HomeMy WebLinkAboutAGENDA REPORT 2008 0116 CC REG ITEM 10GTO:
FROM:
DATE:
SUBJECT:
17 106.
ACTION:_,
MOORPARK CITY COUNCIL
AGENDA REPORT
Honorable City Council
Barry K. Hogan, Deputy City Manage
December 26, 2007 (CC Meeting o 6/2008)
Consider Approval of an Agreement with BonTerra Consulting to
Prepare an EIR for the Moorpark Civic Center Campus Master Plan
and Resolution Amending the Fiscal Year 2007108 Budget to Fund
the Plan
BACKGROUND
The City has been working on a design of a new city hall for the last year. Development
of the whole Civic Center Campus is expected to be a multi - phased project with the first
phase being the development of a new city hall and council chambers. Subsequent
phases would include street improvements to High Street and Moorpark Avenue, a
reconfiguration of the existing parking lot, remodeling of the Administration Building, a
new library, and the potential for other civic and /or governmental uses. Now that the
expected future uses on the Civic Center Campus have been generally defined, the
environmental documentation can begin. Staff anticipates that an environmental impact
report (EIR) will be needed for this project. On October 5, 2007 staff sent a request for
proposal (RFP) to prepare this EIR to four environmental consultants:
■ BonTerra Consulting
■ UltraSystems
■ ESA
■ Sirius Environmental
A copy of the RFP is attached. A pre - proposal meeting was held; three of the four
consultants attended, Sirius Environmental could not make the mandatory pre - proposal
meeting and therefore did not submit a proposal. The City received three proposals on
or prior to the deadline for submittal of November 5, 2007.
Honorable City Council
January 16, 2008
Page 2
DISCUSSION
Each consultant is well qualified to perform the scope of work outlined in the attached
RFP. Two major issues are expected to be historic resources and traffic. The overall
time frame for the completion of the EIR is expected to take 10 to 12 months. Below is
a table comparing the total costs from each of the firms.
Consultant
Cost of Work Tasks
Contingency
Total Cost
BonTerra
$289,172.00
$20,000.00 (7 %)
$309,172.00
ESA
$254,420.00
$25,442.00 (10 %)
$279,862.00
UltraSystems
$245,083.00
0.00 (0 %)
$245,083.00
A committee comprised of the Assistant City Manager, Deputy City Manager and the
Planning Director met to review the proposals. The Committee felt that the BonTerra
Consulting proposal presents the best combination of resource allocation and expertise,
based on the critical project issues. The project team includes an architectural firm with
a strong background in historic resources, a traffic consultant very familiar with
Moorpark's downtown traffic issues, and a team leader with strong experience in past
EIRs in Moorpark, most recently having prepared the North Park Village Specific Plan
EIR. Although the BonTerra Consulting proposal has the highest estimated cost, staff
feels that there are areas in which cost can be reduced based upon better refinement of
the tasks.
FISCAL IMPACT
The cost of an EIR for the Civic Center Campus should be included in the overall cost of
development. Funds have not been specifically budgeted and a budget amendment is
needed. A budget amendment is attached for Council consideration.
STAFF RECOMMENDATION (Roll Call Vote)
1. Select BonTerra Consulting
authorize the City Manager
$309,172.00, subject to final
Attorney.
2. Adopt Resolution No. 2008 -_
Attachments:
1. Budget Resolution
2. Request for Proposals
to prepare the Civic Center Master Plan EIR and
to sign the agreement at a cost not to exceed
language approval of the City Manager and City
to fund the EIR preparation.
F rA
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RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FY 2007/2008
BUDGET BY ALLOCATING $309,172 FROM THE ENDOWMENT
FUND RESERVE BALANCE (2800) TO THE CITY HALL
IMPROVEMENT FUND BUDGET FOR PROFESSIONAL
SERVICES RELATED TO A CIVIC CENTER CAMPUS MASTER
PLAN ENVIRONMENTAL IMPACT REPORT
WHEREAS, on June 20, 2007, the City Council adopted the budget for Fiscal
Year 2007/2008; and
WHEREAS, a staff report has been presented to said Council requesting a
budget amendment allocating $309,172.00 to the City Hall Improvement Fund Budget
from the Endowment Fund Reserve Balance for professional services associated with
the proposed Civic Center Campus Master Plan Environmental Impact Report (EIR) ;
and
WHEREAS, a budget amendment is required to fully fund the proposed report.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a budget amendment in the amount of $309,172.00 in General
Funds as described in Exhibit "A" attached hereto, is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original Resolutions.
