Title
Report regarding approving a Second Amendment to the Consulting Services Agreement with Raimi + Associates for additional work relating to the General Plan Update project in an additional amount not to exceed $629,762, and to authorize an additional project contingency amount of $150,000. (Lisa Costa Sanders, Project Administrator and Billy Gross, Senior Planner)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council approve a Second Amendment to the Consulting Services Agreement with Raimi + Associates for additional work relating to the General Plan Update Project in an additional amount not to exceed $629,762, extend the agreement term by six months, and authorize an additional project contingency amount of $150,000.
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EXECUTIVE SUMMARY
The Second Amendment to the Consulting Services Agreement with Raimi + Associates is intended to formalize the additional $629,762 that was allocated as part of the mid-year budget adjustment approved by the City Council on February 10, 2021. Additionally, staff recommends the City Council increase the project contingency fund by $150,000 for additional anticipated work associated with Single Family land use options as a part of the General Plan update process.
BACKGROUND
Following a competitive proposal process, the City Council selected Raimi + Associates at its March 27, 2019 meeting to prepare the General Plan Update. The Raimi + Associates scope of work includes a community engagement plan, preparation of an existing conditions report, a land use alternative plan and policy development of each of the General Plan Elements. In addition to the required elements, the consultant will also prepare Sustainability and Adaptation, Social Equity and Economic Development Elements. The scope of work also includes preparation of the required Environmental Impact Report (EIR), Form Based Code and Zoning Code Update and Climate Action Plan. The agreement was authorized in an amount not to exceed $2,660,299, which includes a project contingency of $222,482.
On July 31, 2020, the Raimi + Associates Agreement was amended to include professional staff support for the Commission on Racial and Social Equity. That scope of work includes facilitating the Commission to develop recommendations for action to the City Council to reduce or eliminate racial and social inequities. The additional work was proposed for a not-to-exceed amount of $149,844, which was paid out of the project contingency funds.
The consultant team together with Staff has made substantial progress on the General Plan Update process. The team completed the existing conditions reports, held community outreach meetings on the vision, guiding principles and land use alternatives. The City Council, at its November 18, 2020 meeting authorized the preferred land use scenario. Following the Council action, the team has initiated preparation of the EIR, Zoning Code Update, Climate Action Plan and policy frameworks for the General Plan Elements. The next round of community outreach meetings are planned in March 2021.
Staff requested the consultant provide a revised scope of work to expand the analysis and effort in several key areas as outlined below and described in more detail in Exhibit C to the original Agreement and proposed Second Amendment, which are all attached to the accompanying resolution as Exhibit A.
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Design Studies |
$ 25,516 |
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• East of 101 and Lindenville concept plans |
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Zoning Code |
$ 98,069 |
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• Zoning Code Amendment - additional work to assist Form Based Code • Zoning District Mapping • Additional Transect Zones (2 new zones) • Objective Architectural Design Standards • Additional workshop/study session (if necessary) • Illustrated Design Guidelines |
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Transportation Analysis |
$ 176,400 |
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• Model Refinements - additional work to create traffic model • East of 101 Trip Cap/TMA Implementation - analysis of feasibility • TDM Ordinance - update regulations based on GP and VMT |
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Historic Preservation |
$ 88,554 |
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• Citywide Historic Resources Survey - update the 1986 SSF Historic Resources Survey |
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Fiscal and Financial Feasibility |
$ 135,465 |
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• Econ Opportunities and Policy Considerations • Analysis of community benefits for commercial/industrial development • Residential development feasibility analysis • Financial feasibility of residential vs commercial development |
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Community Engagement |
$ 80,296 |
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• Additional CAC Meetings (up to 5) |
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• Additional public engagement meetings to discuss Policy Framework (up to 10) |
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• Translation and Interpretation for additional meetings |
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Additional Project Management |
$ 25,462 |
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Total Requested Amendments |
$ 629,762 |
Staff also recommends the term of the Agreement be extended six months, from March 31, 2022 to September 30, 2022.
Additionally, at the February 24, 2021 City Council meeting, the Council voted to direct staff to explore various options relating to Single Family land use options for the General Plan Update. To implement this Council direction, staff anticipates additional work to take place and recommends the Council authorize an additional $150,000 for the project’s contingency funds.
FUNDING
On February 20, 2021 the City Council appropriated additional funds for FY20-21, including an additional $675,000 for the General Plan update effort, which includes the proposed amendment. The project is funded from the General Plan reserve fund, and there are sufficient funds available for the Second Amendment and contingency increase.
CONCLUSION
Staff recommends that the City Council approve a Second Amendment to the Consulting Services Agreement with Raimi + Associates for additional work relating to the General Plan Update Project in an additional amount not to exceed $629,762, extend the term of the agreement six months, and authorize an additional project contingency amount of $150,000.