HomeMy WebLinkAbout2021-01-19; City Council; Resolution 2021-023RESOLUTION NO. 2021-023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AN AGREEMENT FOR PROFESSIONAL
CONSULTING SERVICES WITH RRM DESIGN GROUP TO ASSIST IN THE
PREPARATION OF OBJECTIVE DESIGN STANDARDS AND PROCEDURES TO
STREAMLINE THE PERMITTING PROCESS FOR MULTIFAMILY HOUSING AND
MIXED-USE DEVELOPMENT PROJECTS AND DIRECTING STAFF TO SUBMIT TO
THE CALIFORNIA HOUSING AND COMMUNITY DEVELOPMENT
DEPARTMENT A REQUEST TO REVISE THE SENATE BILL 2 SCOPE OF WORK
AND PROJECT SCHEDULE
CASE NAME: OBJECTIVE DESIGN STANDARDS AND STREAMLINED
PERMITTING PROCESS FOR MULTIFAMILY HOUSING
CASE NO.: ZCA 2020-0003/LCPA 2020-0007/AMEND 2020-0003 (PUB
2020-0004)
WHEREAS, the City Council on Aug. 20, 2019, authorized application for, and receipt of, SB2
Planning Grants Program Funds from the State of California to expedite the processing of projects and
accelerate housing production; and
WHEREAS, the City of Carlsbad was awarded a SB2 grant in the amount of $310,000, of which
$125,000 was awarded to assist the city with its Housing Element update and $185,000 was awarded
to assist the city with the preparation of objective design standards and a streamlined permitting
process for multifamily housing and mixed-use development projects.
WHEREAS, staff issued a request for proposals in compliance with Carlsbad Municipal Code
sections 3.28.060.A to obtain professional services to prepare objective design standards and
procedures to streamline the permitting process for multifamily housing and mixed-use development
projects; and
WHEREAS, after review of the two proposals submitted in response to the request for
proposals, staff recommended RRM Design Group as the most qualified consultant for the project; and
WHEREAS, on July 1, 2020, the State of California approved an extension to the SB2 grant,
allowing jurisdictions additional time to enumerate and expend the awarded grant funds.
WHEREAS, city staff and RRM Design Group negotiated a scope of work and schedule with an
associated fee for an amount not to exceed $185,000 for Tasks 1 through 4, which is to be funded by
the SB2 grant; and
Jan. 19, 2021 Item #6 Page 24 of 250
WHEREAS, as directed by City Council, city staff will submit a request to update the SB2 grant
scope of work and project schedule to the California Housing and Community Development
Department for review and approval; and
WHEREAS, the consultant costs to complete Tasks 1 through 4 of the scope of work will be paid
by the City of Carlsbad and the city will be reimbursed by the SB2 grant; and
WHEREAS, the proposed professional services agreement with RRM Design Group, including
the scope of work, fee, and schedule, is provided as Attachment A.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Manager is hereby authorized and directed to execute the professional
services agreement with RRM Design Group (Attachment A), to assist in the preparation
of objective design standards and procedures to streamline the permitting process for
multifamily housing and mixed-use development projects outside of the Village and
Barrio Master Plan area.
3.That the Deputy City Manager, Administrative Services is hereby authorized to
appropriate $185,000 from the City Council's General Fund contingency account to the
Community Development Department operating budget to pay consultant costs
associated with Tasks 1 through 4 of the project scope of work.
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Jan. 19, 2021 Item #6 Page 25 of 250
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 19th day of January 2021, by the following vote, to wit:
AYES: Blackburn, Acosta, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: Hall.
MATT HALL, Mayor
JVC-41(YiDe.Avia r") tpr
BARBARA ENGLESON, City Clerk
(SEAL)
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Jan. 19, 2021 Item #6 Page 26 of 250
AGREEMENT FOR PROFESSIONAL PLANNING SERVICES RRM DESIGN GROUP
THIS AGREEMENT is made and entered into as of the ______________ day of _________________________, 2021, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and RRM DESIGN GROUP, a California corporation, ("Contractor").
RECITALS
A.City requires the professional services of a planning consultant that is
experienced in developing objective design review standards and expedited permitting
programs.
B.Contractor has the necessary experience in providing professional services and
advice related to objective design review standards and expedited permitting programs.
C.Contractor has submitted a proposal to City and has affirmed its willingness andability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1.SCOPE OF WORKCity retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference inaccordance with this Agreement’s terms and conditions.
