HomeMy WebLinkAboutPLACEWORKS, INC. (4)INSUR ANCE NOT ON FILE
WORK NIP QT PROCEED
CLERK OF COUNCIL
DATE:
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A-2020-077
EXHIBIT 1
N ENVIRONMENTAL SERVICES FOR THE GENERAL PLAN UPDATE
0
N
co THIS FIRST AMENDMENT to the above -referenced agreement is entered into on April 21, 2020,
o by and between PlaceWorks, Inc. ("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"), collectively referred to as the "Parties".
RECITALS
A. The Parties entered into Agreement No. A-2018-263, dated November 20, 2018, by which
Consultant agreed to prepare environmental documents for the comprehensive general plan
updates ("Agreement"). The original term of the Agreement was for a two-year term until
November 19, 2020, with an option to extend the term of the Agreement. The Agreement is
current and in effect.
B. In January 2020, the parties determined that additional data should be incorporated into the
General Plan Update requiring an amendment to the Agreement.
C. The Parties now wish to amend the scope of service for this data, increase the amount to be
expended under the Agreement, and extend the term of the Agreement.
The Parties therefore agree:
1. Section 1, Scope of Services, is amended to include the Scope of Services updated on April
9, 2020, attached hereto to this First Amendment and identified as Exhibit A-1.
2. Section 2, Compensation, is amended to increase the not -to -exceed amount by $91,947, per
the costs and rates identified in Exhibit A-i to this First Amendment. The total amount to be
expended under the Term of this Agreement shall not exceed $699,831.
3. Section 3, Term, is amended to extend the time period of the Agreement through March 31,
2021. The Term of the Agreement may still be extended for up to an additional one (1) year
period upon a writing executed by the City Manager and the City Attorney.
4. Except as modified by this First Amendment, all terms and conditions of the Agreement shall
remain in full force and effect.
[signature page to follow]
#34657v3
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
ATTEST
aisy Gomez,!
/ Clerk of the Council
APPROVED AS TO FORM
Sonia R. Carvalho
City Attomey
CITY OF SANTA ANA
nrtsTine Ridge�
City Manager
CONSULTANT
tXsSlstam e,ny titcorney t IItes�j /�
RECOMMENDED FOR APPROVAL a L
Minh Thai
Executive Director
Planning and Building Agency
#3465Tu3
February 7, 2020 (updated April 9, 2020)
Verny Carvajal, Principal Planner
Melanie McCann, Senior Planner
City of Santa Ana, Planning Department
20 Civic Center Plaza, M-20
Santa Ana, CA 92702
Subject: Request for Contract Amendment No. 1 for the Technical Studies and Associated
Environmental Impact Report for the Santa Ana General Plan (SNT-20.0)
Dear Mr. Carvajal and Ms. McCann
This letter is to request Contract Amendment No. 1 to Agreement No. A-2018-263, approved by the City November
20, 2018. Per our ongoing discussions, this amendment details the tasks required to expand the scope of the General
Plan Update Environmental Impact Report (GPU EIR) to include the Circulation Element. Merging the Circulation
Element with the overall GPU will also eliminate the duplication and overlap of processing separate EIRs. This
amendment assumes that remaining budget within the Circulation Element and FIR contract (A-2011-198) with IBI
Group would be transferred to the GPU EIR. Included in the scope of work are IBI's efforts to combine the analysis for
both the Circulation Element and GPU and ensure that analysis sufficiently addresses the combined potential traffic
impacts of the projects. The scope of work that follows details the PlaceWorks and IBI Group efforts covered in this
amendment. Our Cost Estimate is attached. Note that assuming that the remaining budget in the Circulation Element
contract is transferred to the GPU FIR contract, no additional fees are requested.
PlaceWorks
» Supplementing the GPU EIR to cover the Circulation Element, including expanded project description, impact
analyses, and potential alternative focused on circulation modifications.
» Minimal increase in Notice of Preparation (NOP), Scoping Meeting, and Final EIR related to expanded project
description, graphics, and potential comments related to the Circulation Element.
» Expanded project management and coordination due to extended schedule (+36 weeks in comparison to original
schedule).
IBI Group
» Preparing a combined traffic analysis report for the Circulation Element and GPU that includes additional
intersections and roadways, as well as City -requested modifications to some roadway reclassifications.
» Ongoing coordination and meetings with OCTA to facilitate expedited schedule and IBI's use of OCTAM model.
