HomeMy WebLinkAbout06/19/2001, 5 - CONSULTANT SERVICES FOR REVISIONS TO THE COMMERCIAL ZONING REGULATIONS i
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C IT Y OF S AN L U IS O B I S P O
FROM: John Mandeville, Community Development Direct
By: Whitney McIlvaine, Associate Planner
SUBJECT: CONSULTANT SERVICES FOR REVISIONS TO THE COMMERCIAL
ZONING REGULATIONS
CAO RECOMMENDATION
Approve the contract with Crawford, Multari, and Clark Associates, in the amount of$40,020
for commercial zoning revisions and authorize the CAO to sign the agreement.
DISCUSSION
Situation
In November, 2000, the City Council approved a work scope for revisions to the City's
commercial zoning regulations and authorized staff to send out a request for proposals (RFP) to
qualified consulting firms. Rather than authorizing the CAO to award the contract, the Council
asked to review submitted proposals and award the contract. The City received one proposal,
which was submitted by the firm Crawford, Multari and Clark Associates.
Recommended Work Scope
The City Council agreed that consultant analysis of the City's commercial zoning should:
1. Explore the creation of a new "Community-Commercial" zoning district that would apply
to centers such as Laguna Village, Foothill Plaza, Scolari's, and Marigold that not only serve the
surrounding neighborhood but residents throughout the city.
2. Develop a list of uses allowed in the new "Community-Commercial" zoning district that
would reflect the community-wide market area that they serve.
3. Narrow the list of allowed uses in the remaining Neighborhood-Commercial zoning
districts to those that are truly neighborhood serving, compatible with residential uses and easily
accessed by pedestrians.
4. Refine the Service-Commercial zoning district to reflect service, light industrial, and
R&D type uses, distinguishable from Business Park and Office zones.
5. Provide a revised - more user friendly - zoning matrix (Table 9 in the Zoning
Regulations) with similar uses grouped together and uses that are more clearly defined.
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Council Agenda Report—Commercial Zoning Revisions
June 19,2001
Page 2
6. Evaluate expanding the Central-Commercial zone into adjacent Retail-Commercial zones
in the downtown core as a bid alternate.
7. Address the effectiveness of the Mixed Use ordinance and suggest possible incentives for
mixed commercial/residential development
8. Evaluate the City's application of Planned Development zoning.
The scope of work will require analysis; meetings with the public and affected property owners;
preparation of draft map and text revisions to the general plan and zoning ordinance; scoping of
potential environmental impacts and public hearings before the Planning Commission and City
Council. City staff will be responsible for environmental review and preparation of reports to the
Planning Commission and City Council.
Original versus Expanded Work Scope
The original work scope emphasized the need to more clearly define Neighborhood Commercial
and Service Commercial districts, and to modernize the zoning regulations use categories,
definitions, and formatting.
Expanding the Central-Commercial zone, evaluating the effectiveness of the Mixed Use
ordinance, and evaluating the use of Planned Development zoning were not part of the original
work scope anticipated in the 1999-01 Financial Plan. Adding these tasks expands the scope of
the project and increases the cost. Nevertheless, the Planning Commission and the City Council
agreed that these additional items should be addressed. The budget estimate submitted by the
consultant includes all these tasks.
The RFP asked that the consultant provide any additional recommendations for revisions based
on review of City regulations, field observations and experience with other similar communities.
In recognition of other efforts and plans affecting commercial zoning, the consultant has offered
to also review and consider the City's draft Airport Area Specific Plan regarding Commercial--
Service
ommercial-Service and Business Park zoning and provide recommendations related to compatibility with
airport operations and the County Airport Land Use Plan. He has also offered to address (and
hopefully resolve) some of the questions that frequently arise regarding location of office uses.
Staff supports the expanded work scope as a logical extension of key issues related to
commercial zoning.
Schedule for Commercial Zoning Revisions
If the Council awards the contract on June 20th staff expects to have a public review draft ready for
discussion at a Planning Commission meeting by the end of the year.
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Council Agenda Report—Commercial Zoning Revisions
June 19,2001
Page 3
Consequences of Not Taking the Recommended Action
If a consultant were not retained to assist in analyzing and drafting revisions to the commercial
zoning regulations, it would be the responsibility of City staff to complete the work. Given the
high level of the current workload in the Development Review Division of the Community
Development Department, completion of the update would not be achieved as expeditiously.