2.STANDARD OF PERFORMANCEWhile performing the Services, Contractor will exercise the reasonable professional care and skillcustomarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment whileexercising its professional skill and expertise.
3.TERMThe term of this Agreement will be effective for a period of two (2) years from the date first abovewritten. The City Manager may amend the Agreement to extend it for one (1) additional one (1)year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor'sperformance, City needs, and appropriation of funds by the City Council. The parties will preparea written amendment indicating the effective date and length of the extended Agreement.
4.TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5.COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will beone hundred eighty five thousand dollars ($185,000). No other compensation for the Services willbe allowed except for items covered by subsequent amendments to this Agreement. The City
reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/orServices specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
ATTACHMENT A
Jan. 19, 2021 Item #6 Page 27 of 250
6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement. 10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
Jan. 19, 2021 Item #6 Page 28 of 250
in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement.
Jan. 19, 2021 Item #6 Page 29 of 250
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records.
14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Shelley Glennon Name Jami Williams
Title Associate Planner Title Principal
Department Com Dev Dept. Address 32332 Camino Capistrano, Suite 205
City of Carlsbad San Juan Capistrano, CA 92675
Address 1635 Faraday Avenue Phone No. 805-801-3743
Carlsbad, CA 92008 Email jawilliams@rrmdesign.com
Phone No. 760-602-4605
Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories.
Yes No 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment. 19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
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performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement.
RRM DESIGN GROUP, a California corporation CITY OF CARLSBAD, a municipal corporation of the State of California
By: By:
(sign here) SCOTT CHADWICK City Manager
(print name/title)
ATTEST:
By:
(sign here) Tamara R. McMinn for BARBARA ENGLESON City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM: CELIA A. BREWER, City Attorney
BY: _____________________________ Assistant City Attorney
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The overarching goal of this work effort is to develop objective design review standards and an
expedited permitting program that will facilitate and streamline development of housing in the
City of Carlsbad. The State of California has adopted recent legislation to address the State-wide
housing shortage and now requires a streamlined and ministerial process for specific residential
developments (multi-family, including mixed-use). Objective development/design standards are
required by the Housing Accountability Act, Senate Bill 35 Streamlining, and the Housing Crisis
Act (Senate Bill 330). These laws require projects to be reviewed against established objective
standards rather than through a city’s traditional discretionary entitlement process. Objective
standards are those that involve no personal or subjective judgment by a public official and are
uniformly verifiable by reference to an external and uniform benchmark.
Currently, Carlsbad relies on codified standards in combination with design guidelines and a
discretionary review processes when considering a multi-family and mixed-use development
projects. The proposed work effort will result in objective design standards and a streamlined
permit process, which are consistent with state law, for multi-family and mixed-use projects
citywide, excluding the Village and Barrio Master Plan area.
The nature of the project is a technical exercise focused on identifying the subjectivity in the
current development review process and replacing that subjectivity with objective
requirements. The project is not intended to revise existing development standards (e.g., the
intent is not to change existing building height or setback standards).
We have crafted the proposed work plan based on our knowledge of the project context and
professional experience. However, we are prepared to adjust the work plan as necessary to
best satisfy City objectives, budget, and timeframes.
Task 1: Create Objective Design Standards
Kickoff Meeting
Following the initial review of existing data, the project team will meet with City staff to
establish a mutual understanding of the key issues, discuss the scope of work, expectations,
and layout significant project milestones, meeting times, and deliverable targets. A virtual City
tour to gain additional insight related to community character and recent development projects
may also be incorporated into this task.
Data Gathering/Document Research and Review
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As a first step in the process, RRM will collect and review data that is relevant to the
development of: Objective Design Standards; an Expedited Permit Review/Processing Program;
and Educational Materials. Data collection will include review of the following:
•Carlsbad General Plan
•Carlsbad Municipal Code,
•Master Plans and Specific Plans, including (note: Village and Barrio Master Plan is not
included):
o Aviara Master Plan
o Bressi Ranch Master Plan
o Calavera Hills Master Plan
o Carrillo Ranch Master Plan
o Green Valley Master Plan
o La Costa Downs Specific Plan
o North County Plaza Specific Plan
o Poinsettia Properties Specific Plan
o Poinsettia Shores Master Plan
o Ponto Beachfront Village Vision Plan
o Quarry Creek Master Plan
o Robertson Ranch Master Plan
o Sunny Creek Specific Plan
o Villages of La Costa Master Plan
o Zone 20 Specific Plan
•City Council and Planning Division policies related to residential design
•Previous development applications, and other planning efforts that have a bearing on
future multi-family and mixed-use development.
