City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council and the Redevelopment Agency (1) authorize the
release of a Request for Proposals (RFP) for completion of a Citywide Historic
Resources Inventory Update, and (2) establish a 13-member Advisory Committee
who will assist with the survey process.
BACKGROUND:
In May 2008, staff prepared an informational memorandum (Memorandum) for the
City Council outlining the legal necessity, process and estimated timeline for an
updated citywide historic resources (also referred to as historic structures) inventory
survey.
The memorandum addressed certain California and Federal legal requirements
(e.g., the California Environmental Quality Act (“CEQA”) and Section 106 of the
National Historic Preservation Act of 1966) for maintaining an updated inventory of
historic resources which involves completing surveys every 5 – 10 years. Also
included in the Memorandum was discussion pertaining to an Advisory Committee
comprised primarily of community members who would work with staff and the
consultant during the survey process and assist with wider outreach.
Culver City’s last survey was completed in 1987 and includes structures with dates
up to approximately 1940. In order to remain compliant with CEQA and for staff to
be able to complete the required environmental review for historical resources as
Meeting Date: 08/18/08 Item Number: J-1
AGENDA ITEM: JOINT ITEM – (1) Release of a Request for Proposals (RFP) for
Completion of a Citywide Historic Resources Inventory Update and (2)
Establishment of the Ad-Hoc Historic Resources Inventory Advisory Committee.
Contact Person/Dept.: B. Christine Byers/
Cultural Affairs
Phone Number: (310) 253-5776
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master Notification List: Master E-Mail Notification List (08/13/08);
Meetings and Agendas - Cultural Affairs (08/13/08); Culver City Historical Society
(08/13/08)
Department Approval:
Sol Blumenfeld (08/05/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/13/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (08/13/08)
City Manager Approval:
Jerry B. Fulwood (08/13/08) City of Culver City, California
City Council Agenda Item Report
defined by CEQA, an updated survey at this juncture includes an assessment of all
properties with structures built in 1963 or earlier.
DISCUSSION:
Request for Proposals
Research pertaining specifically to RFP language and the survey process included
gathering information from staff at the cities of West Hollywood and Santa Monica
where citywide historic structures surveys are currently underway. Guidelines were
also reviewed at length with staff at the State of California’s Office of Historic
Preservation.
Staff prepared a draft RFP based on best-practices provided from various sources,
including those mentioned above. This document was distributed for review and
comment to the CAC Historic Preservation Sub-Committee (Commissioners Koosed
and Hanami), City Historian Julie Lugo Cerra, Culver City Historical Society
President Stu Freeman, and Community Development and Redevelopment Agency
staff. A copy was also forwarded to staff at the California Office of Historic
Preservation for comment.
The Cultural Affairs Commission reviewed the final draft RFP at its meeting on July
8, 2008 and unanimously recommend to the City Council and Redevelopment
Agency that it be approved and staff be authorized to release the RFP.
Staff is recommending that the due date for submitting proposals be one month from
the RFP’s release date. Copies will be sent to eligible firms in California, including
but not limited to:
• Architectural Resources Group
• ASM Affiliates
• Chattel Architecture, Planning & Preservation, Inc.
• Christopher A. Joseph & Associates, Inc.
• EDAW, Inc.
• Galvin Preservation Associates, Inc.
• Historic Preservation Partners
• Historic Resources Group
• ICF Jones & Stokes
• JM Research & Consulting
• John Ash Group Architects
• PCR Services Corporation
• Sapphos Environmental, Inc. City of Culver City, California
City Council Agenda Item Report
Advisory Committee
Historic resource surveys demand considerable community outreach and
involvement. Typically an Advisory Committee, comprised primarily of community
representatives, is formed to help with outreach, to serve as liaisons, and to provide
input at significant junctures during the process. Significant junctures include
involvement in the selection of a consultant team, review and certification of the
context statement, review and certification of the survey results, and designation
nominations at the local, state or national levels. Final decisions at these junctures
would always rest with the City Council and the Redevelopment Agency, but the
Advisory Committee provides input during the process. In 1989, the City of Culver
City formed a “Historic Preservation Advisory Committee” to review the results of the
1987 historic structures survey, establish designation criteria and make
recommendations to the City Council for historic designation at the local level.
