HomeMy WebLinkAboutRincon Consultants Consultants 4.10.13city of
san Luis
•: M
Final City Manager Approval ::�::Z.--�rovsrName
I Date Approved
City Administration
_
l-r
Reviewer Routing List
Reviewer Name
Date Reviewed
City Attorney
JCD
4/10
Finance & Information Technology
y/p
April 6, 2012
FROM: Derek Johnson, Community Development
Director
PREPARED BY: Pam Ricci, Senior Planner
a JXQH
"First Amendment" to Agreement with Rincon Consultants, Inc. regarding
the Johnson Avenue Housing Proiect EIR (ER 56-08)
RECOMMENDATION
Approve a "First Amendment" to the existing agreement with Rincon Consultants, Inc. to
prepare the Environmental Impact Report (EIR) in the amount of $24,589.
DISCUSSION
The applicant, San Luis Coastal Unified School District, has submitted project plans to develop
88 residential units in seven separate buildings on a 4.36-acre site. On February 7, 2012, the
City Council approved the workscope for EIR consultant services in connection with the project
and authorized staff to send out Request for Proposal (RFP) documents to qualified consulting
firms. Part of the Council's action was to authorize the City Manager to award the EIR contract to
a qualified consulting firm, contingent upon the developer depositing with the City the amount of
the contract plus a 30% administrative fee. After a review of eight submitted proposals and
interviews of the top three firms, Rincon Consultants, Inc. was selected to prepare the requested
EIR.
On April 18, 2012, the School District deposited $115,617 to cover Rincon Consultants, Inc.
costs for the consultant services to prepare the EIR ($88,936), plus a 30% administrative fee
($26,681), with the administration of the consultant contract overseen by the Community
Development Department, in conjunction with the Finance Department. Work on the
Administrative Draft FIR began after the deposit of funds and final execution of the contract.
City staff review of the Administrative Draft EIR took longer than anticipated because of some
additional tasks with the traffic analysis that came out of the public scoping meeting held before
City Manager Report
Rincon Consultants, Inc, EIR Consultant Contract Page 2
the Planning Commission on May 9, 2012. The Draft EIR was to be released in February of
2013 for public review and comment; however, the School District suggested and the City
concurred to put the EIR on hold and conduct a separate and more focused access and circulation
study of the existing High School and surrounding street system. The intent is to identify any
physical or operational changes that may improve current traffic issues around the High School.
The total costs associated with the focused study as a "First Amendment" to the EIR contract
with Rincon Consultants Inc.is $24,589. Staff and the applicant concluded that keeping the
study under the umbrella of the EIR contract would be the best approach because the ultimate
conclusions of the study will likely be utilized to formulate viable mitigation measures to address
traffic impacts associated with the project being evaluated in the EIR. Staff is now seeking the
approval of the City Manager to approve the first amendment to the contract.
FISCAL IMPACT
There would be no fiscal impact to the City since the developer would be funding the consultant
costs.
ATTACHMENTS
1. EIR Services Authorization
2. First Amendment to Agreement and original Consultant Agreement with attachments
city of
san Lws 0131
enviuonmentai review seRvices authouintion
PROJECT TITLE: Johnson Avenue Housing Project EIR (Specification No. 91146)
APPLICANT: San Luis Coastal Unified School District
APPLICANT ADDRESS: 1642 Johnson Avenue, San Luis Obispo, CA 93401
PROJECT DESCRIPTION: Develop the property with a residential project consisting of
88 units in seven separate buildings on 4.36-acre site (ER 56-08).
PROCESSING FEES (First Amendment to EIR Aareementh
1. Consultant Fee (Firm:Rincon Consultants, Inc.) ..................................... $24,589
(Revenue Account 600-2472)
2. Administration Fee (30% of Consultant Fee) ........................................ $ 0
(Revenue Account 100-45480)
3. Report Reproduction Fee/Advertising Fee .......................................... $ 0
(Revenue Account 100-45480)
4. Other Fees (Specify:
...................................... $ 0
5. Total Fees....................................................................................$ 24,589
Authorization and Assurances
The cost to the applicant for consultant services (as stated in line 5 above) is based on the
total cost included in the consultant's proposal for preparation of the focused circulation
study of the high school in conjunction with the Johnson Avenue Housing Project EIR, as
detailed in Exhibit "A".