» OCTAM modeling of two land use scenarios.
» Update of existing conditions analysis upon finalization of land use plan.
February 7, 2020 (revised April 9, 2020 1 Page 1
Scope of Work
The following scope of work details the additional work covered in this contract amendment and is organized per the
tasks in our original approved contract with the City dated November 20, 2018.
TASK 1 TECHNICAL STUDIES FOR THE GENERAL PLAN UPDATE
Task 1.1 Traffic Analysis
The City of Santa Ana has proposed to merge the contracts for the Circulation Element Update and the GPU EIR. In
terms of the respective traffic study scopes of work, merging the two projects creates efficiency related to the
production of a single traffic study, but does require additional work to ensure that the scope of the combined traffic
studies —in terms of study intersection and study roadway segments —is sufficient to adequately analyze the
combined potential traffic impacts of the two projects.
IBI Group's scope of work under PlaceWorks' GPU EIR contract includes analyzing existing and forecast traffic
conditions at up to 40 intersections and 60 roadway segments. 181 Group previously completed the Existing Conditions
analysis portion of the traffic study for the GPU EIR.
The Circulation Element Update traffic study includes analysis of 84 intersections and 52 roadway segments.
Additionally, the locations analyzed for the Circulation Element Update and GPU EIR do not necessarily overlap. This
is a result of these documents proposing changes —either roadway or land use —in different locations in the city. The
Circulation Element analysis locations also reflect input from OCTA, Caltrans, and adjacent cities regarding analysis
locations related to the proposed roadway reclassifications.
In comparing the scopes of work for the two studies, IBI has identified the need to analyze up to 110 intersections
and 85 roadway segments for the combined Circulation Element and General Plan Update. This combined set of
locations considers the original 40 intersections and 60 roadway segments in the base contract, incorporates
additional intersections and roadway segments for the Circulation Element, and includes further additional locations
outside of Santa Ana in Costa Mesa and Irvine that IBI believes are prudent to analyze given the location and
magnitude of the proposed land use changes in selected portions of the city. This updated analysis would also
incorporate removal of the following proposed roadway reclassifications per the City of Santa Ana's request:
» 5th Street
» 1st Street
» The PE Right -of -Way
» Plaza Drive
Based on these changes, IBI Group's remaining budget under the GPU EIR contract is not sufficient to accommodate
the modeling, LOS, and VMT analysis required for a combined document. IBI's proposed additional scope of work is
detailed below.
OCTA Coordination
With the proposed MPAH roadway reclassifications still requiring OCTA approval, ongoing coordination with OCTA
will be required during the preparation of the traffic study for the combined Circulation Element Update and General
February 7, 2020 (revised April 9, 2020 1 Page 2
Plan Update EIR. This coordination will include coordination with OCTA on producing OCTAM traffic model forecasts
and in the MPAH amendment process.
To support the traffic modeling, IBI Group will coordinate with OCTA and be responsible for providing details regarding
the roadway reclassification and land use/socioeconomic data for use in two model runs. OCTA will be responsible for
updating the OCTAM model to include MPAH reclassifications, and IBI will be responsible for inputting land use
changes and running the model for the new land use.
IBI Group will lead the coordination effort with OCTA during the review of the traffic study results, including meetings
(up to 4 meetings) with OCTA and adjacent cities, working with the City of Santa Ana to draft and receive letters of
support from adjacent cities, and attending the OCTA Board meeting for review of the proposed MPAH
reclassifications.
Traffic Modeling and Analysis
Tfafflc Modeling
This task will involve a review of the City -proposed land uses changes in the General Plan Update (Scenarios 1 and 2),
including any special transportation needs or considerations. IBI Group will coordinate with OCTA to obtain a new
OCTAM model forecast of future traffic conditions in the study area. The coordination will include providing OCTA
with the proposed land use mix (land use type and size) for each of the two scenarios proposed by the City.
Per discussions with OCTA, IBI Group will be responsible for incorporating socioeconomic data forecasts associated
with the future land use scenario into OCTAM. IBI Group will also be responsible for running the OCTAM model to
develop forecasts for trafficvolumes with the proposed land use changes. OCTAwill input all proposed MPAH roadway
reclassifications into OCTAM.
