HomeMy WebLinkAboutReso - CC - 029-2007RESOLUTION NO. 29-2007
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
APPROVING AGREEMENT WITH KEVIN GARDINER & ASSOCIATES TO PREPARE
A SPECIFIC PLAN FOR THE BURLINGAME AVENUE COMMERCIAL AREA AND
AUTHORIZE THE CITY MANAGER
TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY
RESOLVED, by the City Council of the City of Burlingame:
WHEREAS, the City Council wishes to proceed with the development and preparation of a
specific plan for the Burlingame Avenue Commercial Area; and
WHEREAS, the City distributed a request for proposals, received seven submittals, and
interviewed four of the firms that submitted proposals; and
WHEREAS, the interview committee of citizens has considered the submittals and the
interviews and recommended that Kevin Gardiner & Associates be awarded the contract for
preparation of the specific plan based on the firm's qualifications, experience, submittal, and
understanding of the desires and needs of the community,
NOW, THEREFORE, IT IS RESOLVED AND ORDERED:
1. The City Council approves the award of contract to Kevin Gardiner & Associates to
prepare the specific plan for the Burlingame Avenue Commercial Area as described in Attachment
A hereto.
2. The City Manager is authorized and directed to execute the Agreement with Kevin
Gardiner & Associates as contained in Attachment A hereto.
The Clerk is directed to attest to the signature of the Manager.
MAYOR)
I, DORIS MORTENSEN, City Clerk of the City of Burlingame, do hereby certify that the foregoing
resolution was introduced at a regular meeting of the City Council held on the t 6thday of Apr; t
2007, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS: BAYLOCK, COHEN, KEIGHRAN, NAGEL, O'MAHONY
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
ITY CLERK
AGREEMENT FOR PLANNING CONSULTANT SERVICES BETWEEN
THE CITY OF BURLINGAME AND KEVIN GARDINER & ASSOCIATES FOR
DEVELOPMENT OF THE BURLINGAME AVENUE SPECIFIC PLAN AREA
THIS AGREEMENT is entered into this 16th day of April, 2007, by and between the City
of Burlingame, State of California, herein called the "City", and Kevin Gardiner & Associates, a
sole proprietorship, engaged in providing advanced planning and related consulting services,
herein called the "Consultant".
RECITALS
A. The City is considering undertaking activities to prepare and see though adoption a
Downtown Specific Plan for the Burlingame Avenue Commercial Area bounded by Peninsula
Avenue, El Camino Real, Oak Grove Avenue, and east of the CalTrain tracks to Anita Road.
B. The City desires to engage a planning consultant to provide consulting services in
conjunction with preparing a specific plan for the downtown Burlingame area as described in the
Scope of Work, because of Consultant's experience and qualifications to perform the desired
work.
C. The Consultant represents and affirms that it is qualified and willing to perform the
desired work pursuant to this Agreement.
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
1. Scope of Work. The scope of services to be provided are documented in the proposal
for the preparation of the Downtown Specific Plan for the City of Burlingame prepared by Kevin
Gardiner & Associates with Metropolitan Planning Group contained in Exhibit A hereto and
made a part of this Agreement. The scope of services shall include the services of the following
members of the technical team:
Metropolitan Planning Group
Carey & Company hrc, architects for historic resources survey
Sandis Civil Engineers, including a LEED certified Civil Engineer
Economic Research Associates, William Lee, Economist
Wilbur Smith Associates, Bill Hurrell, P.E.
In addition, in identifying and incorporating infrastructure needs and environmental constraints
and parameters, Consultant shall provide an infrastructure analysis, coordinate with the City's
environmental consultant, and develop a set of community standards to support the adopted plan
which can be used in future environmental evaluation for projects located in the planning area.
The proposed public out reach and input program should be evaluated at established points in the
planning program to determine how effective it is at drawing broad-based participation into the
planning process. The Consultant shall be flexible within the agreed-to public participation
budget to adjust the program, if as a result of any of the evaluations of the outreach/input
program, it is determined that the program should be changed.
2. Time of Performance. The services of the Consultant are to commence upon the
execution of this Agreement with completion of the planning program and adoption of the
Downtown Specific Plan in eighteen (18) months from commencement of this Agreement, and as
provided in Exhibit A hereto.
3. Compliance with Laws. The Consultant shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Consultant represents and
warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever
nature which are legally required for Consultant to practice its profession. Consultant represents
and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at
all times during the term of this Agreement any licenses, permits, and approvals which are legally
required for Consultant to practice its profession. Consultant shall maintain a City business
license.
4. Sole Responsibility. Consultant shall be responsible for employing or engaging all
persons necessary to perform the services under this Agreement.
5. Information/Report Handling. All documents furnished to Consultant by the City and
all reports and supportive data prepared by the Consultant under this Agreement are the City's
property and shall be delivered to the City upon the completion of Consultant's services or at the
City's written request. All reports, information, data, and exhibits prepared or assembled by
Consultant in connection with the performance of its services pursuant to this Agreement are
confidential until released by the City to the public, and the Consultant shall not make any of the
these documents or information available to any individual or organization not employed by the
Consultant or the City without the written consent of the City before such release. The City
acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are
for the purpose of evaluating a defined project, and City's use of the information contained in the
reports prepared by the Consultant in connection with other projects shall be solely at City's risk,
unless Consultant expressly consents to such use in writing. City further agrees that it will not
appropriate any methodology or technique of Consultant which is and has been confirmed in
writing by Consultant to be a trade secret of Consultant.
6. Compensation. Compensation for Consultant's professional services shall not exceed
$250,000; and payment shall be based upon consultant documentation and City approval of each
task. The estimated costs for each task in the planning process provided in Exhibit A are for
reference only and do not bind either the City or the Consultant to the estimates provided.
Billing shall be accompanied by a detailed explanation of the work performed by whom,
at what rate, and on what date. The submittal shall include the following:
A. A narrative progress report of specific accomplishments during the billing period,
problems encountered or anticipated, plans for resolving problems, accomplishments scheduled
during the next billing period, and results of any significant activities.
