HomeMy WebLinkAbout08/10/2004 - Study SessionCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 6
August 10, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Planning Department
Tamara Campbell, AICP, Senior Planner
(949) 644 -3238
tcampbell(@city.newport-beach.ca.us
SUBJECT: BUDGET AMENDMENT AND AMENDMENT TO AGREEMENT WITH
EIP ASSOCIATES TO CONDUCT SEPARATE CITY COUNCIL AND
PLANNING COMMISSION STUDY SESSIONS DURING THE GENERAL
PLAN UPDATE PROCESS
RECOMMENDATION:
1) Approve Budget Amendment appropriating $17,250.00 from the General Fund
Unappropriated Reserves to account 2710 -8293 for the additional consultant costs
associated with conducting separate study sessions for the City Council and Planning
Commission as part of the General Plan Update process.
2) Approve First Amendment to Agreement with EIP Associates.
DISCUSSION:
As part of the General Plan Update contract with EIP Associates, the City of Newport
Beach agreed to conduct joint City Council and Planning Commission Study Sessions
at key benchmarks during the course of updating the General Plan. On June 16, 2004,
during one of the joint study sessions, members of the Planning Commission requested
that the study sessions be conducted separately so additional time for review and input
could be provided for the Planning Commission. EIP Associates estimates that the
preparation for, attendance at, and documentation of input from Planning Commission
study sessions will cost $17,250.00. This will bring the total compensation to the
consultant to One million, Twenty -Three Thousand, Six Hundred Fifty Six Dollars
($1,023,656.00). The estimate assumes EIP involvement with a maximum of five (5)
study sessions and sub consultant involvement with two (2) study sessions.
It is estimated that the division of study sessions will extend the overall duration of the
work program by two and one -half months.
Budget Amendment and Contract Amendment for Separate CC /PC Study Sessions
08/10/04
Page 2
The General Plan Update Committee considered the new approach at its meeting on
July 26, 2004 and voted to recommend Council approval of the separate study
sessions.
Environmental Review: Not subject to CEQA, as the activity is not a project as defined
in Section 15378 (b) (4).
Funding Availability: The total amount of $17,250.00 would be appropriated to account
2710 -8293 (General Plan Update) from the General Fund Unappropriated Reserves.
by:
Submitted by:
TAMARA J (PAMPBELL],AICP S ARON Z. W
SENIOR PLANNER ASSISTANT CI O MANAGER
Attachment: First Amendment to Agreement with EIP
Budget Amendment # 05 BA -007
FIRST AMENDMENT
TO
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this 10th day of August 2004, by and between
CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City ")
and EIP Associates, Inc., whose address is 12301 Wilshire Boulevard, Suite 430, Los
Angeles, CA 90025 (hereinafter referred to as "Consultant "), is made with reference to
the following:
RECITALS
A. City and Consultant entered into a Professional Services Agreement for a General
Plan Update on June 10, 2003.
B. The Parties desire to amend the agreement to provide for additional meetings
with the Planning Commission.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. SERVICES TO BE PERFORMED
Paragraph 2, Services to Be Performed, is amended to include Exhibit A to this
Amendment, attached hereto and incorporated herein by reference.
2. COMPENSATION TO CONSULTANT
Paragraph 3, Compensation to Consultant, is amended to provide that
Consultant's compensation for all work performed in accordance with this agreement
shall not exceed One Million, Twenty -Three Thousand, Six Hundred Fifty -Six Dollars
($1,023,656.00).
3. NO AMENDMENTS TO REMAINDER OF AGREEMENT
All other provisions of the Agreement shall remain in force and effect in their
original form.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be
executed on the day and year first written above.
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Homer Bludau
City Manager
CONSULTANT
EIP Associates, Inc.
By:
Terri Vitar
Regional Vice President
EIP-
Memorandum
Date July 26, 2004
To Sharon Wood, Deputy City Manager
City of Newport Beach
From Woodie Tescher
EIP Associates
Subject Budget Amendment for Planning Commission Study Sessions
Attached is the estimated consultant budget for the preparation for, attendance at, and
documentation of input from Planning Commission study sessions to be conducted at key
benchmarks of the City of Newport Beach General Plan Update work program. This
amendment to the contractual agreement between the City and EIP has been prepared at
the City's request to facilitate separate study sessions for the Planning Commission and
City Council, as opposed to the contracted joint sessions.
The budget amendment of $17,250.00 assumes the participation of EIP Associates at a
maximum of five (5) study sessions and Applied Development Economics (ADE) and Urban
Crossroads at two (2) sessions respectively.
It is estimated that the division of study sessions will extend the overall duration of the work
program by two and one -half months. An updated schedule is separately submitted. This
budget estimate does not address the extension of management time.
City of Newport Beach General Plan Update
PLANNING COMMISSION MEETINGS
ESTIMATED BUDGET
July 26, 2004
LABOR COST
Hours Meeting Cost Mtgs
Total $
EIP Associates
_
$160
2 ; $320
3 $480
6 $960
$1,760
Billing Rate
1. Per Meeting Cost
a. Preparation
b. Attendance /Participation
c. De- Brief - Document Revisions for City Council
Total Per Meeting
2. Total Meetings
5
$8,800
Applied Development Economics (ADE)
$175
2 $35
3 $525
5 1 $875 j
Billing Rate
1. Per Meeting Cost
a. Preparation
b. Attendance /Participation
c. De- Brief - Document Revisions for City Council
Total Per Meeting
$1,750 1
2. Total Meetings
2
$3,500
Urban Crossroads
$175 1
2 $351
3 $525
5 $875 1
Billing Rate
1. Per Meeting Cost
a. Preparation
b. Attendance /Participation
c. De- Brief - Document Revisions for City Council
Total Per Meeting_
$1,750
2. Total Meetings
2
$3,500
Total Labor Cost $15,800
DIRECT COSTS AND EXPENSES
1. Travel
a. EIP and Urban Crossroads
$350 1
b. AIDE
$400
2. Administrative (10% subcontractors )
$700
Total Labor Cost $1,450
TOTAL ESTIMATED BUDGET $17,250
City of Nowip orf goad NO. BA- 007
BUDGET AMENDMENT
2004 -05
EFFECT ON
BUDGETARY FUND BALANCE:
Account
Number
Increase Revenue Estimates
X
Account
Increase Expenditure Appropriations AND
Division
Number
Transfer Budget Appropriations
SOURCE:
Division
Number
Account
from existing budget appropriations
PX
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: 5��,250.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations for separate City Council and Planning Commission Study Sessions
during the General Plan Update process.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund Fund Balance
REVENUE ESTIMATES (3601)
Fund /Division Account Des
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed
Description
2710 Planning - Administration
8293 General Plan Update
Approval:
inistrative
nistrative Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$17,250.00
$17,250.00
7- --�
Date
Via
Date