08 Staff Report - Consent North 40 Specific PlanVIN 0
! s•GAtOS
COUNCIL AGENDA REPORT
DATE: June 9, 2009
MEETING DATE: 6/15/09
ITEM NO:
CONSENT X
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE TOWN MANAGER TO
AMEND AN AGREEMENT WITH DESIGN, COMMUNITY AND
ENVIRONMENT TO INCLUDE REVISIONS TO THE NORTH 40 SPECIFIC
PLAN AND PROVIDE FOR CONSISTENCY WITH THE GENERAL PLAN.
RECOMMENDATION:
Adopt a resolution (Attachment 1) authorizing the Town Manager to amend an agreement with
Design, Community and Environment (DC&E) to include revisions to the North 40 Specific Plan
(N40SP) and provide for consistency with the General Plan.
BACKGROUND:
On August 25, 2008, the Council held a Study Session to provide direction on how to proceed
with finalizing the N40SP in light of prospective development proposals in the North 40 area.
Specifically, the question was what process to follow:
• Complete the N40SP; and/or
• Consider specific development proposals in advance of completion of the N40SP.
The Town Council voted 5-0 directing staff to finalize the N40SP. The Council indicated the
Draft N40SP should be used as the foundation for an updated Plan. The Council also specified
that the areas of focus for the update would be the following:
• How to fund and maintain infrastructure
• Review the design standards in the Draft N40SP to address concerns that the design
guidelines and images contained in the draft do not clearly reflect the character of Los
Gatos.
B 4-.-
PREPARED BY: BUD N. LORTZ
DEPUTY TOWN MANAGER
Reviewed by: S Assistant Town Managcr Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: DC&E CONTRACT AMENDMENT
June 15, 2009
• Determine an appropriate land use mix that does not compete with the Downtown,
including limited residential development and a possible recreation component. The
evaluation of residential uses should include an analysis of potential impacts to schools.
Review the draft development standards, which currently includes a 500,000 square foot
cap on commercial mixed-use development, limits the size of any single use to a
maximum of 70,000 square feet, states the average size of retail uses and structures
should not exceed 30,000 square feet, and establishes a maximum building height of 35
feet (exceptions can granted through the Planned Development process to permit
buildings up to 45 feet).
On May 18, 2009, the Council reviewed the proposed scope of work for the completion of the
N40SP. At the meeting, Council raised questions regarding the scope of the proposal, cost of the
proposal and the use of an overlay designation for the North 40. As a result of the Council's
discussion, staff asked DC&E to revise the scope of work to identify the costs for each individual
task to give staff and the Council an opportunity to consider whether all of the proposed tasks are
necessary. Additionally, staff informed DC&E that the General Plan Committee (GPC) should
have flexibility to explore optional approaches for integrating the North 40 into the General Plan.
DISCUSSION:
Based on Council and staff direction, a revised proposal from DC&E has been prepared. The
revised scope of work is attached (Attachment 2) and would include updating the N40SP,
integrating the N40SP into the General Plan, and completing the required environmental review
as part of the General Plan Update EIR process.
DC&E has knowledge of the Town having prepared the Open Space, Parrs and Trails Inventory
and through their current work preparing the Housing Element and General Plan Update for the
Town. DC&E is able to offer joint management for incorporation of the North 40 into the
General Plan, revising the N40SP and its required environmental documentation, which allows
efficiency in production and effective coordination between the two documents.
The estimated additional cost to complete the revised scope of work for the N40SP is $93,179.
A contingency fee of $4,659 is included to fiend any unanticipated services. The base amount
plus contingencies totals $97,838. The contingency funding has been included to allow the
Town Manager to authorize limited additional costs in order to complete the project within the
proposed schedule. The revised budget includes attendance by DC&E's staff at only one
Stakeholder meeting and two GPC meetings. Attendance by DC&E for additional meetings
would cost $1,760 per meeting.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: DC&E CONTRACT AMENDMENT
June 15, 2009
Wl-icn compared to the scope of work previously reviewed by the Council on May 18, 2009, the
cost has been reduced by $53,581. This reduction was based on staffs determination that the
following tasks are not necessary:
• Optional Task for developing alternatives (Cost Savings - $39,206).
