1. Approve the Professional Services Contract with Makers Architecture & Urban Design, LLP in the amount of $70,518.00;
2. Authorize the City Manager to execute the necessary documents.

Approval of the Professional Services Contract in the amount of $70,518.00 with Makers Architecture & Urban Design, LLP will allow the consultant to begin working on updates to the Zoning Code to implement the related provisions of the La Plaza Vieja Neighborhood Specific Plan. As part of the fiscal year 2021 - 2022 adopted budget, the City Council authorized approximately $258,566 for professional consultant services to assist staff with updates to the Zoning and Subdivision Code.

The City's Purchasing Section issued a formal Request for Statements of Qualifications (RSOQ) solicitation for Zoning and Subdivision Code updates. The formal solicitation closed on August 18, 2021, and the City received five (5) total submissions. The scores each firm received from the evaluation committee are discussed below in the Background/History section. The Professional Services Contract in front of Council for approval today is with Makers Architecture & Urban Design, LLP.

Because there are multiple intended projects under this single RSOQ, the top two scoring firms, Matrix Design Group, Inc. and Makers Architecture & Urban Design, LLP, were selected to move forward in the contracting process. The contract with Makers Architecture & Urban Design, LLP is the first contract of multiple separate contracts to be sent before the Council for approval under the same RSOQ. Due to the complexity and ongoing development of the scope of work for the second contract with Matrix Design Group, Inc., the highest-scoring firm, staff decided to present the Makers Architecture & Urban Design, LLC contract for La Plaza Vieja first. This method of separate contracts for approval at separate City Council meetings under the same solicitation will speed the process and efficiency of the La Plaza Vieja project.

As part of the fiscal year 2021-2022 adopted budget, the City Council authorized approximately $258,566 for professional consultant services to assist staff with updates to the Zoning and Subdivision Code. The Professional Services Contract, in the amount of $70,518.00, will utilize a portion of the allocated amount. It is anticipated that the remaining fiscal year 2021 - 2022 adopted budget allocation will be used for other professional service contracts to update the Zoning and Subdivision Code. When these contracts are prepared for the different code update projects, they will also be brought separately to City Council for consideration of award of the contract.

City Council Goal: Align Building Codes, Zoning Codes and Regional Plan

• In conjunction with the Regional Plan, the La Plaza Vieja Neighborhood Specific Plan is the neighborhood's primary City of Flagstaff policy document. The proposed Purchase of Services Contract is for professional consultant services to assist staff with updating the Zoning and Subdivision Code to implement the goals, policies, and strategies of the Regional Plan and La Plaza Vieja Neighborhood Specific Plan.

Priority Based Budget Key Community Priorities and Objectives

• Ensure the built environment is safe through the use of consistent standards, rules & regulations, & land use practices.
• Achieve a well-maintained community through comprehensive & equitable code compliance, & development that is compatible with community values.

Regional Plan
The Services Contract is for professional consultant services to assist staff with updating the Zoning and Subdivision Code to implement the Regional Plan’s and La Plaza Vieja Neighborhood Specific Plan’s goals, policies, and strategies.

As part of the adoption of the fiscal year 2021 - 2022 budget, City Council approved approximately $258,566 to be used for professional consultant services to update the Zoning and Subdivision Code. In addition, on January 26, 2021, City Council provided direction to staff on the 2021 - 2022 Zoning and Subdivision Code Work Program (Attachment 2 - Work Program), which includes the order of priority for the zoning and subdivision code amendments. The Work Program includes a graphical summary of the staff's approach regarding these priorities. The purpose of the Professional Services Contract is to assist staff in implementing the La Plaza Vieja Neighborhood Specific Plan, which is letter F in the Work Program. For informational purposes, page 2 of the Work Program includes a summary of the status of the other zoning code amendments that have been identified by staff as priorities.