FISCAL IMPACT
The RFP identified a maximum cost estimate of$25,000 to perform the basic work scope, with
expansion of the Central-Commercial zone as a bid alternate. The total estimated cost submitted
by the consultant,would be $40,020 for:
• the baseline work scope;
• an evaluation of expanding the Central-Commercial zone;
• reviewing and making recommendations based on the City's draft Airport Area Specific
Plan regarding Commercial-Service and Business Park zoning;
• additional research and recommendations related to compatibility with airport operations
and the County Airport Land Use Plan; and
• a refinement of zoning regulations as they affect the allowed location and type of office
space.
Funding earmarked for this project can be supplemented with the Community Development
Department's unused 1999-2001 consultant services funds including those designated for a city-
wide office demand study, which was not completed during the current budget period, and has
been subsequently eliminated by the Council as a work program.
ALTERNATIVES
1. Approve a lesser work scope.
Items not included in this round of revisions could be deferred as a high priority work
item in the 2003-2005 budget.
2. Continue consideration of the work scope and the consultant's proposal with direction to
staff on necessary changes.
Attached: Attachment 1 - Consultant's proposed scope of work and budget
Attachment 2 -Agreement for consultant services
Available in the Council Reading File*:
1. A complete copy of the RFP
2. A complete copy of the consultant's proposal
* Also available for public review in the Community Development Department
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City of San Luis Obispo-C mercial Zoning Revisions Scope of Work
1
SCOPE OF WORK ATTACHMENT
This proposed scope of work is based on our current understanding of the City's needs and our
experience with other similar projects. We are prepared to revise the scope as necessary to better
satisfy the City's goals for the project, its financing limitations, and time constraints. The
proposed project schedule on page 7 identifies the timing of each task. The person hours and cost
associated with each task are shown in the proposed budget,page 8.
Task 1- Project Initiation and Scope Refinement
The consultants must have an in-depth understanding of the City's expectations and
objectives for the commercial zoning revisions before undertaking the other tasks in the
work program. This task will include discussions with the City's planning staff and other
research necessary to fully define the scope of the new provisions.
Subtasks:
1.1 Initial scoping meetings. The consultants will meet with the City's planning staff
to:
• Review the City's objectives for the commercial.zoning revisions;
• Refine and detail the project scope and schedule as necessary;and
• Tour the commercial areas potentially affected by the anticipated revisions.
This subtask is anticipated to include up to a day of meetings,including the City's
project manager and any others with background on the need for the districts.
Paul Crawford will attend these meetings.
12 Research and document review. The consultants will review City documents
relevant to the commercial zoning districts, including the draft Airport Area
Specific Plan. Because of the consultants'work on the first phase of this project,
and other projects within the City,the review of City documents will not require
substantial effort,but may also include additional field research and photography,
and will include the review of relevant commercial zoning district provisions from
other communities.
1.3 Overview assessment of existing zoning districts. Based on the discussions with
staff in Task 1.1 and the research in Task 1.2,we will prepare a written assessment
of the existing Zoning Ordinance commercial zoning categories, policies and
standards(as well as those proposed in the draft Airport Area Specific Plan),and
tentative recommendations for the scope and substance of the revisions. This
assessment will provide the basis for detailed discussions with staff to provide
direction for the preparation of the administrative draft materials in the following
tasks. We will provide staff a copy of the assessment review and comment,and
will meet to discuss directions for the administrative draft materials.
PRODUCT: Overall assessment of existing commercial zoning districts..
Crawford Multari&Clark Associates Page 1 _/,[
City of San Luis Obispo-C. lercial Zoning Revisions Scope of Work
Task 2- Administrative Draft Revisions and Report ATTACHMENT 1
This major task will include the various components detailed in the City's RFP,with the
principal product being an administrative draft of the commercial zoning revisions
proposed by the consultants,and report that explains the basis for the proposed revisions.
Based on the City's RFP, the following tasks are organized by the specific topics to be
addressed, and the consultants anticipate providing each of the "summary reports"
described in the RFP as chapters within the overall administrative draft report for staff
review. If preferred by the City,the consultants can separately prepare and review with
staff each written segment individually.
Subtasks:
2.1 Community Commercial zoning district. The consultants will evaluate the
advantages and disadvantages of creating a new Community Commercial zoning
district for community-serving shopping centers,and draft appropriate land use
element and zoning district revisions for City consideration.
1. We will identify all areas potentially suitable for a Community Commercial
designation, including but not limited to Laguna Village, Foothill Plaza,
Marigold,Scolari's,and the TK center(Food for Less),and will also identify
areas that may be suitable for this designation in the future, such as in the
Margarita and Orcutt areas. We will provide map exhibits of these areas in
hard copy and on diskette, with the diskette copies being in any format
desired by the City. (We have experience with all the graphics and GIS
software used by the City.)
