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Home My WebLink About05-20-2014 C8 San Luis RanchCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Derek Johnson, Community Development Director Prepared By: Doug Davidson, Deputy Director, Community Development SUBJECT: AUTHORIZATION OF CONTRACT FOR CONSULTING SERVICES TO CONTINUE PROCESSING THE SAN LUIS RANCH PROJECT RECOMMENDATION Authorize the Community Development Director to execute a contract with John Rickenbach Consulting not to exceed $60,750 for Phase Two processing of the San Luis Ranch project. DISCUSSION Background Due to record-high permit activity, the Community Development Department has been using outside consultant assistance to augment staff resources in order to provide timely response to the applications. For San Luis Ranch, the Community Development Department solicited proposals from qualified organizations to provide responsible and comprehensive assistance in processing all stages of the project. Funding for the plan review is being paid directly by the applicant rather than using the permit revenue funds allocated to the department during the review of the mid-year budget. John F. Rickenbach Consulting submitted a proposal and was selected based on their extensive local planning experience. The firm’s principal, John Rickenbach, was the project manager of the first Environmental Impact Report (EIR) when Dalidio Ranch was the Marketplace project, and he also worked on the City’s General Plan EIR in 1994. On November 21, 2013, the City Manager entered into a Reimbursement Agreement with the developer, Coastal Community Builders, Inc. The Reimbursement Agreement sets the parameters for the developer to reimburse the City for consultant costs associated with managing the application through the full entitlement process. Shortly thereafter, the City Manager signed the Consultant Services Contract with John Rickenbach for Phase One (Pre-Application) not to exceed 24,395 (including the City’s administrative charge). Phase Two is $60,750 which requires Council authorization since it is over $25,000. The consultant’s work effort is divided into two phases as follows: Phase One: Manage pre-application review among internal staff and all work associated with Planning Commission and City Council Study Sessions to initiate the formal applications. Phase One of the consultant’s work is complete with the Initiation of the project applications on April 1, 2014 by the City Council. On April 1, 2014 the Council also approved the Processing Memorandum of Understanding and authorized the staff to initiate 5/20/14 C8 - 1 San Luis Ranch Consulting Services Page 2 the Development Agreement and issue Requests for Proposals for the Environmental Impact report. Phase Two: Manage project’s development review process including all staff meetings, staff reports, public hearings, planning entitlements with supervision and assistance from a City project planner and input from other Departments. Phase Two includes processing the General Plan/Zoning Amendments, Specific Plan, Annexation, Development Agreement, Development Plan, Tentative Tract Maps, while overseeing the environmental review process and providing detailed technical, and policy review and analysis of the project components through the development review process. Development on the 131.3 acre property would include a mixture of residential and non- residential uses, although substantial portions of the site would be preserved in agricultural uses or open space. Under a Specific Plan, up to 500 dwelling units could be built at various densities, with up to 200,000 square feet of commercial, 150,000 square feet of office, as well as a 200- room hotel and conference center. The project site is currently outside the City, but within its Sphere of Influence, and would require annexation. The project as conceptually proposed is envisioned to implement the draft policies as articulated in the LUCE update. The following entitlements and reviews would be required to implement the project: 1. General Plan Amendment/Pre-Zoning (being programmatically evaluated in the LUCE EIR) 2. Specific Plan 3. Development Agreement 4. Development Plan/Tentative Tract Map(s) 5. Architectural Review 6. Project Level Environmental Review (under the California Environmental Quality Act) FISCAL IMPACT The City of San Luis Obispo would pay the consultant for Phase Two work on a time and materials basis against a maximum, not-to-exceed budget of $60,750, including professional fees and associated expenses (Attachment 1, Consultant’s Scope of Work and Cost Estimate). The developer will reimburse the City for all actual costs for the consultant’s services, plus a 30 percent City administration fee. The total reimbursement from the developer to the City is not-to- exceed $78,975. ALTERNATIVES 1. The City Council could opt not to authorize additional work from John Rickenbach Consulting. This is not recommended because it would run counter to the City Council’s action to Initiate the applications on April 1, 2014. Staff does not have the resources currently to take over processing of the application. 