Staff determined that it is appropriate to eliminate this task because staff is confident that
clear consensus on a preferred alternative will be obtained. ff an alternatives analysis is
needed, staff will bring the issue to Council for consideration.
Community Workshop #1 and 42 (Cost Savings - $11,450)
Staff determined that it is appropriate to eliminate these two tasks because extensive
public outreach was conducted as part of the public process regarding the current draft
North 40 Specific Plan. Additionally, public involvement is encouraged and welcomed at
the Stakeholder meeting, GPC meetings in this proposed scope of work, and fixture GPC
GPAC, Planning Connnission, and Council meetings as the General Plan Update and
North 40 Specific Plan rrrove.fori-vord.
FA Stakeholder Meeting #2 (Cost Savings - $2,925)
Staff determined that it is appropriate to eliminate this task because there ivill be a
stakeholders meeting at the beginning of the process to solicit input regarding potential
modifications to the North 40 Specific Plan. Additionally, there will be inultiple
opportunities.for stakeholders as tivell as other nzember.s of the public to participate in the
discussions regarding the North 40 Specific Plan at fixture GPC meetings.
The original contract ($711,247) plus contingencies ($57,335) for DC&E to complete the
General Plan Update and EIR process was $768,582. The proposed amendment to complete the
North 40 Specific Plan and EIR process would cost an additional $93,179 plus contingencies
($4,659) for a total of $97,838. The combined total of DC&E's contract would be $804,426
($866,420 including contingencies), which includes the General Plan Update, Finalizing the
N40SP, and environmental review for the General Plan Update and North 40.
CONCLUSION:
Staff is recommending approval of the revised scope of work which includes the deletion of the
three tasks listed above for the reasons stated and Council's comments at the May 18, 2009
meeting. If'Council concurs with staffs recommendation then staff will finalize the amendment
to the agreement unless directed otherwise by Council.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: DC&E CONTRACT AMENDMENT
June 15, 2009
Staff has concluded that DC&E provides the best fit, capacity and professional expertise to
finalize the N408P Update within the established time frame. During preparation of the
Recreation Inventory, Housing Element and General Plan update, DC&E repeatedly proved their
ability to produce a quality product within challenging time constraints.
ENVIRONMENTAL ASSESSMENT:
Approval of the DC&E contract amendment is not a project as defined by CEQA. An
environmental assessment will be conducted for the update and will be presented to the Planning
Commission and Town Council with the Draft General Plan.
FISCAL IMPA
Funding for the N40SP will come from the General Plan Update Fund. Sufficient funds are
available in this account.
Attachments :
1. Resolution
2 Scope of Work
N:1DEVlCNCLRPTS120091N40DCEContractAinendment2.doe
RESOLUTION
RESOLUTION AUTHORIZING THE TOWN MANAGER TO AMEND AN
AGREEMENT WITH DESIGN, COMMUNITY AND ENVIRONMENT TO INCLUDE
REVISIONS TO THE NORTH 40 SPECIFIC PLAN AND PROVIDE FOR
CONSISTENCY WITH THE GENERAL PLAN
WHEREAS, the Town of Los Gatos desires to complete the North 40 Specific Plan and
provide consistency with the General Plan; and
WHEREAS, Design, Community and Environment is the most qualified firm to prepare
revisions to the North 40 Specific Plan and provide for consistency with the General Plan
because of their extensive experience preparing Specific Plans and General Plans for
jurisdictions throughout California; and
WHEREAS, David Early, Design, Cormmiulity and Environment's Principal-in-Charge
for this project, has extensive applicable experience preparing Specific Plans and General Plan
Updates for jurisdictions throughout California.
WHEREAS, Design, Community and Environment, is currently preparing the Town's
General Plan Update.
