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Home My WebLink About25C - AGMT - GENERAL PLAN UPDATEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 15, 2015 TITLE: AMEND AN AGREEMENT FOR PLANNING AND ENVIRONMENTAL SERVICES WITH IBI GROUP FOR THE SANTA ANA GENERAL PLAN CIRCULATION ELEMENT UPDATE {STRATEGIC PLAN NOS. 3, 2A; 5, 68} lL CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 18' 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 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 eighteen months for an additional amount of $80,245 not to exceed a total contracted amount of $613,245, 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. In 2011, 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. While an amendment to the contract for $33,000 was approved in October of 2014 to complete the project, the Circulation Element Update was placed on hold soon thereafter to produce a Safe Mobility Santa Ana Plan (SMSA). Targeted to be completed in December 2015, the Safe Mobility Santa Ana Plan is anticipated to identify additional street reclassifications for potential "road diets" within the Circulation Element Update, and that will require further traffic impact analysis. This traffic analysis is also needed to support an amendment to Orange County Transportation Authority's (OCTA) Master Plan of Arterial Highways. The proposed contract amendment (Exhibit 1), not to exceed $80,245, 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 document. 25C -1 Amend an Agreement with IBI Group December 15, 2015 Page 2 ENVIRONMENTAL IMPACT The awarding of a contract for preparation of an environmental impact report and General Plan update is statutorily exempt from CEQA. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's effort to meet Goal #3 - Economic Development, Objective #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 #5 Community Health, Livability, Engagement & Sustainability, Objective #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 $80,245 are available for this amendment in the Council Special Projects Fund, Planning & Building — Contract Services (Account No. 05016018- 62300). assan HaglAni, ArCP Executive Director Planning and Building Agency F ed Mo savipour Executive Director Public Works Agency MM:rb MACirculatiamContrachRFCA Amend Contract12.15.15REVdoc Exhibit: 1. Amended Agreement APPROVED AS TO FUNDS AND ACCOUNTS: knom > �� Francisco Gutierrez Executive Director Finance & Management Services Agency 25C -2 SECOND AMENDMENT TO PROCESSIONAL SERVICES AGREEMENT WITH IBI GROUP THIS SECOND AMENDMENT TO AGREEMENT, made and entered into this 15 °i day of December, 2015, 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 related services ( "said Agreement "). B. On October 21, 2014, the Scope of Services and the Compensation clauses of said Agreement were amended. C. In accordance with the terms and conditions of said Agreement, the Parties desire to add additional funds, revise the Scope of Services, and extend the Term of said Agreement. 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: Section 1, SCOPE OF SERVICES, shall be amended to include those services necessary to complete the circulation element, including but not limited to performing new data collection of traffic counts along with the collection of bicycle and pedestrian volumes at intersections, meeting attendance and editing the draft Circulation Element to incorporate new policies and text associated with the preparation of the Santa Ana Safe Mobility Plan, as set forth in more detail in Consultant's Amendment Proposal No. 4 — Circulation Element Update dated September 2, 2015, 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 $80,245.00, such that the total sum to be expended under this Agreement shall not exceed $613,245.00 during the extended Term of this Agreement. 3. Section 4, TERM, shall be amended to extend the Tern through June 30, 2017. 4. Except as hereinabove modified, all terns and conditions of said Agreement shall remain in full force and effect. 