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HomeMy WebLinkAbout1991-08-13 - AGENDA REPORTS - PROFESSIONAL SERVICE SC (2)CONSENT CALENDAR DATE: August 13, 1991 AGENDA REPORT City Manager Approval Item to be presented by: George A. Caravalho SUBJECT: Approval of.Amendment for Professional Services by the City of Santa Clarita and Michael Brandman Associates, Inc. DEPARTMENT: City Manager BACKGROUND Adoption of the General Plan on June 25, 1991, marked significant completion towards the above referenced contract. As the Council is aware, the time frame and meeting commitment to finalize the General Plan was longer than originally anticipated. Staff has had an ongoing series of meetings with the consultant for purposes of clarifying final consultant responsibilities and unanticipated costs associated with completion of the General Plan. The attached amendment includes the following commitments for the consultant: 1. MBA reimburses the City $28,000 for traffic modelling. (City severed this portion of the contract last year.) 2. MBA completes the Unified Code and Zoning Map by December of this year. 3. MBA completes design guidelines. 4. Number.of copies and presentation documents is clarified. 5. Scope of consultant commitment for developing monitoring system is clarified. The amendment further specifies the City will reimburse the consultant $6,000 for extra meetings and that we will release retention monies for completion of the General Plan now, and withhold retention on the Zoning Code work as previously agreed. The original total amount for services of this contract was $549,745. This amendment changes the total amount to $527,745. RECOMMENDATION Approve amendment to the agreement for professional services between the City of Santa Clarita and Michael Brandman Associates, Inc. Attachment: Amendment to Agreement Agenda Item AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF SANTA CLARITA AND MICHAEL BRANDMAN ASSOCIATES, INC. This amendment has been prepared in accordance with section 4.2 of the Agreement for Professional Services (hereafter referred to as AGREEMENT) between Michael Brandman Associates, Inc (hereafter CONSULTANT) and the City of Santa Clarita (hereafter CLIENT) and shall be considered as a modification to the Scope of Work and compensation identified in Exhibits A through E of the AGREEMENT. 1' me) wall tmml imuoya, Wag) 1 N 161 1.1 Work. The scope of work contained within Exhibit A of the contract shall be amended as herein noted. I.la. Planning Commission Recommended General Plan. CONSULTANT shall provide the CLIENT with 25 copies of the Planning Commission recommended Draft General Plan (including the Draft Environmental Impact Report (DEIR)) within 7 working days of the adoption of the Planning Commission Resolution recommending the Draft General Plan. The revisions to the CONSULTANT prepared text shall be on the basis of the detailed summary reports prepared by the CLIENT on the Planning Commission's review of the general plan text. Computer diskette word processed copies of the Planning Commission's revised text shall be supplied to CONSULTANT by CLIENT of the same. CONSULTANT will provide the CLIENT with a purchase order form to be utilized by CLIENT for the public to obtain copies of the Planning Commission recommended General Plan. All costs of printing and delivery of the General Plan will be covered in the purchase order and be payable to MBA. 1.1.b. City Council Adopted General Plan. CONSULTANT shall make minor corrections to the Planning Commission recommended text and prepare the Final General Plan (including the EIR) after the adoption of the General Plan and certification of the EIR by the City Council. 150 copies of the General Plan will be delivered to the CLIENT along with one computer diskette on a commonly used word processing program, one camera ready copy. of the text and accompanying graphics, one reproducible mylar of the 36" X 42" land use element map, and one copy of the EIR Notice of Determination. 1.1.c. Executive Summary. CONSULTANT will prepare an Executive Summary of the Final General Plan after the adoption of the General Plan by the City Council. It will utilize 22" X 34" size paper and use black and green copy and graphics. The Summary will be folded to an 8 IX X 11" size. It will contain a black line print of the 36" X 42" land use element map with the SEAs and the open space colored green. CONSULTANT will provide 1000 copies of the Executive Summary and above mentioned black line print. The text. of the. Executive Summary will utilize the existing adopted general plan text, specifically the Introduction, the Valley Center Concept, highlights of growth management, and the pending dwelling units table. . AMENDMENT AGREEMENT MBA AND CITY OF SANTA CLARITA Page 2 I.I.d. Presentation Maps. CONSULTANT will provide one large (approximately 4'X 