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BACKGROUND <br /> In November 2009, the City Council provided direction regarding the selection of a Task <br /> Force and a Stakeholder /Advisory Group to guide the preparation of a PUD Major <br /> Modification for the Hacienda Business Park. As envisioned by the City Council, the <br /> Task Force and Stakeholder /Advisory Group would meet at least monthly, and, after <br /> some background education about planning, transit oriented development and <br /> Hacienda development regulations, would consider what a mixed use development <br /> adjacent to the BART station should look like and what regulations and design <br /> guidelines are needed to implement that vision. It is the City Council's expectation that <br /> the group will substantially complete its task within 12 months, although it recognizes <br /> that additional time may be warranted. <br /> Staff has started to plan out the Task Force meetings and to determine how to most <br /> effectively use the funds provided by the Hacienda Owners Association (HOA) for <br /> consultant services. On March 3, 2009, the City Council approved a professional <br /> services agreement for planning services to be provided by Jerry Iserson, Planning <br /> Consultant. The HOA entered into a reimbursement agreement with the City to fund the <br /> costs associated with Jerry Iserson's work on this project ($57,050). Approximately <br /> $7,400 of that contracted as been expended to date. A review of the work ahead has <br /> prompted staff to recommend some changes to that allocation of resources. <br /> In part these changes are a result of the decision to establish a 19- member Task Force <br /> and an Advisory/Stakeholder Group. The size and diversity of the membership and the <br /> expectation of discussion and interaction between the groups makes the job of meeting <br /> management a critical component to the success of this project. In addition, it is <br /> apparent that the ability of the community to visualize potential new development in the <br /> Hacienda area will be vital to the public debate as the planning process moves forward. <br /> Staff therefore proposes that a portion of the unexpended money in Jerry Iserson's <br /> contract be used to fund contracts for facilitation services and urban design /visual <br /> simulation services as outlined below. The Hacienda Owners Association currently has <br /> a contract with AECOM (EDAW) for $50,000 for design services. In order to eliminate <br /> any potential conflict of interest, both parties have agreed that the City will assume <br /> control of that contract although the City will be reimbursed for the cost of services for <br /> this contract through an amended reimbursement agreement with the HOA. <br /> DISCUSSION <br /> The City Council is being asked to approve two professional services agreements. The <br /> first, with LucyCo Communications (see Attachment 1), will provide assistance to staff in <br /> planning the agenda and presentation of material for each task force meeting and will <br /> provide meeting facilitation assistance to allow for the maximum amount of discussion <br /> and interaction at the meetings while still keeping the group on task and on schedule for <br /> completion of the project in a timely manner. <br /> The second contract (see Attachment 2) with AECOM (formerly EDAW) will provide <br /> urban design and visual simulation services for the project. Although the first two tasks <br /> have been generally described (Task 1 to provide a planning and urban design <br /> overview, and Task 2 to provide a visual preference survey of urban design), the <br /> professional services agreement specifies that AECOM proceed only on specific tasks <br /> Page 2 of 3 <br />