25C -3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: *StorCk-.Lj- Assistant Lis City Attorney RECOMMENDED FOR APPROVAL: Ilassan Haghani, Executive Director Planning & Building Agency CITY OF SANTA ANA DAVID C:AVAZOS City Manager Consultant CBI GROUP DAVID CHOW, P.E. AICP Director 25C -4 EXHIBIT A SCOPE OF SERVICES (Attached) 3 25C -5 September 2, 2015 Melanie McCann City of Santa Ana 20 Civic Center Plaza, Ross Annex M -20 Santa Ana, CA 92702 AMENDMENT PROPOSAL NO.4 - 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 and Placeworks at the request of the City of Santa Ana. The work efforts detailed in this amendment request were 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 ? — Project Management and Meetings Amendment No. 1 included an augment to this task to reflect the ongoing management of the contract up to a 39 -month effort. The current work effort as of August 2015 stands at 47- months, which exceeds the extension provided under Amendment No, 1. Additionally, the city desires for IBI Group and Placeworks to coordinate with the city and consultant selected as part of the Santa Ana Safe Mobility Plan. Based on these two components, IBI Group has budgeted for attendance by IBI staff and Placeworks staff at up to three meetings for the Santa Ana Safe Mobility Plan and two hours per month for IBI Group senior staff (project manager or deputy project manager) for ongoing coordination with the city for a duration of 12 months from August 2015. This coordination effort would carry the contract through the Safe Mobility Plan preparation and preparation of the draft Circulation Element and environmental impact report (EIR). Task 2 — Data Collection As part of the original contract, IBI Group completed a data collection effort focused on the inventory of the existing street network and collection of traffic, bicycle, and pedestrian counts. As part of this effort, traffic counts were collected in June 2012 at 32 intersections and along 18 roadway segments that were approved by the City's Public Works Department. The count locations were selected based on proposed street reclassifications identified by IBI Group and the City of Santa Ana in 2012. As part of the additional traffic analysis work completed by IBI Group under Amendment No. 1, the City of Santa Ana conducted and provided traffic counts at 8 intersections and along 6 roadway segments in 2014, above and beyond those counts previously identified and collected in 2012. 101 Group is a group of firms providing professional services 25C -6 IBI Group 7`j, `( 18401 Von Karman Avenue -Suite 110 11..LKJ1 Irvine CA 92612 USA CRpUP tot 9498335688 fax 9498335611 September 2, 2015 Melanie McCann City of Santa Ana 20 Civic Center Plaza, Ross Annex M -20 Santa Ana, CA 92702 AMENDMENT PROPOSAL NO.4 - 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 and Placeworks at the request of the City of Santa Ana. The work efforts detailed in this amendment request were 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 ? — Project Management and Meetings Amendment No. 1 included an augment to this task to reflect the ongoing management of the contract up to a 39 -month effort. The current work effort as of August 2015 stands at 47- months, which exceeds the extension provided under Amendment No, 1. Additionally, the city desires for IBI Group and Placeworks to coordinate with the city and consultant selected as part of the Santa Ana Safe Mobility Plan. Based on these two components, IBI Group has budgeted for attendance by IBI staff and Placeworks staff at up to three meetings for the Santa Ana Safe Mobility Plan and two hours per month for IBI Group senior staff (project manager or deputy project manager) for ongoing coordination with the city for a duration of 12 months from August 2015. This coordination effort would carry the contract through the Safe Mobility Plan preparation and preparation of the draft Circulation Element and environmental impact report (EIR). Task 2 — Data Collection As part of the original contract, IBI Group completed a data collection effort focused on the inventory of the existing street network and collection of traffic, bicycle, and pedestrian counts. As part of this effort, traffic counts were collected in June 2012 at 32 intersections and along 18 roadway segments that were approved by the City's Public Works Department. The count locations were selected based on proposed street reclassifications identified by IBI Group and the City of Santa Ana in 2012. As part of the additional traffic analysis work completed by IBI Group under Amendment No. 1, the City of Santa Ana conducted and provided traffic counts at 8 intersections and along 6 roadway segments in 2014, above and beyond those counts previously identified and collected in 2012. 