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Home My WebLink About25K - AGMT - CONSULTING ENVIRONMENTAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 15, 2015 TITLE: AMENDMENT TO AGREEMENT WITH RINCON CONSULTING, INC. FOR ENVIRONMENTAL SERVICES {STRATEGIC PLAN NO. 5,4) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: _--. ❑ As Recommended ❑ As Amended ❑ Ordinance on lih Reading ❑ Ordinance on 2 I Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an amendment to the agreement with Rincon Consultants, Inc. to increase the agreement amount by an additional $65,000 for a total amount not to exceed $90,000 through December 31, 2017, for the provision of environmental consultant services, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The City receives an annual allocation of Community Development Block Grant (CDBG) and HOME Investment Partnership Program (HOME) funds from the U.S. Department of Housing and Urban Development (HUD). All projects and programs funded by these federal grants must undergo environmental assessments and /or reviews. On September 12, 2013, the City of Santa Ana issued a Request for Qualifications (RFQ 1 -054) to retain a consultant with special skills and knowledge in the field of environmental consulting services. As a result of the RFQ, on -call agreements with the following firms were executed on January 1, 2014 in the amount of $25,000 each: 1) Rincon Consultants, Inc., 2) Dudek, Inc., 3) LSA Associates, Inc., and 4) TRC Solutions, Inc. Staff regularly requests quotes from the four consulting firms for environmental services. Based on previous history, Rincon Consulting, Inc. has been the most responsive and offers the most cost - effective services. Consequently, the Rincon Consulting, Inc. agreement only has a sufficient balance for one environmental assessment. On November 17, 2015, the City Council approved staff to initiate the administrative process to acquire real properties to provide for new open space using CDBG funds for the Raitt/ Myrtle Street and the 6th /Lacy Street park acquisitions. Staff requested quotes for environmental assessments from all four consulting firms currently under contract. In addition, staff outreached to two other environmental consulting firms due to the low response rate for the acquisition projects. The following responses were received: 25K -1 Amendment to Agreement with Rincon Consulting, Inc. December 15, 2015 Page 2 Consulting Firm Response Rincon Consulting, Inc. • Raitt /Myrtle project - $11,912 • 6th/Lacy project - $11,639 Dudek, Inc. • Raitt /Myrtle project - $24,750 LSA Associates, Inc. • No submission TRC Solutions, Inc. • No submission MDG Associates . No submission Placeworks • No submission Staff is requesting an increase to the Rincon Consulting, Inc. agreement to ensure sufficient funding is available to move forward with current and upcoming projects including: 1) Raitt and Myrtle Street Open Space Acquisition, 2) 6th and Lacy Street Open Space Acquisition, 3) Santa Ana Arts Collective Multifamily Housing Development, 4) approximately 15 to 20 single family rehabilitation projects, and 5) other currently unanticipated environmental assessment needs. Approval of this item will allow staff to move forward with environmental assessments required by the CDBG and HOME federal regulations. In addition, approval will ensure that the Raitt /Myrtle Street and the 6th /Lacy Street park acquisition administrative process remains on schedule for finalization of the acquisitions by March 2016. 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). FISCAL IMPACT Funds are available in various CDBG and HOME expenditure account (nos. 13518780 - 62300, 13518783 - 66220, and 13018780 - 62300) for anticipated expenditure in the current FY 2015/16. The expenditure plan for the additional $65,000 is as follows: Accounting Unit - Account FY 2015/16 FY 2016/17 FY 2017/18 13518780 -62300 $24,000 $9,600 $2,400 13518783 -66220 $14,000 13018780 -62300 $15,000 The expenditure plan is only as estimate and is subject to change pending the number of eligible CDBG and HOME projects, and anticipated expenditure amounts will be included in future fiscal year budgets. 25K -2 Amendment to Agreement with Rincon Consulting, Inc. December 15, 2015 Page 3 Kelly Reenders Executive Director Community Development Agency KR /JB /SV /sb APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez /,X, Executive Director a � Finance and Management Services Agency Exhibit: 1. Rincon Consultants, Inc. Amendment 25K -3 25K -4 THIS FIRST AMENDMENT TO AGREEMENT is made and entered into this 1V day of December, 2015, by and between Rincon Consultants, Inc., a California corporation (hereinafter "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 (hereinafter "City "). RECITALS A. City and Consultant entered into Agreement No. N -2014 -020, dated January 1, 2014, for a consultant having special skill and knowledge in the field of environmental consulting services ( "said Agreement "). B. In accordance with the terms and conditions of said Agreement, the Parties desire to add additional funds to said Agreement to ensure sufficient funding is available to move forward with current and upcoming projects. 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 4, COMPENSATION, shall be amended to increase the compensation by an additional $85,000.00 such that the total sum to be expended under said Agreement shall not exceed $90,000.00 during the term of said Agreement. The compensation shall continue to be based upon the rates and charges identified in Consultant's Fee Schedule attached to said Agreement. