HomeMy WebLinkAboutAGENDA REPORT 2005 0302 CC REG ITEM 10I�0• _.
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
of 3'
AC11ON:
MOORPARK CITY COUNCIL sy.
AGENDA REPORT
TO: Honorable City Council
FROM: Barry K. Hogan, Community Development Directo
Prepared By: David A. Bobardt, Planning Mana e
DATE: February 14, 2005 (CC Meeting of 3/2/2005)
SUBJECT: Consider Authorizing Amendment of a Contract with
BonTerra Consulting for the Preparation of an
Environmental Impact Report (EIR) and Related
Documents for the North Park Village and Nature
Preserve Specific Plan Project
BACKGROUND /DISCUSSION
On November 15, 2002, BonTerra Consulting entered into a
professional services agreement with the City to provide an EIR
and related services for the North Park Village and Nature
Preserve Specific Plan. This contract, originally for
$580,685.60, was amended once in August 2003, for additional
botanical surveys. The current agreement totals $620,433.60.
On January 27, 2005, BonTerra Consulting submitted to the City a
proposed amendment to the scope of services for the North Park
EIR. This proposed amendment, for $183,212.53 would take the
total contract to $803,646.13. The proposal includes a number of
items previously requested by staff, the Planning Commission,
City Council, and other agencies as part of the EIR review
process, along with additional anticipated work outside the
current scope of services. Staff has reviewed the proposal and
has found it in line with the services needed to complete the
EIR for this project. The applicant has agreed to cover the
expenses in the proposal, plus a 15% City administrative fee.
STAFF RECOMMENDATION
Authorize the City Manager to negotiate and enter into an
amendment to the professional services agreement with BonTerra
000319
Honorable City Council
March 2, 2005
Page 2
Consulting for the environmental services included in the
January 27, 2005 proposal, at a cost not to exceed $183,212.53,
upon receipt of payment from the project applicant, including
the City administrative fee.
Attachment:
BonTerra Proposal (1/27/2005)
000320
C O N S U L T I N G
An Environmental Planning /Resource
Management Corporation
BonTerra Consulting has and continues to be committed to the City of Moorpark to
prepare quality products in the most efficient method
{ Y p possible. This budget
augment request includes both costs incurred to date by the BonTerra Consulting
l Project Team but not billed to the Cit , and anticipated costs associated with the
completion of work tasks by our project team. The requested budget augment is
provided to the City as Attachment 1 to this letter.
Draft EIR
The scope of work assumed the preparation of a Screencheck EIR, one review
151 Kalmus Drive cycle for revisions to the Screencheck EIR, and one "proof check" Draft EIR for
review by the City of Moorpark for final approval prior to reproduction and public
Suit_- E 200 distribution. While there were several changes during the preparation of the
Screencheck EIR, BonTerra Consulting was able to absorb the additional costs.
Costa Mesa However, BonTerra Consulting was not able to continue absorbing these costs.
Several factors occurred during the preparation of the draft Program EIR which
California 92626 required the BonTerra Consulting Project Team to expend additional funds.
(714) 444 -9199
17141 444 -9599 [a< CC ATTACHMENT
\/V~,1 bonterraconsultin�i r orn 000321
January 27, 2005
Mr. David Bobardt VIA FACSIMILE AND MAIL
Planning Manager (805) 529 -8270
Community Development Department
City of Moorpark
799 Moorpark Avenue
Moorpark, California 93021
Subject: Request for Budget Augment for the North Park Village and Nature
Reserve Project
Dear Mr. Bobardt:
l
The purpose of this letter is to request a budget augment for the North Park Village
and Nature Preserve (North Park) project. BonTerra Consulting's contract with the
City of Moorpark is for the preparation of CEQA documents for the proposed
Specific Plan residential development. For each task, a budget was provided to
the City based on the anticipated work effort needed to complete each task.
I
BonTerra Consulting, the City, and the project applicant understood that, because
/A
of the controversy associated with the proposed project, unanticipated
T�
occurrences can affect a scope of services. With respect to the North Park Home
project, several factors resulted in changes in BonTerra Consulting's scope.
These factors included, but were not limited to, an expansion of the scope of
services for the BonTerra Consulting Project Team, extensive comments on the
Draft EIR, and an extended project schedule.
BonTerra Consulting has and continues to be committed to the City of Moorpark to
prepare quality products in the most efficient method
{ Y p possible. This budget
augment request includes both costs incurred to date by the BonTerra Consulting
l Project Team but not billed to the Cit , and anticipated costs associated with the
completion of work tasks by our project team. The requested budget augment is
provided to the City as Attachment 1 to this letter.