B. A cost report for each task showing:
(i) Current period and cumulative expenditures to date;
(ii) Estimated cost at completion;
(iii) Estimate date of completion;
(iv) Approved contract amount and task budgeting; and
(v) Comparison of task budgeting with the estimated costs to show any variations.
Also, plans, specifications, documents or other pertinent materials shall be submitted for City
review, even if only in partial or draft form.
7. Availability of Records. Consultant shall maintain the records supporting this billing
for not less than three (3) years following completion of the work under this Agreement.
Consultant shall make these records available to authorized personnel of the City at the
Consultant's offices during business hours upon written request of the City.
8. Project Manager. The Project Manager for the Consultant for the work under this
Agreement shall be Kevin Gardiner.
9. Assignability and Subcontracting. The services to be performed under this Agreement
are unique and personal to the Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of the City. The subconsultants listed in Paragraph 1
above have received the written consent of the City by execution of this Agreement.
10. Notices. Any notice required to be given shall be deemed to be duly and properly
given if mailed postage prepaid, and addressed to:
To City: Director of Community Development
City of Burlingame
501 Primrose Road
Burlingame, CA 94010
To Consultant: Kevin Gardiner
Kevin Gardiner & Associates
2809 Market Street
San Francisco, CA 94114
or personally delivered to Consultant to such address or such other address as Consultant
designates in writing to City.
1 L Independent Contractor. It is understood that the Consultant, in the performance of
the work and services agreed to be performed, shall act as and be an independent contractor and
not an agent or employee of the City. As an independent contractor, Consultant and Consultant's
employees and subconsultants shall not obtain any rights to retirement benefits or other benefits
which accrue to City employee(s). With prior written consent, the Consultant may perform some
obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility
for performance or assign or transfer interests under this Agreement.
12. Litigation. Consultant agrees to testify in any litigation brought regarding the subject
of the work to be performed under this Agreement. Consultant shall be compensated for its costs
and expenses in preparing for, traveling to, and testifying in such matters at its then current
hourly rates of compensation, unless such litigation is brought by Consultant or is based on
allegations of Consultant's negligent performance or wrongdoing.
13. Conflict of Interest. Consultant understands that its professional responsibilities is
solely to the City. The Consultant has and shall not obtain any holding or interest within the City
of Burlingame. Consultant has no business holdings or agreements with any individual member
of the Staff or management of the City or its representatives nor shall it enter into any such
holdings or agreements. In addition, Consultant warrants that it does not presently and shall not
acquire any direct or indirect interest adverse to those of the City in the subject of this
Agreement, and it shall immediately disassociate itself from such an interest should it discover it
has done so and shall, at the City's sole discretion, divest itself of such interest. Consultant shall
not knowingly and shall take reasonable steps to ensure that it does not employ a person having
such an interest in this performance of this Agreement. If after employment of a person,
Consultant discovers it has employed a person with a direct or indirect interest that would
conflict with its performance of this Agreement, Consultant shall promptly notify City of this
employment relationship, and shall, at the City's sole discretion, sever any such employment
relationship.
14. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment opportunity.
Neither Consultant nor its subconsultants do and neither shall discriminate against persons
employed or seeking employment with them on the basis of age, sex, color, race, marital status,
sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical
condition, unless based upon a bona fide occupational qualification pursuant to the California
Fair Employment & Housing Act.
15. Insurance
A. Minimum Scope of Insurance
i. Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her film to an amount not
less than: one million dollars ($1,000,000) combined single limit per occurrence for
bodily injury, personal injury and property damage in a form at least as broad as ISO
"Occurrence" Form CG 0001.
ii. Consultant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not
less than one million dollars ($1,000,000) combined single limit per accident for bodily
injury and property damage.
iii. Any deductibles or self-insured retentions must be declared to and
approved by the City. At the option of the City, either: the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the City, its officers,
officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, and defense expenses.
B. General and Automobile Liability Policies:
i. The City, its officers, officials, employees and volunteers are to be covered
as insured as respects: liability arising out of activities performed by or on behalf of the
Consultant; products and completed operations of Consultant, premises owned or used by
the Consultant. The endorsement providing this additional insured coverage shall be
equal to or broader than ISO Form CG 20 10 1185 and must cover joint negligence,
completed operations, and the acts of subcontractors
ii. The Consultant's insurance coverage shall be endorsed to be primary
insurance as respects the City, its officers, officials, employees and volunteers. Any
insurance or self -insurances maintained by the City, its officers, officials, employees or
volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officers, officials, employees or volunteers.
iv. The Consultant's insurance shall apply separately to each insured against
whom a claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
C. In addition to these policies, Consultant shall have and maintain Workers'
Compensation insurance as required by California law. Further, Consultant shall ensure that all
subconsultants employed by Consultant provide the required Workers' Compensation insurance
for their respective employees.
D. All Coverages: Each insurance policy required in this item shall be endorsed to
state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the City. Current certification of such insurance shall be kept on file at all times
during the term of this agreement with the City Clerk.
E. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's
rating of no less than A -:VII and authorized to do business in the State of California.
F. Verification of Coverage. Upon execution of this Agreement, Contractor shall
furnish the City with certificates of insurance and with original endorsements effecting coverage
required by this clause. The certificates and endorsements for each insurance policy are to be
signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and
endorsements are to be on forms approved by the City. All certificates and endorsements are to
be received and approved by the City before any work commences. The City reserves the right to
require complete, certified copies of all required insurance policies, at any time.
16. Indemnification. To the fullest extent permitted by law, the Consultant shall save,
keep and hold harmless indemnify and defend the City, its officers, agent, employees and
volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity, including
but not limited to attorneys' fees, that may at any time arise, result from, relate to, or be set up
because of damages to property or personal injury received by reason of, or in the course of
performing work which may be occasioned by a willful or negligent act or omissions of the
Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. This
provision shall not apply if the damage or injury is caused by the willful misconduct or sole
negligence of the City, its officers, agents, employees, or volunteers.
