The URL can be used to link to this page

Home My WebLink About12-16-2014 C8 Johnson Aviation Contract AmendmentCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Derek Johnson, Community Development Director Prepared By: Brian Leveille, Associate Planner SUBJECT: AMEND SCOPE OF WORK WITH JOHNSON AVIATION FOR REMAINING COSTS ASSOCIATED WITH THE LUCE UPDATE PROJECT AND TECHNICAL ASSISTANCE RELATED TO THE UPDATE OF THE AIRPORT LAND USE PLAN RECOMMENDATION Authorize the Community Development Director to execute a contract amendment to fund costs associated with the LUCE update and modify the scope of work for Johnson Aviation to continue providing technical assistance to the City in its effort to work with the Airport Land Use Commission on the update to the Airport Land Use Plan (ALUP). DISCUSSION Background Johnson Aviation began work with the City in 2010 in order to advise the City on Airport Planning issues in conjunction with the Chevron project. In anticipation of City efforts to evaluate options for the future development in the Land Use and Circulation Element Update Project, the contract was extended and expanded to include evaluation of the constraints associated with future airport operations. Johnson Aviation has been instrumental in providing technical information and support for the Airport Compatibility evaluation of the LUCE update and in preparation of analysis and airport land use related sections of the Draft EIR. Several important areas planned for physical changes in the LUCE are directly affected by airport area planning issues, including Avila Ranch, San Luis Ranch, Madonna at Los Osos Valley Road, Residential development near Los Verdes Park, Sunset/Prado area, and Broad Street Area - all of which are located within the area covered by the adopted San Luis Obispo County Airport Land Use Plan. Johnson Aviation prepared the final referral submittals of the LUCE update project for the Airport Land Use Commission and has provided ongoing support to City staff in preparation of the draft Airport Overlay Zone (AOZ) Chapter. The Draft AOZ chapter is important for the implementation of Airport Land Use Compatibility standards and safety measures in order for the City to demonstrate consistency with State law in regards to the purpose and intent of the State Aeronautics Act (SAA). Johnson Aviation provided extensive assistance in preparing draft findings of intent to overrule the Airport Land Use Commission’s determination the LUCE update is inconsistent with the Airport Land Use Plan. Most recently, Johnson Aviation also assisted with efforts in responding to extensive comment letters provided by Cal Trans-Division of Aeronautics and the Airport Land Use Commission in response to the City’s notification of intent to overrule. Though this aspect of Johnson Aviation’s work is complete, the amount of work required in response to letters from the Airport Land Use Commission and Cal Trans-Division of Aeronautics significantly exceeded previously budgeted amounts for this aspect of the work effort. 12-16-14 C8 C8-1 Johnson Aviation Agreement Amendment # 5 Page 2 Airport Land Use Plan Update The ALUC is in the process of updating the Airport Land Use Plan. The City continues in its efforts to work with the ALUC in an open and collaborative manner based on factual information, realistic airport operations scenarios, and technically supported standards. Staff continues to rely on Johnson Aviation’s technical expertise to evaluate proposed assumptions used for noise modeling purposes. Johnson Aviation is currently assisting staff with ongoing efforts to work with the ALUC to base noise modeling scenarios used in the ALUP update on realistic airport operations assumptions consistent with the Airport Master Plan. FISCAL IMPACT Johnson Aviation has been paid approximately $218,900 for services since 2010, with a significant portion funded by local developers with projects directly impacted by airport land use regulations. The latest proposal from Johnson Aviation entails authorization for on-call services provided during the LUCE update hearings and an additional $19,000 in costs for consultant services for a total of $55,000 (Attachment 1). Funding for this additional work is proposed from the General Fund unspent contract services budget in Community Development from the 2013- 2014 fiscal year and Fiscal Year 14/15 contract services budget. ALTERNATIVES 1. The City Council could opt not to authorize additional work from Johnson Aviation. This is not recommended because Johnson Aviation’s continued assistance with the Airport Land Use Plan (ALUP) update is needed. 