2. We will develop a recommended list of land uses to be allowed within a
Community Commercial zoning district, and the permit requirements for
each(e.g.,permitted versus use permit). As noted in the RFP,the uses will
reflect the community-wide market area they serve,and could be applied to
all Community Commercial areas,or be refined to address site specific issues.
3. We will draft changes to the Land Use Element as necessary to provide the
policy basis for the Community Commercial designation.
4. We will meet with affected property owners and document their concerns and
ideas related to the potential changes to the designation of their property and
allowable uses,and will identify potential impacts that may result from the
proposed changes,which will include but not be limited to the creation of
nonconformities and impacts on surrounding neighborhoods.
5. We will prepare a chapter for the administrative draft report on the revisions
that summarizes the above recommendations and public input.
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City of San Luis Obispo-L .nercial Zoning Revisions Scope of Work
ATTACHMENT 1
2.2 Revisions to CN zoning districts. The consultants will evaluate the advantages
and disadvantages of narrowing and otherwise revisions the list of allowed land
uses within the remaining CN zoning districts to those that are neighborhood
serving,pedestrian oriented,and compatible with residential uses.
1. We will identify all sites affected by this proposal, including any new sites
where CN zoning would be appropriate, and sites where CN zoning could
appropriately include mixed-use development.
2. We will develop a recommended list of allowed land uses and permit
requirements for the remaining CN zoning districts. As noted in the RFP,the
uses will be neighborhood serving or at least highly compatible with
residential uses;pedestrian oriented;and appropriate to a residential context
in terms of lot size, street type, available parking and surrounding uses.
Performance standards will be provided as necessary to ensure compatibility.
3. We will meet with affected property owners and document their concerns and
ideas related to the potential changes to the designation of their property and
allowable uses,and will identify potential impacts that may result from the
proposed changes,which will include but not be limited to the creation of
nonconformities and impacts on surrounding neighborhoods.
4. We will prepare a chapter for the administrative draft report on the revisions
that summarizes the above recommendations and public input.
2.3 Revisions to CS zoning districts. The consultants will refine the CS zoning
district to reflect service,light industrial,and R&D type uses in coordination with
the new Community Commercial zone,deleting from CS current uses that would
be more appropriate within the Community Commercial.and/or CN zones.
1. We will review the uses currently allowed within the CS zone in light of the
new Community Commercial zone, revisions to the CN zone,and possible
revisions to the City's use of Planned Development zoning for large offices.
2. We will meet with affected property owners and document their concerns and
ideas related to the potential changes to the designation of their property and
allowable uses,and will identify potential impacts that may result from the
proposed changes,which will include but not be limited to the creation of
nonconformities and impacts on surrounding neighborhoods.
3. We will prepare a chapter-for the administrative draft report on the revisions
that summarizes the above recommendations and public input.
2.4 Revisions to zoning matrix (Table 9). We will review and revise the zoning
matrix(Table 9 in the current Zoning Ordinance)to group similar uses together,
and employ land use names/types that are up-to-date and clearly defined. This
work will include in the matrix the new BP district from the Airport Area Specific
Plan. The format and organization of the new matrix will result from consultation
with staff prior to this task.
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City of San Luis Obispo-l mercial Zoning Revisions Scope of Work
ATTACHMENT 1
We will prepare an accompanying set of definitions for each of the uses listed,
including those not already defined in the Zoning Ordinance, and will edit any
retained existing use definitions for clarity and consistency. We will conclude this
subtask by preparing a chapter/summary of the recommendations for the
administrative draft report.
2.5 Mixed Use ordinance. As noted in the RFP,we will evaluate the effectiveness of
the City's current Mixed Use ordinance and suggest possible incentives for mixed
commercial/residential development.
1. We will survey comparable communities regarding the effectiveness of mixed
use zoning provisions and incentive programs.
2. We will identify sites and realistic development scenarios(such as live/work)
for mixed residential/commercial development opportunities in San Luis
Obispo.
3. We will conclude this subtask by preparing a chapter/summary of the
recommendations for the administrative draft report.
2.6 Planned Development zoning. We will evaluate the City's use of Planned
Development zoning for large offices and mixed commercial uses, including the
following work items.
1. Evaluate the purpose and intent of the Planned Development overlay zoning
district. Evaluate how well the existing code provisions, findings, and
implementation practices achieve the intent and purpose of the district.
2. Review applicable zoning ordinance and General Plan provisions related to
the use of the PD overlay,and project application files selected by staff.
3. We will evaluate the desirability of eliminating the requirement for Planned
Development rezoning to establish certain large offices in the CS and M zones,
and instead allowing the uses subject to use permit approval and performance
standards. We will draft LUE and zoning revisions as necessary to implement
the revision.
