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Home My WebLink About07/06/1999, C11 - CONTRACT INCREASES FOR CONSULTANT WORK FOR THE MARSH STREET GARAGE EXPANSION council 7 j agenda uepoat 7 y 1¢m N—ba CITY OF SAN LUIS OBISPO FROM: — Mike McCluskey,Director of Public Works" � 7 Prepared By: Keith Opalewski, Parking Manager SUBJECT: — CONTRACT INCREASES FOR CONSULTANT-WORK FOR THE MARSH STREET GARAGE EXPANSION CAO RECOMN ENDATION 1. Approve contract increase for Rincon Consultants, Inc. in the amount of $7,082 to complete the final Supplemental Environmental Impact Report (SEIR) for the Marsh Street Garage Expansion_ 2. Approve contract increase for Hamner, Jewell Associates in the amount of $5,827 to complete property negotiations for the Marsh Street Garage Expansion. DISCUSSION SEIR Following Council direction, staff has continued with environmental work required for the completion of the Marsh Street Garage expansion. A Supplemental Environmental Impact Report has been initiated due to design changes for the project. Rincon Consultants was hired to perform the additional environmental review based on their completion of the original EIR for the garage expansion. Rincon's proposed workscope included preparation of a draft SEIR and response to public comments for completion of the final document. To date, the draft SEIR has been completed and circulated for public review which closed on June 1, 1999. The work that has been completed has exceeded the contract amount($13,607) by nearly $2,200, which does not include response to public comments and appearances at public meetings by the consultant. The consultant underestimated the amount of time needed to complete the draft SEIR, which, in turn, has caused the project to exceed the $15,000 figure for informal bids. Therefore, in order to complete the final SEIR and have the consultant assist in the public hearing process for final certification, an additional $6,439 (Exhibit A)is needed for the contract. Property Negotiations Hamner, Jewell Associates has been retained by the City as property negotiator for the past several years to assist with land acquisition for the Marsh Street Garage expansion. The most recent acquisition of the Mission Medical parking lot is in escrow which is scheduled to close within 45 days. However, because of the complexity of the land purchase (multiple easements, new ownership of the land by Tenet Healthsystem Partners, Inc. and corporate officer turnover) the approved contract amount($15,000)for Hamner,Jewell has been exceeded by nearly $1,000. C11-1 Council Agenda Report–Contract Increases for Garage Expansion Page 2 Additionally, the acquisition of the 10 foot section of the Parable parking lot has been more time consuming to complete with a counteroffer still pending from the property owner. Given the complexity'of the land purchases for the garage expansion, additional funding is needed to complete the negotiations and finalize paperwork for the property sale:- Staffs estimate to fund outstanding bills and the additional work is $5,827. FISCAL 6ACT The $7,082 needed for Rincon Consultants includes their proposal ($6,439) plus 10% contingency to certify the SEIR. Hamner, Jewell funding includes an outstanding $827 invoice plus $5,000 to complete all negotiations and paperwork for the Mission Medical and Parable properties plus anticipated assistance with Copelands for placement of the pedestrian bridge on their property. The total $12,906 needed to increase both of the contracts can be funded out of the approved budget for the land acquisition component of the project, which will be approximately$25,000 after close of escrow for the Mission Medical property. ALTERNATIVES Both contract increases are ongoing projects for the Marsh Street Garage expansion which cannot be readily assumed by staff'personnel. As such, in order to comply with Council direction to continue with the garage expansion,additional funding is necessary for the project. ATTACHMENTS Exhibit A—Rincon proposal CARcontractincreaseRincon-Jewell C11-2 IHIBIT A Rincon Consultants, Inc. I790 East Santa Clara Street 7 1 999 Ventura, California 93001 805 641 1000 FAx 