2. The Council could direct the Community Development Director to renegotiate the contract with John F. Rickenbach Consulting to expand or reduce the scope of work. This is not C8 - 2 San Luis Ranch Consulting Services Page 3 recommended because staff and the consultant have reviewed the scope of work/cost estimates and found it appropriate for the level of work required. ATTACHMENTS 1. Consultant’s Scope of Work and Cost Estimate t:\council agenda reports\2014\2014-05-20\SanLuisRanchConsultingServices(johnson-davidson)\report - sanluisranch.docx C8 - 3 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 1 - A. SCOPE OF SERVICES JFR Consulting proposes the following work program, which includes these conceptual tasks in two broad phases (with an optional third phase): Phase 1 – Pre-‐Application Review (Completed in April 2014) • Task 1: Project Initiation • Task 2: Evaluate Project Application • Task 3: Set Public Hearing Dates for Application • Task 4: Prepare Staff Report • Task 5: Present Application at Study Sessions (assume 2) • Task 6: Coordinate with City Staff and applicant to revise application, as needed • Task 7: Ongoing meetings with City staff and project team as needed (assume 3) Phase 2 – Development Review Process • Task 1: Coordination Meeting with City Staff • Task 2: Prepare Schedule to Coordinate Project with LUCE Update • Task 3: Participate in Public Workshops and Scoping Meeting • Task 4: Prepare Initial Study/CEQA Determination • Task 5: Help Develop Possible Alternative Project Concepts for Review • Task 6: EIR Consultant Coordination Process (if EIR is needed) a. Coordinate with Responsible Agencies to Develop EIR Work Scope b. Prepare EIR Request For Proposals c. Assist Staff in EIR Consultant Selection d. Review Administrative Draft EIR e. Coordinate with City Staff to Release Draft EIR f. Coordinate with Staff and CEQA Consultant to respond to Public Input on DEIR g. Review and Coordinate Final EIR • Task 7: Coordinate Fiscal Analysis with City Staff and Consultant • Task 8: Set Public Hearing Dates • Task 9: Staff Report Preparation and Review • Task 10: Present Project at Public Hearings (assume 2) • Task 11: Revise Findings, Evidence and Project Conditions • Task 12: Coordinate with City staff and applicant to revise plan as needed • Task 13: Ongoing Meetings with City Staff and project team (assume 8) Phase 3 – LAFCo Application and Coordination (optional task) Each of these tasks is described in greater detail below. It should be noted that the specific tasks and level of effort associated with each one may change based on unforeseen circumstances, or the City’s desire to reallocate consulting resources to produce a more transparent outcome in a more cost or time-‐efficient manner. Our intent in writing this scope is to be responsive to the City’s current request, understanding that we will work with the City to refine the scope prior to executing the contract. With that in mind, here are the specific tasks associated with each phase: Attachment 1 C8 - 4 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 2 - Phase 1 – Pre-‐Application Review (Completed in April 2014) This phase of the project includes the steps involved in reviewing the preliminary application, working with staff and the applicant to revise the application as needed, and ultimately presenting it to the Planning Commission and City Council for their input. With their authorization, the project will undergo the formal development review process, which is covered in Phase 2. Task 1. Project Initiation. John Rickenbach will attend a kickoff meeting with City staff, the purpose of which will be to confirm the study objectives, refine our proposed approach as needed, and gather any key existing documentation related to the project. Our basic goal in this meeting is to determine how we can best help City staff in the most efficient and effective way possible given potential time, budget and staffing constraints. We will confirm the key products and schedule associated with the effort, and establish communication protocols among City staff, the application team, and the community in general. The kickoff meeting will also provide an opportunity to strategize and discuss other long-‐range issues such as public workshops, key stakeholders, and community outreach methods. This task also includes the review of existing application materials, which may necessitate a follow-‐up meeting or phone call to refine the project approach established at the kickoff meeting. Deliverables: Attend kickoff meeting; confirm study goals; receive and review project application materials; refine our approach with City staff as needed. Task 2. Evaluate Project Application. This step builds on the initial review of the project application in Task 1. The purpose of this task is to critically evaluate the application to determine whether or not it is complete, and to determine what additional materials would be needed to ensure that the application is complete in the context of the State’s permit streamlining requirements. This step also entails a preliminary review of the proposed project parameters, sufficient to gain an understanding of the major issues likely to be encountered in the development review process, both from a policy and physical perspective. This step will include a review of the property history, its relationship to County Measure J, previous environmental documents, applicable City regulations, and the relationship of the property with respect to the City’s ongoing Land Use and Circulation Elements (LUCE) Update process, along with recommendations from the LUCE Task Force and Planning Commission related to the property. With respect to County Measure J, our review will describe the measure’s complex history, legal challenges, and applicability to the current effort. Measure J was approved by a Countywide vote in 2006, which allowed development under County regulations (not City regulations). A subsequent