount not -to- exceed $270,000 ( "Agreement "). Changes to the original scope of Phase One in the Agreement include the following additional tasks and products: • Facilitating and attending additional Steering Committee meetings and City Council meetings, • Subcontracting experts in the fields of architecture, urban design, housing types, and conference facilities for presentations to the Steering Committee, • Producing and refining the development concepts, • Creating visual simulations, and • Generating the workbook and Priorities Ranking Worksheet. The existing Agreement amount includes sufficient funds for covering Phase One work, the changes listed above, and commencing the Phase Two outreach through August. However, the Agreement does not include sufficient funds for the additional products, workshops, events, and meetings proposed in Downtown Public Engagement Plan. Staff recommend the City Council authorize the City Manager to sign an amendment to the Agreement for an additional $263,500, including a $20,000 contingency for additional studies, RESOLUTION NO. 2017 -174 analysis, and costs associated with public engagement. Total compensation payable by the City to Consultant will be a total amount not -to- exceed $553,500. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Livermore authorizes the City Manager to sign, on behalf of the City of Livermore, the First Amendment to Professional Services Agreement with PlaceWorks (attached hereto as Exhibit A), for an additional amount of $283,500, and increasing the not -to- exceed amount to a total of $553,500, to conduct public outreach related to the use of the City's downtown catalyst sites. On motion of Council Member Carling, seconded by Vice Mayor Spedowfski, the foregoing resolution was passed and adopted on October 23, 2017, by the following vote: AYES: Council Members Carling, Coomber, Woerner, Vice Mayor Spedowfski, Mayor Marchand NOES: None ABSENT: None ABSTAIN: None ATTEST:..... - Susan Neer---- City Clerk, Date: October-24, 2017 APPROVED AS TO FORM: Jason Alcala City Attorney RESOLUTION NO. 2017 -174 2 EXHIBIT A FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS FIRST AMENDMENT is made and entered into this 5,' day of jwV 2017, by and between the City of Livermore ( "City "), a municipal corporation, and PlaceWorks ( "Consultant "), a California corporation. RECITALS On May 11, 2017, City and Consultant entered into an agreement for Consultant to provide professional services to facilitate the Downtown Steering Committee and public outreach project for City ( "Original Agreement "). Section 21 of the Original Agreement requires that any modifications to it must be in writing and signed by the parties. City and Consultant desire to amend the Original Agreement to revise the scope of work to include Phase II Public Outreach projects and to increase the total contract amount from $270,000 to $478,500 to account for the additional services. This is the First amendment to the Original Agreement. AGREEMENT NOW, THEREFORE, City and Consultant hereby agree that the aforementioned recitals are true and correct and further agree as follows: The Original Agreement is amended as follows: A. Section 3 of the Original Agreement is amended to read as follows: Consultant shall provide the following professional services as more particularly set forth in Exhibit "A" to the Original Agreement and Exhibit A -1 " to the First Amendment (collectively "the Services "): Provide facilitation and support of the Downtown Steering Committee and implementation of an outreach program. B. Section 5a of the Original Agreement is amended to read as follows: The total compensation payable by City to Consultant for Services shall be in an amount up to $478,500, with a $75,000 contingency for a total amount NOT TO EXCEED the sum of $553,500 ( "not -to- exceed amount "). City shall compensate Consultant for the Services rendered at the hourly rates or task amounts set forth in Exhibit A of the Original Agreement and Exhibit A -1 of the First Amendment. Any additional services not identified in Exhibit A are to be covered by the contingency and shall be in writing, approved by both Consultant and City. The City Manager, or his designee, shall have the authority to approve such additional services and expenditure of funds in an amount that does not cumulatively exceed the $75,000 contingency. Except as provided in the body of this Agreement, the hourly rates or task amounts are intended to be Consultant's only compensation for the Services and is inclusive of all costs of labor, licensing, permitting, travel expenses, overhead and administrative costs, Amendment - Professional Services Agreement Page 1 Rev. 712016 EXHIBIT A and any- and -all other costs, expenses, and charges incurred by Consultant, its agents, and employees to provide the Services. 2. These amendments are prospective and only apply to the Services rendered by Consultant after the execution of this Amendment. Unless otherwise stated herein, this Amendment does not relieve the parties of the terms and conditions of the Original Agreement as written and in effect at the time the Services were rendered. 