HomeMy WebLinkAbout09 - Hoag Hospital Master Plan UpdateCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
January 24, 2006
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Patricia Temple, Planning Director
949/644 -3228 ptemple @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.
RECOMMENDATIONS:
1) Approve an Amendment to the Professional Services Agreement with BonTerra
Consulting of Costa Mesa, California, for additional work required for preparation of a
Supplemental Environmental Impact Report for an additional amount not to exceed
$37,150; and
2) Authorize City Manager to sign Agreements.
DISCUSSION:
Hoag Memorial Hospital Presbyterian proposes to revise the Master Plan for the
hospital campus that was approved in 1992. The application for revision of the Hoag
Hospital Master Plan includes requests for approval of an Amendment to the General
Plan Land Use Element (Hoag Hospital Area), a Planned Community Development Plan
Amendment, and amendment of the Development Agreement.
Environmental Impact Report Preparation
The Environmental Impact Report (EIR) prepared in 1992 for the existing Hoag Master
Plan required updating in conjunction with revision of the Master Plan. On March 8,
2005, the City Council approved a Professional Services Agreement with BonTerra
Consulting of Costa Mesa in the amount of $280,360 for preparation of a Supplemental
EIR for the revised Master Plan. The contract is due to expire on May 15, 2006.
BonTerra Consulting, City staff, and Hoag Hospital representatives subsequently
agreed that additional analysis of potential noise impacts and a Health Risk Assessment
Hoag Hospital EIR
January 24, 2006
Page 2
associated with operation of additional generators were required. On August 9, 2005,
City Council approved an Amendment to the Professional Services Agreement for an
additional $74,181.
Since approval of the Amendment to the Professional Services Agreement, Hoag
Hospital has requested that an alternative to the project originally proposed also be
analyzed in the Supplemental EIR. A Scope of Work for the additional tasks necessary
for this alternative is included in the "Second Amendment to Professional Services
Agreement' (Attached). Because of previous delays and the additional tasks, the
Second Amendment includes an extension of the contract expiration date to August 31,
2006. The additional tasks and associated costs are summarized as follows:
Task 1 Traffic Modeling Support Services $ 8,400
Task Traffic Analysis 11,000
Task 3 Air Quality and Noise Analysis 2,490
Task 4 Alternatives Analysis 5,600
Task 5 Management 9,620
Amendment Total $37,150
Staff has reviewed the Scope of Work for additional tasks needed for evaluation of the
project alternative in the Supplemental EIR and believes it is adequate to meet or exceed
the minimum requirements set forth by the California Environmental Quality Act. The fees
for tasks described in the Scope of Work have been reviewed by staff and are considered
appropriate and warranted.
Funding Availability:
The cost for professional services for the original contract and for this Amendment to
the contract will be the responsibility of Hoag Memorial Hospital Presbyterian.
Submitted by:
Prepared by:
P.4-A(�,
PATRICIA TEMPL AVID EPO
Planning Director Hogle- Ireland, Inc.
Project Planner
Attachments: 1. Draft Amendment to Professional Services Agreement
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 24th day of January, 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 whose term commenced on the 8th day of March, 2005, and was to
terminate on the 30th day of January, 2006, and an Amendment to the
Agreement authorizing additional work and compensation for such work and
extending the term of the Agreement to May 15, 2006, was approved by City
Council on August 9, 2005.
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:
1. TERM
The term of the Agreement is extended until the 315` day of August 2006 unless
terminated earlier as set forth in the Agreement.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached to the Agreement, all services described in the Scope of
Services attached to an Amendment and all the services described in the Scope
of Services attached hereto as Exhibit A and incorporated herein by reference.
The City may elect to delete certain tasks of the Scope of Services attached
hereto at its sole discretion.
A -1 hry
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section, the Schedule of
Compensation attached to the Agreement as Exhibit B and the Schedule of
Compensation attached hereto as Exhibit B and incorporated herein by
reference, and the Billing Rates attached to the Agreement as Exhibit C and the
Billing Rates attached hereto as Exhibit C, and incorporated herein by reference.