Staff recommends that the City Council create a Community Advisory Committee
with 13 members which includes representatives from:
• The City’s two main movie studio lots (1 each – total 2)
• The three currently designated historical residential districts (Braddock,
Lafayette & McConnell Historic Districts) (1 each – total 3)
• Culver City Historical Society (1 representative)
• Culver City Chamber of Commerce (1 representative)
• Downtown Business Association (1 representative)
• Culver City Unified School District (1 representative)
• Two Culver City civic organizations/clubs (2 total)
• A representative from the City’s Planning and Cultural Affairs
Commissions (1 each – total 2)
It is recommended that the Advisory Committee will involve the work of the
Committee Members and staff (approximately 16 individuals),so as to ensure a
manageable sized group but one that is representative of the majority of residential
and business-based associations and entities within the City. However, community
outreach at the beginning and during the survey process will include extensive
citywide public noticing and a number of public meetings.
Staff recommends contacting each of the above-referenced entities and asking for
nominations of individuals to represent them, including persons who have a
background in design, urban planning or preservation. Staff would then return to the
City Council and the Redevelopment Agency in September with a list of names for
further consideration. City of Culver City, California
City Council Agenda Item Report
Staff recommends the approval of the list of Advisory Committee members by end of
September / early October so that two or three individuals from that group can
participate in the interviews of the short-listed consultants who have submitted an
RFP to perform the survey.
Per Sections 15.05 et seq. of the Culver City Municipal Code, the Cultural Affairs
Commission (“CAC”) is the appointed body that is most closely tied with the overall
administration of the City’s Historic Preservation program.
At their meeting of August 12, 2008, the Cultural Affairs Commission considered this
item. Their recommendations are included for City Council consideration as
Attachment 2.
FISCAL ANALYSIS:
The total amount available in the FY 2008 – 09 budget for a citywide historic
structures survey is $200,000, which includes$165,000 that has been appropriated
from the Art Fund (41300877) and $35,000 in the Redevelopment Agency
(55094470). The allocation in Redevelopment Agency’s budget is proportional to
the number of properties included in the survey that fall within Redevelopment
Project Areas.
ATTACHMENTS:
1. Draft Request for Proposals for Citywide Historic Resources Inventory Update.
2. Comments from the Cultural Affairs Commission of August 12, 2008
MOTION:
That the Culver City City Council and the Culver City Redevelopment Agency:
1. Authorize the release of the Request for Proposals for a Consultant to Perform a
Citywide Historic Resources Inventory Update; and,
That the City Council: City of Culver City, California
City Council Agenda Item Report
2. Approve the formation of an Ad-Hoc Historic Resources Inventory Advisory
Committee consisting of 13 members; and,
3. Authorize staff to proceed with the advertisement for applicants to the Advisory
Committee; and,
EITHER
4. a. Direct staff to present the list of applicants to the Cultural Affairs Commission
for recommendation prior to submission of the applicants to the City Council;
OR
4. b. Direct staff to present the list of applicants directly to the City Council for
further consideration of appointments to the Committee by the City Council and
the Redevelopment Agency at a future City Council/Agency Meeting.
MEETING DATE: August 18, 2008
AGENDA ITEM: Consideration of a Request for Proposals (RFP) for a
Consultant to Complete a Citywide Historic
Resources Inventory Update and Discussion
Regarding Process for the Establishment of an
Advisory Committee
ATTACHMENTS
Pages
1. Draft Request for Proposals for Citywide Historic 1 - 10
Resources Inventory Update
2. Comments from the August 12, 2008 Cultural Affairs 11
Commission Meeting
City of Culver City
Request for Proposals
For
Citywide Historic Resources Inventory Update
Release Date: __________
ATTACHMENT 1
1 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
I. Introduction & Objectives
The City of Culver City seeks to hire a historic resource professional, meeting the
Secretary of the Interior Standards, to complete an intensive-level citywide historic
survey of structures built through 1963. This survey will update the current inventory of
historic structures which is based on data collected in 1987. The resulting update of the
City’s historic resources inventory will be a vital tool for land use planning in the City.
The inventory will also be an important tool for evaluating proposed alterations to
identified properties and demolition permit requests involving buildings over 45 years of
age, and may be used by the City’s Cultural Affairs Commission, Planning Commission
and City Council to prioritize designation initiatives and to assess project proposals that
have the potential to impact neighborhood character and historic continuity.