legal challenge overturned the measure in 2008, which was subsequently reversed on appeal in 2009. Based on this preliminary review, it may be useful to coordinate a site visit with City staff to confirm or address questions that may be raised through this review. Ultimately, we will prepare a memo for the City’s project planner that summarizes our findings and recommendations regarding the preliminary application review. Deliverables: Review an evaluate existing application materials; determine the completeness of the application; review application relative to City regulations and previous Attachment 1 C8 - 5 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 3 - actions taken on the site, including County Measure J. Prepare a memorandum to City staff that summarizes the key points of the review. Task 3. Set Public Hearing Dates for Application. We will work with City staff to develop a preliminary schedule and establish public hearing dates before the Planning Commission and City Council to review the preliminary application, consistent with timing requirements under the State Permit Streamlining Act. This step is necessary because the Planning Commission and City Council must authorize the processing of a General Plan Amendment, rezoning, annexation and related entitlements to develop the property in the City before the formal development review process can begin. Deliverables: Set public hearing dates for Planning Commission and City Council review of the application to determine whether they will authorize further processing of a possible General Plan Amendment and other related entitlements. Task 4. Prepare Staff Report with City Staff Review. Based on direction from City staff, John Rickenbach will prepare a staff report that summarizes the project’s history, current application, and preliminary review of the application relative to City regulations and other key issues, including Measure J. Crucially, the staff report will also address the project’s status relative to the current Airport Land Use Plan (ALUP) safety zones, and how the proposed changes to the ALUP may impacts the proposed development concept. The staff report will also address how the timing of this project relates to the LUCE update, and how the two processes could be coordinated. The staff report will include a recommendation relative to the further processing of the project through the development review process. The document will include all attachments and exhibits as needed, using City templates. The City’s project planner will review the draft staff report, which will be revised before being presented for distribution. Deliverables: Prepare a staff report evaluating the current application, making a recommendation regarding whether it should be processed for further review. City staff will review the report before it is finalized. Task 5. Present Application at Study Sessions to Authorize Further Processing. John Rickenbach would present the application before the Planning Commission and City Council for the purpose of allowing these bodies to determine whether or not to authorize further processing of the application. This is necessary because the application involves a General Plan Amendment, would require rezoning, and would ultimately require annexation to the City. John would prepare a PowerPoint presentation, coordinated with City staff, and present this item before the Planning Commission and City Council. Deliverables: Present the application to the Planning Commission and City Council based on a PowerPoint presentation. Task 6. Coordinate with City Staff and Applicant to Revise Application as needed. If authorized for further processing, we will work with City staff and the applicant team to revise the project application to address public concerns and specific feedback from the Planning Commission and City Council. We Attachment 1 C8 - 6 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 4 - will provide direction to the applicants, and review their subsequent changes to the application (including any substantive project changes) before continuing with further project processing. Deliverables: Provide direction to project applicant to revise project application; review the revised application and coordinate with City staff as needed before proceeding with formal development review process. Task 7. Ongoing Meetings with City Staff. Through the course of this project phase, we expect to meet with City staff on several occasions. Our scope of work assumes at three (3) meetings with staff during the pre-‐application phase, in addition to the Kickoff Meeting, which is covered in Task 1. Deliverables: Meeting attendance, follow-‐up as needed Phase 2 – Development Review Process This phase of the project includes the steps involved in reviewing the processing the formal application, reviewing the proposed project in detail, guiding the application through the California Environmental Quality Act (CEQA) process, and the formal public review process associated with both the CEQA review and development review processes. This phase also includes close coordination with staff, both in terms of meetings, as well as the preparation of staff reports and related presentations before the Planning Commission and City Council. Task 1. Coordination Meeting with City Staff. John Rickenbach will attend a coordination meeting with City staff, the purpose of which will be to confirm the study objectives in the wake of the City Council’s authorization of the project for development review. We will agree on the project