8'), color, presentation land use map and three (approximately 24" X 36" in size) smaller color presentation land use maps generated by computer plotter. An excerpt sample computer generated color map will be provided to the City to determine acceptability. If the CLIENT finds the computer color mapping acceptable, all colored maps will be produced in that manner. Should the CLIENT find the computer color maps unacceptable, CONSULTANT will provide traditional color mapping using color zipatone and photographic processes. I.I.e. Circulation Element_ Upon completion of the Circulation Element by KHR Associates, CONSULTANT will reformat the document to coincide with the format of the general plan text. The improvements recommended in the Circulation Element will meet the Capital Improvement Program requirements of the AGREEMENT, Task 4.2.1, 4.23 and other Tasks related to capital improvements. 1.11 Development Monitoring System On pages A-31 through A-33 of the AGREEMENT, a development monitoring system (DMS) is discussed. CONSULTANT and CLIENT agree that the preparation of the DMS by MBA is predicated upon the completion of certain work which is outside of the control of CONSULTANT and beyond the scope of the AGREEMENT, namely the NISSI permit tracking system. The CLIENT also acknowledges that the Fiscal Planning System (FPS) has been completed and delivered to the CLIENT by CONSULTANT. In addition, the CLIENT, under separate contract, is having a Development Impact Fee Study (DIFS) prepared. This DIFS will take some time to complete and should be utilized in the preparation of the DMS. Since the timing on the completion of items required for the DMS is uncertain, and the DMS would not be complete without those items,.it is, therefore, agreed by CLIENT and CONSULTANT that the costs devoted to the CONSULTANT s portion of the DMS, estimated at $4,500, will be utilized instead to cover the costs for CONSULTANT to attend three meetings on the adoption of the Development Code. The CONSULTANT, as a result, will be relieved of all obligation to produce a DMS. 1.1.g. Development Code. CLIENT has already completed, and the City Council has adopted, a parking ordinance, mobile home park zone, and sign ordinance. CLIENT has a separate contract with another consultant for the completion of hillside regulations. CONSULTANT agrees to review and comment on an adequately prepared hillside ordinance. The Development Code, prepared by CONSULTANT, will incorporate all of these documents in a format consistent with the rest of the Development Code. CLIENT will provide CONSULTANT with the word processed diskettes for these documents and reproducible copies of all graphics. As detailed herein and in Exhibit F attached, CONSULTANT will prepare a draft Development Code, including a zoning ordinance, a brief subdivision ordinance (containing only the 49 discretionary areas and referencing the State Map Act), and a grading ordinance. CONSULTANT will prepare and supply to CLIENT a summary equivalency report AMENDMENT AGREEMENT MBA AND CITY OF SANTA CLARITA Page 3 on those topics where the county zoning is similar or equivalent to the proposed zoning. It is understood that this report will cover major topics and not detail all equivalency issues/topics. The expected topics for the equivalency analysis include density, lot size, coverage, height, buffer requirements, parking requirements, and sign requirements. It is recognized that the procedural format for the Development Code is one of the most important portions of the Code and, therefore, must be prepared first, along with a detailed suggested table of contents. 1.1.h Design Guidelines. Design Guidelines are very important to the CLIENT and a draft will be provided by CONSULTANT under the existing AGREEMENT. The Guidelines will be a separate document. The public review process will be the responsibility of the CLIENT. I.I.i. ZoningMan. As detailed herein and in Exhibit F attached, CONSULTANT will prepare .a zoning map for the City, using the existing Los Angeles County Public Works maps as a base. Zoning designations will be indicated through the use of abbreviations of the zoning categories and zoning boundaries will generally follow property lines and street centerlines, where appropriate. As an option, and at additional cost, CLIENT may wish to have a composite zoning map of the City. CONSULTANT, upon notification by CLIENT of such, will provide a scope of work and estimated budget for such service; this would be considered an augment to the existing contract and must be processed as such. 1.1j. Additional Traffic Analysis. CONSULTANT agrees to have the total compensation for this contract reduced by an amount of $28,000.00 to pay for computer traffic modeling services of DKS Associates. CONSULTANT s agreement to pay $28,000.00 in no way obligates or insures the quality of DKS Associates' work or makes CONSULTANT responsible in any way for the results of DKS Associates' work or traffic model. CONSULTANT agrees to have the $28,000.00 reduced from the amount already retained by the CLIENT. 