17. Waiver. No failure on the part of either party to exercise any right or remedy
hereunder shall operate as a waiver of any other right or remedy that party may have hereunder,
nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a
subsequent breach of the same or any other provision of this Agreement.
16. Governing Law. This Agreement, regardless of where executed, shall be governed
by and construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of San Mateo or Santa Clara.
17. Termination of Agreement. The City and the Consultant shall have the right to
terminate this agreement with or without cause by giving not less than fifteen (15) days written
notice of termination. In the event of termination, the Consultant shall deliver to the City all
plans, files, documents, reports, performed to date by the Consultant. In the event of such
termination, City shall pay Consultant an amount that bears the same ratio to the maximum
contract price as the work delivered to the City bears to completed services contemplated under
this Agreement, unless such termination is made for cause, in which event, compensation, if any,
shall be adjusted in light of the particular facts and circumstances involved in such termination.
18. Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the City and the Consultant.
19. Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall
be entitled to reasonable attorney's fees, as well as costs not to exceed $7,500 in total.
20. Entire Agreement. This Agreement constitutes the complete and exclusive statement
of the Agreement between the City and Consultant. No terms, conditions, understandings or
agreements purporting to modify or vary this Agreement, unless hereafter made in writing and
signed by the parry to be bound, shall be binding on either party.
IN WITNESS WHEREOF, the City and Consultant have executed this Agreement as of
the date indicated on page one (1).
CITY OF BURLINGAME KEVIN GARDINER & ASSOCIATES
M
ATTEST:
City Clerk
Approved as to form:
City Attorney
Kevin Gardiner
PROPOSAL FOR
DOWNTOWN SPECIFIC PLAN
FOR THE CITY OF BURLINGAME
Kevin Gardiner & Associates with
Metropolitan Planning Group
Quick Reference Packet:
• Community Involvement Program
• Scope of Work
• Cost Proposal
This pull-out packet has been provided for quick -reference
convenience. The included items are identical to those found in the
bound proposal.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PIANNING GROUP
COMMUNITY INVOLVEMENT PROGRAM
For the Downtown Burlingame Specific Plan, the Consultant Team proposes a seiies of small and large-scale
public involvement, visioning, and consensus -building activities to allow the plan vision to emerge though a
participatory process and build a "constituency" for the plan.
Among the elements of the Community Participation / Civic Engagement Plan:
• An ambitious outreach program featuring leaflets, posters, handouts, door-to-door invitations,
neighborhood association meetings, press releases, and web- site presence;
• A Citizens Advisory Committee featuring representatives of key area stakeholders including
neighborhood groups, homeowners associations, businesses or business associations, schools, at ideally
one Planning Commissioner. CAC meetings will be "touchstones" throughout the process to ensure
that the issues and goals of the community are addressed and represented and will provide a forum for
resolving issues together. Members of the CAC's will serve as "conduits" between the planning process
and their constituencies, helping it stay on a realistic path while building support through a gradual,
transparent process.
• Large -Format Meetings and Workshops including public forums and a charrette, with presentations,
question/answer sessions, breakout sessions, and opportunities for community members to talk to city
staff and consultant team members more informally
• Smaller -scale, more focussed activities such as focussed discussion groups and individual interviews.
The smaller groups will allow discussion of more specific, detailed issues, and where needed can be
tailored to the interests of a specific group. These smaller groups can also "road test" concepts and ideas
and provide the opportunity for refinement and follow-up for presentation in the larger forums.
• Community Studio — "Studio on The Avenue" will be a unique undertaking where during the
formative stages of the planning process a temporary "studio" will be set up in a highly visible downtown
location, allowing community members to drop in informally and participate in the drafting of the plan.
We have found that this combination of large and small-scale outreach and consensus building has been
successful because it allows the vision concept and plan alternatives to be developed over time, and allows
participants to revisit issues throughout the process to allow refinement and build constituency. It provide
a range of settings to allow the opportunity for community members to participate and provide input in an
environment they are most comfortable in.
Large -format community workshop
Small -format focussed discussion group
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PIANNING GROUP
SCOPE OF WORK
Kevin Gardiner and Associates and Metropolitan Planning Group ("The Consultants") proposes the
following work scope for the Downtown Specific Plan for the City of Burlingame (`The City'):
Task 1: Project Kick- Off and Civic Engagement
1.1 Planning Meeting & Project Kick -Off
Initial meeting with staff to identify concerns and issues, review established goals and policies, gather
information, and to discuss the overall project schedule, expectations, and products. Members from
all consultant team firms will be in attendance. The meeting will include a visit of the project area and
surrounding areas to get a clear visual picture of the urban design, market, parking, and circulation contexts
City staff will assist in developing the exact itinerary for the area tour.
1.2 Base Map Development
Using CAD/GIS data provided by the City, as a starting point, the KGA consultant team will prepare a series
of base maps that will be used throughout the project. Maps will show key features such as street right-of-
ways, parcel lines aid sidewalks, topography and significant landscape features, building footprints, parking
areas, bike paths and walkways, and other significant existing mid planned features.
1.3 - Identify Community Interests and Stakeholders
Members of the KGA Consultant team will meet with City staff to present information obtained and identify
members of the community, property owners, transit users, restaurant, services and shopping patrons, clubs
and houses of worship, and other Burlingame interested parties for contact and participation in subsequent
involvement. List and documentation will be compiled and shared with staff throughout and at end of
project.