RESOLVED, by the Town Council that the Town Manager is authorized to execute an
amendment to an agreement with Design, Community and Environment for preparation of the
General Plan Update and revisions to the North 40 Specific Plan to increase total compensation
to an amount not to exceed $804,426 plus contingencies for a total of $866,420.
ATTACHMENT 1
PASSED AND ADOPTED at a regular meeting of the Town Council held on the
day of June, 2009, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
Isl Mike Wasserman
MAYOR OF TIIE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
Isl Jackie Rose
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:1DEVIRESOS\DCENo[-t1740AiTielldinent22.doc
2
D E S I G N , C O M M U N I T Y & E N V I R O N M E N T
June 11, 2009
1625 SHATTUCK AVENUE
Bud Lortz, Deputy Town Manager
Town of Los Gatos
SUITE 300
1110 East Main Street
BERKELEY, CA 94709
Los Gatos, CA 95031
TEL: 510 848 3815
FAX: 5 1 0 848 43 1 5 Re: North Forty Specific Plan Update
www.dceplanning.com Dear Bud:
Please accept this proposed scope of work and cost estimate to incorporate a planning
process for the North Forty area into the Town of Los Gatos General Plan Update as a
separate but parallel effort. This planning process will build on the existing 1999 Public
Review Draft North Forty Specific Plan, which has never been adopted, and will focus on
integrating land use, urban design, and circulation concepts for the North Forty area into the
overall General Plan.
North Forty Specific Plan Area Background
The North Forty area is generally located west of Los Gatos Boulevard, east of Highway 17,
north of Lark Avenue and south of f lighway 85. The area consists of approximately 94
acres, which is predominantly in agricultural use. The existing vision statement for the Plan
Area calls for a mix of commercial uses, allowing retail commercial, office, entertainment,
restaurants, lodging, and public and civic uses, targeting primarily town residents. The
Specific Plan's objective is for the proposed uses to complement, not directly compete with,
the town's downtown. The Specific Plan states that Level of Service (LOS) D is the
minimum LOS acceptable on roadways and intersections surrounding the Plan Area. The
area is envisioned to have a unique, pedestrian-oriented "sense of place."
The planning concept for the North Forty area shown in the existing Draft Specific Plan
accommodates approximately 500,000 square feel of commercial mixed-use development,
with the majority as destination retail. Neighborhood (convenience) retail is limited to
100,000 square feet of the total. Office use, excluding medical-related offices and use, is
also limited to 100,000 square feet of -the total. These development parameters will be
confirmed and refined as necessary through the scope of work below.
Approaches for Inclusion in the General Plan Update
DC&F is aware that the Town Council would like to ensure that the North Forty area is
seamlessly incorporated into the General Plan Update process. To achieve this, the Town
Council will work with the Planning Commission and Genera' Plan Comm}ltee (GPC) to
identify the appropriate minor revisions that will be made to the North Forty Specific Plan.
Because the North Forty area will be a part of the General Plan Land Use Element, buildout
allowed under the updated Specific Plan will be analyzed as part of the General Plan FIR.
As a result, there will be no need for a separate CFQA review process in this effort.
OfFices in Berkeley and Veotu+o
ATTACEMNT 2
page 2
At the direction of Town Council, DC&E will work with the GPC to determine the best
approach to include the North Forty area in the General Plan. There are different
approaches to include the North Forty in the General Plan, which will be explored with the
GPC, Regardless of the approach taken. DC&E will include the basic parameters for
development on the site in the updated Land Use Element. These basic parameters will be
fully supported by the more detailed Specific Plan.
Proposed Scope of Work
The following scope of work outlines the tasks DC&E would add to our existing scope of
work for the General Plan Update and FIR to incorporate the North Forty area into the
General Plan and update the 1999 North Forty Specific Plan.