641 1072 E-MAIL rinconvta®aol.com www.rinconconsultants.com June-15,1999 Keith Opalewski,Parking Manager City of San Luis Obispo Public Works Department 1260 Chorro Street,Suite B City of San Luis Obispo San Luis Obispo,California 93401 Subject. Marsh Street Garage Expansion Final SEIR- Cost Estimate Dear Mr.Opalewski: I am enclosing herewith our cost estimate for preparing the Final EIR for the Marsh Street Garage Expansion project. The cost includes: 1. Response to comments to five letters received during the public review period; 2. Editing and producing an administrative draft for your review and input and a final draft of the FEiR Supplement and 3. Attendance by ATE and Rincon at two public hearings before City decision-malting bodies. The estimated cost is$4,313. You will note that I have also shown the cost of the unrecovered expenditures from the preparation of the Draft EIR,a total of$2,126.06. We would be most appreciative of a contract amendment in the amount of$6,439 to accommodate both items. Again,we thank you for the opportunity to assist you with this matter,and will await for your direction before proceeding with the Final EIR. Sincerely, RINCON CONSULTANTS, INC. vete, AICP Principal,Director.of Planning Services enclosure C11.-) E n v i r 0 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 'Al City of San Luis Obispo Marsh Street Garage Expansion Draft Supplemental FEIR Cast Estimate 619199 - Rindon Consultands Tasks Cost Hours Principal Sr.Assoc. Analyst Graphics Admin. $105/hour $85/hour $65/hour $45/hour $35/hour 1. Respond to Comments(five letters) $1,045 11 8 2 1 2. Edit Final SEIR $375 5 2 2 1 3. Public Hearings(2) $420 4 4 Subtotal Labor:11 $1,840 1 20 14 1 2 1 2 1 2 Additional Cost Printing(1 AFSEIR Q$20, 1 cam-ready FSEIR @290) $50 Mileage&Expenses $200 Subconsuttants: ATE(transportation,includes 2 hrgs.) $1,900 General&Administrative $323 Total Additional Costs: $2,473 TOTAL COST Labor plus Additional Costs): $4,313 Unrecovered costs from Draft EIR Preparation: $2,126 Total FEIR+Draft EIR Unrecovered: $6,439 C11-4 E a v i r o n m e n tat 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 AMENDMENT NO. 1 AGREEMENT WITH RINCON CONSULTANTS The AGREEMENT dated March 1, 1999 between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City" and "Rincon`Consultants", hereinafter referred to as"Contractor", is hereby amended to as follows: Section 2 Workscope Preparation of the Final EIR for the Marsh Street Garage Expansion project as per the Contractor's proposal dated June 15, 1999, and as described in Exhibit A of this Amendment. Section 3 Compensation Compensation shall not exceed $20,689 for the total work completed and any amount beyond the set figure shall require written approval by the CITY. All other terms and conditions of the AGREEMENT remain the same. Both CITY and CONTRACTOR do covenant that each individual executing this addendum on behalf of each party is a person duly authorized and empowered to execute Agreements for such part IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this day of July 1999. CITY OF SAN LUIS OBISPO A Municipal Corporation John Dunn, City Administrative Officer APPROVED AS TO FORM: CONTRACTOR 0,1111144-41 ty . amendment)-rimon C11-5 AMENDMENT NO. 2 AGREEMENT WITH HAMNER,JEWELL&ASSOCIATES The AGREEMENT dated May 29, 1996 between the CITY OF SAN LUIS OBISPO,.a municipal corporation, hereinafter referred to as "City" and "Hamner, Jewell & Associates", hereinafter referred to as"Contractor", is hereby amended to as follows: Section 3 - Compensation Compensation shall not exceed$20,827 for the total work completed and any amount beyond the set figure shall require written approval by CITY. All other terms and conditions of the AGREEMENT remain the same. Both CITY and CONTRACTOR do covenant that each individual executing this addendum on behalf of each party is a person duly authorized and empowered to execute Agreements for such park. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this day of July 1999. CITY OF SAN LUIS OBISPO A Municipal Corporation John Dunn, City Administrative Officer APPROVED AS TO FORM: CONTRACTOR ity emmdmmr24nmmi"mu C11-6