HomeMy WebLinkAboutS21 - Supplemental EIR for Hoag Master Plan Update ProjectCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. S21
November 13, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: James Campbell, Senior Planner
Planning Department
949- 644 -3210 jcampbell @city.newport- beach.ca.us
SUBJECT: Amendment to Professional Services Agreement for preparation of a
Supplemental Environmental Impact Report for the Hoag Hospital Master
Plan Update project.
In March of 2005, the City approved a Professional Services Agreement (PSA) with
Bonterra Consulting to prepare a Supplemental Environmental Impact Report (SEIR) for
the Hoag Memorial Hospital Presbyterian master plan revision.
The task has been ongoing since then and the subject agreement with Bonterra has
been extended and augmented three times previously with Council approval as the
scope of work expanded.
During the last year, the scope of work increased incrementally once again as the draft
supplemental environmental impact report had to be re- drafted due to changes in the
project description. Bonterra was required by Staff with Hoag's approval to facilitate
additional technical studies such as noise and traffic. Finally, Bonterra participated in
numerous additional meetings at the request of Hoag and authorized by staff during the
drafting and review of the SEIR.
RECOMMENDATIONS
1)-Approve an Amendment to the Professional Services Agreement with BonTerra
Consulting for additional work required for preparation of a Supplemental
Environmental Impact Report for an additional amount not to exceed $160,781.50;
and
2) Authorize City Manager to sign the amendment to the Professional Service
Agreement.
Hoag Hospital EIR
November 13, 2007
Page 2
Hoag Memorial Hospital Presbyterian proposes to revise the existing "Master Plan" for
the hospital campus that was originally approved in 1992. The application includes a
General Plan Amendment to increase the maximum gross floor area allowable on the
Hoag Upper Campus with a commensurate reduction in floor area on the Lower
Campus (no net increase), various changes to the Planned Community Development
Criteria and District Regulations, also known as the "Master Plan," and amendment of
the existing Development Agreement adopted in 1994.
Environmental Impact Report Preparation
The City had an Environmental Impact Report (EIR) prepared in 1992 for the buildout of
the hospital campus, which is reflected in the Land Use Element of the General Plan. In
2005, the City chose to prepare a supplement to that EIR for the application to revise
the Master Plan. As noted above, Bonterra was the selected consultant and there have
been several budget augmentations based upon changes to the scope of work and
extensions of the term of the PSA. It is anticipated that this will be the last amendment
of this agreement given that the process is drawing nearer to a conclusion with the Draft
SEIR out for public review and hearings with the Planning Commission and City Council
anticipated in the coming months. Attached to the amendment is a letter describing this
most recent augmentation request and a table showing the original contracted amount
and the prior amendments.
Staff has reviewed the request and the items listed were authorized by Staff as being
necessary to complete the task with the approval of Hoag. Hoag has authorized this
augmentation as noted by the fact that the City has received a deposit for the amount.
Funding Availability
The cost for professional services for the amended PSA are the responsibility of Hoag
Memorial Hospital Presbyterian.
Prepared by:
Submitted by:
ame Campbell 0 David Lepo
Senior Planner Planning Director
Attachments: 1 . Draft Amendment to Professional Services Agreement
Attachment A
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
BONTERRA CONSULTING FOR PREPARATION OF A SUPPLEMENTAL EIR
FOR THE HOAG HOSPITAL MASTER PLAN UPDATE
THIS AMENDMENT is made and entered into as of this 13th day of November, 2006, by
and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City"), and
BONTERRA CONSULTING, a corporation, whose address is 151 Kalmus Drive, Suite
E -200, Costa Mesa, California 92626 ( "Consultant"), and is made with reference to the
following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City and Consultant entered into a Professional Services Agreement
(Agreement) for preparation of a Supplemental EIR for the Hoag Hospital Master
Plan Update. Three Amendments to the Agreement authorizing additional work
and compensation for such work and extending the term of the Agreement have
been authorized by the City.
C. Consultant performed certain of the duties set forth in the Agreement and was
paid for such duties consistent with the Agreement.
D. City desires to have Consultant complete additional duties determined
necessary, in addition to all duties set forth in the Agreement and not previously
completed, and to extend the term of the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
TERM
The term of the Agreement is extended until the 15t day of May, 2008, unless terminated
earlier as set forth in the Agreement.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in Exhibit A in accordance
with the terms and conditions of Agreement and prior Amendments to Agreement.