Tasl<A. Understand Existing Conditions
DC&E staff will conduct a site visit of the North Forty area to document existing conditions
through maps and photographs. During this visit, we will also meet with Town staff to
review the existing 1999 Specific Plan, discuss the history of the site, and understand current
views on the future of the area.
The labor cost of this task is $ 3,400
Task B. Refine Specific Plan Concepts
DC&E will review and refine the concepts in the 1999 Draft Specific Plan with the property
owners, community members, and the General Plan Committee.
I. Stakeholder Meeting
First, DC&E will meet with key property owners whose participation in the North Forty
planning process is particularly important to discuss what changes, if any, are needed to the
concepts in the 1999 North Forty Specific Plan. This meeting may be attended by as many
as 10 individual stakeholders. We assume that Town staff will assist with identifying
appropriate stakeholders to interview and obtaining contact information.
The labor cost of this sub-task is $ 2,925
2. Develop Specific Plan Concepts
With direction from Town staff, DC&E will create the concept material that will be utilized
during the GPC Meeting It 1. Preliminarily, we expect that this will include an exploration of
issues such as:
♦ Development capacity of the Plan Area
♦ Inclusion of a recreational component in the Plan Area
i Revising land use distribution to locate smaller buildings along the Los Gatos Boulevard
frontage, and office and lodging uses away fi-om Los Gatos Boulevard
♦ Potential for pedestrian orientation and linkages
♦ Potential housing options for the site (housing is currently not allowed)
The labor cost of this sub-task is $ 5,980
Offices in 8erke!cy and VerniurQ
page 3
3. General Plan Committee Meeting #1
The Town Council has directed the GPC to discuss the North Forty area and determine
whether changes should be made to the 1999 Draft Specific Plan. DC&E will attend one
GPC meeting to report the feedback received at the stakeholder meeting, and participate in
an interactive group exercise.
The GPC may also offer guidance on more technical Specific Plan issues, such as ad}usting
requirements for projects on parcels of 40,000 square feet and larger, which currently
require approval of a zone change to Planned Development
The labor cost of this sub-tosk fs $ 1,760
4. Town Staff Input
To supplement the input received fi-om stakeholders, the public, and the GPC, DC&F will
work with Town staff to review and receive direction for revisions to the following Specific
Plan Components:
♦ 1 ocafion of gateway features and nodes
0 Design of frontage access drive, currently envisioned adjacent and parallel to Los Gatos
Boulevard
The iabor cost of this sub-task is $ f, 280
5. Revise Specific Plan
Based on the four sources of input described above, DC&F will revise the following sections
of the Specific Plan as needed to reflect the updated vision for the Plan Area:
♦ Goals and Policies (Chapter 2 Section C)
♦ Planning Concepts (Chapter 2 Section D), including:
• Fxhibit 2-1 Master Concept Development Plan
• Exhibit 2-2 Urban Design Concept Plan
♦ Site Planning Guidelines (Chapter 3 Section D), Including:
• Fxhibit 3-1 Main Access Road Setback
• Exhibit 3-2 Secondary Access Road Setback
• Fxhibit 3-3 Building Setbacks
• Fxhibit 3-4 Frontage Road Building Setbacks
• Exhibit 3-5 Orchard-style Planting Design
The labor cost of this sub-task is $ 7,4! 0
Task C. Create Photosimulations
DC&F will create a total of four photos im ulatio ns of views from Highway 17, looking over
the North forty area towards the trills. We will show what future development would look
like from two different locations, with development at two different heights (two stories
and three stories). The photosimulations will portray building height and massing, showing
potential building envelopes and not architectural details of the buildings.