Draft EIR
The scope of work assumed the preparation of a Screencheck EIR, one review
151 Kalmus Drive cycle for revisions to the Screencheck EIR, and one "proof check" Draft EIR for
review by the City of Moorpark for final approval prior to reproduction and public
Suit_- E 200 distribution. While there were several changes during the preparation of the
Screencheck EIR, BonTerra Consulting was able to absorb the additional costs.
Costa Mesa However, BonTerra Consulting was not able to continue absorbing these costs.
Several factors occurred during the preparation of the draft Program EIR which
California 92626 required the BonTerra Consulting Project Team to expend additional funds.
(714) 444 -9199
17141 444 -9599 [a< CC ATTACHMENT
\/V~,1 bonterraconsultin�i r orn 000321
Mr. David Bobardt
January 27, 2005
Page 2
BonTerra Consulting was requested to make revisions to the document based on new
information. This included the assessment of new /modified alternatives (including Design
Alternative 3) and additional geotechnical information regarding the landslide potential and lake
feasibility, changes in significance thresholds, and most significantly additional rounds of review
by the applicant and the applicant's legal counsel.
BonTerra Consulting worked closely with City staff to address comments on /revisions to the
Screencheck EIR based on an ongoing dialogue between the City, applicant, and the
applicant's legal counsel. The receipt of electronic comments facilitated revisions; however,
these included often daily modifications to the CEQA documentation. The second Screencheck
EIR was submitted to the City in early March 2003; revisions were made between March and
July when the document went out for public review.
Responses to Comments
BonTerra Consulting's scope of work assumed 140 technical hours for the preparation of
responses to comments. The scope noted that a budget augment would be required for
additional work. To date, BonTerra Consulting has billed the City $28,207.50 (the task budget
was $28,200) and spent 265 hours. We were able to spend more hours for the same budget by
using staff at a lower billing rate than assumed in the scope. However, extensive work efforts
were accomplished by the BonTerra Consulting Project Team beyond that assumed in our
scope of services. Included in this additional work effort were the following tasks:
• Preparation of additional responses to comments beyond that assumed in our scope of
services, including comments received after the close of the Draft EIR review period.
• Preparation of a recirculated Draft EIR for the freeway traffic analysis. Based on
comments received on the Draft Program EIR, the City determined that a freeway traffic
analysis was required. Because this analysis identified new unavoidable impacts not
addressed in the Draft EIR, recirculation was required. Preparation of this document
was not assumed in the scope of services.
• Preparation of responses to comments on the recirculated Draft EIR. Preparation of
responses to comments was not assumed in BonTerra Consulting's scope of services.
• Preparation of a redline /strikeout Final EIR integrating the responses to comments,
additional analysis, etc. Preparation and distribution of a redline /strikeout document
during the Planning Commission phase of the project was not assumed in the scope of
services. Although a portion of the costs incurred for this work effort were compensated
through the reassignment of funds from Task 7, the work effort was more extensive.
Project Management and Coordination
The extended project schedule and expanded scope required additional work efforts beyond
those assumed in BonTerra Consulting's scope of services. These additional efforts included
additional management and coordination hours with City staff, the project applicant, and the
project team. BonTerra Consulting's original scope of work assumed a 12 -month schedule.
Attendance at Meetings and Hearings
BonTerra Consulting attended more meetings and hearings than was assumed in our scope of
services. Included in this category are additional telephone conference calls, site visits, project
000322
Mr. David Bobardt
January 26, 2005
Page 3
team meetings, and public hearings, as well as staff support for staff reports. Our budget
assumed 300 hours of project team meetings /public hearings and that the attendance at
additional meetings and hearings would be billed on a time and materials basis. BonTerra
Consulting has billed the City $41,254 (332.3 hours). Because of the protracted schedule and
the expansion of work efforts, additional costs have been incurred but not billed to the City
associated with the attendance at public hearings, site visits with Santa Monica Mountains
Conservancy, field investigation following the wildfires, and staff report research of topics
including West Nile virus, valley fever, hazardous materials, traffic, and biology.
Mitigation Monitoring Program
Additional work efforts were required for the preparation of the draft Mitigation Monitoring
Program beyond that assumed in our scope.
Oak Tree Survey
In addition to the above mentioned work efforts, BonTerra Consulting conducted additional work
at the request of the City and project applicant. The primary costs were associated with
conducting a tree survey. Our scope assumed reliance on tree surveys previously conducted
for the project site. In our review of existing documentation, it was determined that portions of
the site were never mapped for trees (the trees were outside of the development area proposed
for the Hidden Creek project), but would be affected by the North Park Village project. There
were portions of the site where oak tree data appeared to have been gathered but the trees
were never mapped or tagged, and our field checking of the tree data indicated that the
mapping is not accurate. At the direction of the City and applicant, oak tree surveys were
conducted for portions of the project site that had not been surveyed and /or accurately surveyed
but would be impacted by development. This work effort included oak tree surveys, report
preparation and mapping, assessment of impacts based on multiple criteria related to fuel
modification assumptions, and direct costs.