4. We will evaluate the desirability of using the existing Mixed Use overlay
rather than the PD overlay for establishing a mix of commercial uses not
otherwise allowed,and will draft zoning ordinance changes as necessary to
implement this revision.
5. We will conclude this subtask by preparing a chapter/summary of the
recommendations for the administrative draft report.
2.7 Additional recommended changes. The consultants will include in the
administrative draft report any additional recommendations for revisions to the
Zoning Ordinance(and draft revisions themselves) on any topics relevant to the
above tasks that come to light as a result of the above. Two issues that will be
addressed in this task will be refinement of the meaning of'offices'as a land use
type for purposes of the Zoning Ordinance (e.g., 'office' facilities that
Crawford Multari&Clark Associates Page 4 �— 7
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City of San Luis Obispo-l mercial Zoning Revisions Scope of Work
ATTACHMENT 1
accommodate insurance company claim processing may have entirely different
impacts than 'offices" where employees are engaged in retail catalog telephone
order processing),and the possible development of an"Airport Review"overlay
district as a mechanism for ensuring the consistency of proposed development
with both City land use policies and regulations,and the applicable requirements
of the San Luis Obispo County Airport Land Use Plan and the Airport Land Use
Commission.
2.8 Evaluation of CC zone expansion. The consultants will provide an evaluation of
the desirability of expanding the CC zoning district into the surrounding areas
currently designated CR. The basis for the evaluation will include General Plan
consistency, site development potential, parking, and compatibility with
surrounding development.
1. We will identify areas that would be suitable for CC zoning,and will provide
map exhibits of those areas in hard copy and computer diskette formats,in
display and report sizes.
2. We will quantify the potential increase in development capacity (building
floor area) that may be possible as a result of rezoning certain areas to CC.
3. We will meet with affected property owners and document their concerns and
ideas related to the potential changes to the designation of their property and
allowable uses,and will identify potential impacts that may result from the
proposed changes,which will include but not be limited to parking shortfalls
and impacts on surrounding neighborhoods.
4. We will review the City's Parking and Downtown Access Pian and the City's
parking in-lieu fee program to identify potential conflicts with existing plans
and programs related to downtown parking;and outline possible solutions.
5. We will prepare a chapter for the administrative draft report on the revisions
that summarizes the above recommendations and public input.
Upon completion of the administrative draft report and draft zoning revisions, the
consultants will forward five copies of the administrative draft commercial zoning
revisions document including maps and illustrations to staff for review and comment.
The consultants will then meet with staff to discuss direction for refinements and revisions
to the draft to produce the public review draft in the next task.
PRODUCTS: Display and report-sized maps of potential sites in hard copy and
diskette format.
Illustrations of recommended site development scenarios.
Recommended Community Commercial land uses and development
standards.
Chapters (summary reports) outlining the recommendations for each
subtask.
Administrative draft commercial zoning revisions document,including
maps and illustrations(5 copies).
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City of San Luis Obispo-L atercial Zoning Revisions Scope of Work
Task 3 - Public Review Draft Revisions and Report
ATTACHMENT 1
Subtasks:
3.1 Public review draft revisions and report. Based on the review of the
administrative draft documents with.staff, the consultants will prepare a public
review draft of the documents.
The consultants will provide a screen check draft for staff review and approval,
and will then provide the 25 copies required by the RFP.
PRODUCTS: Public review draft commercial zoning revisions documents(25
copies).
3.2 Initial Study assistance. The consultants will provide staff with a memo
providing recommendations for issues that should be analyzed in the Initial Study
for the project.
PRODUCTS: Memo of recommendations for issues to be considered in the
Initial Study.
Task 4 - Public Review and Adoption
Subtasks:
4.1 Planning Commission meetings. Paul Crawford will attend and participate in up
to three Planning Commission meetings where the proposed revisions are
considered. We will attend additional meetings on a time and materials basis.
4.2 City Council meetings. Paul Crawford will attend and participate in up to two
City Council meetings on the proposed revisions. We will attend additional
meetings on a time and materials basis.
43 Final submittals.After adoption of the Zoning Ordinance amendments and before
their effective date,we will prepare a final versions of all products for City use,in
the computer software formats specified by the City.
PRODUCTS: Final documents,one camera-ready copy and a electronic copies
in the computer software formats specified by the City.
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City of San Luis Obispo-L _ .mercial Zoning Revisions Proposed Project Schedule
PROPOSED PROJECT SCHEDULE ATTACHMENT 1
The proposed time schedule for this project anticipates completion of the administrative draft
report of the proposed commercial zoning revisions and background information within 90 days
of contract execution. Our experience with other similar projects suggests that the critical path
in meeting this schedule is the time required by City staff to review draft materials in order to
provide direction to the consultants for any desired changes. Completion of the project is then
dependent upon the timely scheduling and completion of Planning Commission and City
Council meetings.