1.4 City Council Kick -Off Meeting
A study session will be held the City Council to get its general direction on the project, including the Public
Outreach/Civic Engagement Plan. Feedback will be gathered for use in refining the work plan (including
the community participation elements) and in identifying key issues for the planning process. _
1.5 Public Outreach/Civic Engagement Plan
KGA/TAIGroup will design and implement a community outreach program to generate interest and create
awareness for the planning process. The approach will be very "hands-on" with direct involvement of indi-
viduals involved in the project. VVIrile specific strategies and options will be discussed with planning depart-
ment staff at the Scoping Meeting & Project Kick -Off (Task 1.1), tentative outreach tasks would include:
a. Leaflets/announcements — The consultant team will prepare leaflets to be distributed at community
meetings, the library, and possibly through local schools (policies permitting). Leaflets will provide
background information about the planning process, meeting dates, and sources for additional
information.
b. Pos Card Ivfa'ling, —The consultant team will prepare post cads to be sent to area residents, property
owners, and area merchants. The consultant team will design the post cards, and after review by project
staff, arrange the printing and mailing.
c. Posters— KGA/MGroup will design posters to be displayed in a variety of highly visible locations in the
community. Products will include posters that can be displayed on notice boards and store windows,
possiblv with the ability to include flyers that people can take with them. Two or three project team
members (including the Project Manager) will visit downtown stores to distribute the posters, which will
provide an opportunity to meet merchants and invite them to participate in the planning.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
d. Saturday aftemoon door-to-door distribution of announcements —Like in many places, Saturday
afternoons are a time when many Burlingame residents are out in the neighborhood,chatting with
neighbors and running errands. This provides an opportunity For project team members to informally
meet members of the community and invite them to participate in the planning. Two or three project
team members (including the consultant team Project Manager) will distribute door -hanger leaflets on a
Saturday afternoon, taking the opportunity to explain the planning project to residents in the process.
e.. Neighborhood kssociation announcements — The consultant team will distribute announcements to area
neighborhood associations, community groups, and houses of worship so that the planning process may
be announced in the newsletters and websites of the groups. The Project Manager will attend up to three
regularly scheduled neighborhood association or community group meetings to make an announcement
that provides an overview of the planning process. Members in attendance will be encouraged to attend,
and invite neighbors. Ideally, members of the Planning Department would also be in attendance for the
announcement Additionally, phone calls could be made.
f. Pr�eases — Press releases and display advertisements/announcements will be prepared for the
Buringame Voice and other local newspapers and newsletters. Project team members will be available to
answer questions news staff may have.
g. Web site and+Lnks — The project team will prepare content for the Planning Deputtneut's community
plan web site, including teat, diagrams, and photographs. An easily remembered web domain name
(such as "downtownburlingameplan.net") will be registered by the consultant team and linked to the
Planning Department site. The web address will appear on all leaflets and posters. The consultant team
can design the web site in lieu of, or to supplement the Planning Department's site.
h. Community Studio — A Community Studio, open to the public, will operate for a week during the
development of plan alternatives. Ideally the Community Studio will be located in a highly visible and
accessible location, such as a downtown storefront or a mobile unit in one a city parking lot.
i "Full Circle" engaevunent — Make. certain that all participants have been acknowledged and invited
throughout the process. Each event or activity will be summarized in progress notes showing
contributions, which will be available to all participants via the project website and mailed or faced
to those without computer access. This will include a follow-up with all participants regarding final
decisions.
j. Sensitivi_—An effort will be made to identify the comfort level for various participants and groups
they, may identify with, thus allowing for alternatives to large traditional meetings, which allow for more
discussion and group consensus and ownership of the plan. This can include small -Format discussion
groups, and also allow for more convenient times such as weekends, in addition to larger -format meetings
where ideas can be brought together en masse.
All outreach materials including leaflets, posters, press releases and web pages will be presented to the
Planning Department for review prior to distribution.
1.6 Citizen Advisory Committee Meeting #1
The Consultant teen with the City Planning Department will assemble a Citizen Advisory Committee
(CAC), to meet periodically during the planning process. Committee members may include city residents,
property owners, business owners, developers, real estate brokers, transit customers, as well as members
of Citizens for a Better Burlingame, the Chamber of Commerce, the Downtown Business Improvement
District, and the petitioner group for a new Safeway store. In attendance at this meeting will also be City
staff from key departments and agencies, such as public works and engineering to answer questions the
group may have. The committee will act in an advisory capacity to City staff, consultants, mid the Planning
Commission and the City Council as the project moves forward, and act as conduits to their respective orga-
nizations. The Consultant Team and City Planning staff will share facilitation of meetings as appropriate for
the subject under discussion.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PIANNING GROUP
The first CAC meeting will focus on reviewing the Civic Engagement Plan, including goals and objectives
for involving the community in the planning process Specific issues to be addressed and resolved will be
identified.
Task 1 Deliverables
• Scoping Meeting & Pr ject Dick -off
• Base Maps
• City Cognal Kick-off Meeting
• Civic Engagement Plan
• Cititen Advisory Committee Meeting #1
Task 2: Opportunities and Constraints Analysis
2.1 Review and Analyze Existing Studies, Plans, and Documents
The consultant team will review existing studies, plans, and documents related to the downtown. This will
provide an overview of development opportunities and constraints in the study area, and provide a start-
ing point for further analysis in this phase of work, including subsequent civic engagement, property owner
interviews and the existing conditions analysis.
Kevin Gardiner &Associates (KGA) and Idetropolitan Planning Group (INiGroup) will review planning and
urban design issues. Review will include identifying precedents and consistencies with other planning initia-
tives such as the City's General Plan, South of Burlingame Charrette, El Camino Real Grand Boulevard ini-
tiative, Burlingame Avenue area Streetscape Beautification Master Plan, and Burlingame Commercial Design
Guidebook. Review will also include compilation of successful examples of similar planning initiatives else-
where both on the Peninsula and further afield.
Wilbur Smith Associates (WSA) will obtain from the Citv any recent traffic counts and data for the
Downtown study area. There is much parking data available from the past studies and updates prepared
by WSA. WSA will also collect from the City any available data on pedestrian/bicycle accidents in the
Downtown. Information on the availability and utilization of the existing transit services will also be assem-
bled. WSA will conduct PM peak hour traffic counts at up to five intersections in the Downtown counting
vehicles and pedestrians. A limited parking inventory and occupancy survey will be performed to compare
current parking conditions with those recorded over the past seven years. The existing conditions infor-
mation will be presented on appropriate tables, graphics, and map in technical paper for use by the project
team.