IBI Group will be responsible for running OCTAM to generate forecasts for two land use scenarios. Once the forecast
for the higher land use scenario is generated, IBI Group will conduct an initial analysis and review to determine the
potential magnitude and number of significant traffic impacts. The purpose of this initial review will be to determine
if the second model run with the lower -intensity land use is required. Only a single future General Plan Update land
use scenario will be carried forward through the full traffic analysis and VMT analysis. The purpose of this preliminary,
new review is to determine the scenario that will proceed.
For both scenarios, IBI Group will post -process forecast intersection volumes using a procedure based on the
Transportation Research Board methodology to generate future forecast turning movements at intersections. Post -
processing refines the model link level forecasts to produce reasonable turning movement volumes at the
intersections. Future roadway segment volumes will be forecast based on growth rates obtained from the model.
IBI Group has assumed that this scope does not include the development of a second VMT forecast. Only one VMT
forecast, consistent with the selected land use scenario, would be generated, consistent with the base scope of work.
Update Existing ConditlonsAnalgis
The Existing Conditions Analysis for the General Plan Update FIR was previously completed by IBI Group. This
document includes analysis of 30 intersections and 50 roadway segments, leaving 10locations of each type available
for future analysis once planned land use changes were known. With the finalization of the land use plan and
incorporation of the Circulation Element Update roadway changes and study locations, the Existing Conditions
February 7, 2020 (revised April 9, 2020 1 Page 3
1
Analysis will require updating to ensure consistency with the future conditions traffic analysis. IBI Group will prepare
a draft and final version of the updated Existing Conditions Analysis for review by Place Works and the City of Santa
Ana.
Expanded Future Condldons TraffcAnalysis
The original traffic study scope of work assumed IBI Group would analyze up to 40 intersections and 60 roadway
segments. With the expanded list of study intersections resulting from the geographic spread of areas with proposed
land use changes in the General Plan Update coupled with the study area included as part of the Circulation Element
Update, the proposed number of study intersections has expanded to a minimum of 110 locations. This Is an increase
of 70 intersections above the base scope of work.
The scope for this amendment task assumes the additional work efforts associated with analyzing 70 more
intersections (110 total) and 25 more roadway segments (85 total) as part of the traffic study conducted for the
General Plan Update EIR. IBI Group has also assumed that only one of the two land use alternatives will be fully
analyzed and documented in the traffic study.
After obtaining and processing the model data, a level of service (LOS) analysis at the additional study area
intersections and roadway segments will be conducted and summarized. IBI Group will identify areas that would not
achieve the City's LOS standards and will determine necessary improvements to achieve those standards. The
intersections will be field reviewed to verify the preliminary feasibility of the proposed improvements, and the
resulting level of service at the impact locations will be quantified.
Expanded rrafficStudy Report
IBI Group's original scope of work assumed preparation of draft and final traffic studies in support of the EIR. With the
expanded number of study intersections and roadway segments, this analysis will require additional effort to prepare
and complete the draft and final versions of the traffic study, including additional text and figures.
Task 1.2 Air Quality/GHG Analysis
No additional scope is required for this task.
Task 1.3 Cultural Resources Analysis
No additional scope is required for this task.
Task 1.4 Noise Analysis
No additional scope is required for this task.
Task 1.5 Hydrology, Water Quality, and Infrastructure
No additional scope is required for this task.
Task 1.6 Potable Water and Sanitary Sewer
No additional scope is required for this task.
February 7, 2020 (revised April 9, 2020 1 Page 4
Task 1.7 Service Level Study for Fire and Police
No additional scope is required for this task.
Task 1.8 Geology, Soils, and Natural Hazards
No additional scope is required for this task.
Task 1.9 Biological Resources
No additional scope is required for this task.
TASK 2 ENVIRONMENTAL DOCUMENTATION (PROGRAM EIR)
Task 2.1 Project Initiation
No additional scope is required forthis task.
Task 2.2 Preparation of Project Description
Supplement the project description to address the Circulation Element, including appropriate graphics.
Task 2.3 Notice of Preparation and Scoping Meeting
Scoping Meeting materials will be supplemented to include a description of the Circulation Element.
Task 2.4 Prepare Screencheck Administrative Draft EIR
In comparison to our original scope of work, the Screencheck Administrative Draft EIR will need to be supplemented
to address the Circulation Element (including appropriate graphics). Technical analysis will be supplemented as
appropriate to discuss the Circulation Element related to air quality, greenhouse gas emissions, land use and planning,
noise, and transportation/traffic. Project alternatives may be modified to consider potential modifications to the
Circulation Element (roadway classifications, etc.)