2. The City Council could opt to only fund the out of scope work required to complete the LUCE consideration and responses, but not to fund on-going support for assistance with the ALUP update. This is not recommended because technical support is needed to ensure the ALUP update is based on sound technical data. ATTACHMENTS 1. Proposal from Johnson Aviation T:\Council Agenda Reports\2014\2014-12-16\Johnson Aviation (Johnson-Murry-Leveille)\CAR-JohnsonAviation.docx C8-2 Page 1 of 4 December 8, 2014 Ms. Kim Murry Deputy Director Community Development Department City of San Luis Obispo 919 Palm Street San Luis Obispo, CA 93401 Subject: Proposed Amendment 5 to June 23, 2010 Agreement (100-40400-7227) Airport Land Use Planning Consulting Services, San Luis Obispo County Airport Land Use Plan Update Dear Ms. Murry: Thank you for the opportunity to provide this Proposed Amendment 5 to the existing subject Agreement to assist the City of San Luis Obispo (“City”) with airport land use planning for the San Luis Obispo County Regional Airport (“Airport” or “SBP”). The purpose of this Amendment 5 to the Agreement is to support the continuing Airport Land Use Plan (ALUP) update in coordination with the San Luis Obispo Airport Land Use Commission (ALUC) as a result of the Land Use and Circulation Element (“LUCE”) Update of the City’s General Plan, related technical work and conformity determination process with the San Luis Obispo Airport Land Use Commission. We are immediately available to begin work on the project. Proposed Amendment 5 Scope of Work The following is a list of tasks necessary for the project based upon our discussions. These tasks are followed by a preliminary schedule and budget for each task.  Task 5.1: Additional City Council Meetings Support: Consultant will prepare for and attend City Council Meetings to address LUCE Update airport topics, Airport Overlay Zoning and related matters related to update of the ALUC update of its ALUP and associated aviation noise, safety, overflight and airspace protection. Task 5.1 Meetings: Assumes 4 conference calls to coordinate with City staff and attendance at 2 City Council Meetings. Deliverables: Input to presentation materials for City Council Meetings.  Task 5.2: Coordinate with City Staff, GIS, City Council: Consultant will meet with the City staff and the San Luis Obispo City Council to address airport land use planning, requirements as requested. This task would likely include meeting preparation, development of presentation materials, technical findings development, public hearings and related consultation. City staff will provide guidance and authorization for any services performed under this task. Task 5.2 Meetings: Assumes 5 conference calls to coordinate with City staff. Attachment 1 C8-3 Page 2 of 4 Deliverables: Review and technical input to airport land use planning analysis and documentation, technical memos and presentation materials. On-Call Tasks The following additional tasks are included for the City’s planning and budgeting purposes only and would be requested and authorized on an on-call, as-needed basis. City staff would coordinate with the Consultant to request specific assistance within a defined scope, schedule and budget. The Consultant will make every reasonable effort to assist the City with these efforts. An estimated cost per in-person meeting and conference call or web conferencing is included to assist the City with planning and budgeting these potential services.  Task 5.3: Coordinate with City Staff, GIS, City Council (On-Call): Consultant will meet with the City staff and the San Luis Obispo City Council to address airport land use planning, requirements as requested. This task would likely include meeting preparation, development of presentation materials, technical findings development, public hearings and related consultation. City staff will provide guidance and authorization for any services performed under this task. Task 5.3 Meetings: Assumes 5 conference calls to coordinate with City staff. Deliverables: Review and technical input to airport land use planning analysis and documentation, technical memos and presentation materials.  