1.11. Retention. Section 5.3, Payment Terms is hereby modified to read as follows: The CONSULTANT will submit monthly invoices to the CLIENT for all work performed under the terms of this AGREEMENT. The CLIENT shall pay the CONSULTANT all of the retention designated under the general plan portion of the AGREEMENT. The CLIENT shall withhold 15.0 percent of the total remaining amount of $34,150.00, to be paid by CLIENT to CONSULTANT upon submittal and acceptance by the CLIENT of the items identified in 1.1.g., I.I.h., and 1.11 Invoices for each milestone billing shall not contain a retention. Should diligent and reasonable progress toward completion of the contract not occur and that occurrence is due to delays by the CLIENT, the CONSULTANT shall invoice on the basis of a percent of completion for each milestone identified in Exhibit F attached hereto. 11 AMENDMENT AGREEMENT MBA AND CITY OF SANTA CLARITA Page 4 1.1.1. Additional Meetings. CONSULTANT shall attend six additional general plan public hearings of the City Council for the total compensation of $6,000.00 covering time and materials. Only those three meetings referenced in section 1.11 of this amendment are designated for the development code; there are no meetings contracted beyond that point. �Klu' 11► 2.1 Compensation. The compensation shall be modified by $6,000.00 to cover the cost of work identified in 1.1.1. of this amended scope of work. Compensation for performance of the scope of work identified in Section 1.1 above shall be amended to reflect a base amount of $558,245.00. :0 Owllu 1 DIZIMMR01 Did 100 a 30.1 111l�• IN WITNESS WHEREOF, the duly authorized representatives of the parties hereto have signed in confirmation of the AMENDMENT. Dated Dated (Name - Type or Print) (Title) CONSULTANT By (Name - Type or Print) (Title) 0 EXIIIBIT F WORK PROGRAM FOR THE DEVELOPMENT CODE This work program is predicated upon the timely response of both CONSULTANT and CLIENT, a December 1991 adoption goal, minor environmental review, a zoning map for only the incorporated area, and conformance with the newly adopted General Plan. The work program involves the following tasks: • preparation of a screencheck text • preparation of a draft text • preparation of an equivalency matrix, chart or table • preparation of a staff report detailing procedures for review of zone changes proposed by.the public • identification of milestones for deliverables and payments The public participation plan shall be prepared by city staff, Attendance by MBA at these meetings will be in accordance with the amended AGREEMENT with the City at a total cost of $4,500.00. The milestone payments are on the basis of a total of $34,150.00 minus $4,500.00 equaling $29,650.00. The lasttaskpayment is equvalent to 15 percent of $34,150.00, therefore, no retention will be held for any of the milestone payments. TASK 1A - PREPARATION OF A SCREENCHECK TEXT A screencheck text of the Development Code (DC) will be prepared for staff review. The text will include the following chapters: Chapter 1 - Zoning, Chapter 2 - Subdivisions, Chapter 3 - Grading. Within Chapter 1, hillside regulations, developed under separate contract, previously adopted city parking and sign regulations, and design guidelines will be provided. Within Chapter 2 the subdivision regulations will contain those areas of local discretion not pre-empted by the state. It will not be a "cookbook" subdivision chapter. Within Chapter 3 will be the grading portion of the Code. It will contain those portions of hillside regulations which are not contained within Chapter 1 and further detail the requirements for the grading of land. The DC will combine administrative sections for greater clarity, utilize matrices, tables, and exhibits to depict detailed information in greater clarity, and contain an index. A table of contents shall be provided for staff review and approval. MBA will prepare the initial study for the environmental assessment. It is our anticipation that the DC will be able to utilize the existing certified EIR for the General Plan and that the City will be able to adopt a negative declaration. If the City is unable to make the appropriate findings for a negative declaration, an addended EIR would be the next appropriate course of action. It is our opinion that a negative declaration will suffice. EXHIBIT F WORK PROGRAM DEVELOPMENT CODE Page 2 WORK PRODUCTS 1. Ten (10) unbound copies of the Screencheck Development Code 2. One copy of the Part 1 Initial Study PAYMENT TO BE $14.775.00 Portions of the DC may be delivered to staff for review, The entire DC will be delivered to staff to begin their review by no later than August 