Task 2.5 Prepare Second Screencheck Draft EIR
This task has not been initiated and no additional scope is required.
Task 2.6 Prepare Draft EIR
This task has not been initiated and no additional scope is required.
Task 2.7 Public Notification
This task has not been initiated and no additional scope is required.
Task 2.8 Prepare Screencheck Final EIR
This task has not been initiated and no additional scope is required.
February 7, 2020 (revised April 9, 2020 1 Page 5
Task 2.9 Prepare Final EIR
This task has not been initiated and no additional scope is required.
Task 2.10 Prepare Findings and Statement of Overriding Considerations
This task has not been initiated and no additional scope is required.
Task 2.11 Prepare Notice of Determination
This task has not been initiated and no additional scope is required.
Task 2.12 Meeting Attendance
Remaining meeting attendance is based on two progress meetings per month through a projected General Plan
Update approval date in November 2020. It is anticipated that our project manager, JoAnn Hadfield, and assistant
project manager, Dina El Chammas Gass will attend the progress meetings. Our attendance/participation in up to
three public hearings is included (per our original scope of work). Remaining budget is available in this task to
accommodate our meeting and public hearing attendance.
Task 2.13 Management and Coordination
The project's original schedule has been extended by 36 weeks, resulting in the need for additional management and
coordination fees. The additional fees are based on 1.5 hours/week forJoAnn Hadfield and 1.0 hour per week for Dina
El Chammas Gass.
We appreciate your consideration of this requested contract amendment. Please let us know if you need any
additional information to assist you in expediting this request.
Sincerely,
PLACEWORKS
JoAnn C. Hadfield
Principal, Environmental Services
Attachment: Cost Estimate
February 7, 2020 (revised April 9, 2020 1 Page 6
Cost Estimate
CONTRACT AMENDMENT No. 1 - Cost
Total Contract I Contract#1 Request
Contingency with Total Total Contract
Task Description Original Contract 1 Contingencyl PlaceWorks IBI Amend? w/Amend#1
'. TASK 1. TECHNICAI. STIIDIFS FOR TRF OPNFRAI PI AN I lOnATF
1.1
Traffic Analysis IBI
General Plan EIR Original Scope
$72,426
$72,426
$0
$0
$0
$72,426
OCTA Coordination
10160
11,176
11,176
Traffic Modeling and Analysis
36,660
40,326
40,326
Expanded Traffic Report
6,120
6,732
6,732
1.2
Air Quali /GHG Analysis
21,191
21,191
0
0
0
21,191
1.3
Cultural heritage Resource Stud Chattel
43,428
43,428
0
0
0
43,428
1.4
Noise Analysis
20,528
20,528
0
0
0
20,528
1.5
Hydrology, Water Quality, and Infrastructure FUSCOE
26,118
1,980
28,098
0
0
0
28,098
1.6
Potable Water and SanitarySewer
28,897
1,320
30,217
0
0
0
30,217
1.7
Service Level Study for Fire and Police
0
0
0
0
0
0
1.8
Geology, Soils, and Natural Hazards
7,711
7,711
0
0
0
7,711
1.9
Biological Resources (Carlson)
13,332
1,738
15,070
0
0
0
15,070
Task Subtotal
233,631
5,038
238,669
0
52,940
58,234
269,903
TASK 2. ENVIRONMENTAL DOCUMENTATION (PROGRAM EIR) ' -i
February 7, 2020 (revised April 9, 2020) I Page i
CONTRACT AMENDMENT No. 1 - Cost
Total Contract Contract#1 Regoast
Contingency with Total Total Contract
Task Description original Contract 1 Contingency 1 I PlaceWorks IBI Amend 1 wlAmend #1
TASK 2.3 NOTICE OF PREPARATION AND SCOPING MEETING