Task 5.4: Coordinate with ALUC Subcommittee, County Airport Staff and Technical Consultants: Consultant will meet with the ALUP Subcommittee of the SBP ALUC to cover specific technical airport land use planning requirements. These meetings would cover the ALUP Update that is currently underway by the ALUC Subcommittee as directed by the ALUC. City staff will provide guidance and authorization for any services performed under this task. Specific tasks include review and comment on technical noise analysis assumptions and any future related technical work completed by consultants to the County of San Luis Obispo or the ALUC. Task 5.3 Meetings: Assumes 4 conference calls. Deliverables: Technical review and comment of analysis and related aviation noise and safety materials; technical analysis and computations to support factual conclusions and recommendations.  Task 5.5: Coordinate with ALUC: Consultant will meet with the ALUC to cover airport land use planning requirements. These meetings will cover the ALUP Update that is currently underway by the ALUC Subcommittee as directed by the ALUC. This task will include meeting preparation, development of presentation materials, public hearings and related consultation. City staff will provide guidance and authorization for any services performed under this task. Task 5.4 Meetings: Assumes 2 conference calls to coordinate with City staff and attendance at 2 ALUC Meetings. Deliverables: Prepare for and attend ALUC meetings/hearings on ALUP Update. Attachment 1 C8-4 Page 3 of 4 Proposed Amendment 5 Schedule and Budget This Project is assumed to start in November 2014 and continue for approximately eight months. Figure 1 provides an overview of the Proposed Amendment 5 Project Schedule for each of the tasks outlined above. Figure 1: Proposed Amendment 5 Project Schedule The estimated budget for this project is based upon the foregoing scope of work and schedule. It is also based upon our discussions and the City’s planning schedule for the LUCE Update process. Figure 2 provides an outline of the Estimated Amendment 5 Project Budget. Figure 2: Estimated Amendment 5 Project Budget On-Call Tasks costs would be undertaken on a time and materials basis for specific assignments as directed by City staff. Johnson Aviation has been serving the airport land use planning needs of the City for several years and has made extensive use of web conferencing capabilities to provide high quality and cost-effective consultation to the City for these services. We would continue to provide services in this manner as long as the City is comfortable with this approach. We would also make our staff available for in-person meetings, hearings and briefings when the City staff think that this level of consultation is necessary. Below is a list of hourly and daily costs for these types of services to aid the City with planning and budgeting for these types of on-call services. NovDecJanFebMarAprMayJun TaskTask Name Task 5.1Additional City Council Meetings Support Task 5.2Coordinate with City Staff, GIS, City Council On-Call ALUP Update Tasks Task 5.3Coordinate with City Staff, GIS, City Council Task 5.4Coordinate with ALUC Subcommittee - ALUP Update Task 5.5Coordinate with ALUC - ALUP Update 2014 2015 Task Task Name Estimated Labor Hours Estimated Labor Cost Estimated Expenses Estimated Total Budget Task 5.1Additional City Council Meetings Support60$14,100 Task 5.2Coordinate with City Staff, GIS, City Council 90$21,150 Subtotal Scoped Tasks 150$35,250 $750$36,000 On-Call ALUP Update Tasks (See Scope for On-Call Rates) Task 5.3Coordinate with City Staff, GIS, City Council 20 $4,700 Task 5.4Coordinate with ALUC Subcommittee - ALUP Update 40 $9,400 Task 5.5Coordinate with ALUC - ALUP Update 20 $4,700 Subtotal On-Call ALUP Update Tasks 80$18,800 $200$19,000 Total Amendment 5 230$54,050 $950$55,000 Attachment 1 C8-5 Page 4 of 4 Web Conferencing/Conference Call Consulting Services:  Nick Johnson hourly rate - $235 per hour  Dorota Skrzypek hourly rate - $180 per hour  Internet/Phone Services provided - $5 per hour In-Person Meeting Consulting Services (1-day trip):  Nick Johnson daily rate - $1,880 maximum  Mileage @ 2014 IRS Rate - $188.70  ME&I Per Diem @ 0.75 of GSA Rate for San Luis Obispo - $49.50  Lodging (2 or more day trip) – at cost (GSA Rate ranges between $105 and $126/night) Our firm looks forward to continuing work with you on this project and we are ready to serve your needs. If you have any questions about this Proposed Amendment 5 to our existing Agreement, please call me. Sincerely, Nick Johnson, Owner Johnson Aviation Attachment 1 C8-6