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Home My WebLink About25J - AGMT ENVIRO SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 20, 2018 TITLE: AMEND AN AGREEMENT FOR PLANNING AND ENVIRONMENTAL SERVICES WITH IBI GROUP FOR THE SANTA ANA GENERAL PLAN CIRCULATION ELEMENT UPDATE {STRATEGIC PLARNOS. 3,2A; 5,613) CI GER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' 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 fourth 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, from January 1, 2019 — June 30, 2020, for an additional amount of $15,000 not to exceed a total contracted amount of $751,961, 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 was approved for $33,000 in October 2014 and $80,245 in December 2015 to complete the project, the Circulation Element Update was placed on hold to produce the Safe Mobility Santa Ana Plan (SMSA). In November 2016, City Council directed City staff to incorporate the policy recommendations from the SMSA into Circulation Element Update. This included additional street reclassifications for potential ..road diets" to promote safe travel; that required further traffic impact analysis. In May 2017, a contract amendment was approved for $135,710 to complete traffic analysis needed to support an amendment to Orange County Transportation Authority's (OCTA) Master Plan of Arterial Highways consistent with the recommended street reclassifications. The traffic analysis was completed and concluded that the recommended street classifications reduced operational 25J-1 Amend an Agreement with IBI Group February 20, 2018 Page 2 efficiency. in response, Public Works Agency staff proposed reducing the number of street reclassifications. The revised street system will require additional traffic modeling work that is beyond the original scope of work. The proposed contract amendment (Exhibit 1) , will allow for the completion of an updated traffic model with the revised street reclassifications, information technical studies, refinements to the policy framework, and completion of the required environment impact report analysis for the expanded scope of the Circulation Element Update. 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 $15,000 are available for this amendment in the Public Works Agency Measure M2 Local Fairshare account (03217662-66220, Project No. 186905). Candida Neal, AICP Acting Executive Director Planning and Building Agency 'Prep Modsbipour Executive Director Public Works Agency MM:rb S:RFCA\02-20-18\PBA RFCA Amend Contract 2.18.18 Exhibit: 1. Fourth Amended Agreement APPRO D AS TO FUNDS AND ACCOUNTS: Francisc Gutierrez ,�,0 Executive Director Y Finance & Management Services Agency 25J-2 THIS FOURTH AMENDMENT to the above -referenced agreement is entered into on February 20, 2018, by and between.IBI Group ("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. The parties entered into Agreement #A-2011-198, dated September 13, 2011 ("Agreement"), by which Consultant agreed to provide circulation element updates and related services. The term of the Agreement provided for services to continue through completion of the work or upon depletion of the maximum contract compensation of $500,000. B. On October 12, 2014, a First Amendment to the Agreement was presented to the City Council to increase the overall compensation of the Agreement by $33,000. The City Council approved the request, however, the First Amendment was not executed and funds were never encumbered. This was memorialized by a memorandum to the City Clerk on May 18, 2016 (A-2014-270) C. The parties entered into Second Amendment #A-2015-289, dated December 15, 2015, by which the scope of services was modified to complete the circulation element and edit the work product to incorporate new policies and text associated with the preparation of the Santa Ana Safe Mobility Plan. The compensation amount was also increased by $80,245 such that the total amount of compensation for the Agreement was $613,245. The parties also agreed to a termination date for the Agreement of June 30, 2017. E. The parties entered into a Third Amendment #A-2017-126, dated May 16, 2017, by which the scope of services was further modified to complete the circulation element per an amendment to Consultant's proposal dated April 27, 2017. The compensation amount was also increased by $156,716 such that the total amount of compensation for the Agreement was $736,961. The parties also agreed to extend the termination date for the Agreement through December 31, 2018. F. The Agreement remains in effect, and the parties now wish to further amend the Agreement to increase the scope of services, the term, and increase the overall compensation to the Agreement for Consultant to complete the general plan circulation element. The Parties therefore agree: 1. Section 2, Scope of Services, is amended to include Exhibit A-1, attached herein and incorporated by reference to the Agreement, for Consultant to update the traffic impact study to include the removal of two proposed MPAH arterial reclassifications: MacArthur Boulevard from Harbor Boulevard to Main Street and McFadden Avenue from the West City Limit to Harbor Boulevard. 