Date Derek Johnson, Community Development Director
As applicant for this project, I hereby accept the fees for the additional Environmental
Impact Report (EIR) study and agree to deposit with the City of San Luis Obispo
Community Development Department, the amount shown on line 5 above. Upon receipt
of this sum, the Community Development Director is authorized to employ a qualified
consultant to complete the study.
Date C.M. Florence, representative for San Luis Coastal Unified
School District
Rincon Consultants, Inc.
1530 Monterey Street, Suite D
San Luis Obispo, California 93401
boy 547 0900
FAX 547 0901
info®rinconconsultants.com
www. rinconconsultants.com
April 9, 2013
Job No. 12-69280
Pam Ricci, Senior Planner
City of San Luis Obispo
Community Development Department
990 Palm Street
San Luis Obispo, CA 93401
SUBJECT: Johnson Avenue Housing EIR
Request for Fee Authorization for Additional Tasks
Dear Ms. Ricci:
The purpose of this letter is to request authorization of additional fees for environmental review services that
exceed those included in the April 20, 2012 contract scope of work for Johnson Avenue Housing EIR. With this
revised scope of work, Rincon Consultants will oversee preparation of a San Luis Obispo High School Access
and Circulation Plan to be prepared by Kittelson and Associates, Inc. (KAI), supported by Central Coast
Transportation Consulting (CCTC).
Revised Scope of Work forAdditional Tasks
Conduct San Luis Obispo High School Access and Circulation Plan. KAI/CCTC will prepare an Access
and Circulation Plan for San Luis Obispo High School. The purpose of this work scope is to identify and
evaluate improvement concepts to address existing and future site access and circulation issues at the San Luis
Obispo High School and the surrounding area. The study will focus on both physical improvements on the
surrounding street network and High School Parking lot, in addition to school operational changes. As much
technical information as applicable will be used from the Administrative Draft Johnson Housing EIR Traffic
Analysis (KAI, December 2012), Fixilini NTM studies, and any other data already collected by the City.
The studies will assume that school access via the Fixilini neighborhood is closed and those volumes are routed
to the main entrance off of San Luis Drive. The study team will be comprised of School District, City Staff, and
potentially members from the Fixilini NTM Action Team.
Specific proposed tasks in preparing the access study traffic analysis are outlined below.
Task 1. Proiect Initiation and Data Collection:
Rincon Consultants' Project Manager and staff from KAI/CCTC will attend a kickoff meeting with school
representatives and City staff to discuss the school's circulation issues and finalize this scope of work. A
meaningful discussion will be conducted to winnow the number of improvement "themes" that should be
considered as part of the study.
E n v i r o n m e n t a l S c i e n t i s t s P l a n n e r s E n g i n e e r s
-A
City of San Luis Obispo
Johnson Avenue Housing EIR
Page 2
CCTC & City staff will conduct field observations during moming and afternoon peak periods when school is in
session. Observations will focus on queuing at driveway entrances, internal circulation and parking, school bus
access, and drop-off and pick-up patterns. It is anticipated that two days of observations will be needed.
CCTC & City staff will collect AM and PM peak -hour turning movement counts at the two school driveways.
These new counts will be scheduled to coincide with the peak school activities, not necessarily with the peak
hour of traffic on Johnson Avenue. Peak hour traffic counts at the Johnson Avenue/San Luis Drive and
California Boulevard/San Luis Drive intersections will be obtained from recent studies in the area or the City's
traffic count database.
Task 2. Existing and Future Conditions
The data collected in Task 1 will be summarized graphically on a map suitable for use as an exhibit.
Future traffic volumes reflecting planned growth in the area will be obtained from the Administrative Draft
Johnson Housing EIR Traffic Analysis (KAI, December 2012) or other applicable studies that have applied the
City's Travel Demand Model. Future intersection operations along the San Luis Drive corridor will be
summarized and compared to existing conditions in a summary graphic.