Saudis will review existing studies and plans provided by the City's engineering and public works depart-
ments to develop a general assessment of the constraints and opportunities of the existing downtown infra-
structure. The existing conditions information would be presented on appropriate tables, graphics, and map
in technical paper for use by the project team.
Copies of each subconsultant report will be distributed to City staff for review as they become available.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
2.2 Historic Resources Overview
The City of Burlingame will provide Carey & Co. with existing information about the downtown area,
including assessor's parcel maps, existing studies, and other documents that might contain historic resources
information, such as EIRs and past historic surveys. Carey & Co will review the existing information and, if
necessary, develop a research work program for conducting archival research at local repositories.
In particular, Carey & Co., Inc. will review the 1982 Preliminary Historic Inventory for its applicability
towards creating polices for conserving historic resources as part of the Downtown Specific Plan. For
guidance, Carey & Co. will also evaluate criteria for evaluation and related procedures used in other cities and
recommended by state and federal governments. Carey & Co. will propose Criteria for Evaluation to be used
for determining the historic significance of downtown buildings,
2.3 Inventory of Historic Resources
Through field reconnaissance work and archival research, Carey & Co. will verify the status of any previously
identified historic resources within the plan area, as well as identify potential additional historic resources in
the plan area. Carey & Co. will classify these resources according to the specified significance criteria devel-
oped in Task 1.2(a).
2.4 Draft Existing Conditions Analysis
Members of the KGA Consultant team will meet with City staff to review the findings of the planning,
urban design, circulation, infrastructure, and historic resources analyses, as well as prior market and parking
analyses. Data will be supplemented with additional site analysis-as.needed, based on input from City staff
and consultant team members.
The analysis will synthesize land use and development patterns, transportation (vehicular, transit and pedes-
trian), market issues, historic conservation issues, and public improvements for the project area. Further site
evaluation will snap those special uses, features and patterns, which have particular potential- The inventory
of existing conditions and relevant policies will identify factors that may act as current constraints to physical
development as well as opportunities for shaping land use patterns and circulation patterns within the area.
The evaluation will include, but not limited to:
• Existing and Planned Circulation (Transit, Streets, Pedestrians, Bicycles, Etc)
• Existing and Planned Land Uses and Planned Development Projects
• Economic and Allarket factors, utilizing ERA's previous economicstudies
• Optimal mixture of uses
• Existing Zoning, and whether it supports or limits particular uses
• Massing and scale of surrounding development and other structures.
• Existing Physical and Environmental Constraints of the Project Alrea
• Historic resource and conservation factors
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
• Parcel and Property Ownership Patterns
• View corridors and important vistas
• Gateways and other entry defining features
• Community perception issues of the downtown, if any
• Important elements noted by the City staff, stakeholders and community
• Potential for change and creating catalysts and influencing future development
This analysis will culminate in an Existing Conditions Analysis Report that will include a discission of
opportunities and constraints for the project area, with particular attention to how these issues may be rel-
evant to the subsequent planning process. The report will also include a series of mapping/diagrams to
graphically illustrate the opportunities and constraints. The report will be a workbook format that can be
used for subsequent civic engagement activities, with an emphasis on clear, attractive and easily understand-
able analysis that can be synthesized by a wide range of interested parties.
Copies of the Draft Existing Conditions Analysis will be distributed to staff by email at least one week prior
to the subsequent staff meeting (Task 1.6) to allow staff review and edits informed for reporting at the
meeting.
2.5 Staff Meeting
The meeting with staff will accomplish three primary objectives:
1. Review Draft Existing Conditions findingr. Tbis will in dude empbasis of land use, goals for inclusion of
particular land uses, relation to transit, relationship to other area planning initiatives, and other policies as
outlined by the City, property owners, and communithc Review of Existing Conditions will provide parameters
within which development concepts can be formed.
2. Establarh parameters for Vision phase of work: The work plan for die upcoming Vision exercises (public open
house, focus groups, CAC, charrette) will be refined based on findings of the Existing Conditions Analysis.
Content of presentations and desired goals for each exercise will be discussed.
2.6 - Final Existing Conditions Analysis
Based on comments- received at the staff meeting, any additional subconsultant additions and editing for
appearance and flow will be made to the document.
_i single sheet double -sided summary of the Existing Conditions Analysis will also be prepared for mass dis-
tribution at meetings, organizations, businesses, and other interested parties.
Task 2 Defivembles
Draft Exirkng Gm ations Aaalysi.r Report
F.xastang Conditions Awl
.ris Report and Summmy
Inventory o f Historic Resources
KEVIN GARDINER A ASSOCIATES
METROPOLITAN PLANNING GROUP
Task 3: Downtown Vision
3.1 Open House (Public Workshop #1)
The visions phase will be initiated by a public open house, which will provide an overview of the planning
process and be structured to provide open, creative input. '
The issues that we will be asking community members to consider may include:
• What types of land uses are desirable? Dow=ntown development can come in many shapes and forms,
with the underlying land uses shaping the form and character of the development.
• Where should particular uses be located? Should certain uses be focussed on one main street such as
Burlingame Avenue, or should there be a more equal distribution that also includes side streets?
• What form should downtown development take? With an area as large as the project area,
development can take a range of shapes and forms. Uses can be mixed broadly over a wide area, or
concentrated in more closely defined centers. Uses can be mixed vertically or horizontally, and can take
on a variety of development intensities.
• What sort of street should Burlingame Avenue be? What about the surrounding streets?
The nature of these will depend on the concept for the street as a whole. Is the priority to maximi>e
pedestrian movements, or minimize congestion and speed auto traffic? What about on -street parking?