parameters for study as authorized by the City Council, identify key issues raised during that process, and confirm a rough outline of the development review process, particularly in the context of the LUCE Update. We will also confirm that the applicant has submitted revised application materials that address the issues raised during the pre-‐application study sessions before continuing with the development review process. Deliverables: Attend coordination meeting; confirm study goals; receive revised project application materials; refine our approach with City staff as needed. Task 2. Prepare Schedule to Coordinate with LUCE Update. Based on the input received in Task 1, we will develop a project schedule that coordinates this effort in the context of the LUCE Update. The schedule will show haw the two processes dovetail and can be coordinated, such that the two processes can remain consistent with one another. This schedule will be reviewed by City staff before being publicly distributed via the City’s website. Deliverables: Prepare a schedule coordinating the proposed project with the schedule for the LUCE Update, to be reviewed by City staff prior to public distribution. Attachment 1 C8 - 7 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 5 - Task 3. Participate in Public Workshops and Scoping Meeting. John Rickenbach will participate in two public workshops coordinated by the City for the purpose of soliciting public input on the content of the draft Specific Plan. He will also attend and participate in the EIR scoping meeting conducted by the City. Deliverables: Attend two public workshops and one EIR scoping meeting coordinated by the City. Task 4. Prepare Initial Study and CEQA Determination. With input from City staff, we will prepare an Initial Study pursuant to the California Environmental Quality Act (CEQA) that provides a preliminary evaluation of the proposed project’s potential environmental impacts. The Initial Study will be prepared using the City’s approved format, and address all requirements of the CEQA statute (Pub. Res. Code Section 21000 et seq.) and the State CEQA Guidelines (14 California Code of Regulations [CCR] 15000 et seq.). CEQA requires that all state and local government agencies consider the environmental consequences of projects for which they have discretionary authority before they approve or implement such projects. The Initial Study is a public document used by the City to determine whether the project may have a significant effect on the environment. Based on the Initial Study, we will work with City staff to make the determination of the appropriate CEQA document to prepare. If the City finds substantial evidence that any aspect of the project, either alone or in combination with other projects, may have a significant effect on the environment, the City is required to prepare an Environmental Impact Report (EIR) to analyze the project. If the lead agency finds no substantial evidence that the project or any of its aspects may cause a significant impact on the environment, a Negative Declaration may be prepared. If, over the course of the analysis, the project is found to have a significant impact on the environment that, with specific mitigation measures, can be reduced to a less than significant level, a Mitigated Negative Declaration (MND) may be prepared. Based on the past history of the project, previous CEQA documentation, and the level of controversy surrounding the project, it is likely that an EIR will be required. However, this will not be known until we have prepared the Initial Study, and determined the extent to which the proposed project may be self-‐ mitigating; that is, the extent to which through project design, many of the potential impacts have already been addressed, and impacts may then be considered to be less than significant. If an early determination is made to prepare an EIR, the Initial Study may be used to identify which issues require further study in the EIR, and which can be adequately addressed through the discussion within the checklist. Although mitigation measures may be included in an Initial Study that leads to an EIR, we would recommend that all issues requiring mitigation should be evaluated in the EIR. This will help avoid confusion for the EIR consultant, and allow a comprehensive “apples-‐to-‐apples” comparison of project alternatives studied in the EIR. For example, if the Initial Study demines that a certain issue does not require further study in the EIR based on mitigation measures applied to the project, it would be difficult to provide a meaningful analysis of that issue relative to potential project alternatives, particularly if that alternative may result in a greater impact relative to that issue. If an EIR is required, then the steps under Task 5 of this scope of work would apply. Otherwise, Task 5 is not needed. The Initial Study will rely extensively on existing studies, the project application, as well as City regulations and templates. Attachment 1 C8 - 8 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 6 - Deliverables: Prepare a CEQA Initial Study and work with staff to make an appropriate CEQA determination regarding whether an EIR or a Mitigated Negative Declaration should be prepared. If an EIR is determined to be needed, then the steps under Task 5 would apply. Task 5. Develop Possible Alternative Project Concepts. The Initial Study will identify aspects of the proposed project that could result in potentially significant impacts. As we put this document together, we will work