3. COMPENSATION TO CONSULTANT
Consultant's compensation for all work performed in accordance with the Amended
Agreement and with this Amendment, including all reimbursable items and
subconsultant fees, shall not exceed Five Hundred and Sixty Thousand, Nine
Hundred and Seventy -two Dollars and 501100 ($560,972.50) without additional
authorization from City. Consultant's compensation includes the Agreement amount of
Two Hundred Eighty Thousand Three Hundred Sixty Dollars ($280,360), a previously -
approved Amendment amount of Seventy-Four Thousand One Hundred Eighty-One
Dollars ($74,181), a previously- approved Amendment amount of Thirty-Seven
Thousand One Hundred Fifty Dollars ($37,150), a previously - approved Amendment
amount of Eight Thousand Five Hundred Dollars ($8,500.00) and this Amendment for
an additional One Hundred and Sixty Thousand Seven Hundred Eighty-One and 50/100
Dollars ($161,781.50). No billing rate changes shall be made during the term of this
Amendment without the prior written approval of City.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH,
Aaron Harp, Assistant City Attorney
ATTEST:
A Municipal Corporation
Homer Bludau, City Manager
CONSULTANT:
By:
LaVonne Harkless, City Clerk
Title:
(Operating Officer)
Print Name:
M
Title:
(Financial Officer)
Print Name:
Attachments:
Exhibit A — Letter requesting budget augment dated October 29, 2007
October 29, 2007
Mr. James Campbell
Senior Planner
City of Newport Beach
Planning Department
3300 Newport Boulevard
Newport Beach, CA 92663
Subject:
RECEIVED BY
PLANNING DEPARTMENT
OCT 31 2007
CITY OF NEWPORT BEACH
VIA EMAIL AND MAIL
JCampbell@city.newport-boach.ca.us
Request for Budget Augment No. 4 for the Hoag Hospital Master Plan
Update Project
Dear Mr. Campbell:
The purpose of this letter is to request a budget augment for the Hoag Hospital
Master Plan project. BonTerra Consulting's contract with the City of Newport
Beach is for the preparation of CEQA documents for the proposed project. For
each task, a budget was provided to the City based on the anticipated work effort
needed to complete each task. BonTerra Consulting, the City, and Hoag
understood that unanticipated occurrences can affect a scope of services. With
respect to the Hoag Master Plan project, several factors have resulted in changes
in BonTerra Consulting's scope. These factors include but are not limited to staff
changes within Hoag's Project Team; modification by Hoag resulting in an
expansion of the scope of services for the BonTerra Consulting Project Team, and
an extended project schedule.
BonTerra Consulting has and continues to be committed to the City to prepare
quality products in the most efficient method possible. This budget augment
request includes both costs incurred to date by the BonTerra Consulting Project
Team but not billed to the City for worked tasks approved by the City and Hoag;
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 A to
this letter.
The scope of work assumed the preparation of a Screencheck EIR, one review
cycle for revisions to the Screencheck EIR, and one "proof check" Draft EIR for
review by the City for final approval prior to reproduction and public distribution. At
the direction of the City and Hoag, BonTerra Consulting prepared three
screencheck documents for the originally proposed project, and upon Hoag's
revised application to the City, we prepared a new Initial Study /Notice of
Preparation, new technical reports, and several screencheck and draft documents.
Mr. James Campbell
October 29, 2007
Page 2
Several factors occurred during the preparation of the EIR which required the BonTerra
Consulting Project Team to expend additional funds. One of the central factors has been noise:
interpretation of noise compliance requirements by Hoag and the City. Extensive time has been
expended by BonTerra Consulting's Project Team addressing this issue with Hoag's former
Project Team and current Project Team, and with the City. These efforts have culminated in
additional technical studies, a change in the project description, and a new Initial StudylNotice
of Preparation.
