Administrative
Report
H.5., File # 22-4959 Meeting Date: 11/1/2022
To: MAYOR AND CITY COUNCIL
From: GREG KAPOVICH, WATERFRONT & ECONOMIC DEVELOPMENT DIRECTOR TITLE
APPROVE THE SECOND AMENDMENT TO THE AGREEMENT WITH SWA GROUP FOR THE
PREPARATION OF A PUBLIC AMENITIES PLAN FOR KING HARBOR TO INCREASE THE AGREEMENT’S NOT-TO-EXCEED TOTAL FROM $242,872 TO $272,872
EXECUTIVE SUMMARY
On January 12, 2021, the Redondo Beach City Council directed staff to initiate the process of drafting a Request for Proposals (RFP) for a qualified consultant to prepare a public amenities plan (the Plan) for King Harbor. An RFP was prepared and reviewed by the City’s Harbor Commission and on March 16, 2021 was subsequently authorized for issuance by the City Council. Based on a review of the written proposals and an oral interview by the selection committee, SWA Group (SWA) was unanimously selected as the preferred consultant team to prepare the plan for King Harbor.
On August 17, 2021, the City Council approved a one-year Consultant Agreement with SWA for a not -to-exceed total value of $242,872 for the preparation of the Plan. Funding for this contract was approved by the City Council as part of the FY 2021-22 Budget. The Consultant Agreement was set to expire on August 16, 2022. SWA started its community outreach efforts in October 2021 with two pop-ups followed by two community meetings in December 2021 and March 2022. Due to significant community feedback, it was determined that a third community survey and community meeting was warranted, resulting in a need to extend the original expiration date beyond August 16, 2021. On June 21, 2022, the City Council approved the First Amendment to the Agreement to extend the term from August 16, 2022 to December 31, 2022 to accommodate the additional time needed.
On October 18, 2022, the City Council approved the Public Amenities Plan prior to the extended expiration date of December 31, 2022. However, a second amendment is needed to clarify and memorialize an additional $30,000, which was originally slated for reimbursable expenses to cover costs associated with printing, renderings, public outreach materials, etc. This $30,000 was always anticipated for estimated reimbursables as outlined in SWA’s original cost analysis but the amount did not get calculated into the contract’s original not-to-exceed amount of $242,872.
This proposed Second Amendment will officially add the $30,000 to the SWA Agreement, as originally intended, for a revised not-to-exceed amount of $272,872. The $30,000 of additional funds for reimbursables, which are split between the Tidelands and Uplands Fund, were already included in the Waterfront and Economic Development FY 2021-22 Operating Budget and will be carried over to the FY 2022-23 budget. City Council approval is needed to formally increase the contract’s not to
H.5., File # 22-4959 Meeting Date: 11/1/2022
exceed amount so the invoices for SWA reimbursables can be processed for payment.
BACKGROUND
On October 18, 2021 SWA began the King Harbor Public Amenities Plan process by holding the first working group meeting that was comprised of approximately eleven community members, SWA and City staff. SWA began its in-person community outreach efforts in early December 2021 with popups held at the Veteran’s Park Farmer’s Market and the Redondo Beach Pier on the day of the annual holiday concert. The first virtual community meeting was held on December 15, 2021 and focused on obtaining community feedback on the existing harbor amenities through an interactive survey. Based on this feedback, SWA presented sketch drawings of the various public amenities at the February 7, 2022 working group meeting.
The second round of community events began with the February 20, 2022 pop-up at Riviera Village Farmer’s Market followed by the Perry Park pop-up on February 26, 2022. The second community meeting was held on March 7, 2022, in which SWA provided an overview of the key takeaways and priorities that were received from the first outreach meeting through sketches and imagery.
Based on the volume of participation by Redondo Beach stakeholders throughout the community outreach phase of the process, City staff and SWA established a follow up survey to further refine the understanding of the desired public amenities offered within the waterfront. On May 31, 2022, City staff and SWA conducted a third community meeting to report back the results of the third survey, analyze repeat comments heard throughout the entire community outreach process, consider some potential broad recommendations, and provide another opportunity to listen to stakeholders.
Approximately 800 stakeholders participated in the additional survey with another 200 taking part in the community workshop. The extra community outreach added approximately 45 days to the plan development process. On September 12, 2022 SWA presented the draft plan to the Harbor Commission, which was recommended for approval, subject to changes and forwarded to City Council for consideration. On October 18, 2022 the draft plan was approved by City Council.
City Council already approved the First Amendment to the Agreement to extend the contract term from August 16, 2022 to December 31, 2022 to accommodate the additional time needed to gather the expanded community input, as well as the additional public hearings in excess of the two previously scheduled for the Harbor Commission and City Council. It should be noted that SWA did not increase the original contract amount for the extended period of community outreach.
As mentioned, the proposed Second Amendment will add $30,000 to the SWA Agreement and increase the not-to-exceed amount to $272,872. In the Cost Analysis section of the original SWA RFP submittal, the contract amount was comprised of Fee Proposal by Task ($242,872) and Estimated Reimbursables ($30,000), as shown below:
H.5., File # 22-4959 Meeting Date: 11/1/2022
Since the original contract not to exceed amount did not include the $30,000 in reimbursables, the proposed Second Amendment will add these funds to the contract to reflect the correct amount of $272,872. These additional funds were already included in the Waterfront and Economic Development Operating Budget. To date, SWA has billed the City approximately $15,300 for reimbursables that include printing, outreach materials and renderings. Staff is recommending the City Council approve the proposed Second Amendment to increase the contract amount to $272,872, as originally intended.
COORDINATION
The Waterfront and Economic Development Department worked with the City Attorney’s Office to prepare the Agreement.
H.5., File # 22-4959 Meeting Date: 11/1/2022
FISCAL IMPACT
The proposed Second Amendment has no fiscal impact as the $30,000 of reimbursable expenses were anticipated as part of the original contract and funding for them was included in the Waterfront and Economic Development Department’s Operating Budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Second Amendment for Consulting Services Between the City of Redondo Beach and SWA Group
· Agmt - First Amendment for Consulting Services Between the City of Redondo Beach and SWA Group, June 21, 2022
· Agmt - Agreement for Consulting Services Between the City of Redondo Beach and SWA Group, August 17, 2021