HomeMy WebLinkAboutItem 2h - Hogle-Ireland General Plan Update ContractI ...r.. d
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STAFF REPORT
Development Services Department
DATE:
TO:
FROM:
August 18, 2009
Mayor and City Council
Jason Kruckeberg, Development Services Director 2-14-
SUBJECT: AMEND THE EXISTING CONTRACT WITH HOGLE-IRELAND, INC. FOR
THE GENERAL PLAN UPDATE PROJECT BY REDUCING THE TOTAL
PROJECT COMPENSATION FOR THE PROJECT BY $70,252.
Recommendation: Approve
SUMMARY
At a study session related to the Fiscal Year 09-10 budget, the City Council directed a
reduction in the projected expenditures for the General Plan Update project. The
attached exhibits show recommend cuts from the budget totaling $70,252, which
represents 10% of the projected General Fund expenditures for the project.
DISCUSSION
On February 5, 2008, the City Council approved a contract with Hogle-Ireland Inc. for
planning services related to a comprehensive General Plan Update for the City. Hogle-
Ireland, Inc. had been selected out of several bidders and is the primary consultant
leading a team on this project. The scope of the project includes a comprehensive city-
wide analysis of land use, traffic and circulation, economic development, safety, open
space and natural resources, and housing. The budget for this two-year project was
approved at $843,130, of which $700,000 was General Fund monies and $143,130 was
Redevelopment monies. The consultant team and the staff have been working on the
project for the past 18 months and the project is scheduled to be completed during the
09-10 Fiscal Year.
At a study session related to the Fiscal Year 09-10 budget, the City Council requested
that the General Plan Update project be reduced in scope by five to ten percent. This
was in reaction to a number of other departmental and programmatic cuts that the
Council was considering. Prior to budget adoption, staff from the Development Services
Department informed the Council that an approximate ten percent cut in General Fund
expenditures ($70,252) had been negotiated between the City and Hogle-Ireland, Inc.
This will reduce the total project budget to $772,878. The proposed cuts are reflected in
Exhibit A and the overall project budget is shown in Exhibit B.
General Plan Update Budget Reduction
August 18, 2009
Page 1
FISCAL IMPACT
The impact of this action would be to reduce expected General Fund expenditures by
$70,252 in Fiscal Year 09-10.
RECOMMENDATION
Approve an amendment to the existing contract with Hogle-Ireland, Inc. for the General
Plan Update Project by reducing the total project compensation by $70,252.
Approved By:
Donald Penman, City Manager
Exhibit A: Proposed Budget Cuts by line item and sub-consultant
Exhibit B: Reduction in Project Budget
General Plan Update Budget Reduction
August 18, 2009
Page 2
EXHIBIT A
Arcadia General Plan Proposed Budget Adiustment Per Staff Direction - 06/18/09
Task V
Planned Task Reduction
Savings
Impact:
Eliminate remaining community workshop (1) from Hogle-Ireland scope of work-
City staff is responsible for workshop preparation, presentation, and materials.
2.6
but retain $1,500 for Hogle-Ireland attendance (L. Stetson, D. Gonzalez)
$ 7,505
Hogle-Ireland staff will attend.
Eliminate 2 rernalnlrg C: PC joint study sessions from Hogia-Ireland scope of
work- but retain $2,500 for Hogle-Irelond attendance I Stetson, D. Gonzalez)
City staff is responsible for study sessions (2) preparation, presentation, and
2.7
at 2 meetin s
$ 3,270
materials. Hogle-Ireland staff will attend:
Reduce public adoption hearings allowance to $3,000 for Hogle-Ireland
Staff will be responsible for public hearing (2) preparation, presentation, and
7.1
attendance (L. Stetson, D. Gonzalez) at two hearings each.
$ 8,120
materials. Hogle-Ireland staff will attend.
Peproducibles and mops for meetings will be cl sely monitored to assure
adequate budget for. printing of General Pion drafts and Fnal General Plan, '
Hogle-Ireland will work with City to accommodate prlnitng of General Plan drafts
and Final General Plan within allocated budget, Staff maybe responsible for
portions of printing of LIP drafts (HI will provide a. reproducible file to City). Hoge.
Ireland will work with the City to identify reproduction alternatives to reduce.`
9.1 and Dlnct
printing costs such as provisding a portion of drafts as electronic copies on CD-
Costs line
Reduoe remaining budget for deliverables/materials allowance by 25% -
$ 8,325
Rpm in lace of printed hard copies
No glossary will be included in HI deliverables, City staff will create this section
5.1
Eliminate GP Glossary
$ 3,720
and provide to HI to insert into Final GP.
> Port of EIR
Consultant
.cops
LIP - Elhnincte sc.-.p n9 meeting- with ollowance for attendance for one staff
Staff will be responsible far EIR scalping maeting; Bonterra cost DOLS NOT
member from Bonterra I meeting)
4,675
include t aralion time.
Part of EIR
consultant
scope
No initial Study. Consultants will prepare a project description, NOP,and
EIR - Reduce Initial Study Budget
$ 2,145
distribute.
Part of EIR
consultant
No attendance by Bonterra; no ari-randum su m ozing LIP process cnd
scope
EIR Eliminate Public Heanngs - wlLh allowance for attends,n-, for one aLi,ff
changes will be produced by Bonterra. Bo,to ro atton dance cost DOES NOT
rnemb®r from Bonterra 2 h-in s)
$ 8,270
include preparation time.
Elements will include relevant information from 2000 GP as well as new
information as required by State law, and material in existing background reports
Reduction of 25% of remaining budget for Conservation, Safety, Open Space,
or City reports - goals and policies will be cleaned up - additional optional
5.1
and Noise Elements
$ 8,900
information/topics will eliminated or will be provided by staff
Staff will assist with implementation plan details such as identifying responsible
5.1
Peduct,or of 25% of remaining budget fcr -)Iementotion Plan
$ 4,640
department, funding, and timeline
Remaining budget will be used to address comments on material in draft elements.
The subsequent addition of topics not required by GP law or additional non.
essential exhibits or graphics will be the City's responsibility to edit. Staff will help
5.2
Reduction of 20% for Public Review Draft General Plan
$ 3,540
identify sustainability topics to call out with icon.
Allowance reduced. Allowance is intended to cover the cost of edits resulting from
City Council/Planning Commission direction during adoption hearings and from
final staff. review. If allowance is exceeded, City staff may be responsible for
8.1 and 8.2
Reduce Final General Plan bud et 6 30%
$ 5,142
portions of the changes and edits prior to final publishing.
Geotechnical work was completed under budget; Final $2,000 of subconsultant
3.4
Cost Savings from Geotechnical Stud
$ 2,000 t
ask will not be billed.
Total potential savings
$ 70,252
Exhibit B - Compensation (REVISED)
Arcadia General Plan
COST ESTIMATE OVERVIEW
Consultant
Original Cost .
REVISED COST
Ho le-Ireland, Inc.
$495,355
$440,193
Keyser, Marston Associates
$47,085
$47,085
BonTerra Consulting
$168,750
$153,660
The Mobility Group
$62,060
$62,060
Veronica Tam & Associates
$30,000
$30,000
Urban Crossroads
$20,200
$20,200
Wilson Geosciences
$19,680
$19,680
TOTAL COST ESTIMATE
$843,130
$772,878
Reduced Budget
$70,252