• Streetscape Design. Should the existing streetscape plan be implemented or revisited? What type of
streetscape would be appropriate for Burlingame Avenue and the surrounding side streets?
• Parking. Downtown Burlingame has a number of municipal park-ing lots located throughout downtown,
representing an important and valuable resource. But how does the existing parking supply relate to
the future of downtown? What are the overall community goals that will influence parking strategies,
including zoning requirements, shared parking, parking supply, parking pricing and other demand
management strategies. Findings will draw from the thorough Wilbur Smith parking studies done
recently.
• Historic Resources. it has been nearly twenty years since the issue of historic resources has been
addressed in Burlingame. There are a number of approaches that can be taken to build on the exiting
documentation, and alternative policy approaches to conservation. Which is appropriate for downtown
Burlingame? .
The event will have a "town hall meeting" format with a presentation followed by a question/answer ses-
sion, and more informal discussion. The presentation will provide an overview of the planning process and
existing conditions and constraints, followed by an overview of opportunities that may be considerations in
tlhe vision process. The opportunities will been informed by prior meetings with City staff and interviews
with property owners. The discussion of these will be intended to provide a structure for an open exchange
of ideas and engender consideration for a range of possibilities. .after the group question/answer/com-
rnents session, City staff and consultant team members will be available for individual conversations with
community members.
3.2 Discussion Groups
The consultant team, with the assistance of City staff, will conduct sessions for up to five focussed discussion
groups; to discuss issues and ideas with specific individuals in a small -format setting. Potential groups may
include property owners, developers, community groups, business owners, and transit customers. Our
intention will be to have open exchange of ideas, with emphasis on particular issues of interest to each group.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
3.3 Economic and Market Alternatives
ERA will use its background and market analysis findings to help the planning team begin to shape some
alternative planning program options.
3.4 Citizen Advisory Committee Meeting #2
The second CAC meeting will focus on setting an agenda for the concept plans, including goals and
objectives. ER:!s Economic and Market Alternatives will be utilized as part of the discussion, with
alternative options for downtown to begin forming into plan alternatives. Specific issues to be addressed and
resolved will be identified. The committee will also consider issues to be discussed in the upcoming feedback
workshop (Task 3.4).
3.5 Community Studio — Studio on "The Avenue"
The Community Studio will open concurrently with the development of the downtown concepts. ideally.,
the Community Studio will be located in a highly visible and accessible location, such as a vacant downtown
storefront (the City Planning Department can assist in securing the space). Consultant team members will
work in the studio at regular intervals through a one-week period, with posted hours, so that community
members will be able to know when team members will be present. As the prime consultant, KGA/hiGroup
staff will be present in the Community Studio regularly. Ideally the timing would be linked to the Input
Workshop/Charrette to develop public awareness of the workshop prior, and allow wrap up and processing
after the workshop.
3.6 Input Workshop/Charrette (Public Workshop #2)
The consultant team, with assistance from City staff, will conduct an interactive input workshop to articulate
the plan vision. As opposed to the open house (Task 3.1), which had a structure more similar to a town hall
meeting, the feedback workshop will include a series of activities intended to solicit discussion and input,
such as visual preference surveys and breakout groups. It will have the structure of a Charrette, with the goal
of articulating and refining a range of issues and opportunities that can be further explored in the subsequent
plan concept alternatives.
Task 3 Deliverables
• Open House (Public Vorkphop # 1)
• Dramsrion Groups
• Economii and bfarket Alternatives
• G4CMeeting43
• Comnsnnti,Studio
• Input l7orksbap/Cbarreae (Public Worksbop #2)
Task 4: Plan Alternatives
4.1 Draft Alternative Plans (3)
Following the CAC Afeeting, the Consultant Team will prepare three concept plan alternatives, along with an
analysis of the implications for each alternative. These concepts will reflect the input gathered from the con-
cept plan exercises, including the community's goals for downtown. The concepts will demonstrate suffi-
ciently three different approaches to development in the study area. These provide a genuine set of options,
with three realistic and viable choices for future development to consider. Variations between concepts may
include:
• Land use options
• Economic development and market options
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
• Relationship of development to transit facilities
• Appropriate mix of uses
• Pedestrian, vehicle, and transit access options
• Parking options
• Open space options
• Historic conservation options
The Team will provide analysis of potential implications for each alternative. This analysis will check the
alternatives closely against the current and the long-term goals, described in the concept process. The Team
will evaluate each alternative's implementation feasibility, and will suggest implementation strategies for each.
ERr1 will prepare a fiscal model and analyze three downtown planning alternatives using the model.
WSA will participate in the study team efforts to develop and test alternative land use, circulation, and park-
ing plazas for the Downtown study area. Once the alternatives have been formulated, WSA will evaluate
each one in terms of its traffic, parking, transit, and pedestrian/bicycle components. The parking demand
model that WSA has developed for Downtown Burlingame will be useful is determining the appropriate
amounts of puking that should be provided for any new development projects in the Downtown. Where
appropriate improvements to the transportation infrastructure will be proposed and tested. The results of
this analysis and evaluation will be presented in a brief technical paper.
Sandis will evaluate each plan alternative in terms of its implications on existing infrastructure. Where
appropriate improvements to the infrastructure will be proposed and tested. The results of this analysis and
evaluation will be presented in a brief technical memorandum.
Carey & Co. will refine up to two selected historic preservation program alternatives, which may or may not
correspond to specific plan alternatives. These alternatives will incorporate procedures drawn from various
city, state and federal standards. Carey & Co. will also work with the City to establish an official list of identi-
fied historic resources widen the plan area.
4.2 Preservation Guidelines
Carey & Co. will develop a series of guidelines for the rehabilitation, restoration and preservation of historic
resources in the Plan Area based on the Secretary of the Interior's Standards for the Treatment of Historic
Properties. These guidelines -will include a description of preservation goals and policies, as well as incentives
and opportunities for the historic structures determined to be significant to the character, of the Plan Area.