2.3.1 Notice of Pre amlion (expanded, no Initial Slud
$4508
$4,508
$0
$0
$0
$4.508
2.3.2 Sco in Meeting attendance and re materials
4,916
4,916
205
0
205
1 5,121
Task 2.3 Subtotal
9,425
9,425
205
0
205
1 9630
TASK 2.4 PREPARE SCREENCHECK ADMINISTRATIVE DRAFT EIR
2.4.1
Screencheck Administrative Draft FIR
$13,260
$13,260
$0
$13260
Chapters 1-0 (except Project Descri tion
6,712
6,712
550
550
7,262
Project Description (Chapter 3
1,408
1,408
2990
2,990
4,398
Aesthetics
5,345
5.345
0
0
5,345
Agriculture and Forestry Resourcesr
2,672
2,672
0
0
2,672
Alr Quality
3,213
3,213
390
390
3,603
Biol ical Resources
2,672
2,672
0
0
2672
Cultural Resources
3.611
3.611
0
0
3,611
Geology and Soils
3142
3,142
0
0
3,142
Greenhouse Gas Emissions
3,213
3,213
105
195
3,408
Hazards and Hazardous Materials
4,457
1 4.457
0
0
4,457
Hydrology and Water Quality
4,692
4,692
0
0
4,692
Land Use and Planning
4,366
4,366
230
230
4,596
Mineral Resources
2,815
2,815
0
0
2,815
Noise
3,550
3,550
360
360
3.910
Population and Housing
3,774
3,774
0
0
3,774
Public Services
11546
11,546
0
0
11,546
Recreation
3,774
3,774
0
0
3,774
Transportation and Traffic
6,365
6,365
920
920
7,285
Tribal Cultural Resources
2,672
2,672
0
0
2,672
Utilities and Service Systems
5,630
5,630
0
1
0
5,630
February 7, 2020 (revised Apri 19, 2020) [Page ii
CONTRACT AMENDMENT No. 1 - Cost Estimate 2/7/20, u dated 4/9/20
Task
Description
Ori inal Contract
Contingency
1
Total Contract
with
Contingency 1
Contract #1 Request
Total Contract
wlAmend #1
PlaceWorksl
ISI
Total
Amend 1
Chapters 6-12 (except Alternatives)
3,284
3,264
0
0
3,284
Alternatives (Chapter 7
15,953
15,953
1,035
1,035
16,988
Task 2.4.1 Subtotal
118,126
118,126
6670
0
6,670
124,796
TOTAL TASK 2.4
118,126
0
118,126
6,670
52,946
64,904
183,030
TASK 2.8 PREPARE SCREENCHECK FINAL EIR
2.8.1 Pre are 8creencheck Final EIR
$16,218
$16,218
$1,360
$0
$1,380
$17,598
2.8.2 1 Prepare Somencheck MMRP
1173
1
1,173
1 0
0
1 0
1 1,173
Task 2.8 Subtotal
17,3911
17,3911
1,380
0
1 1,380
1 18,771
TASK 2.9 PREPARE FINAL EIR
29.1 Final EIR
$3,244
$3,244
$0
$0
$0
$3244
2,92 1 Final MMRP
546
546
0
0
0
546
Task 2.9 Subtotal
3,789
3,789
0
01
0
3,789
February 7, 2020 (revised April 9, 2020) 1 Page III
ENDMENT No. 1 - Cost Estimate
Total Contract Contract 91 Request
Contingency with Total Total Contract
Task _ _._ Description Original Contract I 7 I Contingencv l I PlaceWorks IBI Amend t wlAman I Al
TASK 2.12 MEETING ATTENDANCE
2.13.1 Progress Meetings 38 in -person meetings and 38 conference calls
$43145
1
$43,145
$0
$0
$0
$43,145
2.13.2 Public Meetings/Hearings 3, Prop and Attendance
7,390
7,390
0
0
0
7,390
Task 2.12 Subtotal
50535
50535
0
0
0
Snsns
TASK 2.13 MANAGEMENT AND COORDINATION
2.13.1 PM and Coordination
37,536
37,536
15,965
0
15,985
53,527
Task 2.13 Subtotal
37,536
37,536
15,985
0
15,985
53,521
LABORTOTAL
509.391
5.038
514.429
28515
52,940
84.749
599.178
Subconsultants Reimbursable Expenses
$14,300
$14300
$0
$0
$0
$14,300
PlaceWorks Reimbursable Expenses
4904
4,904
0
0
0
4.904
REIMBURSABLE EXPENSES TOTAL
19,204
19,204
0
0
0
19.204
2% of Labor for Office Expenses
6,078
15%Contingency
79,289
•5,038
74,251
GRAND TOTAL
$607,804
0
$607,884
$692,633
Remaining Contract IBI2011-198,9113111
91,947
Total Contract Existing Contract wIlSl Transfer
699,831
$699,831
February 7, 2020 (revised April 9, 2020) i Page Iv