101 Group is a group of firms providing professional services 25C -6 181 Group City of Santa Ana - September 2, 2015 Under this amendment request No. 4, given the time period of over three years that will have pass between the traffic counts and release of the draft environmental impact report (EIR), is it appropriate to obtain updated traffic counts at all the previously counted locations from the original contract and under Amendment No. It o ensure that the traffic analysis utilizes the most up to date information and data available. Therefore, the data collection effort would consist of new AM and PM peak period traffic counts at all 40 intersections and 24 -daily traffic volumes at all 24 roadway locations. The AM and PM intersection counts will also include collection of bicycle and pedestrian volumes at the intersections. These counts are associated with additional roadway reclassifications identified by the City of Santa Ana for analysis and advancement of the OCTA MPAH Amendment process. Amendment request No. 4 also includes new AM and PM peak hour counts at up to 36 intersections to account for the MPAH reclassification. The additional counts will also include collection of bicycle and pedestrian volumes at intersections. Task 4: Evaluation of Master Streets and Highways Plan This new amendment involves work efforts that will be completed by IBI Group to _analyze up to 36 additional intersections in the traffic analysis beyond those contained in the original contract and the previous two amendments. IBI Group will also coordinate with OCTA to provide inputs for a single new OCTAM model run to develop updated Year 2035 traffic forecasts that include the additional modifications to the MPAH roadway network identified by the city. IBI Group will post- process the updated model forecasts obtained from OCTA, incorporate the up to 36 additional intersections into the traffic impact analysis, and update our July 2014 draft traffic study, including the analysis of 40 previously analyzed intersections and 36 roadway segments using the new forecasted traffic volumes provided by OCTA. This task also assumed time for attendance at up to two additional meetings with OCTA staff to discuss the new proposed street reclassifications. Task 9: Prepare Updated Circulation Element This task will involve further updates and edits to the draft circulation element to incorporate new policies and text associated with the preparation of the Santa Ana Safe Mobility Plan ( SASMP). Specific edits are anticipated to be additions to the policy framework and incorporation of a summary of the Santa Ana Safe Mobility Plan in the circulation element appendix. These edits to the draft circulation element will be In addition to those Identified in Amendment No, 2. As part of this task, Placeworks will also prepare up to two new maps in the Circulation Element policy framework to reflect the Santa Ana Safe Mobility Plan components. 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 line work completed by the Santa Ana Safe Mobility Plan consultant is in GIS and then transferred to Illustrator for enhancement. Graphics supporting the Appendix are not included in this scope of work. This task also assumes up to 10 hours for IBI Group and 12 hours for Placeworks for additional coordination and meetings with City staff to discuss the SASMP and other city initiatives that may influence the finalization of policies in the Circulation Element. 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 25C -7 181 Group City of Santa Ana — September 2. 2015 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 do 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, IBI Group David Chow, P.E., AICP Regional Director, USA West 25C -8 Santa Ana General Plan Caunattlmr Mani Update � Soul Abora of No let G., TP.am Mandrour, by Task o-ni yam, r TOTAL FEE by STAFF In i In 11 $1.200 $20.800 57,580 $14.950 181 Gronp IBI TOW Labor HOOre Plaueworks UM Total Labor Fee $44 b20 Task 2- Update All 2012 counts $12,500 Task 2- HOderssiflralion Counts 58,625 . un Nara b Pen „a br 11.1e I J. i' via, seeJr Y Total use HOUrs a c”. 110alp : 0AI,.u.11 cnman macaw ntl— ! a i Pees 5Mf).Qf) $200.00: 5135001 $85,00 57500 519500 $175.00 $175.00 5135.00 TASK 1: Pro set Management antl Mealln a anon prger._managen an 2r1 81 39 __$6.600 nleeun s � TASK 2: Uflbe Collection YehlGalsr, bad antltlka roans 2' 41 6 $9,15 TASK 4: EValmdOn of Master Plan of Sheets S HIV Goal OGTAkI Year 2035 Forecast 10. 8 20 I 38 $A 900 OCTA Merril A A� 5 24 $3,060 MtannaW,a aall$treat LOS An.111n, 21 20, 100: —� _ - -�� I - - -� -- 104 $16,000 U dates to Traffic Study 16 ": 16. 48 ": 80 $9.400 TASK B: Pr are CEOA Documenatilon Sr."Ru" al SladY Grab FIR -- t - - - -- d 8 $I:T66 Final SIR i 0 90 TASK U: Fie are U doted Circulation Element Droll Clarolation EIe rani - -_ 16 50__.56.210 Final Circulation Elomeat __. _.. 10 T_ I2:' 2'!. SA.100 yam, r TOTAL FEE by STAFF In i In 11 $1.200 $20.800 57,580 $14.950 50 IBI TOW Labor HOOre 340 UM Total Labor Fee $44 b20 Task 2- Update All 2012 counts $12,500 Task 2- HOderssiflralion Counts 58,625 Cori 5 90 181 Teal BwlgeC $65,735 $0 SI0,S50 51,400 $2,160 ran 558.030 86 $14,410 5100 $14.510 151 Total BUdise 565,735 Pascevmrks Total Budge¢ S14,510 Alta Total Budget: $0 Cornerstone Total Budget s0 Total Proposed Budget: $80,245 25C -9 25C -10