with City staff to develop potential project modifications that could address one or more of these possible impacts. Ultimately, we will discuss these with the applicant team. These concepts will either be used to modify the project itself, or form the basis of potential project alternatives that could be examined in an EIR, if the determination is made that an EIR is necessary. We suggest that the development of alternative project concepts be a result of an open dialogue with the applicant team, to ensure that such ideas can be implemented, and are not just theoretical. The purpose of this exercise is to produce a better project, and to the extent possible, use the CEQA process to help guide these potential changes. Deliverables: Work with City staff and the applicant team to develop project concepts that may address one or more of the preliminarily identified impacts that are discussed in the CEQA Initial Study. Task 6. EIR Consultant Coordination Process (if EIR is needed). This task applies only if the City makes the determination that an EIR will be needed to satisfy CEQA requirements. If this is the case, we will take the lead in developing the steps needed to hire and manage a third-‐party consultant who will prepare an EIR for the proposed project. This task involves the entire process from working with various responsible agencies (including but not limited to the California Department of Fish and Wildlife, Regional Water Quality Control Board, Caltrans, and SLO Air Pollution Control District) to develop a scope of work, drafting a Request For Proposals (RFP), hiring the consultant, and working with the consultant as they prepare the EIR document. We will work with the City’s project planner on these tasks, and coordinate closely throughout the entire EIR process. The specific steps involved in this task include: a. Coordinate with Responsible Agencies to Develop EIR Work Scope b. Prepare EIR Request For Proposals c. Assist Staff in EIR Consultant Selection d. Review Administrative Draft EIR e. Coordinate with City Staff to Release Draft EIR f. Coordinate with Staff and CEQA Consultant to respond to Public Input on DEIR g. Review and Coordinate Final EIR Deliverables: Coordinate with City staff in the development of an EIR work scope, preparation of an RFP, hiring an EIR consultant, and managing that consultant throughout the process. The tasks also include acting as the lead reviewer of the CEQA document, and coordination of that review with other City departments as well as outside agencies. Attachment 1 C8 - 9 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 7 - Task 7. Coordinate Fiscal Analysis with City Staff and Consultant. We will oversee and coordinate a fiscal impact report, which will be prepared by a third party consultant. The report will analyze the fiscal impacts to the City from the proposed development project. We will prepare the appropriate findings to support the study, and include supporting evidence in the draft resolution attached to the staff report. Deliverables: Coordinate fiscal study prepared by an outside consultant, and summarize findings in the staff report, supported by clear evidence. Task 8. Set Public Hearing Dates for Project Consideration. This step involves working with City staff to establish public hearing dates before the Planning Commission and City Council to review the project for possible approval. Deliverables: Set public hearing dates for Planning Commission and City Council consideration of the project. Task 9. Prepare Staff Report with City Staff Review. Based on direction from City staff, John Rickenbach will prepare a staff report that summarizes the project components, CEQA review, public input received, and potential project conditions of approval. The Staff Report will discuss the project in the context of the LUCE Update, and its consistency with other relevant policies and documents that affect planning within the City, including the ALUP. The staff report will include a recommendation relative to possible project approval. The document will include all attachments and exhibits as needed, using City templates. Our scope and cost estimate also includes the preparation of CEQA Findings for the project. If this task is instead to be handled by an EIR consultant, our cost would be reduced commensurately. The City’s project planner will review the draft staff report, which will be revised before being presented for distribution. Deliverables: Prepare a staff report evaluating the proposed project, with a recommendation regarding whether it should be approved. City staff will review the report before it is finalized. Task 10. Present Project at Public Hearings (assume 4). John Rickenbach will present the project before the Planning Commission and City Council for their potential approval. John will prepare a PowerPoint presentation, coordinated with City staff, and present this item before the Planning Commission and City Council. Deliverables: Present the project at up to 4 hearings before the Planning Commission and City Council based on a PowerPoint presentation. Task 11. Revise Findings, Evidence and Project Conditions. Based on input received from the Planning Commission and City Council, we will revise the project findings, evidence and conditions as needed to support their direction. We will discuss and confirm these changes with staff before creating a final version of the project findings. Attachment 1 C8 - 10 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 8 - Deliverable: We will revise the project findings