City Staff Deliverable:
Staff will provide RRM relevant documents including: staffs current zoning “fix-it” list; a brief
summary of the current discretionary review process; and a summary of recent Planning
Commission approvals of multi-family and mixed-use projects along with any associated
subjective, discretionary changes made to the design of the projects. This information will
provide an opportunity for RRM to develop a thorough understanding of the City of Carlsbad’s
specific issues and opportunities associated with streamlining future multi-family and mixed-use
development and ensuring context sensitive, objective design standards.
Conduct Consistency Analysis and Prepare Issue Identification Summary Matrix
RRM will develop a matrix summarizing necessary revisions to existing City plans, guidelines,
and standards. The matrix will identify revisions or amendments (graphics, figures, tables,
charts, definitions) needed for existing City documents or plans to ensure consistency regarding
the design standards. Findings will be summarized with recommendations for proposed
objective design standards language. This will provide an opportunity to discuss the desired
approach and modified language prior to developing the Administrative Draft document.
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Administrative Draft Objective Design Standards
RRM will prepare a comprehensive Administrative Draft of the Objective Design Standards. The
standards will provide direction on design elements for multifamily housing and mixed-use
projects, such as site planning, building massing and elements, building frontages, entrances,
exterior materials, landscaping, utilitarian/mechanical elements of building design, etc. They
will be clearly written and tailored with the ultimate users in mind. Design professionals, City
staff, and decision-makers will all use this document in the creation and review of project
submittals. The intention is to create an easy-to-use and easy-to-administer document and
eliminate redundancy and unnecessary regulations otherwise covered by existing documents.
The document will be graphically oriented with images and exhibits representing a suggested
design topic or standard. Many of the images will contain text callouts helping to illustrate the
design intent.
Screencheck Draft Design Standards
Following the receipt of a single set of redlined comments from staff, RRM will produce the
Screencheck Draft document. At this point, all staff comments will have been integrated and
this draft will provide an opportunity for final review and comment prior to releasing the public
review draft.
Public Draft Design Standards
RRM will update the screencheck draft with final edits and produce a Public Review Draft of the
Design Standards. A companion document will be included to identify revisions needed for
other existing City documents. This draft will be distributed to Planning Commission and City
Council prior to hearings.
Final Objective Design Standards
Following the receipt of comments from City staff on the draft Objective Design Standards
documents, RRM will produce the Final Admin Review document. This document will provide
an opportunity for final review and comment prior to releasing the Final Public document.
Project Management
Work performed within this task will be associated with necessary coordination between RRM
and City staff throughout the process. This will include information teleconferences,
correspondence, status updates, record keeping, project coordination, electronic file
management, and all other coordination during the project. In addition, bi-weekly check-in
conference calls (~30 minutes) with the Project Manager will be provided within this task.
DELIVERABLES
•Prepare for and attend one (1) kickoff meeting
•One (1) summary matrix of proposed amendments to existing City documents
•One (1) conference call with City to discuss findings of matrix
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•RRM will provide a PDF of the Administrative Draft document for staff review
•RRM will provide a PDF of the Screencheck Draft document for staff review
•RRM will provide a PDF of the Public Draft document for staff use and public review
•One (1) Final PDF Public Objective Design Standards document
•Ongoing project coordination and management. Assumes approximately six (6) hours
per month for 36 months including one (1) 30-minute check-in conference call with the
City up to two (2) times a month (not all calls may be necessary)
Task 2: Identify Necessary Amendments to City Documents
Zone Code Amendments Coordination
RRM will work with City staff to ensure that necessary code amendments are identified to
integrate the objective design standards into the City’s Zoning Ordinance coordinated with the
City consultant. This task will include reviewing and integrating relevant issues identified in
staffs current “fix-it list” and coordination with concurrent efforts to prepare a comprehensive
Zoning Ordinance update. Review of City plans, guidelines and standards will be performed as
part of Task 1: Create Objective Design Standards. Potential conflicts with new state legislation
related to project streamlining will also be examined.
CEQA Compliance
RRM is well qualified to prepare CEQA compliance analysis for the project. However, as the
scale of the project and scope have yet to be determined, a cost estimate at this time would be
speculative. We would be happy to provide a cost estimate based on further discussion with
staff and delineation of work effort. As part of this task, RRM will prepare recommendations for
the appropriate CEQA determination (e.g., Negative Declaration) and provide a cost estimate to
complete the CEQA analysis.