PASSED AND ADOPTED this 16th day of January, 2008.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit A- Budget Amendment
CC ATTACHMENT 1
Resolution No. 2008-,
Page 2
EXHIBIT A
Budget Revision
A. Fund Allocation:
Fund No.
Fund Name
Amount
2800.5500
Endowment Fund Reserve
Balance
$309,172.00
B. Budget Appropriations:
BUDGET NUMBER IBUDGETED
IREVISION
NEW BUDGET
2800.2100.2007.9601
$0.00
1$309,172.00
$309,172.00
Approved as to form:
October 5, 2007
REQUEST FOR PROPOSALS
(RFP)
ENVIRONMENTAL SERVICES
FOR
THE CIVIC CENTER CAMPUS SPECIFICALLY
CONSTRUCTION OF A NEW CITY HALL
AND OTHER CIVIC FACILITIES
IN THE CITY OF MOORPARK
BARRY K. HOGAN
DEPUTY CITY MANAGER
CITY OF MOORPARK
799 MOORPARK AVENUE
MOORPARK, CA. 93021
805 - 517 -6233
CC ATTACHMENT 2 i u0OL-3 7
TABLE OF CONTENTS
PAGE
I INTRODUCTION 3
II BACKGROUND 3
III SCOPE OF SERVICES 3
IV LIMITATIONS 4
V PROPOSAL CONTENT & FORMAT 5
VI DUE DATE 6
VII PROPOSAL EVALUATION & SELECTION 7
Attachments:
1. Location Map
2. Site Plan
3. Historical Resource Information
4. City CEQA Procedures
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I. INTRODUCTION
The City of Moorpark is requesting proposals for the preparation of an Initial Study and
Environmental Impact Report and supporting documentation for the project described
below.
II. BACKGROUND
The project is a multi - phased development of the Civic Center Campus. The City of
Moorpark is planning on constructing a Civic Center Campus including but not limited to a
City Hall, Community Center, Active Adult Center, Library, Post Office, Teen Center, City
Park, Amphitheater and associated parking to serve the citizens of Moorpark. Currently
the City is in the process of preparing plans for a new City Hall. Part of this project involves
the acquisition of the northwest corner of High Street and Moorpark Avenue and the
widening of both High Street and Moorpark Avenue and the extension of High Street
westerly of it current termination. Due to the complexity of the project, it has been
determined that the City should retain an individual or firm (hereafter "consultant ") with
expertise and experience in the preparation of environmental documents, including Initial
Studies pursuant to the California Environmental Quality Act (CEQA) to prepare an Initial
Study, Environmental Impact Report, and supporting documentation for this project.
Presently, the Civic Center Campus has a total of 32,956 ± square feet of building in five
structures, specifically the City Library (7,800 ± square feet), the Active Adult
Center /Community Center (9,256 ± square feet), the Administration Building (8,000 ±
square feet), the Development and Community Services Building (5,800 ± square feet),
and the File /Employee Lounge (2,100 ± square feet). It is anticipated that the
Development and Community Services Building, which are modular buildings, would be
removed once the new City Hall is constructed. The existing Library is also anticipated to
be removed in later phases of the Campus development and a new Library constructed.
The existing Civic Center Campus encompasses a total of 6.53± acres of land. The
historic site at the corner of High Street and Moorpark Avenue is 0.341± acres and the
adjacent western parcel of land which the City will acquire is 8.84± acres of land. Overall
when all of the land is assembled the Campus will encompass 15.37± acres of land.
It is the City's intent to construct a new City Hall in the near future. The project is a multi -
phased development of the Civic Center Campus.
■ Phase 1 — City Hall Construction: Phase 1 would include grading of the new
City Hall site; construction of the new City Hall and associated parking on to
the west of the new building and on the south side of the extension of High
Street; the reconfiguration of the existing Civic Center Campus (City Hall,
Active Adult/Community Center, and Library) parking lot; removal and
possible relocation of the existing playground; removal all of the temporary
modular commercial offices; widen Moorpark Avenue from Casey Road to
High Street to provide for an extended left turn pocket for southbound traffic,
a right turn only lane into the Moorpark Avenue driveway for the Campus and
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right turn only lane from Moorpark Avenue at High Street; widen, reconstruct,
and extend High Street west of the intersection of High Street and Moorpark
Avenue to provide a left turn pocket for northbound traffic, a right turn only
lane for southbound traffic and two lanes, one in either direction for east and
westbound traffic; upgrading of the traffic signal at High Street and Moorpark
Avenue with left turn arrows and synchronization of this signal with Casey
Road and Poindexter signals on Moorpark Avenue; installation of a raised
landscaped median in Moorpark Avenue from Casey Road to High Street;
and undergrounding or relocation of the overhead utility lines from the site
and the acquisition of the property at the northwest corner of High Street and
Moorpark Avenue.
