HomeMy WebLinkAbout25zFF - AGMT - PLANNING SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 21, 2014
CLERK OF COUNCIL USE ONLY:
TITLE:
APPROVED
1❑ As eroded
AMEND AN AGREEMENT FOR PLANNING
Amended
❑ As Amended
AND ENVIRONMENTAL SERVICES WITH IBI'
[I El on 2&' Reading
❑ Ordinance on 2ntl Reading
GROUP FOR THE SANTA ANA GENERAL
❑ Implementing Resolution
PLAN CIRCULATION ELEMENT UPDATE
❑ Set Public Hearing For
(STRATEGIC PLAN NOS. 3,2A & 5, 6B)
CONTINUED TO
FILE NUMBER
CITY
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute the attached amendment to the
agreement with IBI Group for planning and environmental services to prepare the General Plan
Circulation Element update, for a period no longer than one year for an additional amount of
$33,000 not to exceed a total contracted amount of $533,000, subject to non- substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
Assembly Bill 1358 (AB 1358), the 2008 California Complete Streets Act, requires that cities
prepare a comprehensive update to their General Plan Circulation Element to incorporate the
concepts of "Complete Street" design if it is determined that a substantial change has been, or
will be, made to the Element. A Complete Street is one that supports the development of a
balanced, multimodal transportation network that serves all users, whether they are driving,
walking, bicycling or taking transit. The need to update Santa Ana's Circulation Element in order
to incorporate the Fixed Guideway project triggered the AB 1358 requirement, and the necessity
for a comprehensive update to the Circulation Element with Complete Street policies.
A Request for Proposal was circulated to qualified planning consulting firms in 2011.
Subsequently, the City Council approved an agreement with IBI consulting team for $500,000 to
assist in the preparation of the General Plan Circulation Element update. The IBI Group's team
of subconsultants includes Alta Planning, PlaceWorks (formerly The Planning Center), and
Cornerstone Communications.
Additional street reclassifications have been identified as opportunities for implementing
complete street practices in Santa Ana, that require further traffic impact analysis. This traffic
analysis is also needed to support an amendment to Orange County Transportation Authority
(OCTA) Master Plan of Arterial Highways. The proposed contract amendment, not to exceed
$33,000, will allow for completion of these technical studies, an updated traffic model, the
incorporation of recent community feedback into the policy framework, and enhancements to
promote a user friendly Circulation Element documents.
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Amend an Agreement with IBI Group
October 21, 2014
Page 2
ENVIRONMENTAL IMPACT
The awarding of a contract for preparation of an environmental impact report and general plan
update is statutorily exempt from CEOA.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's effort to meet Goal No. 3 Economic Development,
Objective No. 2 (Create new opportunities for business /job growth and encourage private
development through new General Plan and Zoning Ordinance policies), Strategy A (Complete a
comprehensive update of the City's General Plan including the development of policies and
implementation measures that directly relate to equitable economic development); and Goal No.
5 Community Health, Livability, Engagement & Sustainability, Objective No. 6 (Focus projects
and programs on improving the health and wellness of all residents), Strategy B (Incorporate the
improvement of walking and biking lanes as well as the development of a citywide bike master
plan into the Circulation Element of the City's General Plan).
FISCAL IMPACT
Funds in the amount of $33,000 are available for this amendment of which $18,000 is available
in the Planning and Building Agency account for other contractual services (Account No.
01116510- 62300) and $15,000 in the Public Works Agency account for Measure M Funds
(Account No. 03217660 - 66220, Project No. 12- 6754).
Karen Haluza
Interim Executive Director
Planning and Building Agency
AAJL�=_....-----=-
Fr 6d M usavipour
Executive Director
Public Works Agency
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
MM:rb
MACirculetlon\RMAmend Place Works Harbor Contract cc 10- 21- 2014.doc
Exhibit: 1. Amended Agreement
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FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT, made and entered into this _ day of
2014, by and between IBI GROUP, a California general partnership
( "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. City and Consultant entered into Agreement #A- 2011 -198, dated September 13,
2011, for a consultant having special skill and knowledge in the field of circulation
element updates and services ( "said Agreement ").
B. In accordance with the terms and conditions of said Agreement, the Parties desire to add
additional funds to said Agreement and extend the tenn of said Agreement through the
expenditure of the newly allocated funds.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions of said Agreement, except as herein modified, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be amended to include those services necessary
to complete the circulation element, including the study of additional intersections for the
traffic analysis, as set forth in Consultant's Amendment Proposal No. 2 — Circulation
Element Update dated October 9, 2014, attached hereto as Exhibit A and incorporated
herein by this reference.
2. Section 3, COMPENSATION, the relevant portion of said section shall be amended to
increase the compensation by $33,000.00, such that the total sum to be expended under
this Agreement shall not exceed $533,000.00 during the extended term of this
Agreement.
3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain
in full force and effect.
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IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement
the date and year first above written.
