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HomeMy WebLinkAbout25E - AGMT ENVIRO AND REC ASSESSMENT LAND EXCHANGEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 7, 2019 TITLE: APPROVE AMENDMENT WITH PLACEWORKS INC. TO MODIFY THE SCOPE, TERM AND INCREASE COMPENSATION BY $36,000 TO PROVIDE AN ENVIRONMENTAL ASSESMENT, RECREATIONAL VALUE ASSESSMENT AND NATIONAL PARK SERVICE DOCUMENTS FOR A LAND EXCHANGE, RELATED TO CENTENNIAL PARK (STRATEGIC PLAN NO. 5,4A) /._ moi. r CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1z' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment with Placeworks, Inc. by modifying the services to assess park elements that were added, to extend the agreement through November 5, 2020 and increase the compensation by $36,000 which includes $6,000 contingency, for a total $170,126 to provide an environmental assessment, recreational value assessment and additional documents required by the National Park Service to review exchanging land requirements between the Rancho Santiago Community College District site at Centennial Park with other City park sites, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On March 20, 2018, the City Council approved an agreement with Placeworks, Inc. to provide an environmental assessment, recreational value assessment, and additional documents required by the NPS to review land requirements between the College and three other park sites. The City provided the NPS a draft environmental assessment and recreational value assessment report for their review. However, subsequently skate elements were added at two park sites (Sixth/Lacy and Raitt/Myrtle), and a storm water capture feature was added to one of the sites (Raitt/Myrtle) after the draft was submitted to the NPS. Due to the addition of the aforementioned features, an environmental assessment is necessary to address these elements. Therefore, City Staff is requesting an amendment to modify the scope, term and compensation of the agreement with Placeworks, Inc. in order to complete the work that remains. The College will reimburse the City for the additional cost associated with this scope of work. 25E-1 Agreement Amendment with PlaceWorks, Inc. May 7, 2019 Page 2 On November 5, 1979, the City Council approved a 30 -year License Agreement with Rancho Santiago Community College District (College) to construct and operate an Adult Career Education Center (Center) at Centennial Park, under the condition the College abides to Deed Restrictions required by the Federal Government on Centennial Park. Between 2009 and 2011, the College requested a long-term license agreement in order to make improvements to the campus. However, the National Park Service (NPS) would not approve a long-term license agreement because they found that the operation of the Center did not comply with the deed restrictions for the land upon which the College is located in Centennial Park. The deed restrictions provide that the property must be used for a public park and public recreational area. In order for the City to enter into a long-term license agreement with the College, the NPS must approve a land conversion and then the City Council, transferring the deed conditions for the land upon which the Center is located to new parks sites of equal recreation value and size. The original 30 -year agreement was set to expire on November 5, 2009 and the parties, under the same conditions, agreed upon a 5 -year extension of the license in 2009 and again in 2014. On February 28, 2019, the NPS allowed the City to extend the license agreement between the City and College for up to two years. On March 5, 2019, the City Council approved a two-year license agreement extension with the College expiring November 5, 2021. The extension will ensure the license agreement does not lapse as the City completes the land conversion process. Below is an estimated timeline for completion of this process. May, 2019 Resume work with expanded scope May/June 2019 Prepare Reports for City Review July 2019/August Public Review Period September 2019 Present Report to City Council September 2019 Submit Final Documents to the National Park Service TBD Determination of Land Requirements Exchange by National Park Service The completion of the environmental assessment process is anticipated in September 2019, a request to extend the agreement is proposed due to unforeseen changes that occur or additional information is requested by NPS. 25E-2 Agreement Amendment with PlaceWorks, Inc. May 7, 2019 Page 3 STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #5 — Community Health, Livability, Engagement & Sustainability, Objective #4 (Support neighborhood vitality and livability), Strategy A (Support the design and construction of parks to provide increased open space and opportunities for recreation throughout the city, construct the Roosevelt Walker Park and Community Center, and develop concepts and proposals for the Library Park in Civic Center and Centennial Santa Ana River Eco -Park). FISCAL IMPACT The proposed increase in compensation is a one-time cost and funds are budgeted and available for expenditure in the following fiscal year and account listed below. Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount FY 18-19 30113260- Acquisition and Recreation/Community Services $36,000 62300 Development Acquisition and Development - Fund Contract Services Professional Total $36,000 Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNT: Kathryn Downs, CPA Executive Director Finance and Management Services Agency Exhibit: 1. Agreement Amendment - Placeworks 25E-3 25E-4 EXHIBIT 1 SECOND AMENDMENT TO AGREEMENT WITH PLACEWORKS, INC TO PROVIDE RECREATIONAL VALUE ASSESSMENT FOR POTENTIAL LAND CONVERSION THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 7, 2019, by and between Placeworks Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into an Agreement No. A-2018-077 dated March 20, 2018 to provide a recreational value assessment and environmental assessments in connection with a potential land conversion of City properties into recreational use sites ("Agreement"). B. The parties entered into a First Amendment (A-2018-283) of the Agreement on December 18, 2018 to extend the agreement through November 5, 2019. C. The parties now wish to expand the scope of the agreement to include an environmental assessment of proposed skate parks at two out of the three locations being considered as part of the potential land conversion and include the necessary funds to pay for the expanded scope. The parties also wish to extend the term of the agreement for a year until November 5, 2020, to allow additional time to complete the work pursuant to this Agreement. The Parties therefore agree: 1. Section 1, SCOPE OF SERVICES, Exhibit A, is augmented to include the attached Exhibit A-1 outlining the additional environmental assessment to be conducted due to the proposed addition of lighted skate parks at the 6U' Street and Raitt Street.locations. 