The project involves the completion of an initial reconnaissance-level survey of
the entire City and development of a historical context statement for the City as a whole,
as well as for specific areas as appropriate. The historical context statement(s) will be
used to identify potential districts and determine which resources will warrant additional
study for purposes of completing the survey. The more intensive survey of relevant
properties shall result in completed California DPR 523 forms including: Primary Record
(DPR 523A), Building, Structure and Object Record (DPR 523B), District Record (DPR
523D), and/or Continuation Sheet (DPR 523L) for each such property.
According to Los Angeles County Assessor records, there are approximately
8,165 properties with buildings or structures constructed through 1963 within the City (of
these approximately 672 properties have no date associated with them).
The City’s existing historic resources inventory contains approximately 124
(residential and commercial) structures, derived from an initial survey completed by
Thirtieth Street Architects, Inc. in 1987. The existing 1987 survey information – that
includes structures built prior to 1940 -- is a foundation for the project. The project goal
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2 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
is to achieve a uniform level of evaluation for the entire City that is consistent with
current California criteria and accepted preservation practices.
The updated survey shall be completed in accordance with National Register
Bulletin No. 24: Guidelines for Local Surveys: A Basis for Preservation Planning and
Instructions for Recording Historical Resources (March 1995), the Secretary of Interior’s
Standards and Guidelines for Archeology and Historic Preservation and the California
Office of Historic Preservation’s “Instruction for Recording Historical Resources.”
II. Background & City History
The City of Culver City adopted a Historic Preservation Ordinance in 1991
(Culver City Municipal Code Section 15.05.100 et seq.) after completion of a citywide
survey in 1987. A total of approximately 190 structures were identified in the field
survey, including the City’s two movie studio lots – currently Sony Pictures Studios and
The Culver Studios – originally founded by Thomas Ince. Sony Pictures Studios
identified locally designated cultural resources in its Comprehensive Plan that was
adopted in 1993. Historical documentation packages have been prepared in
conjunction with certain projects on the Sony lot in 2004 and 2007. The Culver Studios
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3 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
also has a comprehensive plan that has been amended several times. The last
amendment was in 2006 and included an updated environmental assessment of the
entire lot.
A copy of the field survey and the ensuing Historic Resources Advisory
Committee Report (August 1990) is available on the web at
http://www.culvercity.org/cultural/preservation.asp?sec=arts. The City’s Historic
Preservation Ordinance is currently undergoing revisions so as to remain compliant with
state guidelines and environmental laws, and current professional preservation
standards. The updated Historic Preservation Ordinance language will be considered
by the City Council for adoption in early 2008.
Incorporated in 1917 by founder Harry Culver, Culver City today encompasses 5
sq. miles with a resident population of approximately 40,000. Known for its small town
atmosphere, two nationally recognized live theatres and art gallery district, open
spaces, and many new restaurants, the City today faces the challenges of preserving its
history and charm, while supporting responsible development that helps sustain a vital
economic base.
Extensive information about Culver City’s history is available on the City’s web
site at http://www.culvercity.org/info/history.asp?sec=vis.
III. Project Scope and Deliverables
A. The Project Scope includes:
• Developing an appropriate Historical Context Statement for the entire City and for
sub-areas of the City based on review of previously adopted context statements,
additional research, interviews and survey results. Consultant should propose a
methodology for preparing these statements.
• Completing a reconnaissance survey of approximately 8,165 properties – both
commercial and residential -- built in 1963 or earlier. Relevant properties in these
areas will need to be integrated into the City- wide inventory, and the consultant
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4 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
shall propose a methodology for doing this.
• Completing an intensive level field survey of relevant properties. The project shall
include the identification, photography and evaluation of properties built through
1963 for historic, architectural, and/or cultural significance. Evaluation will be based
on National Register, California Register and local criteria. The contribution of
individual properties to a potential historic district or thematic/typological grouping
shall also be evaluated, and California Historical Resources Status Codes will be
assigned to all relevant properties.
• Completing property-specific research on all resources identified as potentially
historical and/or architecturally significant, in accordance with survey work.