9 1991 Ten (10) copies will be provided TASK 1B - CITY REVIEW AND PREPARATION OF DRAFT DEVELOPMENT CODE The City will provide review and comment on the Screencheck text in the form of a consolidated correction copy of the DC. This review will should include any comments by the City Engineer, the Building Official, the City Attorney, the City Manager or his assistant, the Director of Community Development, the senior planning official in charge of current planning, and the project manager. The detail and level of comments by the City is at the City's option. MBA will prepare the Draft Development Code based upon the corrections contained within the Screencheck correction copy. If any corrections need further discussion before inclusion in the Draft, MBA will meet with the City by phone or in person to clarify the specific concern or correction. WORK PRODUCTS 1. 100 comb bound copies of the Draft Development Code, additional copies will be the responsibility of the City. 2. One (1) camera ready copy of the Draft Development Code. TASK 1C - PREPARATION OF ZONE CHANGE STAFF REPORT The city staff shall prepare a draft staff report detailing the procedure for zone changes requested by the public. The draft staff report will detail the procedure for a requested zone change, the requirements for submittal, the requirements for conformance with the newly adopted General Plan, the mapping requirements, and other related items which will make each request complete and straightforward to review. It is the intent of this procedure to make it known, well in advance of the public hearings, what the method is for the request of zone changes or zoning text changes are in order to eliminate any confusion and to keep the process of approval on schedule. The CONSULTANT detailing said review. City staff will make appropriate revisions to the staff report and present the staff report to the Planning Commission and City Council for their adoption. Specific analysis of public requests are not included within this scope of work. EXHIBIT F WORK PROGRAM DEVELOPMENT CODE Page 3 WORK PRODUCTS 1. Memorandum regarding review and comments on city staff report. PAYMENT TO BE $250.00 Cily staff shall complete the draft staff report by August 16 1991 Consultant review and comment on the draft staff report shall be complete by August 23 1991 The report shall be scheduled For Planning Commislion and City Council adoption in September 1991 TASK ID - PREPARATION OF THE CITY ZONING MAP MBA will prepare the zoning map for the incorporated area of the City on the LA County Public Works base maps. MBA will not be held responsible for any errors which these base maps contain, nor are any corrections to those errors part of this work program. A composite zoning map of the City is not part of this scope of work. The maps will contain a legend indicating the range of zoning classifications, a north arrow, a scale, a revision block with the date of adoption, a legend indicating the portion of the City in which the map is located. The City will provide, at no cost to MBA, reproducible copies of the LA County Public Works maps, at 100 or 500 scale. Since zoning is a parcel specific mapping procedure, there may be a need to adjust the land use map of the general plan to more accurately reflect the intent of the City. Adjustments to the land use map are not within the scope of this work program. WORK PRODUCTS 1. Three (3) blueprint copies of the Draft Zoning Maps. PAYMENT TO BE $5.000.00. Draft Zoning mans shall be completed by August 30. 1991. TASK 1E - PREPARATION OF AN EQUIVALENCY MATRIX, CHART OR TABLE The City will provide MBA with a complete listing of those zones which have been used, or are currently in use within the corporate limits of the City. MBA will create a table, matrix or chart providing a simple comparison of each of the zones with those proposed by MBA. The matrix will indicate the adopted general plan land use, the existing zoning, the proposed zoning, and a brief comment on the major differences between the existing and proposed zones. 11 EXHIBIT F WORK PROGRAM DEVELOPMENT CODE Page 4 WORK PRODUCTS 1. Draft Equivalency Matrix 2. Final Equivalency Matrix PAYMENT TO BE $500.00 The Equivalency Matrix will be delivered on Friday. September 13 1941 TASK IF - PREPARATION OF FINAL ADOPTED DEVELOPMENT CODE AND FINAL ZONING MAPS MBA will prepare the Final Development Code and final zoning maps upon completion and adoption by the City Council.. Minor revisions are anticipated in each of the documents. Changes which consitute major changes to the text and/or maps and graphics are not within this scope of work. WORK PRODUCTS 1. 100 comb bound copies of the Final Development Code. 2. One camera ready.copy of the text and accompanying graphics of the Development Code. 3. One set of mylar reproducible copies of the final zoning maps. W.WdipleNWILIJ E