and supporting evidence based on input received from the Planning Commission and City Council for City staff review, finalization and distribution. Task 12. Coordinate with City staff and applicant to revise plan as needed. Assuming the project is approved, based on City Council direction, and supported by the findings prepared in the previous task, we will work with City staff and the project applicant to revise and finalize their plan to be consistent with those findings and project conditions. Deliverable: We will work with staff and the project applicant to revise the revise the plan (if approved) to be consistent with the City Council findings and required project conditions. Task 13. Ongoing Meetings with City Staff. Through the course of this project phase, we expect to meet with City staff on several occasions. Our scope of work assumes at eight (8) meetings with staff during the development review phase, in addition to the Coordination Meeting, which is covered in Task 1. We understand that this is an estimate, and the number of meetings may be higher or lower, depending on how the process unfolds. Deliverables: Meeting attendance, follow-‐up as needed Phase 3 – LAFCo Application and Coordination (optional task) Although not called for in the City’s RFP, as an optional task we can support City staff through the annexation phase of the project, which will be required before the project can be developed in the City. This step would include working with Local Agency Formation Commission (LAFCo) staff, putting together the application for annexation, describing the project’s service needs relative to LAFCo requirements, and evaluating the project’s consistency with LAFCo policies, including those associated with the conversion of prime agricultural land and the provision of water supply. We understand that the ultimate determination of consistency with LACFo policies must be made by LAFCo, but in our experience, it is useful to coordinate closely with LAFCo staff throughout the entire development review process to ensure that the project is on the right track, and that the application process will go in a more timely fashion. In this way, if there are issues to be resolved, then they can be addressed early in the process. At this time, we are not providing a cost estimate for these services, but can do so upon request. Attachment 1 C8 - 11 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 9 - B. PROJECT TEAM The contract will be managed locally by John F. Rickenbach Consulting, with John Rickenbach as Project Manager. John will handle all day-‐to-‐day coordination with the City and be the primary contact. Based on experience, this type of assignment requires a high level of consulting expertise and ability to gain the trust of many players, including City staff, project applicant, resource agencies, advocacy groups, and most importantly the community at large. The City will have John’s full commitment to this assignment, and he will not offload any project responsibility to junior staff or interns. As an optional concept that the City could also consider, it may be useful to bring in additional experts in engineering and biological resources to review aspects of the proposed plan early on, if the City does not have staff or time to fully address these aspects of project review. They may also be useful in reviewing the CEQA document prepared for the project. To that end, we would bring in Michael K. Nunley & Associates (civil engineering) and Kevin Merk Associates (biological resources and regulatory permitting) if desired by the City, with whom John has worked successfully in the past. John F. Rickenbach Consulting and partner firms are all locally based in San Luis Obispo County, and bring principal-‐level staff to this assignment. Key staff and their roles are summarized below and described in more detail in the Qualifications section of this proposal. Resumes for the key staff are included in the Appendix. John Rickenbach, AICP, will serve as Principal in Charge and Project Manager for this assignment. In this role, he will direct the day-‐to-‐day work program and be the City’s primary contact. He will attend all meetings, prepare all reports, and make all needed presentations. With over 24 years working within the Central Coast region, John has unparalleled experience for similar kinds of assignments, including controversial projects requiring exceptional communication skills. He has a clear understanding of the regulatory framework of local, state, and federal agencies, and how they interact for a project such as this. John is a land use planner by training, and an acknowledged expert in the application of CEQA as well as other state and federal environmental laws. He specializes in site analysis. He combines this technical background with excellent communication skills, which have been honed managing comprehensive and controversial projects such as the City of Paso Robles General Plan Update, which won an Award of Merit from the American Planning Association. He also has worked with the City of San Luis Obispo on many assignments over the years, including as a contract planner in the early stages of the development of the Orcutt Area Specific Plan. John was also the project manager for the first San Luis Marketplace EIR, and so is already highly familiar with the Dalidio property, including issues related to the Airport Land Use Plan. John has managed difficult site studies for other municipal long-‐range planning efforts, including the ongoing Spanish Springs Specific Plan