Task 3. Evaluate Potential Improvements
KAI/CCTC, in consultation with City staff, will develop and evaluate a tool box of improvement concepts
intended to improve site access and on -site circulation. At this time, anticipated improvement concepts include,
but are not limited to:
1. New High school Driveway Access Points Along San Luis Drive
2. Modification of the Internal High school Parking Lot Circulation (Drop Off, Student Parking, Staff
Parking, Busses)
3. Modification of School Schedule to Avoid Peak Hour Traffic
4. Trip Reduction Plans and Incentives
5. Modification of San Luis Drive (Turn restrictions, Lane Modification, One-way Conversion)
6. Modifications of Surrounding Street Network (California Boulevard, Monterey Street, Marsh Street,
Johnson Avenue)
7. Modification of Signal timing
8. Capacity Improvements and Traffic Control Upgrade at California Boulevard & San Luis Drive (Signal,
Roundabout)
These concepts may evolve, be eliminated, or additional ones added as the study proceeds. KAI will summarize
the concepts identified in this toolbox and their projected effectiveness for review and comment by the study
team, and will attend a team meeting to discuss these and other potential improvements.
Task 4. Draft Access and Circulation Plan
The selected improvement measures will be combined in an Administrative Draft Access and Circulation Plan.
The plan will identify the timing and priority of the recommended measures, as well as key triggers for
implementation if appropriate. The plan will be submitted to the study team and City staff for review and
comment, and a Draft Plan will be prepared for public review and comment.
Task 5. Finalize Plan
The Final Access and Circulation Plan will incorporate comments received from the study team, and community
members. The Plan will include an implementation and monitoring section to clearly identify the responsible
party for each improvement concept.
E n v i r o n m e n t a 1 5 c i e n t i 5 t s P l a n n e r s E n g i n e e r s
City of San Luis Obispo
Johnson Avenue Housing EIR
Page 3
Task 6. Team Meetings
The Final Access and Circulation Plan will incorporate comments received from the study team, and community
members. The Plan will include an implementation and monitoring section to clearly identify the responsible
party for each improvement concept.
Proiect Management. Rincon will oversee completion of the Final Access and Circulation Plan, including
subconsultant management and invoicing. This scope of work does not include Rincon attendance at additional
meetings or hearings.
Optional Tasks
While this study's recommendations are not known at this juncture, they may include changes affecting traffic
patterns on the surrounding roadway network. KAI has found that micro -simulation provides decision makers
and the public a valuable visual representation of the effects of future improvements and area growth. Micro -
simulation also provides a higher degree of confidence in the technical analysis results, particularly in locations
experiencing high degrees of congestion and where multiple intersections and driveways interact. KAI has
extensive experience developing and applying micro -simulation models, and can do so as an optional task as a
part of this project.
The study team may consider major changes to the public roadway network (such as the conversion of two-way
streets to one-way) in the vicinity of the project. These changes could result in significant shifts in local travel
patterns best quantified with the City's Travel Demand Model. This scenario would require additional model runs
and volume processing to develop intersection -level turning movement forecasts based on the model. If
necessary, these forecasts would be developed as an optional task.
If desired by the City of San Luis Obispo, the consultant team can participate in public meetings on a time and
materials basis. These meetings could include but are not limited to the following:
• Initial public meeting
• Study team meeting to review potential improvement measures
• Public meeting to present Draft Plan.
Once the study results are known, revisions to the Administrative Draft EIR may be necessary (e.g., traffic,
noise, and/or alternatives sections). This scope of work does not include these potential additional future tasks.
Schedule
The draft Access and Circulation Plan will be submitted within six weeks after written authorization to
proceed and traffic count data is obtained. The final Plan will be submitted within ten days from receipt of a
single non -conflicting set of comments.
Fee Estimate
As shown on the attached spreadsheet, we are estimating fees in the amount of $26,560 to complete this
revised scope of work. It is our understanding that $1,971 remains in the contingency fund for the project.
Therefore, we are requesting the release of these remaining contingency fees, as well as additional fees in
the amount of $24,589, to be billed on a time and materials basis and in accordance with the terms of our
existing contract with the City.
E n v i r o n m e n t a l S c i e n t i s t s P l a n n e r s E n g i n e e r s
[A
City of San Luis Obispo
Johnson Avenue Housing EIR
Page 4
Thank you for your consideration of this request to provide additional environmental consulting services for
this project. Please call Richard Daulton directly if you have any questions or need any additional
information.
Sincerely,
RINCON CONSULTANTS, INC.