PROJECT SCHEDULE
< TaskWeek of Coiiipletioa,
1.1 Initial scoping meeting June 25,2001
2.0 Administrative draft revisions and September 24,2001
report
3.1 Public review draft revisions and October 22,2001
report
4.3 Final submittals Dependent upon number and
scheduling of Commission and
Council meetings
Crawford Multari&Clark Associates Page 7 —�
City of San Luis Obispo-l mercial Zoning Revisions Proposed Budget
PROPOSED BUDGET ATTACHMENT 1
Our proposed project budget includes all of the services and products described in the scope of
work. The proposed total cost for completing the project is$40,020. We are prepared to revise
the scope of work and budget as necessary to satisfy the City's goals for the project and any
financing limitations. The proposed fees are based on the following billing rates,which would
also be used for any additional work performed on a time and materials basis:
Principals $100.00 per hour
Associate 85.00
Graphics Technician 50.00
A breakdown of the proposed fee by subtask is provided on the following page.
Crawford Multari&Clark Associates Page 8 l
Section D ATfACHMEW 2
FORM OF AGREEMENT .
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter
referred to as City,and Crawford,Multari,&Clark Associates,hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on November 30, 2000, the City requested proposals for the preparation of revisions to the
City's commercial zoning regulations per Specification No.90170.
WHEREAS, pursuant to said request, Consultant submitted a proposal, which was accepted by City for
said revisions to the City's commercial zoning regulations.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
L TERM. The term of this Agreement shall be from the date this Agreement is made and entered,
as first written above,until acceptance or completion of said revisions to the City's commercial zoning regulations.
2. INCORPORATION BY REFERENCE. City Specification No. 90170 and Consultant's
proposal dated May 31,2001 ,are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services specified in this Agreement, City agrees to
cooperate with Consultant in the completion of the work described in Section A(Scope of Work). City will pay and
Consultant shall receive therefore compensation in a total sum not to exceed$40,020.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Consultant agrees with City to provide all specified
services as set fort in Section A (Scope of Work). Consultant may not amend the Scope of Work, either to modify
provisions or to add or delete provisions,without prior written consent of the City's Project Manager.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the Community Development Director of the City.
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_ ATTACHMENT 2
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto..
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Lee Price,City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Consultant Paul Crawford
Crawford,Multari,&Clark Associates
641 Higuera Street
San luis Obispo,CA 93401
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that
each individual executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By:
City Clerk City Administrative Officer
APPROVED AS TO FORM: CONSULTANT
By:_
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City of San Luis Obispo- menial Zoning Revisions Proposed Budget
ATTACHMENT 1
City of San Luis Obispo Commercial Zoning Revisions
Proposed Budget
LABOR COSTS
Staff Time(hour)
CAD/
TASKS GIS/ Total Task
Crawford Associate Graphics Hours Cost
1. Scope Refinement and Initial Public Participation
1.1 Initial scoping(kick-off)meetings 8 4 1 12 $1,140
1.2 Research and document review 8 8 1 16 $1,480
1.3 Overview assessment of zoning districts 16 1 8 1 1 24 $2,280
2. Administrative Draft Revisions and Report
2.1 Community Commercial zoning district 22 8 8 38 $3,280
2.2 Revisions to CN zoning districts 12 8 4 24 $2,080
2.3 Revisions to CS zoning districts 12 8 4 24 $2,080
2.4 Revisions to Zoning Matrix 10 8 18 $1,680
2.5 Mixed Use Ordinance 8 12 8 28 $2,220
2.6 Planned Development zoning 8 16 24 $2,160
2.7 Additional recommended changes 24 16 4 44 $3,960
2.8 Evaluation of CC zone expansion 32 48 161 96 $8,080
3. Public Review Draft Revisions and Report
3.1 Public review draft revisions and report 16 16 4 36 $3,160
3.2 Initial study assistance 1 4 1 4 1 1 8 $740
4. Public Review and Adoption
3.1 Planning Commission meetings(3) 12 S 1 20 $1,880
3.2 City Council meetings(2) 8 4 12 $1,140
3.3 Final submittals 8 16 1 4 1 28 $2,360
Total hours 1 208 1 192 1 52 1 452
Rate 1 $100 1 $85 1 $50
Total Labor $39,720
Direct Costs(supplies,copying/reproduction.) $300
TOTAL ESTIMATED COST $40,020
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