3. Except as amended above, the Original Agreement remains in full force and effect. In concurrence and witness whereof, and in recognition of the mutual consideration provided therefore, the parties have executed this Agreement effective on the date first written above. CONSULTANT: — N/ —' By: Steve Noack Title: Principal CITY OF LIVERMORE: Marc Roberts City Manager APPROVED AS TO FORM: 7achments: y Attorney Exhibit A -1 — Revised Scope of Services Dated: Dated: Amendment - Professional Services Agreement Page 2 Rev. 712016 EXHIBIT A E.;XHI IT A- II SCOPE OF ORK AND COSTS FOR PHASE 11 This exhibit describes the scope of services, schedule, products, and meetings for the Phase II Downtown Public Outreach to be conducted by PlaceWorks forthe City of Livermore. SCOPE OF SERVICES A summary of the work program is presented in Table 1. Task 5. - Outreach Program Implementatiol 5.1 °ubllc Workshops '.2 Community Fvon s `3 Project Website _Task 6: Visual Slmalat[on$L il. SUBSEQUENT OUTREACH In Phase II of the project, PlaceWorks will implement the Final Public Outreach Program developed and adopted in Phase I. Task 5. Outreach Program Implementation 5.7 Public Workshops PlaceWorks will lead seven hands -on workshops to allow members of the public to give opinions about appropriate regulatory and development options for the Downtown catalyst sites. These workshops will include a small group exercise where participants will draw on maps to create a preferred land use concept. PlaceWorks will also prepare the following materials in both English and Spanish for the workshop: • Land Use Concept Evaluation Workbook • 11x17 Land Use Concept maps • 24x36 basemap • Land Use Color Legend • Downtown Priorities Worksheet In addition, PlaceWorks will develop the media content for all print and radio advertising. MCrWarRS ' OG *oast 4.2017 EXHIBIT A CITY OF LIVERMORE DOWNTOWN STEERING COMMITTEE FACILITATION AND PUBLIC OUTREACH EXHIBIT AT SCOPE OF WORK AND COSTS 5.2 Community Events PlaceWorks will attend up to three community events to which members of the public will be invited to participate In activities in the booth, and give their opinion on Downtown development issues. Booth materials will include boards that summarize the key learnings and a poster that advertises upcoming and past events. PlaceWorks will also provide a space for participants to complete the concept evaluation workbook and comment on the land use concepts. 5.3 Project Website PlaceWorks will design and administer a website for the downtown outreach process. The website will include general information about the project, a description of the process, meeting dates, and project updates as major milestones are achieved. 5.4 Online Engagement PlaceWorks will develop a web -based online engagement platform to allow members of the Livermore community to give input regarding Downtown development. In order to reach a broad base of participants and encourage busy stakeholders to participate in the planning process, we will create: • A build your own concept tool that will identify the number of residential units, hotel rooms, and parking demand /supply; square footage of retail, office, cultural uses, and open space; and capital and operation /maintenance costs. • An online version of the concept evaluation workbook. • An online version of the Downtown Priorities Worksheet. • A tool where users can comment on the land use concepts. • A downtown tour mobile application that enables users to tour the downtown and learn key background information. • A general comment box. These important online engagement tools will be fully integrated into the project website and will provide the Livermore decision - makers with a broader range of perspectives and community Input throughout the planning process. 5.5 Community Outreach Report PlaceWorks will prepare a report that summarizes the results of Tasks 5.1 through 5.4, as well as any other outreach tasks that may occur under the Outreach Program. The report will include a record of all input obtained through the outreach process. As in Task4, this report will be presented first as an administrative draft, then In a draft form to the City Council, and then in a final form after presentation to and comment by the City Council. 5.6 City Council Presentation PlaceWorks staff will attend a Livermore City Council meeting to present the Draft Report and answer questions about It. Task6. Visual Simulations PlaceWorks will prepare visual simulations of two vantage points for each of the four land use concepts. The visual simulations will focus on common features between the four concepts and will represent the most interesting elements of each concept. PIACEWDEBs 2 OcKner 4, 2017 EXHIBIT A CITY OF LIVERMORE DOWNTOWN STEERING COMMITTEE FACILITATION AND PUBLIC OUTREACH EXHIBIT A: SCOPE Of WORK AND COSTS SCHEDULE, PRODUCTS, AND MEETINGS PlaceWor& schedule for completion of Downtown Facilitation and Outreach plan is shown In Figure 1. COSTS As shown in Table 2, the estimated cost to complete Phase it of the scope of work described in this proposal is $263,339. ASSUMPTIONS This scope of work and cost estimate assumes that: ■ Our cost estimate includes the meetings shown above. Additional meetings would be billed on a time - and - materials basis. r All products will be submitted to the City of Livermore in electronic (PDF) format. ■ City of Livermore staff will be responsible for meeting logistics, including schedule coordination, document production, printing notices, mailing costs, room reservations, room set -up and take -down, and refreshments. FIGURE 1 SCHEDULE Project Tasks PHASE ( Prolect_Initiation. 2017 -I -. _�3v_ vJ Bl.. �� Steering Special n City Work Kick-OH t Committee Workshop Council 7-1 Report Period - Meetng ff1 Even[ Meeting Meeting 3 PIACEWDRRS OCTOBER 4,2D)7 L O 7 O A i V c 0 0 m m E E U o m c z m o °1 7 N U n a F ;s n d =o {; v 6 = � n 9 q O C a a m �E =o m 7 ,g 'n d g � m 3 N D h 0 Q N t C N a 2 � c m ¢ m a L O C Q v' o � Q { f n > n, W C mxo m $ O P O Vl n P r m .y N n P of n ul m .-1 K Z U r o o � x s o p n u3 m E u N ¢ m IA N vl Vl N m L EXHIBIT A :j w a Y O P OI fyy1 b OI ti 6 �IL N 1� P P n n N pmt �IN`NNNNN `VY m 3 N % u 'o .. x m a ;s n d =o {; v 6 = � n 9 q O C a a m �E =o m 7 ,g 'n d g � m 3 N D h 0 Q N t C N a 2 � c m ¢ m a L O C Q v' o � Q { f n > n, W C mxo m $ O P O Vl n P r m .y N n P of n ul m .-1 K Z U r o o � x s o p n u3 m E u N ¢ m IA N vl Vl N m L EXHIBIT A :j w a