• Recording the results of the survey work and research, including digital photography,
that meets California State Office of Historic Preservation standards and
documenting the properties on the appropriate State Historic Resources Inventory
forms (DPR 523). Primary Record forms and Building, Structure and Object Record
forms for newly identified properties, and Continuation Sheets for previously
identified properties will be completed. District Record forms shall be completed as
necessary. Properties on the existing inventory that have since been lost to
demolition will be documented. Consultant should propose a methodology for
documenting the review of those buildings that are deemed not to have significance,
as well as those that are deemed to be potentially significant.
• As an integral component of the inventory update process, conducting an
educational/community outreach program to increase general community awareness
of the goals and importance of the survey and to educate affected property owners.
• Based on the historical context statement(s), identifying significant streetscape
components, such as trees, light standards, subdivision patterns and other elements
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5 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
that represent unique features and establish historic neighborhood characteristics for
an area, neighborhood, or historic district.
• Completing a Final Report that includes: 1) Objectives, 2) Area Surveyed, 3)
Research Design, 4) Methodology, 5) Context Statement, 6) Results, 7) Sources, 8)
Maps and 9) Recommendations. The Final Report will include complete lists of
those properties to be added to the inventory and those properties to be deleted due
to alteration, demolition or loss of context.
• Creation of a database for the City using the California Historical Resource
Information Database program.
• Formal presentation of findings to the Cultural Affairs Commission and City
Council/Redevelopment Agency.
B. Project Deliverables include:
1. Materials for community outreach component (handouts,
PowerPoint/presentation materials, etc.);
2. Draft and final Historical Context Statements;
3. _____ draft copies of the report;
4. California Historical Resources Information Database program with fully
uploaded survey information, with capability for posting on the City’s website and
including photos that may be uploaded from the website application.
5. _____ copies of the Final Report (in color, if necessary), including: 1) Objectives,
2) Area surveyed, 3) Research design, 4) Methodology, 5) Context Statements,
6) Results, 7) Sources, 8) Maps and 9) Recommendations;
6. Electronic copy [in PDF] of the Final Report;
7. One complete, original hardcopy final set of relevant California DPR forms;
8. One complete electronic copy final set [in PDF] of relevant California DPR forms;
and,
9. Materials/recordings resulting from oral history component.
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6 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
All final products are subject to, and shall be delivered upon receipt of, final City
approval.
IV. Relationship and Role of City Staff:
1. The consultant shall work under the supervision of the City’s Community
Development Department/Cultural Affairs staff.
2. City staff will be available to assist in the following:
• Facilitation of research and meetings;
• Assistance with educational/community outreach program;
• Provision of all City GIS data relevant to the project scope; and
• Provision of any other relevant City information.
3. A professional services agreement will be completed with the selected
consultant.
V. Timeline/Schedule of Project Submittals:
The City of Culver City has set a time frame of approximately 12 months maximum for
the completion of its citywide historic structures survey from the time a consultant is
select and a contract has been executed. The proposal shall include thorough
explanation of the proposed course of action of the project, including:
• A timeline outlining major milestones and successful delivery of project elements
to City staff.
• Chronological explanation of all stages of survey as well as expected duration of
each stage.
• Deadlines for each task.
A schedule of deadlines and submittal dates will be discussed and established with the
selected consultant. In all cases, the consultants shall adhere to project deadlines as
specified in the final contract.
6
7 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
VI. Funding
Total funding available for this project is $200,000 which includes all phases of this
project as identified in this Request for Proposals as well as costs associated public
noticing. $165,000 of the funding comes from a restricted fund, the Art Fund (Fund
413); $35,000 will be paid for by the Culver City Redevelopment Agency.
VII. Minimum Required Content of Proposals:
Introduction: Include an introduction that conveys the consultant’s understanding of
the project’s objectives, scope and requirements.
Technical Approach: Provide a thorough description of technique and methodology
that the consultant is prepared to employ. Consultant should also propose
procedures for City review of draft work products, including DPR forms, and an
appropriate number of meetings with City staff to facilitate the project and with the
Cultural Affairs Commission and City Council to present work products, evaluate
survey processes and discuss findings.
Timeline: Present per above specifications.
Staffing Identification: Identify key personnel and their assignments and
responsibilities. Include detailed explanation of division of consultant labor
throughout survey process, including resumes and experience for each.