DELIVERABLES
•Up to 24 hours of coordination, conference calls, and time associated with summarizing
recommended revisions
•One (1) CEQA Recommendations Memo and Cost Estimate
Task 3: Internal Procedures
Project Streamlining
RRM will research existing multifamily housing and mixed-use project permit processes,
practices, and materials and develop a revised permit processing program. RRM will coordinate
with City staff to provide input on updated administrative procedures intended to facilitate and
streamline the permitting process for project applicants. A clear, expedited and easy to
understand process will also increase staff efficiency with the goal of reducing review time for
affordable housing projects by at least 20%. The final deliverable will be a summary
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memorandum of findings as well as recommended modifications to the process for City
consideration.
As stated in the RFP, the following quantitative outcomes are expected:
•Reduce the City’s review and approval time for eligible projects with ≥50% affordable
units to 60 days if the development contains 150 or fewer housing units
•Reduce the City’s review and approval time for eligible projects with ≥50% affordable
units to 90 days if the development contains more than 150 housing units
•Reduce project review processing time for the above eligible projects by 30%
Staff Training Materials
We understand the overall goal for this task is for the City to clearly understand the new
objective design standards, the streamlined permitting process and communication tools for
the public, and the updated methodology for project review based on the new standards.
Efficient communication, processing, and review for City staff is key for successful
implementation of the new design standards and ultimate goal of additional affordable housing
and community wellbeing.
RRM will prepare materials for staff training and education, provide an overview of the
educational and marketing materials (graphic simulations), and a summary of the objective
standards. RRM will present a PowerPoint and facilitate a three-hour training session for City
staff. The session will include a substantial question and answer period to ensure that City staff
will leave with a solid understanding of the objective design standards.
DELIVERABLES
•Summary memorandum of findings as well as recommended modifications to the
process for City consideration
•One (1) three-hour training session with City staff with supporting PowerPoint
presentation
•Educational materials for City staff training
Task 4: Community Outreach/Planning Commission/City Council
Engagement associated with the development of objective design standards will focus on
gaining an understanding from City staff, decision makers, and the development community on
common issues associated with existing standards and the development review process.
As stated previously, the nature of this project is essentially a technical exercise and therefore
will require the development of a suite of educational materials to inform the larger Carlsbad
community of project objectives and schedule.
Project Website, Social Media, and Project Collateral
Jan. 19, 2021 Item #6 Page 38 of 250
RRM will develop a project webpage, social media posts, and e-updates provide a means to
distribute information to many interested parties and receive feedback. RRM will work with City
staff to leverage existing online resources, including social media platforms, and determine how
new resources can augment online outreach efforts. In addition, we will prepare a graphically
oriented and easy to understand informational flyer to provide an overview of the project,
examples of subjective vs. objective language, City contact information, and additional project
related information. A frequently asked questions (FAQ) handout/pdf will also be developed to
provide additional information and clarify misconceptions.
Informational Video
This task will include an informational video that can be posted on the project website and will
include an informational slide deck with voiceover.
Online Survey
Online surveys (using Survey Monkey or similar program) provide project information and
solicit additional public comments and feedback when it is most convenient for the participant.
Stakeholder Interviews #1
As RRM will conduct a series of stakeholder interviews within a single day to interview
individuals or interest groups that will share their thoughts on the City’s existing discretionary
review and approval process. The interviews involve a series of half-hour to one-hour
confidential meetings (held via video/teleconference) with various stakeholders, including City
staff, select decision makers, and developers/recent applicants.
Planning Commission Study Session
During the development of the objective design standards, RRM will conduct a study session
with the Planning Commission to provide a project update and examples of final product. This
will be an opportunity to collect input prior to finalizing the Administrative draft.
Stakeholder Interviews #2
RRM will conduct a series of stakeholder interviews within a single day to discuss preliminary
objective design standards and recommended modifications to the City review process. The
interviews involve a series of half-hour to one-hour confidential meetings (held via
video/teleconference) with various stakeholders, including City staff, select decision makers,
and developers/recent applicants.
Open House
Virtual open house to gather input on standards.
Hearings and Implementation
RRM will coordinate with City staff to prepare for and attend up to two (2) public hearings to
adopt the proposed Objective Design Standards and related documents and/or materials. RRM
Jan. 19, 2021 Item #6 Page 39 of 250
assumes City staff will be responsible for public notification. Errata sheets may be used to
discuss preferred changes between the public review period, Planning Commission and City
Council. Up to sixteen (16) hours of on-call assistance (conference call and email
correspondence) to assist with implementation.
