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HomeMy WebLinkAboutFrench Hospital Expansion Additional Services_February 15, 2022 Shawna Scott City of San Luis Obispo Community Development Department 919 Palm Street San Luis Obispo, CA 93401-3218 Submitted via email: sscott@slocity.org Re: French Hospital Expansion Project Additional Environmental and Planning Services / SWCA Project No. 71957 Dear Ms. Scott: SWCA Environmental Consultants (SWCA) appreciates the opportunity to provide you with our scope of work and cost estimate to provide additional environmental and planning services for the French Hospital Patient Tower Expansion Project (project). The attached proposed scope of work was developed based on our conversations with City of San Luis Obispo (City) staff, as well as our experience preparing the administrative draft Initial Study/Mitigated Negative Declaration (IS/MND) for the project and providing planning support services for projects of a similar scale within the city of San Luis Obispo. Based on our conversations with City staff and preliminary review of the Climate Action Plan (CAP) Consistency Checklist submitted by the project applicant team, it is our understanding that the project will require the following: 1) CAP Consistency analysis and report revisions; 2) public circulation document and response to comments preparation; 3) Architecture Review Commission meeting support services; 4) Tree Committee meeting support services; and 5) Planning Commission meeting support services. The cost to complete these tasks, as described in the attached scope of work, is a time-and-materials cost not-to- exceed (NTE) total of $21,456. Thank you for providing us with the opportunity to work with you. Should you have any questions regarding our scope of work or cost estimate, please contact me at (805) 539-2870 or ecreel@swca.com. Sincerely, Emily Creel Principal Planning Team Lead French Hospital Expansion Project Additional Environmental and Planning Services Page | 1 SCOPE OF WORK The following scope of work provides a description of the California Environmental Quality Act (CEQA) and planning services that SWCA Environmental Consultants (SWCA) will provide to the City of San Luis Obispo (City) for the proposed French Hospital Patient Tower Expansion Project (project). Based on our conversations with City staff and preliminary review of the Climate Action Plan (CAP) Consistency Checklist submitted by the project applicant team, it is our understanding that the project will require the following: 1) CAP Consistency analysis and report revisions; 2) public circulation document and response to comments preparation ; 3) Architecture Review Commission (ARC) meeting support services; 4) Tree Committee meeting support services; and 5) Planning Commission meeting support services. We have also identified an optional task to include meeting support services if the project is elevated to City Council. TASK 1. CLIMATE ACTION PLAN CONSISTENCY ANALYSIS AND REPORT REVISIONS The project applicant has completed a CAP Consistency Checklist. Pursuant to State CEQA Guidelines Section 15183.5, a lead agency may determine that a project’s incremental contribution to a cumulative effect is not cumulatively considerable if the project complies with the requirements in a previously adopted plan or mitigation program under specified circumstances. As such, SWCA will evaluate the CAP Consistency Checklist and incorporate revisions to the project Initial Study/Mitigated Negative Declaration (IS/MND) as appropriate. This task also includes revisions to the project Air Quality and Greenhouse Gas Impact Assessment, as needed. A tracked changes version of both the Draft IS/MND and the Air Quality and Greenhouse Gas Impact Assessment will be provided for City staff to review. Upon receipt of City comments, SWCA will finalize both reports and provide a clean PDF copy of each. TASK 2. PUBLIC CIRCULATION DOCUMENTS AND RESPONSE TO COMMENTS Upon completion of the Draft IS/MND, SWCA will finalize the project Mitigation Monitoring and Reporting Program MMRP). SWCA will prepare all required CEQA notices, including the Notice of Intent to Adopt a Mitigated Negative Declaration (NOI), Notice of Completion (NOC), and Summary Form for State Clearinghouse (SCH) submittal. SWCA assumes the City will reproduce and distribute the IS/MND to all agencies and interested parties identified on a City- approved mailing list, including the SCH for circulation. We also assume that the City will be responsible for all public noticing, such as on-site posting, newspaper advertisement listing, filing the NOI with the City Clerk, and mailing public hearing notices. SWCA will provide one electronic copy of the Draft IS/MND and MMRP. Additionally, SWCA will provide one electronic copy of the appropriate noticing documents, including the NOI, NOC, and summary form for submittal to the SCH. SWCA is prepared to respond to any substantive comments received in writing during public circulation of the IS/MND. Our scope of work includes preparat ion of responses to comments on the IS/MND and assumes up to five substantial comments or comment topics would be received. SWCA will incorporate any necessary clarifications and edits and prepare a Final IS/MND, MMRP, and Notice of Determination (NOD). SWCA will provide one electronic copy