2. Section 3, Compensation, is amended to include Exhibit B-1, attached herein and incorporated by reference to the Agreement, to increase the compensation by an additional $15,000 so that the total amount to be expended under this Agreement shall not exceed $751,961. 3. Section 4, Term, is amended to extend the Term for an additional eighteen (18) months from January 1, 2019 through June 30, 2020, EXHIBIT 1 25J-3 4. Except as modified by this Fourth Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to the Agreement on the date and year first written above. ATTEST MARIA D. HIJ TZAR Clerk of the Council APPROVED AS TO FORM Byjc F LISA STORCK Assistant City Attorney J-1,T@jVTj @ CANDIDA NFAL, Acting Executive Director, Planning and Building Agency 25J-4 CITY OF SANTA ANA Raul Godinez H City Manager CONSULTANT Name: Title: IBI Group 18401 Von Karman Avenue—Suite 110 .Irvine CA 92812 USA tel 949 833 5588 fax 949 833 5511 February 12, 2018 Melanie McCann City of Santa Ana 20 Civic Center Plaza, Ross Annex M-20 Santa Ana, CA 92702 Exhibit A-1; 4th Amendment to Agreement # A-2011-198 AMENDMENT PROPOSAL NO.6 -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 amendment request involve new work requested by the City of Santa Ana. Specifically, the city has requested that IBI Group update the traffic impact study to include the removal of two proposed MPAH arterial reclassifications: MacArthur Boulevard from Harbor Boulevard to Main Street and McFadden Avenue from the West City Limit to Harbor Boulevard. The task listed below corresponds 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 Under Amendment No. 5, IBI Group completed an update to the draft traffic impact analysis for the updated Circulation Element. This analysis included assessment of a refined roadway network that excluded a proposed arterial roadway along the PE ROW and other refinements to the roadway network, as requested by the city. This analysis was completed during 2017, and the traffic study results were submitted to OCTA for review in October of 2017. Subsequent to this latest traffic analysis effort, the city has identified two proposed street reclassifications that should be removed from the Circulation Element update. The proposed reclassifications to be removed are: • MacArthur Boulevard from Harbor Boulevard to Main Street • McFadden Avenue from West City Limit to Harbor Boulevard The removal of these reclassifications from the future roadway network will require a new model run to be conducted by OCTA, using the updated proposed roadway network. IBI Group will coordinate with OCTA to obtain updated OCTAM model forecasts. Once updated forecasts are available, IBI Group will update the traffic analysis to include these new model forecasts. As part of this task, we will also prepare an updated version of the traffic study report for review by City staff and OCTA staff. IBI Group is a group of firma providing professional services 25J-5 IaI Group City of Santa Ana — February 12, 2018 A detailed cost summary sheet is attached to this scope of work. The base fee for this amendment is $10,000. We have also included a $5,000 contingency, that would be activated upon approval of City of Santa Ana staff. 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 US P3 & Mobility Director 25J-6 Exhibit B-0; 4th Amendment to Agreement # A-2011-198 Santa Ana General Plan Circulation Element Update - Budget Amendment No 5 151 Group Teem Man-hours by Task 12-FebA8 IU IAL MUUNtl by`u I AYP 9 B 16 Be 0 62 TOTAL FEE by STAFF $0 $1,020 $2,430 $5,600 $0 $9,950 IBI Total Labor Hours 02 IBI Total Labor Fee $0,950 ODC's $ 50 IBI Total Budget: $10,000 Contingency; $5,000 Total with Contingency: $15,000 25J-7 Project Manager D ch. 300.00 IBI Group Total Hours Total Labor Fees Praia Integrator T14M. Trenspodetl Engineer on Planner Graphlca WDao M. Arizabal D. Chew $240.00 $135.00 $100.00 $75.00 TASK 4: Evaluation o1 Master Plan of Streets & Hwys Updated OCTAM Year 2035 Forecast 2 4 6 $670 OCTA Meetings 2 2 4 $750 Intersection and Street LOS Mel sis 41 101 36 60 $5,910 .Updates to Traffic Study 1 21 41 16 22 $2,620 IU IAL MUUNtl by`u I AYP 9 B 16 Be 0 62 TOTAL FEE by STAFF $0 $1,020 $2,430 $5,600 $0 $9,950 IBI Total Labor Hours 02 IBI Total Labor Fee $0,950 ODC's $ 50 IBI Total Budget: $10,000 Contingency; $5,000 Total with Contingency: $15,000 25J-7 25J-8