Support Services: Word Processing, Editing, Graphics
BonTerra Consulting has incurred additional costs associated with these services due to
additional work efforts, including the conversion of CAD files into usable GIS files.
Direct Costs
Additional funds were expended by BonTerra Consulting associated with the distribution of
project documents.
BonTerra Consulting Team Technical Analyses
The BonTerra Consulting Team conducted additional technical studies, at the request of the
City and project applicant. Specifically, Leighton and Associates, Font Design, and
Kenney /Jenks Consultants prepared extensive new and expanded analyses.
We have also identified an anticipated budget for completion of the North Park documentation.
Funds have been identified for revisions to and /or preparation of the Mitigation Monitoring
Program, Findings, and Final EIR, as well as project management, attendance at three public
hearings and participation in project team meetings.
000323
Mr. David Bobardt
January 26, 2005
Page 4
We look forward to continuing to work with the City of Moorpark on this challenging project.
Please contact me at (714) 444 -9199 if have any questions or require additional information on
the content of this letter.
Sincerely,
BONTERRA CONSULTING
xl'
Dana C. Privitt, AICP
Associate Principal
Attachment
R:1Projects\Moorpark \J003\Aug men t- 012705. doc
000324
City of Moopark
North Park Specific Plan No. 2001 -01 EIR
Labor Tasks
Costs Incurred but
Task
Initial Task Budget
Remaining Budget
Not Billed
Moving Forward
1. Project Initiation
$6,150.00
$0.00
$0.00 $
2. Screencheck EIR
$227,883.00
0.00
$0.00 $
3. Second Screencheck/Draft EIR
$19,020.00
0.00
$28,351.50 $
4. Responses to Comments
$28,200.00
0.00
$28,682.50 $
5. Mitigation Monitoring Program
$3,340.00
0.00
$1,259.00 $
1,670.00
6. Findings of Fact
$4,600.00
$0.00
$0.00 $
2,300.00
7. Final EIR
$4,980.00
$0.00
$0.00 $
4,980.00
8. Project Management & Coordination
$31,385.00
$0.00
$2,695.00 $
7,560.00
9. Team Meetings & Hearings (inclusive of
telephone conference calls, field trips, research)
$41,250.00
$0.00
$28,413.00 $
14,420.00
Word Processing, Editing, Graphics, Clerical
$24,663.00
$0.00
$2,276.50 $
3,000.00
Total Professional Fees
$391,471.00
$0.00
$91,677.50 $
33,930.00
DIRECT EXPENSES
Costs Incurred but
Item
Task Budget
Remaining Budget
Not Billed
Moving Forward
Postage (including Draft EIR distribution)
$1,250.00
$0.00
POF documentation
$6,500.00
$0.00
$
585.00
In -house reproduction /communication
$11,744.00
$0.00
$
3,768.23
Deliveries /mileage
$3,900.00
$0.00
$545.19 $
395.16
Project expenses
$2,500.00
$0.00
$70.27 $
150.00
Total Direct Fees
$25,894.00
$0.00
$615.46 $
4,898.39
SUBCONSULTANTS AND NEW WORK TASKS
Costs Incurred but
Item
Task Budget
Remaining Budget
Not Billed
Moving Forward
Font Design
EIR Analysis
$24,000.00
$0.00
Oblique Aerial Visual Simulation
$4,200.00
$0.00
Additional Visual Simulations
$3,000.00
$0.00
Council Requested Visual Simulations
$0.00
$0.00
$12,600.00
$3,000.00
JHA Environmental Consultants
Air Quality
$6,500.00
$0.00
Leighton and Associates
Geotechnical Analysis
$21,300.00
$0.00
Lake Geotechnical Investigation
$16,600.00
$0.00
Water Tank Geotechnical Assessment
$11,500.00
$0.00
Public Hearing Attendance
$0.00
$0.00
$1,793.83
Mestre Greve Associates
Noise
$5,400.00
$0.00
RBF Consulting
Hydrology and Water Quality
$52,100.00
$0.00
Kennedy /Jenks Consultants
Lake Water Assessment
$0.00
$0.00
$12,925.03
BonTerra Consulting
Oak Tree Survey (2002)
$0.00
$0.00
$19,650.00
Focused Plant Survey
$39,748.00
$0.00
Cultural Resources Assessment
$6,800.00
$0.00
Aesthetics Section Revisions
$3,000.00
$0.00
Subconsultant Handling
$13,008.00
$0.00
$1,912.32
$210.00
Total Subconsultant Fees
$207,156.00
$0.00
$48,881.18
$3,210.00
Budget Augment Request (Costs Incurred)
$141,174.14
Budget Augment Request (Moving Forward)
$42,038.0 A
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