Fee Structure: Break down fees into tasks for each phase of the project, including
hours and staff assignment for each component.
A Public Outreach Strategy Proposal: Propose a program that would be
appropriate for a project of this scope, including an educational component, and
describe how it would be implemented.
Oral History Proposal: Include ideas for including an oral history component to
supplement the research.
Previous Work Samples: Provide five (5) DPR forms and one sample survey
report, including context statement, for projects completed within the last three (3)
years.
References: Provide three (3) client references that may be contacted, including
names, addresses, telephone numbers and e-mail addresses.
VIII. Consultant Qualifications and Selection Criteria
The contract will be awarded only to a responsible historic preservation consultant. In
order to qualify, a consultant must meet the following standards, which will be
considered in the selection process:
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8 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
• Have the technical/financial/staffing resources indicative of past experience with
intensive level historic survey work.
• Be able to meet the Secretary of Interior’s professional qualification standards
outlined in 36 CFR Part 61, Appendix A.
• Be able to comply with proposed timeline and scheduling.
• Have an exemplary performance record that can be verified with client
references based on similar project work.
• Certify that neither the principals nor any other individuals associated with the
consulting work are presently debarred, suspended, declared ineligible, or
voluntarily excluded from covered transactions by any Federal department or
agency.
• Propose an appropriate and effective approach, tasks and methodology to be
used in providing the required services;
• Propose a reasonable fee schedule in relation to the proposed work plan;
• Demonstrate an appropriate and effective distribution of responsibilities within the
project team;
IX. Consultant Selection Process
The City’s selection committee will review all proposals based on the above-stated
criteria. Two (2) to three (3) consultants will then be invited to make individual
presentations. Interviews will take place on__________ City staff will inform finalists
regarding their interview times at least one week in advance.
X. Submittal Deadline Information and Contact Person
Send _________ copies of proposals by ___________ to:
B. Christine Byers
Redevelopment/Cultural Affairs
9770 Culver Boulevard
Culver City, CA 90232
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9 Request for Proposals for
Citywide Historic Resources Inventory Update
Release Date:__________
Other Information
You are advised that the City reserves the right to retain an expert to evaluate your work
if you are chosen as the consultant. Additionally, any contract entered into will be
subject to termination at any stage if in the judgment of the City, such termination is in
the best interest of the City. In the event such decision is made, appropriate written
notice would be given before any termination and the consultant would be paid on a
pro-rata basis for work performed.
By submitting a response to this Request for Proposals, prospective consultant waives
all rights to protest or seek any legal remedies whatsoever regarding any aspect of this
request. The City reserves the right to select any number of qualified finalists. In
addition, the City reserves the right to issue written notice to all participating firms of any
changes in the proposal submission schedule, should the City determine in its sole and
absolute discretion that such changes are necessary.
The City of Culver City reserves the right to reject any and all proposals and to solicit
new proposals with modified terms and conditions. It also reserves the right to waive
any informality in connection with the proposals.
Acceptance of any materials proposal submitted pursuant to this Request for Proposals
shall not constitute any implied intent to enter into a contract for consulting services.
The City reserves the right to reject any and all proposals. Consultant selection will be
made by the City of Culver City’s Community Development Department with approval
from the City Council. The consultant selected will be under contract to the City of
Culver City.
9
10Comments from the Cultural Affairs Commission Pertaining to the
Formation of an Ad-Hoc Advisory Committee
At the August 12, 2008 Cultural Affairs Commission (“CAC”) meeting, the CAC
unanimously supported the formation of an ad-hoc Advisory Committee in conjunction with
the upcoming citywide historic structures survey.
The CAC also made the following comments and asked these be forwarded to the City
Council and Redevelopment Agency for consideration:
• The members of the Advisory Committee should not only represent the various
entities included in the staff report (Culver City Historical Society, etc.) but also
represent as many of Culver City’s neighborhoods as possible;
• That the Culver City Unified School District be represented on the Advisory
Committee;
• The CAC would strongly prefer that nominations include persons who have a design,
urban planning or preservation background; and,
• That the CAC review the list of nominations for comment and make a
recommendation to the City Council / Redevelopment Agency who will make the
final decision.
ATTACHMENT 2
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