Richard Dault
Principal
*Svete,LEED AP
Vice President
E n v i r o n m e n t a l S c i e n t i s t s P 1 a n n e r s E n g i n e e r s
LA
City of San Luis Obispo
Johnson Avenue Housing EIR
CostEdmate
City of San Luis Obispo
Johnson Avenue Housing EIR
Page 5
Ra,,ud 4Qdn13
Madan
Rincon
Consultants
sr. Pmdgal
Prq. Mgr
feet Pro. Mgr
ad..
Gretna
acndal
Tasks (Base Fee)
Cost
Labor
Hours
$11..
u7W
$in.
StUrwr
$Mmr
5"=
BASEFEE
1. P.Jadtlnlga0ar
1.1 Kickan Meeting and Date Coll.aH.WeAncation
$970
8
4
2
2
1.2 Noted of Preparation
$275
2
1
1
1.3 Sniping Meeting
$1,210
10
4
4
2
2 Adminlaba5'vaD.11OR
2.1 Oran Project Deaddpnon and EIR Outline
$1,525
15
1
1
2
6
4
1
22 Davalopment of Project Atemauves
$740
7
1
2
4
2.3 Adminiara6va Gan EIR Analysis
22.1 Executive Summary
$go
7
1
2
2
2
2221ntrad fr, Project Deamip$on, aM Envirounntal Setting
$1,135
12
1
2
4
4
1
2.23 Environmental Impacts and Mitigual Measures
a. Aasihetks(Rinan lobar Only)
$l.m5
16
1
2
2
4
6
1
b. Graddah.e Gas Emissions
$3,120
29
1
2
16
8
2
c Noke
53,370
31
2
1
18
8
2
d. nrarspmfatks .Wd(Pa. Labor Only)
$2,045
20
1
2
2
8
6
1
Trvupoddid&Dafflouoncon Conbbg. Release January 2013)
$1,310
10
4
6
e, Efiads Found Nal k So Significant
$2.180
22
2
8
8
2-
2
2.3.4 Altemafives(4)
$3,90
31
1
4
6
16
4
2.3.5 Otbm CEOA-Required Sections
$435
4
1
2
1
2.4 Draft M1,dion Monitoring and Rapatin9 Program
M15
6
1
2
2
1
2.5 Smeancheck Oran EIR (Now Task, Card,. Rd... January 2013)
$2,785
25
6
12
4
3
1 DaR OR Preparadon and PubGaagon
$3,200
31
1
4
8
12
2
4
A Final OR Prepaatlon
4.1 Responceto CanraddlPdministrative Find EIR
$3,555
31
1
9
18
1
2
4.2 Rid Mitigation Monitoring and Reporting Frouam
$380
3
1
2
4.3 Publicafion of the Hint EIR
$1.170
13
1
4
4
4
5. Prepare CEDA Findings and Skleaentol Dsemding Consideab'ons
$2,965
24
1
6
16
1
6. Staff Meatings(4)
$1.470
8
2
7. Pubik Hoengs(4)
$3,670
26
16
a
2
pmout ManagemenVCaordmoion
$1,780
10
2
8
Proud!Men ont Mad.d, Awfl2013
$775
5
1
3
1
SubbW Labor (Baca Fee):
$46,335
30
13
94
121
110
39
31
Addidonal Casts (Bass Fee)
Bob Carr - Aesthetic Study and Two Visual Simulations
56,000
Kinel.& Assdcidda, Inc. - Traffic Study
$21,755
KRId. BAasodd,,Inc.-A,16dond Analysis(Cards. Fall.. January 2013)
$1,756
Kindwn &Accooates, Inc. - High School Access aM Ciralall. Mon
1. Projad lnitidion arc[ Data Oduaran
$2,754
2. Existing and Future Conditions
$5,608
3. Evduab Potential Improvements
$3,173
4. DranAudes and Qmulation Plan
$5.526
5. Final Amass and Circulation Pan
$3,321
6, Two Team Meetings
$1.017
Subtotal
$n,399
ReprMudon(5 or. ADEIR, 35 copies DEIR, 35 copies Final EIR)
$5,250
Supplies and Miacalbneous Expenses
$1,267
General &Administrable
$5,141
General &Administrable(Mcitional, Canting. Release January 2013)
$263
General& MaKristrative(Additbnal, Aul 013)
$31360
Subtotal Atldifiond Cods(Basa Fee):
589,590
TOTAL LABOR+ ADDITIONAL COSTS
$113,526
PREVIOUS TOTAL
$86,966
TOTAL ADDITIONAL FEES APRIL 2013
1 26,560
REMAINING CONTINGENCY FUNDS
$1,971
ADDITIONAL REQUESTED FEES
$24,589
Optional Tasks
Cost
Rinwn Nfendance.Earh AddAiaal Mee79orHeadn9
S1,ogNea
E n v i r o n m e n t a l S c i e n t i s t s 2 1 a n n e r s E n g i n e e r s
FIRST AMENDMENT TO AGREEMENT
This First Amendment to Agreement is entered into this _/&'? day of April, 2013,
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred
to as "City", and RINCON CONSULTANTS, INC., hereafter referred to as "Consultant."