of the Final IS/MND, MMRP, and NOD. SWCA assumes the City will be responsible for posting the final NOD with the City Clerk, including payment of the CDFW Environmental Filing Fee. TASK 3. ARCHITECTURE REVIEW COMMISSION MEETING SUPPORT SWCA will prepare a staff report package for review of the project during an ARC meeting, which will comprise the staff report, graphics, and draft findings and conditions of approval. The staff report will include a brief overview of the history of the project, a description of the proposed development, and a preliminary evaluation of the project’s consistency with the City Community Design Guidelines. SWCA assumes two rounds of review for this task and will French Hospital Expansion Project Additional Environmental and Planning Services Page | 2 coordinate with the City on preparation and review timelines based on the current ARC meeting milestone deadline matrices. All documents would be provided electronically. Prior to the scheduled ARC meeting, SWCA will prepare a Microsoft (MS) PowerPoint presentation to be presented at the meeting using the City’s applicable meeting presentation template. This presentation would include, but not be limited to, a brief overview of the project history, a description of the proposed project, and a preliminary evaluation of the project’s consistency with the City Community Design Guidelines. SWCA assumes one round of review to allow City staff to provide comments and suggestions for revisions to the presentation prior to the ARC meeting. Project Manager Emily Creel and Assistant Project Manager Cassidy Williams will attend one ARC practice session and the ARC meeting at which the project would be reviewed. Based on our experience and knowledge of the project and its associated potential environmental impacts, we will present the project to the ARC and assist City staff in fielding any questions received from the ARC, local agencies, and/or members of the public. TASK 4. TREE COMMITTEE MEETING SUPPORT SWCA will prepare a staff report package for review of the project during a Tree Committee meeting, which will comprise the staff report, graphics, and draft findings conditions of approval. The staff report will include a brief overview of the history of the project, a description of the proposed development, and a preliminary evaluation of the project’s consistency with the tree removal and replacement standards set forth in the City Municipal Code. SWCA assumes two rounds of review for this task and will coordinate with the City on preparation and review timelines based on the current Tree Committee meeting milestone deadline matrices. All documents would be provided electronically. Prior to the scheduled Tree Commission meeting, SWCA will prepare an MS PowerPoint presentation to be presented at the meeting using the City’s applicable meeting presentation template. This presentation would include, but not be limited to, a brief overview of the project history, a description of the proposed project, and a preliminary evaluation of the project’s consistency with the tree removal and replacement standards set forth in the City Municipal Code. SWCA assumes one round of review to allow City staff to provide comments and suggestions for revisions to the presentation prior to the Tree Committee meeting. Project Manager Emily Creel and Assistant Project Manager Cassidy Williams will attend the Tree Committee meeting at which the project would be reviewed. Based on our experience and knowledge of the project and its associated potential environmental impacts, we will present the project to the Tree Committee and assist City staff in fielding any questions received from the Tree Committee, local agencies, and/or members of the public. TASK 5. PLANNING COMMISSION MEETING SUPPORT SWCA will prepare a staff report package for review and final decision for the project during a Planning Commission meeting, which will comprise the staff report, graphics, and findings and conditions of approval. The staff report will include a brief overview of the history of the project, a description of the proposed development, and a preliminary evaluation of the project’s consistency with the City General Plan. SWCA assumes two rounds of review for this task and will coordinate with the City on preparation and review timelines based on the current Planning Commission meeting milestone deadline matrices. All documents would be provided electronically. Prior to the scheduled Planning Commission meeting, SWCA will prepare an MS PowerPoint presentation to be presented at the meeting using the Planning Commission meeting presentation template. This presentation would include, but not be limited to, a brief overview of the project history, description of the propose d project, summary of the environmental review of the project, and preliminary evaluation of the project’s consistency with the City General Plan. SWCA assumes one round of review to allow City staff to provide comments and suggestions for revisions to the presentation prior to the Planning Commission meeting. French Hospital Expansion Project Additional Environmental and Planning Services Page | 3 Project Manager Emily Creel and Assistant Project Manager Cassidy Williams will attend one Planning Commission practice session and the Planning Commission meeting at which the project would