Memorandum

City of Lawrence

City Manager’s Office

TO:	Tom Markus, City Manager
CC:	Diane Stoddard, Assistant City Manager
FROM:	Porter Arneill, Director of Arts and Culture
DATE:	July 12, 2017
RE:	East 9^th Street Project - Architectural Services Agreement

Background

To address concerns expressed during public comment at the July 11, 2017 City Commission meeting, the following provides highlights and links related to key aspects of the design development process and deliverables for the Architectural Services Agreement with el dorado, inc.

The East 9^th Street design development project comprised a publicly accessible design development process that unfolded over approximately 15 months—from February 2015 through May 2016.

el dorado inc., a Kansas City-based urban design firm, was selected through a competitive process to lead a design team consisting of lead artist team Sans Façon, engineering firm Bartlett & West, and landscape architecture firm Coen + Partners. Other members of the design team included Dennis Domer, East Lawrence historian, Luke Dubois, multi-media art technician, and Kelly Kindscher, indigenous landscape specialist.

The city approved $200,000 in the 2015 Capital Improvement Plan (CIP) (page 197) to cover design expenses. After the scope of the project was negotiated with el dorado inc.―reflecting substantial community input―additional public meetings were added to the scope. The total design contract, $293,728 plus reimbursable expenses, $27,000 was authorized at $320,728.00 and was approved (Regular Agenda item #1, page 5) by the City Commission on January 27, 2015. The Lawrence Arts Center contributed $50,000 toward these services from the ArtPlace grant.

The project scope included the seven-block area of east 9th Street, from Massachusetts Street to Delaware Street.

· Scope of Work

· Submitted Qualifications

· Contract for Services

The design development process was intentionally incremental and included the development of a Work Plan, a Complete Street Concept Plan, and three progressive versions of the Design Development Plan before delivery of the final Concept Design Development Plan to the Citizen Advisory Committee on March 30, 2016.

In addition to the aforementioned meetings and documents, the Phase 1, Design Development deliverables included:

· Complete Concept Design Development Plan, including:

o Integrated Public Art Vision Report

o Itemization of Probable Cost

o Perspective Renderings

· CAC Meeting Notes

The city created and has maintained a project web site throughout the project: East Ninth Street project.

Design Team presentations

On March 30^th, 2016, Josh Shelton, principal of el dorado, inc., delivered and presented the Concept Design Development Plan to the Citizen Advisory Committee (CAC) marking the last of 12 CAC meetings between March 23, 2015 and March 30, 2016. (Contractually, el dorado agreed to participate in six CAC meetings along with the deliverables identified in the Scope of Work. To accommodate schedule delays related to the 2015 City Commissioner search and to provide more opportunities for CAC and public input during the design process, Mr. Shelton voluntarily added six extra CAC meetings at no additional cost.)

Josh Shelton, principal of el dorado, inc., presented the Concept Design Development Plan to the East Lawrence Neighborhood Association (ELNA) at their regular monthly meeting on Monday, April 4, 2016. The East Lawrence Neighborhood Association held a special meeting on Monday, April 11 and voted 7 Yes, 6 No and 1 Abstention to recommend to the City Commission that the East Ninth Concept Design Development Document be advanced to Phase 2. ELNA Letter

Josh Shelton, principal of el dorado, inc., presented the Concept Design Development Plan to the Lawrence Cultural Arts Commission (LCAC) at their regular meeting on Wednesday, April 13, 2016. The Lawrence Cultural Arts Commission voted 9 Yes, 1 No and 1 Abstention to recommend to the City Commission that the East Ninth Concept Design Development Document be advanced to Phase 2 with the request that the Commission be given the authority to continue to be involved in the approval of the specific arts elements of the project as they are developed. LCAC Letter LCAC April 2016 Minutes

Josh Shelton, principal of el dorado, inc., presented the Concept Design Development Plan to the City Commission at the May 24, 2016 City Commission meeting, thus fulfilling the scope of the contract for Phase 1, design development. Agenda Memo

Staff believes that all deliverables were met under the agreement and in fact there were some additional meetings beyond the scope for which el dorado did not charge the city and that all obligations and payments with the agreement are now complete.

To address concerns expressed during public comment at the July 11, 2017 City Commission meeting, the following provides highlights and links related to key aspects of the design development process and deliverables for the Architectural Services Agreement with el dorado, inc.

The East 9th Street design development project comprised a publicly accessible design development process that unfolded over approximately 15 months—from February 2015 through May 2016.

The East 9^th Street design development project comprised a publicly accessible design development process that unfolded over approximately 15 months—from February 2015 through May 2016.