Phase 2 — New Library: Phase 2 would include the construction of a new
City Library; demolition of the existing library after occupancy of the new
library.
Phase 3 — New Post Office: Phase 3 would include the construction of a
new post office and parking facility on approximately one acre west of the
City Hall site. It would include a store front for customer service,
administrative offices, mail storage and sorting, customer and employee
parking, and parking and storage for postal route vehicles. The anticipated
size of the facility would be 10,000 ± square feet.
Phase 4 — Remodeling of Administration Building: Phase 4 includes interior
remodeling and some exterior reconstruction of the administrative building
into a civic use such as the expansion of the community center or leaseable
office space.
Phase 5 — Construction of Additional City Hall Parking, Teen Center,
Amphitheater, City Park, and Detention Basin to meet NPDES
Requirements: Phase 5 would include the construction of additional parking
adjacent and east of the new City Hall, construction of additional 10,000 to
15,000 square feet of office space and related parking, a 10,000 square foot
Teen Center and associated recreation area, construction of an
amphitheater for outdoor entertainment with a minimum five (5) acre City
Park and construction of a Detention Basin to meet the NPDES requirements
for the Civic Center Campus.
It should be noted that while Phase 1 will be the first increment of development in the Civic
Center Campus the remaining phases may not necessarily be constructed in the order
given above.
III. SCOPE OF SERVICES
The environmental services requested from the City include the preparation of an Initial
Study, Environmental Impact Report, and all necessary background studies and other
supporting documentation for the development of the proposed Civic Center Campus and
specifically the City Hall project, consistent with the California Environmental Quality Act
and State CEQA Guidelines, the City's CEQA Procedures, and industry standards. This
shall include identification of and consultation with all responsible and trustee agencies,
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completion of any necessary technical studies and analysis consistent with CEQA, the
State CEQA Guidelines, and the City's CEQA Procedures, determination of the
significance of the environmental effects for the proposed project based on the City's
General Plan and Municipal Code, past practice of the City, and Sections 15064, 15064.5,
and 15065 of the State CEQA Guidelines, identification of feasible mitigation measures
and alternatives where significant impacts are identified, and determination of significance
after mitigation. The City's Initial Study checklist shall be used as a framework for the
preparation of the Initial Study. A location map, plans, information of the building on the
California Register, and City's CEQA Procedures are attached.
IV. LIMITATIONS
1. All reports and pertinent data or materials shall be the sole property of the City of
Moorpark and may not be used or reproduced in any form without the explicit written
permission of the City.
2. The proposer should expect to have access only to the public records and public
files of local government agencies in preparing the proposals or reports. No
compilation, tabulation, or analysis of data, definition or opinion, etc., should be
anticipated by the contractor from the agencies, unless volunteered by a
responsible official of those agencies.
3. This RFP does not commit the City to award a contract, to pay any costs incurred in
the preparation of the proposal to this request, or to procure or contract for services
or supplies. The City reserves the right at its sole discretion to accept or reject any
or all proposals received as a result of this request, to negotiate with any qualified
source, or to cancel in part or in its entirely, this RFP, if it is in the best interest of the
City to do so. The City may require the selected consultant to participate in
negotiations, and to submit such price, technical or other revisions of their proposals
as may result from negotiations.
4. The City has the authority to terminate its contract with the private expert at any
time during the period of the study if it is found by the City that the private expert's
performance is not satisfactory.
5. Contract payments will be made on the basis of satisfactory performance by the
Consultant as determined by the City. Final payment to the private expert will only
be made when the City has received the specified number of copies of the final
report in form deemed satisfactory by the City.
6. Responses to this RFP should contain a statement as to what contractual
arrangements — if any — exist or have any time in the past existed between the
responding firm and the applicant.
7. The City is not liable for any costs incurred by the Consultant or their sub -
consultants in preparing the proposal.