in Pismo Beach. He was the contract planning director for the City of Guadalupe for several years, and oversaw much of the process that led to the ultimate approval of the DJ Farms Specific Plan for that community. John authored an APA award-‐winning report entitled Conventional vs. Neo-‐Traditional Development: A Comparative Analysis, regarding a development on the urban fringe of the City of Santa Maria. Attachment 1 C8 - 12 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 10 - C. COST ESTIMATE John F. Rickenbach Consulting will provide contract planning services for Phase 2 of the assignment in accordance with our scope of work for an estimated not-‐to-‐exceed fee of up to $60,750, which assumes that an EIR will be required, and that the assignment involves hiring and managing an outside EIR consultant, as well as reviewing their work. It also includes the preparation of CEQA Findings. This fee includes all project management, technical work, meetings, report preparation and other tasks associated with the overall assignment. It also reflects John Rickenbach’s billing rate of $135 per hour, as shown on the accompanying spreadsheet. Our cost estimate is just that—an estimate. Experience suggests that these processes often take unanticipated directions, and sometimes certain tasks require more (or less) effort than originally estimated. With that in mind, our proposed scope of work and related cost estimate are based on the following assumptions: 1. John Rickenbach will be the Project Manager and single point of contact. 2. Our scope includes attendance at a project kickoff meeting, 2 public workshops, 1 EIR scoping meeting, 4 public hearings, and up to 8 additional meetings with City staff through the process. We also assume informal consultation with staff via email and on the phone throughout the process. Public hearings would be attended at time and materials billing rates. Additional meetings are possible at $135 per hour on a time and materials basis. 3. The scope of work does not include any subconsultant tasks or fees. If the City chooses to engage any of our optional subconsultant services for engineering or biological resource issue review, we can provide fee estimates consistent with the City’s desired services. 4. We assume the City will incur all printing costs, and that all deliverables will be sent in electronic form. 5. If additional hours are needed in the process, or if additional time is needed for meetings and coordination because of unforeseen project complexities, we will notify the City as early as possible to determine how best to address these issues. If all parties agree, we will request additional funding for items not in the original scope of work. 6. We can re-‐allocate portions of the budget to different tasks if the City determines that the time is better allocated to such tasks. 7. Subsequent processing steps, including the LAFCo process, cannot be known at this time, and are therefore not covered in this scope of work. We can provide a cost estimate for the LAFCo annexation phase of the process if requested by the City. We intend to invoice the City on a time-‐and-‐materials basis, not to exceed the total fee shown above. The proposed scope of services and associated costs are fully negotiable to meet the needs of the City. Additional work not included within our proposed work program will be completed only upon written City authorization on a time-‐and-‐materials basis. This offer for services is valid for 60 days. Questions regarding the proposal and accompanying cost estimate may be directed to John Rickenbach at 805/610-‐1109, or at JFRickenbach@aol.com. Attachment 1 C8 - 13 John F. Rickenbach Consulting San Luis Ranch Contract Planning Services City of San Luis Obispo - 11 - City of San Luis Obispo San Luis Ranch Contract Planning Services Cost Estimate (Phase 2: Development Review)April 22, 2014 Rickenbach Tasks CostLabor Hours $135/hr PHASE 2. DEVELOPMENT REVIEW PROCESS 1. Coordination Meeting with City Staff $540 4 2. Prepare Schedule to Coordinate Project with LUCE Update $540 4 3. Participate in Public Workshops and Scoping Meeting (2 workshops; 1 scoping meeting)$1,620 12 4. Prepare Initial Study/CEQA Determination $8,100 60 5. Help Develop Possible Alternative Project Concepts for Review $2,160 16 6. EIR Consultant Coordination Process (if EIR needed) a. Coordinate with Responsible Agencies to Develop EIR Work Scope $1,080 8 b. Prepare EIR Request For Proposals $4,320 32 c. Assist Staff in EIR Consultant Selection $1,080 8 d. Review Administrative Draft EIR $5,400 40 e. Coordinate with City Staff to Release Draft EIR $540 4 f. Coordinate with City staff and CEQA consultant to respond to public input on Draft EIR $4,320 32 g. Review and Coordinate Final EIR $2,160 16 7. Coordinate Fiscal Analysis with City staff and consultant $1,620 12 8. Set Public Hearing Dates $540 4 9. Staff Report Preparation and Review a. Prepare Project Discussion, Findings and Evidence $5,940 44 b. Prepare CEQA Findings (if not prepared by EIR Consultant)$4,320 32 c. Revise Staff Report based on City Staff input $810 6 10. Present Project at Public Hearings (assume 4)$2,160 16 11. Revise Findings, Evidence or Discussion based on Public Hearing Input $1,620 12 12. Coordinate with City staff and applicant to revise Plan, as needed (if project approved)$3,240 24 13. Ongoing Meetings with City Staff/Project Team as needed (assume 8)$3,240 24 Coordination/Project Management $5,400 40 TOTAL COST ESTIMATE (Phase 2, assuming EIR required):$60,750 450 Attachment 1 C8 - 14