be revie wed. Based on our experience and knowledge of the project and its associated potential environmental impacts, we will present the project to the Planning Commission and assist City staff in fielding any questions received from Planning Commission, local agencies, and/or members of the public. OPTIONAL TASKS OPTIONAL TASK 1. CITY COUNCIL MEETING SUPPORT In the event the project is appealed to the City Council, SWCA will prepare a staff report package for review and final decision for the project during a City Council meeting. SWCA assumes no major revisions to the project information and policy consistency analysis from the Planning Commission meeting staff report package would be necessary. SWCA assumes two rounds of review for this task and will coordinate with City staff on preparation and review timelines based on the current City Council meeting milestone deadline matrices. All documents would be provided electronically. In the event public comments are received prior to the City Council meeting, SWCA will coordinate with City staff to prepare responses to up to five substantive comments received. SWCA will also prepare an MS PowerPoint presentation to be presented at the City Council meeting using the City Council meeting presentation template. SWCA assumes one round of review to allow City staff to provide comments and suggestions for revisions to the presentation prior to the City Council meeting. Project Manager Emily Creel and Assistant Project Manager Cassidy Williams will attend one City Council practice session and the City Council meeting at which the project would be reviewed. Based on our experience and knowledge of the project and its associated potential environmental impacts, we will present the project to the City Council and assist City staff in fielding any questions received from City Council, local agencies, and/or members of the public. SCHEDULE SWCA is prepared to initiate this scope of work immediately after receiving authorization to proceed. Table 1 establishes anticipated timeframes for the completion of the identified CEQA and planning services described above. Note that these timeframes are just estimates; SWCA is willing to commit to the overall schedule developed by the City to the extent feasible and will provide all planning services in coordination with applicable review bodies’ meeting deadlines based on the dates on which the review body will evaluate the project. Table 1. Schedule TASK ESTIMATED COMPLETION PERIOD Task 1. CAP Consistency Analysis and Report Revisions 2 weeks following authorization to proceed Task 2. Public Circulation Documents and Response to Comments 2 weeks following receipt of comments from City Task 3. Architecture Review Commission Meeting Support TBD (will coordinate with City staff per ARC meeting deadlines) Task 4. Tree Committee Meeting Support TBD (will coordinate with City staff per Tree Committee meeting deadlines) Task 5. Planning Commission Meeting Support TBD (will coordinate with City staff per Planning Commission meeting deadlines) Optional Task 1. City Council Meeting Support TBD (will coordinate with City Staff per City Council meeting deadlines) French Hospital Expansion Project Additional Environmental and Planning Services Page | 4 COST ESTIMATE AND ASSUMPTIONS Based on thoughtful consideration of the project requirements, and a thorough estimate of the attendant labor and direct costs, SWCA’s estimate for completion of the scope of work described above , not including the optional task, is a time-and-materials cost not-to-exceed (NTE) $21,456. This total is based on the following subtotals, by task Table 2). SWCA will not proceed with any work in excess of the NTE budget without prior authorization to proceed. Table 2. Scope of Work Cost Estimate. TASK STAFF HOURS COST Task 1. CAP Consistency Analysis and Report Revisions 26 $4,428 Task 2. Public Circulation Documents and Response to Comments 22 $3,144 Task 3. Architecture Review Commission Meeting Support 36 $5,082 Task 4. Tree Committee Meeting Support 26 $3,720 Task 5. Planning Commission Meeting Support 36 $5,082 PROJECT TOTAL 146 $21,456 Optional Task 1. City Council Meeting Support 20 $2,982 PROJECT TOTAL WITH OPTIONAL TASK 166 $24,438 ASSUMPTIONS SWCA will prepare responses to up to five substantive public comments received during the public circulation period of the IS/MND. If the number of comments received cannot be accommodated within the approved budget, SWCA will coordinate with City staff accordingly. SWCA assumes that City staff will provide any and all referral responses, agenda correspondence, and/or agency comments received regarding the project prior to preparation of public meeting staff reports. SWCA assumes no changes to our scope of work regardless of whether public meetings are scheduled to be held in person or virtually. WORK AUTHORIZATION All terms and conditions of the Agreement between the City of San Luis Obispo and SWCA Environmental Consultants for On-Call Planning and Environmental Services (dated March 15, 2022) and related Attachments are incorporated herein by reference. By signing below, SWCA agrees to complete the scope of work identified above and the City agrees to pay all associated costs pursuant to the payment terms set forth in the Agreement. Tyler Corey, Principal Planner City of San Luis Obispo Date