These guidelines will provide the City with a model for (1) reviewing changes to buildings with historic char-
acter and (2) reviewing the design of new construction adjacent to such buildings.
4.3 Citizen Advisory Committee Meeting #3
This meeting will review the feasibility, assets and liabilities of each conceptual alternative, based on
the concept statements, policies and community goals. Qualitative comparisons will be made of the
characteristics of the alternatives, based on market, urban design, environmental, traffic and political
considerations, including.
• City and community goals for downtown and the surrounding area
• Market and financial feasibility
• Parking supply
• Circulation and transit accessibility
• Consistency with other planning initiatives
• Phasing and implementation considerations.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
4.4 Refinement of Draft Plan Alternatives
Following CAC Meeting #3, the Consultant Team will prepare detailed refinements of the Draft Plan
.alternatives, which address the key issues of land use, design, parking, and historic preservation. Economic
Research Associates and VISA will provide a detailed professional (non-technical) analysis of the economic
and parking implications of each alternative. This analysis will be a "cumulative" version of the analysis,
addressing private sector development economics, parking, and fiscal financial parameters.
KGA/MGroup will further refine the Plan Alternatives based on input from the CAC and will provide
detailed analysis of the implications as appropriate for each. Prototypes will be developed for each alternative
to illustrate the physical implications of optioaal concepts to land use, development standards, design, and
parking. Draft Design Guidelines will be developed for the alternatives during this Task, and included as a
bulleted recommendation list (not illustrated). _
4.5 Draft Alternatives Workbook
Following the CAC Meeting and refinement of the alternatives, the Team will assemble the Alternatives into
an _alternatives Workbook The report will contain drawings, maps and diagrams, as appropriate, to illustrate
the alternatives, and related detailed analyses of these .alternatives.
4.6 Final Alternatives Workbook
Following Staff Review of the Draft Alternatives Workbook, the Team will refine the alternatives and edit
the report as appropriate, to prepare the Alternatives Workbook for public distribution and comment. A
single sheet double -sided summary of the .alternatives Workbook will also be prepared for mass distribution
at meetings, organizations, businesses, and other interested parties.
Task 4 Dehmrabks
• Drafd Alternative Plans (3)
• Chuen Advisory Committee Afeetdng #3
• IlefinedAlternalive Plans (3)
• Draft Alternatives lkfovkbook
• Final Alternatives JVorkbook and Szrmmary
Phase S: Preferred Alternative: The Specific Plan
5.1 Public Workshop #3
Using the Alternatives Workbook, the three refined concept plans will be presented to the community during
an interactive workshop, similar to Public Workshop #2. The meeting will provide a range of opportunities
for engaging public discussion and input on the alternatives, provide for refinement of plan concepts. Then
based on that input, we will provide recommendations for a preferred alternative.
5.2 Planning Commission & City Council joint Study Session
A joint study session will be held with the Planning Commission & City Council to review the results of the
civic engagement process, the Plan .alternatives, and the results of the Public Workshop #3. Feedback will
be gathered for use in developing a single preferred plan, possibly using straw votes to gain clarity on key
planning and policy directions.
5.3 Draft Specific Plan — Staff Review Draft
The Consultant Team will document the feedback received in Public Workshop #3 and the Joint Planning
Commission/City Council Study Session to prepare a single, fiiial Preferred Plan. The Preferred Plan may
include a combination of elements from several Alternative Plans.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PI NTNG GROUP
Key elements of the plan will be summarized in a memorandum that can be used to initiate the environmen-
tal review (the environmental review shall be managed by stafi). The memorandum will include a descrip-
tion of elements of the preferred,plan, as well as concept diagrams such as sections and elevations, massing
diagrams, circulation diagrams, and character sketches.
KGA/IslGroup will refine the preferred plan to reflect the desired outcome based on input from staff, the
CAC and Council to create the Preferred Solution updates to the Specific Plan. Elements of the update for
each area include Development Strategy, Development Standards, Design Guidelines, and Development
Prototypes. The plan will be further refined based on the environmental review.
ERA will provide the financial strategies for Specific Plan implementation.
%VSA will work with the project team to develop the transportation element of the specific plan. For each
phase of the plan's implementation WSA will identify the required transportation infrastructure improve-
ments. These will be in the form of the traffic, parking, transit, and pedestrian/bicycle improvements than
would be associated with each phase of the implementation. '*SA will also assist in developing the required
guidelines, policies and standards for streets, pedestrian ways, bicycle facilities, and parking to support the
plan.
Saudis will work with the project team to develop the infrastructure element of the specific plan. For each
phase of the plan's implementation Sandis will identify the required infrastructure improvements. Saudis will
also coordinate with WS,', with regards to the traffic, parking, transit, and pedestrian/bicycle improvements
than will be associated with each phase of implementation.
Following City review, Carey S& Co. will develop, for inclusion in the Specific Plan, final versions of (1) the
Criteria for Evaluation, (2) the Inventory of Historic Resources, and (3) the Preservation Guidelines.
Elements of the Specific Plan will include all state -mandated statutory elements including but not limited to:
• Goals and Policies
• Land Use
• Circulation and Infrastructure
• Development Standards and Design Guidelines
• Development Framework
• Historic Preservation and Conservation
• Implementation
5.4 Citizen Advisory Committee Meeting #4
A CAC meeting will be held as the preferred plan is developed to review the various plan elements and pro-
vide timely input. There will also be discussions related to implementation of the plan.
5.5 Planning Commission Study Session
A Planning Commission study session will be held as the preferred plan is developed to review the various
plan elements and provide timely input. There will also be discussions related to implementation of the
plan.
5.6 Public Review Draft Specific Plan
Based on feedback from the CAC meeting, the Consultant Team will revise the Specific Plan draft for public
review i single sheet double -sided summary of the Specific Plan will also be prepared for mass distribution
at meetings, organizations, businesses, and other interested parties.