The labor cost or this Losk is $ 8,420
Offices in Berkeiey and Ventura
page 4
Task D. Update Infrastructure Information
DC&F will update the information related to existing infrastructure capacity, future capacity,
any plans for infrastructure expansion and funding opportunities. DC&F will also update the
figures to show the new connections that have been made in the North Forty area. This
Includes the Infrastructure Concept Plan (Chapter 2 Section G) and the following:
♦ Exhibit 2-10 Existing Water lines
♦ Exhibit 2-11 Existing Sewer Mains
♦ Exhibit 2-12 Existing Storm Drainage
The labor cost or this task is $ 1,585
Task E. Reformat Specific Plan
DC&F will reformat the entire Specific Plan for an up to-date look. DC&F will submit an
Administrative Draft Specific Plan for Town staff to review. Based on staff comments,
DC&F will produce a Draft Specific Plan for GPC and public review.
1. Text
This scope assumes that DC&E will create an editable Word version of the 1999 Draft
Specific Plan.
The lobar cost o f this sub-task is $ 3,425
2. Graphics
As described above, DC&F will re-create all of the graphics in the 1999 Draft Specific Plan,
revising the content and format to be consistent with the updated concepts. In addiLEon,
DC&E will update the photos in the current Specific Plan document with similar, full-color
photos.
The labor cost of this sub-task is $ 5,965
3. Development Standards and Design Guidelines
DC&F will coordinate with the architect contracted separately by the Town and
incorporate the text and photographs submitted by the architect in the Building Design
section (Chapter 3 Section F, pages 3-?_0 through 3-30). We assume that the Town-
contracted architect will provide DC&E with text in Word and graphics in Adobe InDesign
or another editable format for easy incorporation into the document.
The labor cost of this sub-task is $ 18,030
Task F. Create North Forty Regulatory Program
Based on the land use change approach agreed upon by the GPC and Town, DC&E will
create a North Forty regulatory program that will be incorporated into the updated
General Plan as deemed appropriate by the GPC and Town. The regulatory program will
require that all parcels in the North Forty be developed in a cohesive manner that is
consistent with the goals of the updated General Plan and with the outcomes of the North
Forty planning process. It will establish the appropriate mix and type of uses in the area,
Offices in Rerkerey and Ventorn
page 5
maximum permissible densities, and maximum buildout for each land use type in either
number of dwelling units or square feet of non-residential space.
Because the North Forty regulatory program will be a part of the General Plan Land Use
Flement, buildout allowed under the North Forty regulatory program will be analyzed, along
with buildout allowed under all other General Plan designations and policies, in the General
Plan HR.
hhe final provisions of the North Forty regulatory program will be reviewed by the public
and elected officials as part of the Draft General Plan and will be adopted by the Town
Council as parrt of the final General Plan adoption.
The lobor cost of this task is $ 5,630
Task G. Present the Updated Specific Plan
DC&F will present the updated North Forty Specific Plan and corresponding North Forty
regulatory program to property owners, community members, and the General Plan
Committee.
1. Develop Updated Specific Plan
DC&F will prepare all materials needed for the presentation of the updated Specific Plan to
the GPC. Preliminarily, we expect this to include: large format posters and display boards,
creation of a formal presentation, development of an interactive exercise, and all associated
materials,
The labor cost of this sub-task is $ 5,640
2, General Plan Committee Meeting#2
DC&F will attend one GPC meeting to review the Draft Specific Plan and ask the GPC to
give direction on what revisions are needed, if any. We will not revise the Draft Specific
Plan prior to this GPC ❑ieeting.
The labor cost of this sub-task is $ 1,160
Task H. Final Revisions
Based on direction from GPC Meeting #2 and Town staff, DC&F will make any needed
revisions and produce a Final Specific Plan for Town Council approval. This scope of work
does not include DC&F attendance at any special Specific Plan adoption hearings since we
assume that adoption will occur with the Geneml Plan.
The fobor cost of this task is $ 15,240
Deliverables
DC&E will deliver the following products to Town staff:
♦ Agenda, handouts, maps and other materials for the stakeholder meeting and two GPC
meetings (electronic format)
♦ Summary notes from the stakeholder meeting, two GPC meetings (electronic format)
Offices in Berkeley and VL'nfura
page 6
t Administrative Draft Specific Plan, including photosimulations, for internal review
(electronic.pdf)
♦ Administrative Draft North Forty regulatory program text for internal review
(electronic pcl )
♦ Draft Specific Plan, including revised photosimulations, for GPC review (15 hard copies)
♦ Final Specific Plan for Council adoption (25 hard copies)
The public review draft North Forty regulatory program will be included in the public
review draft General Plan.