1. Authorize the award of the Professional Services Contract with Makers Architecture & Urban Design, LLP for professional services; or
2. Reject the recommended Professional Services Contract with Makers Architecture & Urban Design, LLP for professional services and re-solicit for the services; or
3. Reject the recommended Professional Services Contract with Makers Architecture & Urban Design, LLP for professional services and instruct staff to amend the Zoning Code to implement the La Plaza Vieja Neighborhood Specific Plan without the assistance of a consultant.

The La Plaza Vieja Neighborhood Specific Plan was adopted in October 2015.  In addition to the goals and policies of the Regional Plan, the La Plaza Vieja Neighborhood Specific Plan includes goals, policies, and implementation strategies that are intended to implement that neighborhood's objectives and vision. Several of the Zoning Code-related items include neighborhood-specific provisions, including maximum lot sizes and building height, proportions, massing, stepped back upper floors, consistent front setbacks, primary entrances facing the street, front porches, landscaping, and facade characteristics that are consistent with the surrounding context.

On July 7, 2021, the Purchasing section issued a formal RSOQ for Zoning and Subdivision Code updates (#2022-05). The solicitation notice was posted on the City's PlanetBids website and was published Sunday, July 11, 2021, and Sunday, July 18, 2021, in the Arizona Daily Sun, and closed on August 18, 2021. A total of five submissions were received. The evaluation committee evaluated and scored the statements of qualification, and the two top-scoring firms are being recommended to the City Council for an award of contracts, one now, and one in the upcoming months once a separate scope of work is finalized. The Services Contract currently recommended for the award by Council is with Makers Architecture & Urban Design, LLP.

The following are the scores of each firm:

1. Matrix Design Group, Inc.                                                696
2. Makers Architecture & Urban Design, LLP                      691
3. Houseal Lavigne Associates                                            671
4. Design Workshop                                                             653
5. ZoneCo, LLC                                                                    517

The top two scoring firms, Matrix Design Group, Inc. and Makers Architecture & Urban Design, LLP, were selected to move forward in the contracting process. The contract with Makers Architecture & Urban Design, LLP is the first contract of multiple contracts to be sent before the Council for approval under the same RSOQ. Due to the ongoing development of the scope of work for the second contract with Matrix Design Group, Inc., staff decided to present the Makers Architecture & Urban Design, LLC contract for La Plaza Vieja first. This method of presenting two separate contracts for approval at separate City Council meetings under the same solicitation will speed the process and efficiency of the La Plaza Vieja project.

The RSOQ sought consultants with demonstrated expertise and experience in providing zoning update professional services to implement Flagstaff’s Regional Plan and Specific Plans. The solicitation provided that up to four consultants may be selected to assist the City’s staff on various projects pertaining to all aspects of the review, modification, and creation of provisions for the Zoning and Subdivision Code, related design guidelines, and other related City Codes. 

To manage the available funds, timelines, and staff and consultant resources, separate contracts will be negotiated for each project to update the Zoning and Subdivision Code.  The Services Contract with Makers Architecture & Urban Design, LLP will assist with updates to the Zoning Code to implement the La Plaza Vieja Neighborhood Specific Plan.

The costs associated with providing notification, facilities, etc., are anticipated to be paid for by City from the budgeted allocations for administering the Zoning and Subdivision Code Program.

Authorizing the award of the Professional Services Contract with Makers Architecture & Urban Design, LLP, will allow staff and the consultant to begin work on implementing the goals, policies, and implementation strategies of the La Plaza Vieja Neighborhood Specific Plan (adopted in 2015) related to the Zoning Code. The Zoning Code related modifications recommended in the goals, policies, and implementation strategies of the referenced plan are intended to preserve and enhance the character of the neighborhood. Therefore, one of the primary objectives of the adopted plan’s goals, policies, and implementation strategies is to establish provisions for new and existing developments that build upon the neighborhood's distinguished character and encourage the development of characteristically compatible structures.

Included in the scope of work for the Professional Services Contract, the consultant will arrange for public participation and community involvement as part of the Zoning Code amendment to implement the La Plaza Vieja Neighborhood Specific Plan. The City will provide notification, facilities, etc., as part of administering the Zoning and Subdivision Code Program.