KEVIN GARDINER & A5SOCIATES
METROPOLITAN PUNNING GROUP
5.7 Public Workshop #4
The public review draft of the Specific Plan will be presented in a town hall meeting/open house format
similar to Public Workshop #1, with a presentation providing an overview of the recommendations and
project prioritization, followed by a question/answers session. City staff and consultant team members will
also be available for individual conversations with community members.
5.8 Planning Commission Study Session
The consultants and staff will meet with the Planning Commission for a study session to review the Public
Review Draft. A presentation will be made reviewing the key principles of the plan, focussing on the issues,
goals and strategies behind each. The actual standards, guidelines and diagrams will be the second level of
discussion. The purpose is to receive practical input as to how the Commission interprets the issues and
goals relative to how it will be able to use the plan. There will also be a summary of feedback and input from
the Public Workshop. The meeting will conclude with agreement on changes that should be made to the plan
prior to adoption.
5.9 - Revisions to the Specific Plan
The consultant will prepare draft revisions to the plan, per the suggestions of the Planning Commission.
These revisions will not be incorporated into the plan, but rather summarized and "mocked up" for ultimate
review by the City Council. This summary and mock-up will allow the time spent revising and reformatting
the guidelines to be minimized in the event the City Council is not in agreement with some of the changes.
5.10 Planning Commission Adoption
The consultants and staff will meet with the Planning Commission to gain recommendations for adoption
of the Specific Plan. 3 presentation will be made to focus on the revisions that have been made to the
document, as a response to the previous study session. The Commission then may adopt the plan, subject to
MY conditions; these conditions (if any) will be presented to the City Council for consideration.
5.11 City Council Study Session
The consultants and staff will meet with the City Council for a study session to review the Public Review
Draft and any revisions suggested by the Planning Commission. As with the earlier Planning Commission
study session, a presentation will be made reviewing the key principles of the plan, focussing on the issues,
goals and strategies behind each. The actual standards, guidelines and diagrams will be the second level of
discussion. The purpose of this session is to receive practical input, on how the Council interprets the issues
and goals, relative to how it will be able to use the plan. The Council will also be asked to provide feedback in
regard to any revisions recommended by the Planning Commission. The document will then be modified or
refined relative to the comments on this presentation.
5.12 Revisions to Specific Plan
A final set of revisions to the plan will be prepared, based on direction provided by the City Council.
5.13 City Council Adoption
The consultants and staff will meet with the City Council to receive final approval of the Specific Plan,
including any and all revisions.
5.14 Revisions/prepatation of final document
The consultants will revise the Specific Plan to reflect the direction provided by the City Council. The
revisions to be made will be agreed upon with staff prior to making the revisions. This will include a separate
meeting with staff.
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PLANNING GROUP
5.15 Wrap Up
To "wrap up" the plan and ensure participants have been involved through the entire process, there will be
a series of follow-up/wrap-up activities such as phone calls, email, fax and mail correspondence, and other
communication. There may be a final celebration event if desired.
Pbare 5 Deliverables
• PublicWorksbop #3
• Planning Commission and City Counal joint Study Session
• Draft Specht Plan - Staff Review Draft
• Community Advisory Committee Meeting #4
• Public Review Draft Specific Plan and Summary
• Pub& •d%rksbop #4
• Planning Commission Study Session &Adoption
• City Coundl Study Session &Adoption
• Final Specific Plan document
WORK PRODUCTS
I�GA uses the following PC-based programs for its work products:
• iViicrosoft Word for text -based drafts and documents
• Microsoft Excel for spreadsheets
• Adobe 1nDesign for layout of workbooks and flyers
• Adobe Photoshop and Illustrator for graphic exhibits
• AutoCAD for base maps
ICGA is flexible in its use of applications. We are accustomed to adapting our work products to the
specifications of each jurisdiction we work with, and are confident we can and can meet the needs of
Burlingame.
Each work product will be delivered in the following formats:
• 50 printed copies, including Poweipoint presentations
• 1 copy -ready master, with all graphics in black and white so that copies are readable
• High-resolution pdf, suitable for printing
• screen-tesolution PH,, suitable for posting on websites
• Text saved to Word document so that it may be cut and pasted into other documents such as staff
reports
• 10 CD-ROM's including all electronic files listed above, as well as all image and reap files
KEVIN GARDINER b A5SDGIATES
METROPOLITAN PLANNING GROUP
3. COST PROPOSAL
KGA and blGroup propose a total not -to -exceed project cost of $250,000 for the scope of work outlined in
this proposal.
Subtoteis -A8 Ph.e.
SUBTOTAL- B.SSE_P.ROJER B000E7 =='�;T --I ,��43_fQ4±;L 21,629: 3 ---
Di=tC s: /Reimbumablm S 6,61E S 1,300 1 350 S 670 3 0,633
KEVIN GARDINER & ASSOCIATES
METROPOLITAN PI NNING GROUP
Hourly Rates
Kevin Gardiner &Associates / Metropolitan Plannind Gtou
Principals
$125/hour
,Associate Planners
$100/hour
.Assistant Planners
$75/hour
Planning Tech
$50/hour
Intern
$35/hour
Economic Research Associates
William Lee $320/hout
Jade Shipman $131/hour
Wilbur Smith Associates
$180/hour
Principal
$230/hour
Project Manager
$95/hour
Transportation Planner
$80/hour
Technical Support -
$75/hour
Field Employees
$18/hour
Principal
$180/hour
,Associate Principal/
Senior Project Manager
$150/hour
Project Manager
$135/hour
Project Engineer
Level I
$85.00/hour
Level II
$95.00/hour
Level III
$110.00/hour
Design Engineer
Level I
$65.00/hour
Level II
$75.00/hour
Levet III
$85.00/hour
Computer/Engineer Technician
Level I
$55.00/hour
Level II
$70.00/hour
Levet III
$85.00/hour
Clerical
$50/hour
Carey & Company, Inc.
Principal $1S0/hour
Project Planner $100/hout
Architectural Historian $75/hour