DELIVERABLES
•Prepare informational material for City distribution and to post on the City website
including informational flyer, Frequently Asked Questions (FAQ) sheet, e-blast and social
media content. Includes one round of revisions.
•One (1) video presentation with voice over.
•Facilitate two (2) days of meetings with stakeholders. We ask that staff be responsible
for noticing and meeting logistics and contacting key stakeholders.
•Facilitate online open house. City staff will be responsible for meeting notification and
logistics.
•Planning Commission study session.
•Prepare and present Final Public Objective Design Standards document at up to two (2)
hearings.
WORK PROGRAM ASSUMPTIONS
Meeting Notices. The City is responsible for printing and distribution of physical meeting notices and
noticing and filing notices and documents for environmental review if needed. If requested, the costs of
providing printing and/or distribution of meeting notices would be on a time and materials basis.
Meeting Attendance. The project budget assumes virtual attendance at meetings identified in the work
program. The costs of additional or in-person meeting attendance would be on a time and materials
basis if requested.
Draft Documents. A draft of each document will be provided to staff and revised based on a single set
of consolidated comments providing clear direction.
Printing. This budget assumes the City will be responsible for printing and distributing documents
Jan. 19, 2021 Item #6 Page 40 of 250
RRMRRMRRMRRMRRMRRM205$ per hour220$ per hour125$ per hour210$ per hour160$ per hour100$ per hour1Create Objective Design Standards Fixed Fee99,340$ 50 $10,250 220 $48,400 126 $15,750 6 $1,260 8 $1,280 224 $22,4002Develop Applicable Municipal Code Standards and Amendments Fixed Fee19,240$ 4 $820 28 $6,160 24 $3,000 6 $1,260 0 $0 80 $8,0003Produce forms, internal procedures and marketing brochuresFixed Fee24,820$ 20 $4,100 14 $3,080 8 $1,000 64 $13,440 0 $0 32 $3,2004Planning Commission / Community OutreachFixed Fee38,100$ 36 $7,380 88 $19,360 16 $2,000 6 $1,260 0 $0 81 $8,100181,500$ 3,500$ 185,000$ ProductionSubtotal (Excluding Optional task)Fee Footnotes Fixed fee tasks will be billed as the work progresses until the task is completed and the total amount stated in the contract for the task is invoiced.Reimbursable ExpensesIncidental expenses incurred by RRM Design Group or any subconsultant it may hire to perform services for this project are reimbursed by the client at actual cost plus 10% to cover its overhead and administrative expenses. Reimbursable ExpensesEstimated Project TotalCarlsbad Objective Design StandardsFee ScheduleRevised December 24, 2020Principal in Charge Principal (PM) Senior PlannerPrincipal (Public Policy)Landscape ArchitectJan. 19, 2021Item #6 Page 41 of 250
SB 2 Planning Grants Application
F. Project Timeline and Budget
Project Goal(s)
Objective Responsible Party Est. Cost Begin End Deliverable *PPA Notes
Applicant
Yes
Create Objective Design Standards Applicant $ 99,340 2/1/21 9/30/22 Objective Design Standards for
rruilti-foirnilu i irate ritcnctirlia
yes Mouton by City COuntil at denun
stands,ne di cod," rnoci!colions
Develop applicable Municipal Code
Standards anti Arnandmants Applicant $ 19,240 11/15/21 3/1/22 Zone Code Arnendments for
Clhiartive flasinn Standards
Yes Adoption by City Council e' Zeno
Cone knerornerft
Produce forms, internal procedures,
and markotinn hrnrh, inoO Applicant S24,820 3/1/22 6/1/22 Outreach materials. forms,
rtraniorit no einen imAnts fnr Avnmitinr, Yes Intornel dccumenz C forms opp•ovad
and adopted by City Kenner
Planning Commission/Community
rti itnoarh ReniPal and r‘nmmpnt Applicant $ 38,100 3/1/22 9/30/22 Outreach materials & meetings WO
n-Irnmissinnsfarittienne hnanIs N/A Plonnim Cowrieson isestIng and
outtesch mottino cond .tictool
reimbursable Other $ 3,500
N/A
Other
N/A
Other
N/A
Other
N/A
Other
NIA
Other
N/A
1 ,
i Other
N/A
Other 1
N/A
Other
NIA
Total Est. Cost $ 185000
nonty t-'oocy time
CA-HCD SB 2 PGP Page 7 of 15 2019 Year-1 Grant Application
Jan. 19, 2021 Item #6 Page 42 of 250