Schedule
Upon approval of the this scope of work, DC&F will work with Town staff to create a
schedule that works seamlessly with the ongoing General Plan and Housing Flernent update
schedules. In developing the schedule, DC&F will ensure that we will submit an
administrative draft conceptual land use and circulation diagram no later than September
2009 so that it can be reviewed by Town staff and incorporated into the General Plan FIR
project dewription, due in October 2009,
As noted above, the North Forty regulatory program will be inLegrated into the
Administrative Draft General Plan, due to the Town in December 2009, and Public Review
Draft General Plans, due in March 2010.
Cost Estimate
As detailed in Table I, DC&E can complete the scope of work descrihed in this proposal,
plus expenses, for $93,179.
The proposed budget includes preparation of materials and aLteridance by David Early and
DC&E's Project Manager at community workshops and presentations to Town Council.
Joanna Jansen and DC&E's Project Manager will attend 0 other meetings, and are available
for additional meetings for $1,760 per meeting.
Please don't hesitate to contact me if you have any questions about this proposal. DC&F
enjoys working with the Town on the General Plan Update and Housing Element and is
very excited about expanding that work to encompass the North Forty planning effort.
Sincerely,
DFSIGN. COMMUNITY & FNVIRONMFNT. INC.
David Early
Founding Principal
Offices in Berkeley and Ventura
Table I
Design, Ce- dty & Envlruamern
North Forty Specific Plan Update and General Plan Inclusion
Cost Estimate
Labor
Founding
Assacintr.
Associatef
Project
Urban
Graphics
Cost Per
Hours per Task
Principal
Principal
Project Manager
Planner
Graphics! WP
Designer
Tech
Task
A. Existing Conditions
2
2
8
8
-
8
-
3,400
B. Refine Specific Plan Concepts
9
23
41
48
-
38
-
19,855
8.1 Stakeholder Meeting
1
6
6
8
2,925
8-2 Devefop Specific Plan Concepts
2
4
12
16
18
5,980
8.3 General Plan Committee Meeting 41
-
S
5
2
-
-
-
1,760
114 Town Stofffnput
2
2
2
2
-
-
-
1.280
8.5 Revise Specific Plan
4
6
16
20
20
-
7,910
C. Create Photosimulations
1
1
4
-
-
88
-
8,420
D. Update Infrastructure Information
1
2
6
-
6
-
1,585
E. Reformat Specific Plan
2
8
40
68
18
74
64
27,420
F-1 Text
-
1
2
12
8
8
4
3,425
E2 Graphics
1
10
6
26
20
5,965
E3 Develapment Standards and Design Guidelines
2
6
28
50
10
40
40
18,030
F. North Forty Regulatory Program
2
4
12
24
-
4
-
5,630
G. Present Updated Specific Plan
2
11
17
26
-
-
-
7,400
G.I Develop Updated Specific Plan Materiols
2
6
12
24
5,640
G.2 General Men Committee Meeting #2
5
5
2
-
-
-
1,760
H. Final Revisions
4
12
32
40
8
24
12
15,24D
Total Hours
22
62
156
220
26
242
76
Billing Rau
$225
$175
$135
$105
$90
$65
$80
Labor Cost
$4,950
$10,850
$21,060
$23,100
$2,340
$20,570
$6,080
Total Firm Labor Cost
$88,950
EXPENSES
Mileage (@ $0.55 per mile)
250
Reprographics and Mapping
600
Specific Plan Printing
1,500
Deliveries
WO
OOice Expenses (Phone, Fax, Copies, otc)
1,779
Total Expenses 4,229
TOTAL DC&E $93,179
Contingency F-ce $4,659
6o tnoae