ATTEST:
MARIA D. J IUIZAR
Cleric of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City At Al A
By:
Ryan . ]
Assistant
FOR APPROVAL:
KAREN HALUZA
Interim Executive Director - PBA
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
IBI GROUP
DAVID CHOW, P.E. AICP
Director
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EXHIBIT A
SCOPE OF SERVICES
(Attached)
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IBI Group
TBI 10401 Von Karmen Avenue —Suite 110
Wine CA 92812 USA
CROUP tel 949 833 5588
fax 949 833 5811
October 9, 2014
Melanie McCann
City of Santa Ana
20 Civic Center Plaza, Ross Annex M -20
Santa Ana, CA 92702
AMENDMENT PROPOSAL NO. 2 - CIRCULATION ELEMENT UPDATE
This letter proposal details IBI Group's request for an amendment under our contract with the
City of Santa Ana for the Circulation Element Update project. Work efforts associated with this
request involve additional work will be incurred by IBI Group that was not included in our original
scope of services for this contract, The tasks listed below correspond to the tasks assigned in
the original scope of services for this contract, The proposed budget for completing this work is
attached to this letter.
Task 4 — Evaluation of Master Streets and Highway Plan
As part of the original contract, IBI Group completed an in- progress draft of the traffic analysis
for the updated Circulation Element, Including analysis of the 32 intersections and 18 roadway
segments where data was collected In Task 2. This analysis effort was focused around study
intersections and roadway segments that were anticipated to be Included in the traffic analysis
for the OCTA Master Plan of Arterial Highways amendment process and the preparation of the
traffic study for the project environmental document. The analysis was completed during the first
half of 2013, with the in- progress draft traffic analysis document submitted to the city in April
2014.
Subsequent to initial traffic analysis effort, the city identified additional street reclassifications
and modifications to the originally proposed reclassifications. These changes necessitated the
collection of additional traffic counts (conducted by the city) for inclusion in an updated traffic
analysis. Amendment No. 1 accommodated the additional coordination with OCTA to obtain
updated OCTAM model forecasts, and updates to the traffic analysis to include the new model
forecasts and an additional in the analysis 8 study intersections and 6 study roadway segments
beyond those previously identified in the original scope of services.
This new amendment Involves work efforts that will be completed by IBI Group to add additional
intersections to the traffic analysis, as well as an allocation of funds to address additional
potential street reclassifications or refinements to the OCTA model forecasts. At a minimum this
additional analysis effort will include the seven locations identified by OCTA in their email dated
July 29, 2014. The remaining budget assigned to this task ($8,000) would be allocated to
modifying the analysis to include up to eight additional intersections resulting from the proposed
reclassification of Broadway from a Secondary Arterial to a Divided Collector Arterial between
Civic Center Drive and First Street, refinements to the analysis as a result of updated OCTA
traffic modeling for this proposed reclassification, map updates, or additional administrative time
for IBI Group as part of the project management effort. IBI Group will work with the city to identify
the necessary work efforts for this remaining budget allocation and will invoice the amount as
expended. The traffic analysis work effort will Include completion of the new analysis, using
count data provided by the City of Santa Ana,
IBI Group Is a group orfirms providing professional servloes
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IBI Group
City of Santa Ano — O*Nr B, 2014
Task 9: Prepare Updated Circulation Element
This task will cover completion of edits to the circulation element. Changes to the policy
framework will Involve primarily refining select goals and policies, enhancing background
discussion, and completing a final format and grammar check. Our budget assumes that only
minor changes will be necessary at this point.
Although not all amendments to the appendix have been identified at this point, primary changes
Include;
•r Incorporating the Bicycle and Pedestrian Master Plan
• Strengthening complete streets plan and transit zone based on recently completed outreach
• Revising individual descriptions of the roadway, transit, pedestrian, end bicycling network
• Adding readily available photographs where appropriate
Placeworks will also refine up to four circulation maps in the Circulation Element policy
framework. This will include importing linework, changing the base maps, amending colors and
shades, and amending symbols in accordance with City direction. This effort assumes that prior
line work was in GIS and then transferred to Illustrator for enhancement. Graphics supporting
the Appendix are not included in this scope of work.
PlaceWorks will prepare a powerpoint and make up to three presentations to Commissions /City
Council. The powerpoint will be geared toward City policymakers, with rich graphics and higher
level messaging, leaving detail to the circulation element and its many implementing policy and
capital improvement plans. Should additional presentations be desired, we can provide
additional presentations on a time and material basis or, conversely, City staff can use the
existing powerpoint for any additional presentations.
Given prior efforts on the circulation element, this scope of work assumes one final edit to be
completed by the project team, with only minor changes thereafter. This assumes that City staff
will review the document and provide direction prior to commence of work, with only final minor
edits thereafter. The final document production will include photos and graphics that are readily
available, but do not require drafting or amendment. Following completion, we will provide a high
quality PDF for distribution.
A detailed cost summary sheet is attached to this scope of work. Should you have any
questions regarding this proposal, please de not hesitate to contact Bill Delo at (949) 833 -5588.
We look forward to the opportunity to continue to work with and assist the city on this project.
Sincerely,
IBIG�roup
David Chow, P.E., AICP
Regional Director, USA West
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Santa Ana Circulation Element - Amendment No.2
October 9, 2014
Task
Task Description
Bill Delo
Colleen
Hsieh
Placeworks
Staff
81 Staff
Hours by
Task
Total Costs by
Task
Billing Rate
$197.60
$79.86
$151.00
4
Evaluation of Master Streets and Highways
30
90
0
120
$13,115
9
Prepare Updated Circulation Element
0
0
130
130
$19,630
TOTAL STAFF HOURS
30
90
130
250
TOTAL LABOR COSTS
$5,928
$7,187
$19,630
$32,745
OTHER DIRECT COSTS
Traffic COLInts
$0
Copies /Phone /Mileage /Miso
$255
TOTAL OTHER DIRECT COSTS
$255
TOTAL STANDARD FEE
$33,000
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