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First 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 By: Rya Ass RECOMMENDED FOR APPROVAL: KELLY REENDERS Executive Director — CDA CITY OF SANTA ANA DAVID CAVAZOS City Manager RINCON CONSULTANTS, INC. Stephen Svete Vice President 2 25K -6 RING ®N SERVICES Rincon successfully executes environmental consulting services by translating complex environmental issues into understandable concepts and recommendations. By assigning appropriate resources, conducting thorough and accurate assessments, and crafting appropriate solutions, our services streamline the function of government agencies every day. Our core areas of expertise are listed below: Environmental Planning • CEQA Compliance: Environmental Impact Reports (FIRS) Initial Steadies (N)/Mitigated Negative Declarations (MNDs) Categorical Exemptions — Mitigation Matiitoring Reporting Programs (MM12Ps) • NEPA Compliance — Environmental Impact ,Statements (EISs) — Environmental Assessments (],As) — Categorical Exclusions • Planning Services — General Plans and Specific Plans — Neigliborhood Planrdng arid Comniunity Involvement Programs — Contract Planning Services • Alternative Transportation: Pedestrian /Bicycle Planning • Corridor Studies: Rails to Trails, Roadway Widening and Utility Alignments • Caltrans Preliminary Environmental Analysis Reports (PEARS), Natural Environment Study (NES), Irdtial. Site Assessment (ISA) • Mitigation Monitoring Plan Implementation and Construction Monitoring • Storm Water Pollution Prevention. Plans (SWPPPs) • Noise Studies • Air Quality and Greenhouse Gas (GHG) Emissions Analyses • Water Supply Assessment • Peer Review of CEQA and NEPA Documents and Technical Studies Environmental Site Assessment and Remediation • Phase I and Phase 11 Environmental Site Assessments + Preliminary Endangerment Assessments • Hazardous Waste Characterization and Remediation: Soil and Groundwater Assessment, Groundwater Monitoring, Remedial Action Plans, and Closure Reports • Underground Storage Tank Removal and investigation + Site Remediation: Urban Redevelopment Remediation and Monitoring, In -situ Remediation System Design, and ConsLmiction, Monitoring acid Maintenance Health. Risk Assessments • Risk Based Corrective Action Modeling 25K -7 • Geological and Seismic Studies • Expert Witness / Litigation Support Biological Resources Assessment and Regulatory Compliance • Baseline Biological Resources Inventories and Vegetation Mapping • Rare, Threatened, and Endangered Plant and Wildlife Species Surveys • Wetland Delineations • Arborist Studies • Complete Regulatory Compliance and Mitigation Planning • Drainage /Wetlands Permits • Coastal Development and Grading Permits • Federal Endangered Species Act Section 7 Consultations and Section 10 Habitat Conservation Plans • California Endangered Species Act Permits and Natural Community Conservation Plans • Wetland, Riparian, and Upland Habitat Revegetation and Restoration. Planning • Construction and Mitigation Monitoring Cultural Resources • Cultural Resource Surveys • California Register of Historical Resources and National. Register of Historic Places Eligibility Evaluations: Archaeological Site Testing, Historic Built Environment Resource Evaluation • CEQA and Section 106 and 110 /Natural Historic Preservation Act (NHPA) Compliance Studies • Archeological Data Recovery Programs • Phase 1, 11, and III Paleontological Resources Analysis • Cultural Resources Construction Monitoring and Training • Native American Consultation Sustainability Services • Climate Action Planning • Sustainability Ordinance Development • GHG Emissions Assessment and Verification • LEED /Green Building and Neighborhood Consulting GiS and Graphics Resources • G19 Mapping and Data Management • Computer Aided Drafting (CAD) and Design • Grapluc Design and 3 -D Photo - simulation 25K -8 Rincon Consultants Standard Fee Schedule for Environmental Sciences and Planning Services Rincon Consultants' fee schedule is based on the time that is charged to projects by our professionals and support staff. Direct costs associated with completing a project are also billed to the project as outlined under Reiinbuesable Expenses below. The following sets forth the billing rates for our personnel. Expert witness services consisting of depositions and. in -court testimony are charged at a rate of $295 /hour. Photoconyin and Printim, Photocopies will be charged at a rate of $0.08 /copy for single -sided copies and $0.16 for double -sided copies, Colored copies will be charged at a rate of $1.00 /copy for single -sided and $2.00 /copy for double -sided or 11" x17" copies. Oversized maps or display graphics will be charged at a rate of $8.00/square foot. Reimbursable Expga es Expenses associated with completing a project are termed Reirrrbursable Expenses. These expenses do not include the hourly billing rates described above. Reimbursable expenses include, but are not limited to, the following. Y, Direct costs associated with the execution of a project are billed at cost plus 15% to cover General and Administrative services. Direct costs include, but are not Waited to, ldboratoni and drilling services charges, subcontractor services, authorized travel expenses, permit charges and filing fees, p'rinti'ng and graphic charges, mailings and postage, . performance bonds, sample handling and shipment, equipment rental other than covered by the above charges, etc. Communications charges and miscellaneous office, expenses (including PDAs, cell phones, phone, frtr, and electronic data transmittals, digital cameras, photo processing, etc.) are 'billed at 3% of total labor. 2. Vehicle use in company -owned vehicles will be billed at a day rate of $85 /day jbr regular terrain vehicle use and $135 per day far 4 -WD off -road vehicle rise, plus $0.851tuile for mileage over 50 miles per day. For transportation in eruployce- owned automobiles, a rate of $O,85 /mile will be charged. Rental vehicles will be billed at cost plus 15 %. 25K -9 25K -10