2. Section 2, COMPENSATION, is amended to increase the compensation by thirty-six thousand ($36,000) dollars, which includes $30,000 for the expanded scope of work and $6,000 as a contingency to be used at the City's sole discretion for additional work that may become necessary pursuant to this Agreement. 3. Section 3, TERM, is amended to extend the term of the Agreement through November 5, 2020. 4. Except as modified by this Second Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Pagel of 3 25E-5 EXHIBIT 1 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above. ATTEST NORMA MITRE Acting Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney LAURA A. ROSSINI Senior Assistant City Attorney RECOMMENDED FOR APPROVAL LISA RUDLOFF Executive Director, Parks, Recreation and Community Services Agency [Second Amendment -Agreement with Placeworks] CITY OF SANTA ANA KRISTINE RIDGE City Manager CONSULTANT Name: Dwayne Mears Title: Principal Page 2 of 3 25E-6 EXHIBIT 1 EXHIBIT A-1 Additional Scope of Services Page 3 of 3 25E-7 EXHIBIT 1 April 1, 2019 Ron Ono Administrative Services Manager City of Santa Ana Parks, Recreation and Community Services Agency 20 Civic Center Plaza Santa Ana, CA 92701 Subject: CEQA/NEPA Documentation for Parkland Substitution for the Rancho Santiago Community College's Lease at Centennial Park Dear Mr. Ono: We understand the City is considering a change to the plans forsubstitute parks at 61h Street and Raitt Street to include a lighted skate area and a stormwater retention facility (i.e., river rock bioswales). Adding a skate facility to these parks will substantially change the character of the parks, which are currently designed to serve as community gardens, which are passive, walkable parklets. Adding skate areas will convert portions of parks to active use. Lighted skate facilities can be expected introduce noise, traffic and parking impacts that would not occurwith the current proposals. Especially, lights extending park use as late as 10 pm, given the adjacency to residential properties, may generate significant impacts and public opposition. This letter identifies the potential impacts that may occur as a result of the change to the project and scope of work required to address those issues. 01DIUil RN' I Place Works will revise the noise and vibration assessment for the project based on the proposed skate park with lighting. Impacts from the construction and operational phases of the proposed project will be addressed. PlaceWorks proposes to collect noise monitoring data at or adjacent to a comparable skate park through a field survey including up to Four short-term (15 minute) noise measurements. Long-term operational noise impacts will he primarily related to project -generated traffic and recreational (skating and voices) noise. The traffic forecasts included in the project's traffic study will be used to update the traffic noise impact assessment relative to project -related vehicle trips. Project -related construction noise may change depending on any changes to the proposed overall construction schedule and equipment for use. An assessment of temporary noise and vibration impacts during project construction activities will be conducted using industry -standard analysis techniques and using scheduling, equipment mix, hauling, and truck trip information (as provided by the applicant). Vibration impacts will be assessed per criteria included in the FTA's guideline document on noise and vibration impact assessment. The findings of the technical analyses and impact assessment will be provided in a noise and vibration section of the IS/MND, along with mitigation measures (for example, the skate park if operating at night may need to be enclosed in a building due to the proximity to nearby residences). Pertinent calculations and technical information will be provided in an attached appendix. 3 MacArthur Place, Suite 1100 1 Santa Ana, California 92707 1 714.966.9220 1 PlaceWorks.com 25E-8 EXHIBIT 1 lI I, 11 *. L This scope does not include attendance at public meeting or hearings or response to public comments. Should additional work be requested and needed, these would be billed in addition to the proposed scope and budget. TRAFFIC AND PARKING The original proposal for walkable community gardens at these locations were expected to attract people in the immediate neighborhood without generating traffic or parking demand. The skate facilities lighted to allow evening use as late as 10 pm will change how the parks are used. We will observe other skate parks within evening use to gain a projected traffic rate and review this project in that context. AIR QUALITY/GHG The additional traffic generated by the skate facilities will require modification of construction emissions, plus addition of auto -related emissions. AESTHETICS/LIGHT AND GLARE While we do not have lighting plans, the lights will be on stanchions tall enough to be visible from off-site and adjacent residences. Daytime visual impacts will be evaluated along with light spillover and glare. We prepare a lighting analysis showing spillover in foot-candles at the property line and visual simulations of the two parks at two locations, each. We will work with the City to determine the appropriate light spillover significance threshold, if a standard has not been established. HYDROLOGY/WATER QUALITY The environmental document will review hydrology and water quality impacts based on the project plans and studies provided by the project engineer. This will include a description of drainage areas, stormwater volumes and method of maintaining water quality via the bioswale. CEQA/NEPA DOCUMENTATION The CEOA/lnitial Study and the NEPA/Environmental Assessment will require modification, including project description/graphics, alternatives (NEPA), etc. This will also require an additional review of the draft documents by the City and NPS. We are assuming that the analysis will conclude all impacts are less than significant or less than significant with mitigation. COST ESTIMATE Table 1 presents our estimated cost to complete the additional work to revise the park projects to include skate facilities. This assumes that that the CEOA/NEPA clearance will remain with an IS/EA and an EIR/EIS will not be necessary. If this changes, we will require an additional amendment to the budget. Sincerely, PLACEWORKS Dwayne Mears, AICP Principal 25E-9 April 1, 2019 1 Page 2 EXHIBIT 1 Table 1 Cost Estimate TASK COST Noise $7,080 Traffic/Parking 5,500 Air Quality/GHG 3,600 Aesthetics/Light and Glare 6,600 CEQA/NEPA Document Revisions 5,000 Project Management 1,600 _ Subtotal I $29,380 REIMBURSABLES - Noise Meter $150 Office Expenses (2% of labor) 587 Subtotal $698 TOTAL $29,967 , Thank you for this opportunity to continue to serve the City of Santa Ana. We look forward to the successfully completion of this project. April 1, 2019 1 Page 3 25E-10