With these project and management changes, and at the directive of the City and Hoag,
BonTerra Consulting prepared a revised Supplemental EIR document. The extended project
schedule and expanded scope required additional work efforts beyond those assumed in
BonTerra Consulting's scope of services. These additional efforts have included: (1) additional
management and coordination hours with City staff, Hoag, and the Project Team;
(2) preparation of new technical studies for the topics of traffic, air quality, noise, and health risk;
(3) preparation of a new Screericheck EIR, second Screencheck EIR, and "proof check" EIR;
(4) direct costs associated with reproduction, deliveriestpostage, and reference materials; and
(5) additional Project Team meetings. The revised project is also subject to Senate Bill 18;
BonTerra Consulting has assisted the City with Native American consultation.
We look forward to continuing to work with the City 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. We would appreciate the City's expeditious review and processing of this augment.
Sincerely,
BO TERRA CONSULTING
Dan C. Privitt, AICP
Principal
Attachment A
cc: Cora Newman, Government Solutions, cora @govsol.com
Carol McDermott, Government Solutions, carol @govsol.com
FbPrO) M&MPMW00"Wg M- 102M.d=
Hoag Hospltal Master Plan Update Project
ATTACHMENT A
HOAG HOSPITAL MASTER PLAN AMENDMENT
BUDGET AUGMENT REQUEST
Original Augment Augment Augment Total
Contract No.1 No.2 No.3 Total Augment Revised
Task Name Amount (6/23105) (1/24/06) (08/23/06) Budget Request' Budget
BONTERRA CONSULTING
Task 1: Project Kick Off
Task.2: Notice of Preparation /Initial Study
Task 3: Screencheck EIR
Task 4: Prepare Draft EIR
Task 5: Responses to Comments
Task 6: Findings and Overrides
Task 7: Mitigation Monitoring
Task 8: Meetings and hearings
$2;680.00
$9,845.00
$43,400.00 $6,300.00 $5,640.00
$15,980.00
$32,740.00
$8,595.00
$7,440.00 $1,196.00
$16,120.00
$2,680.00
$9,845.00
$55,340.00
$15,980.00
$32,740.00
$8,595.00
$8,636.00
$16,120.00
Task 9: Management $21,760.00 $9,620.00 $31,380.00 $5,000.00
BonTerra Consulting Direct Costs $11,500.00 $11,500.00 $5,000.00
BonTerra Consulting Total $170,060.00 $7,496.00 $15,260.60 $0.00 $192,816.00 $73,275.00 $266,091.00
" With the Gity's authorization, BonTerra Consulting has previously reallocate funds between tasks.
$0.00
$0.00
$0.00
$7,500.00
$32,740.00
$8,595.00
$7,440.00
$7,000.00
R;;Mw00W O rWW81Augmr*10M7.d= A -1 &ddgetAVgment RaqueSt
Master Plan
HOAG HOSPITAL MASTER PLAN AMENDMENT
BUDGET AUGMENT REQUEST
Original Augment Augment Augment Total
Contract No.1 No.2 No.3 Total Agment Revised
Task Name Amount (8/23/05) (1/24106) (08/23/06) Budget Request Budget
LINSCOTT LAW AND GREENSPAN
Traffic Modeling (Urban Crossroads) $15,300.00 $8,400.00 $23,700.00 $11,800.00 $35,500.00
Traffic Report $79,000.00
$11,000.00
$90,000.00
$34,500.00
$124,500.00
LinscottLaw and Greenspan Total $94,300.00
$0.00
$19,400.00
$0.00
$113,700.00
$46,300.00
$160,000.00
Original
Augment
Augment
Augment
Total
Contract
No.1
No.2
No.3
Total
Augment
Revised
Task Name Amount
(8/23/05)
(1/24/06)
(08=06)
Budget
Request
Budget
MESTRE GREVE ASSOCIATES $16,000.00 $2,500.00 $2,490.00 $8,500.00 $29,490.00 $11,340.00 $40,830.00
Original Augment Augment Augment Total
Contract No.1 No.2 No.3 Total Augment Revised
Task Name Amount (84/13/05) (1/24106) (06/23/06) Budget Request Budget
CDM $64,185.00 $0.00 $0.00 $64,185.00 $15,250.00 $79,435.00
CONTRACTTOTAL $280,360.00 $74,181.00 $37,150.00 $8,500.00 $400,191.00 $146,165.00 $546,356.00
CONTINGENCY FUND: 10% $14,616.50
BUDGET AUGMENT TOTAL $160,761.50
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