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V. PROPOSAL CONTENT /FORMAT
The organization of the proposal shall follow this general outline:
Introduction - An overall introduction to the proposal, the contents of which be
determined by the particular requirements of the consultant.
2. Project Team — The following information should be included in identifying the
proposed project team that will work on the scope of services:
• Principal(s) of firm, project team members and how long proposed project
team has worked together.
• Experience of firm in providing requested scope of services, specifically
referencing similar consulting services to other agencies, particularly in
Ventura County, along with contact person for an agency that may provide
information regarding the consultant's work. Particular concern is with the
project teams experience in historical structures and work with the California
Historical Resources Agency.
• A listing of other projects and references that the Consultant believes would
further support their qualifications for this assignment.
• A listing of the consultant's current projects and clients. Please note that the
City's contract requirements do not allow the Consultant to have clients that
currently are processing development projects in the City of Moorpark or
have had projects in the City of Moorpark processed within the last year.
• A listing of all consultants /subconsultants the Consultant proposes to utilize
on this project. The City reserves the right to approve or reject any member
of the Consultant team, including subconsultants proposed by for this project.
After the proposal deadline, substitution of members of the Consultant team,
including subconsultants, may only be made by permission of the City.
Experience of each member of the Consultant team, including
subconsultants, should be identified, along with a list of relevant
projects /references demonstrating their qualifications for this work.
• A listing of any pending or previous litigation over the past five years related
to your firm's work on environmental documentation.
3. Studyy Plan - The following information should be covered in this section:
• A description of the overall program being submitted including an explanation
of the basic purpose and general focus of the work.
• An explanation of the role of the consultant as related to the role of the City
including primarily any division of work between the consultant and City staff.
• A thorough explanation of the consultant's proposed course of action.
Reference should be. made to the requirements of this RFP and an
explanation given of how the consultant proposes to meet these
requirements.
• An itemized description of the products to be produced, including the
proposed time periods for City staff review of draft documents and estimates
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for meetings with City staff for the discussion of suggested changes to the
drafted sections.
4. Performance Schedule — The Consultant shall provide a proposed schedule of
performance. The City's goal is for the Final EIR to be certified within one year of
contract execution
5. Schedule of Costs - This section shall detail the scheduling of the various studies
and work items described in the study plan and shall define both the total and
detailed costs in performing the total study as well as its major projects and /or end
products including a budget indicating expenditures for personnel and materials for
each work item. This section shall have all subject tasks and sub -tasks listed, along
with minimum time estimates applied to each as well as billing rates and total costs
per task and sub -task. A total "not -to- exceed" cost shall be identified for the entire
proposed scope of services.
6. Program Management - An explanation of the program management system to be
used shall be identified, detailing the operating procedures to be employed and any
other management methods to be used to assure that that project is completed
within the scheduled time frame and that quality will be maintained in the required
products.
7. Statement of Offer and Signature
• The proposal shall be signed by an individual authorized to bind the
proposer, and shall contain a statement to the effect that the proposal is a
firm offer for a 60 -day (or more) period.
• The proposal shall also provide the following information: name, title,
address and telephone number of individuals(s) with authority to negotiate,
and contractually bind the company and also who may be contacted during
the period of proposal evaluations.
• The offer shall include a "not -to- exceed" cost for the entire proposed scope
of services
VI. DUE DATE
A pre - proposal meeting will be held on October 17, 2007 to answer any questions relative
to the project and its development phases. Attendance at the pre - proposal meeting is
required in order to submit a proposal. The Consultant shall submit three (3) copies of
the Proposal on paper and one (1) electronic copy to:
Barry K. Hogan, Deputy City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, CA. 93021
TO BE RECEIVED NO LATER THAN 5:00 P.M., NOVEMBER 5, 2007
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VII. PROPOSAL EVALUATION AND SELECTION
Three paper copies and one electronic copy of the Proposal must be received before 5:00
P.M., November 5, 2007.
All proposals properly received before the aforementioned date and time will be evaluated
by a Review Committee. The firms will be ranked and interviews will be scheduled with the
top- ranked firms, if determined necessary. The firm ranked as the most qualified to provide
the requested services may be invited to negotiate a final agreement. If an agreement is
not reached, negotiations may be terminated and commenced with the next most qualified
firm. The City reserves the right to conduct additional interviews after the cost proposals
are opened.
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