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HomeMy WebLinkAbout05/01/2001, C5 - ADDITIONAL CONSULTANT SERVICES FOR INFRASTRUCTURE FINANCING PLAN council j agenda Rpm ".,6. (2- s CITY OF SAN LU I S 0 B I S P 0 FROM: John Mandeville, Community Development Direct SUBJECT: Additional Consultant Services For Infrastructure Financing Plan CAO RECOMMENDATION: 1. Amend the contract with Wallace Roberts Todd for preparation of the Airport Area Specific Plan by$33,000 for additional work on the financing program. 2. Appropriate $33,000 from the unreserved General Fund balance in order to fund this added cost. DISCUSSION Financing Plan. A draft of the Infrastructure Financing Plan is near completion. This component of the work being done for the Airport Area and Margarita Area specific plans will identify the costs of the infrastructure needed to serve these two specific plan areas (as well as the Orcutt Area) and explain the methods of financing that will be used. A preliminary draft of the infrastructure plan was completed in November 2000. Staff reviewed that draft and held several meetings and discussions regarding the analysis and conclusions. As a result it became clear that the number of cost=r components and alternative methods of financing them would require additional analysis. While there are other key elements to the specific plans, the infrastructure and financing components are especially important in achieving three goals: 1. Ensuring adequate facilities to service new development at a reasonable cost. 2. Clearly communicating infrastructure costs to property owners and how they will be financed. 3. Achieving the General Plan's goal that new development pay its fair share of the costs of the facilities it creates a need for. As noted above, achieving these goals has required more analysis and effort than originally thought. Other Plan Costs. In addition to infrastructure planning costs, Wallace Roberts and Todd (WRT), the prime consultant, has incurred additional costs by attending unanticipated meetings and coordinating revisions among the various master plan documents, financing plan and the environmental impact report. A sufficient amount of time has passed that it was advisable to C5-1 Council Agenda Report-Additional Consultant Services for Infrastructure Financing Plan Page 2 recollect some EIR data, to make sure the EIR that is being finished along with a final draft plan is up=to-date. WRT estimates that the additional work needed will cost $33,000. Itemized estimates of the additional costs are attached to this report in Exhibit A of the Amendment to the Agreement. These costs, as with the other specific plan preparation costs, will be repaid to the City as the specific plan areas develop, as discussed below. It is anticipated that the additional work requested will take about four weeks. Staff would expect a new draft of the Infrastructure Financing Plan in the end of May.. Once reviewed and approved, the infrastructure financing information would be joined with the specific plans and draft specific plans would be ready for public distribution. If all goes according to expectations, draft specific plans could be available for distribution and public review in late June or early July. FISCAL IMPACT Short-Term Impact. Funding for this added cost is not available within existing resources. As such, we recommend appropriating $33,000 from the unreserved General Fund balance. Based on the Mid-Year Budget Review for 2000-01 and Council-approved changes since then, this will result in an ending fund balance that is 23% of operating expenditures compared with our policy minimum of 20%. Additionally, after adjusting for the City's share of likely construction costs to repair the Santa Rosa-Stenner Creek Culvert (about $200,000), this will reduce the estimated carryover balance available for 2001-03 to $647,000. Long-Term Impact. All direct costs incurred in preparing the Airport Area Specific Plan (now estimated at $699,000 will be recoverable from fees or assessments from the area as it develops. As such, in the longer term, there are no direct impacts on the General Fund from this increased cost. ALTERNATIVES Do Not Contract for the Out-of-Scope Services. Accept a plan that does not address all of the issues or consider all of the variables that have been identified. As discussed above, it is important to develop an infrastructurefinancing plan that clearly communicates facility needs, costs, and funding tools. ATTACHMENTS Attachment 1 Amendment to Agreement ATTACHMENT t Council Agenda Report—Additional Consultant Services for Infrastructure Financing Plan Page 3 AMENDMENT TO AGREEMENT THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this first day of May,2001,by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,herein after referred to as City,and WALLACE ROBERTS AND TODD,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on September 2"", 1997 the City entered into an Agreement with Contractor for preparation of a specific plan for the Airport Area, an.environmental impact report and related master plans per Specification No. 97-38;and WHEREAS, the City desires to amend the scope of services to include additional analysis, meetings, and project administration and Contractor has submitted a proposal for this purpose that is acceptable to the City NOW THEREFORE; in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in fall force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed theday and year first written above. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR G� >i By: City Attorney I•IT B UDGET CHANGE David Taussig & Associates, Inc. (DTA) proposes a maximum budget change of $19,000 for completing work on the Airport Area/Margarita Area PFFP,based on the following cost breakdown: Task Description Budget 1 Update analyses $ 9,000 2 Update the Draft PFFP report 2,000 3 Additional meeting(4) 8,000 Total Services Budget $19,000 Direct Expenses Included Total Project Budget $19,000 Task Descriptions Task 1 Includes updating the five separate alternative scenarios. Task 2 Includes one update to the draft PFFP report. The revised report will include a section that recommends a specific financing solution to funding future facilities in the MA/AA Specific Plans as was discussed at our last meeting. Task 3 Includes up to four meetings with City staff,the planning commission or the City Council. Additional consulting services beyond those included in the Tasks may be provided within the maximum budget if total hourly billings are less than the budget maximum. If Tasks can be completed for less than the budget amount, only the hours actually expended will be billed. According to my calculations, WRT has spent $7,960 in labor and $627.60 in direct costs since the last meeting with the City to make a second round of revisions in the draft. I estimate that it will take another $5,000 in labor and $600 in direct costs to incorporate the revised finance plan and review the plan to make sure all the comments that have come in since December have been adequately addressed. That comes to a total of$14,187.60. This work was all associated with an extra round of review and comment that was not in our scope of work. It also involved changes in the plan to reflect the financing needs and updates due to the time between when the original analysis was done and the preparation of a final draft. The detailed break down is as follows: * Clarification with City &Team of revised direction on traffic and financing chapters $2,640 * Architectural Plan Review for ARC 2 020 * Graphics (e.g., Revised Cover, Re-do of City visual simulation, re-do of street cross-sections) $2f660 * Up date of information due to delays since original analysis, addition of new info (e.g., services discussion), and incorporation of revised financing analysis $3,620 * Additional meeting $2 000 * Direct Costs e. ., printin hones faxes mail etc. $1,250 TOTAL: $14F200 , Steve Hammond, Wallace Roberts &Todd