WIT NESSETH:
WHEREAS, on April 19, 2012, the parties entered into an Agreement concerning the
preparation of an Environmental Impact Report (EIR) per Specification No. 91146; and
WHEREAS, the City and the project applicant concluded that a separate and more
focused access and circulation study of the existing High School and surrounding street system
should be conducted under the EIR contract; and
WHEREAS, the City and Consultant seek to modify certain provisions of the Agreement
between them.
NOW, THEREFORE, City and Consultant mutually agree as follows:
1. Section 3 (City's Obligations) of the Agreement is modified to acknowledge
preparation of the focused access and circulation study and associated modifications to the
Draft EIR (City File No. 56-08).
2. The Scope of Work (Exhibit A) to the Agreement is modified to provide for
payment in an amount not to exceed $24,589 for work performed by the consultant from the
effective date of this First Amendment to Agreement through the completion of the EIR contract,
as shown on the attached Exhibit B.
3. This First Amendment to Agreement shall be effective April 11, 2013.
4. All other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed
the day and year first above written.
CITY OF SAN LUIS OBISPO CONSULTANT
B :
Katie Xtigity Manager
Stephen Svete, Vice President
Rincon Consultants, Inc.
APPROVED AS RM:
i
hristine Dietrick, ICity Attorney
f .
AGREEMENT
THIS AGR�NT is made and entered into in the City of San Luis Obispo on this
day o b �� , by and between the CITY OF SAN
LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and RINCON CONSULTANTS,
INC., hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on February 13, 2012, the City requested proposals for the preparation of an
Environmental Impact Report (EIR) per Specification No. 91146.
WHEREAS, pursuant to said request for proposals, Consultant submitted a proposal that was
accepted by City for said EIR services. -
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said EIR services.
2. INCORPORATION BY REFERENCE. City Specification No. 91146 (Exhibit A) and
Consultant's Proposal dated March 14, 2012 (Exhibit B), are hereby incorporated in and made a part of this -
Agreement. `
3. CITY'S OBLIGATIONS. For providing EIR services as specified in this Agreement,
City agrees to cooperate with Consultant in the completion of the work described in Exhibit B (Consultant's
Proposal) attached hereto and incorporated by reference. City will pay, and Consultant shall receive,
payments in accordance with Exhibit C (Compensation Schedule), attached hereto and incorporated by
reference.
4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and
agreements herembefore mentioned to be made and performed by City, Consultant agrees with City to
provide all specified services as described in Exhibit B (Consultant's Proposal) attached hereto and
incorporated into this Agreement by reference. Consultant may not amend the Scope of Work, either to
modify provisions or to add or delete provisions, without the prior written consent of the City's Project
Manager. .
4r
Consultant Agreement
Page 2
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the Community Development
Director of the City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the complete agreement between the parties
hereto. No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Pam Ricci, Project Manager
Community Development Department
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
Consultant Stephen Svete, Vice President
Rincon Consultants, Inc.
180 N. Ashwood Avenue
Ventura, CA 93003
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant
that each individual executing this agreement on behalf of each party is a person duly authorized and
empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
ATTEST:
JheS oed r, City Clerk
APPROVED AS TO FO
. Chris e Dietdck, City Attorney
CITY OF SAN LUIS OBISPO, A Municipal
Corporation