Consultant's compensation for all work performed in accordance with the
Agreement and with this Amendment, including all reimbursable items and
subconsultant fees, shall not exceed Three Hundred Ninety -One Thousand Six
Hundred Ninety-One Dollars and no /100 ($391,691.00) without additional
authorization from City. Consultant's compensation includes the Agreement
amount of Two Hundred Eighty Thousand Three Hundred Sixty Dollars and
no /100 ($280,360), a previously- approved Amendment amount of Seventy -Four
Thousand One Hundred Eighty -One and no /100 ($74,181), and an amount of
Thirty -Seven Thousand One Hundred Fifty Dollars and no /100 ($37,150) for
services in accordance with this Amendment No. 2. No billing rate changes shall
be made during the term of this Amendment without the prior written approval of
C ity.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
Robin Clauson, City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Homer Bludau, City Manager
for the City of Newport Beach
CONSULTANT:
By:
Kathleen Brady, Principal
for BonTerra Consulting
Attachments: Exhibit A - Scope of Services
Exhibit B - Schedule of Compensation
Exhibit C- Billing Rates
A -2
EXHIBIT "A"
SCOPE OF SERVICES
AMENDMENT NO.2
Task 1 Traffic Modeling Support Services $8,400.00
Urban Crossroads will provide the necessary traffic modeling to support the evaluation
of the two alternatives in the Environmental Impact Report (EIR) for Hoag Hospital. To
complete this effort, the following work is necessary:
a. Perform the revised With Project model run, perform post -model refinements
(i.e., intersection peak hour turning movement volume and daily roadway
segment volume forecasts post - processing), and review results.
b. Perform the Project Alternative model run, perform post -model refinements
(i.e., intersection peak hour turning movement volume and daily roadway
segment volume forecasts post - processing), and review results.
c. Perform sensitivity analysis of the With Project scenario to evaluate access
assumptions and review daily model volume results only.
Task 2 Traffic Analysis
$11,000.00
Once the traffic modeling data is available from Urban Crossroads, Linscott, Law and
Greenspan (LLG) will incorporate the analysis into the traffic report. To ensure the traffic
report has the appropriate analysis required for the EIR, LLG has identified three
primary tasks.
a. Review and incorporate the updated forecasts from Urban Crossroads, and redo
the traffic impact analysis based on those refined forecasts.
b. Develop trip generation estimates and complete a traffic impact analysis for the
project alternative.
c. Incorporate the project alternative into the report and develop pertinent tables
and figures for the project alternative's inclusion in the report.
Task 3 Air Quality and Noise Analysis
$2,490.00
Mestre Greve Associates will be responsible for analyzing the additional alternative for
potential air quality and noise impacts. In addition, Mestre Greve Associates did not
originally budget for team meetings. They have attended three meetings on the project
to date. In addition, it is anticipated that their participation may be required at up to two
more meeting.
A -3
Task 4 Alternatives Analysis
$5,640.00
The original scope of work for the Supplemental EIR assumed no evaluation of
alternatives. Based on the discussion at the team meetings, the EIR will now evaluate
an alternative that transfers 150,000 square feet from the Lower Campus to the Upper
Campus. Since there will now be an alternatives section of the Supplemental EIR, it is
also recommended that there be a brief discussion of the No Project Alternative. No
new analysis is proposed for the No Project Alternative. The findings from the Final EIR
will be used as the basis for this analysis. This task assumes 32 hours of the Associate
Principal and eight hours for the Principal /Project Manager.
Task 5 Management $9,620.00
The additional work effort and previous delays have extended the project schedule by
approximately six months. As a result, there will be additional management time
associated with the proposed project. An average of two hours a week is assumed by
the Project Manger during this time period.
TOTAL PROFESSIONAL FEES AND DIRECT EXPENSES 37,150.00
A -4
EXHIBIT "B"
SCHEDULE OF COMPENSATION — AMENDMENT NO. 2
Task 1 Traffic Modeling Support Services
Task 2 Traffic Analysis
Task 3 Air Quality and Noise Analysis
Task 4 Alternatives Analysis
Task 5 Management
Total Amendment Request
B-1
$ 8,400.00
11,000.00
2,490.00
5,640.00
$ 9,620.00
$37,150.00
EXHIBIT "C"
BILLING RATES (HOURLY)
BonTerra
2004 -2005 FEE SCHEDULE
PROFESSIONAL CLASSIFICATION
HOURLYBILLING RATE
Principal
$135 -200
Associate Principal
120 -150
Biological /Environmental Manager
110 -130
Senior Planner /Senior Project Manager
105 -125
Senior Ecologist/Senior Restoration Ecologist
95 -110
Project Manager
90 -105
Cultural Resources Manager
95 -100
Senior Biologist/Biological Project Manager
80 -95
GIS Specialist
80 -90
Planner /Assistant Project Manager
60 -90
Field Monitor
65 -90
Ecologist
55 -80
Graphic Artist
65 -80
Project Assistant
60 -70
Administrative Assistant
60 -65
Reimbursable Costs
Mileage
$0.38 per mile
Copying /Reprographics
cost plus 10%
Delivery/Overnight Mail
cost plus 10%
Other out -of- pocket expenses
cost plus 10%
Subconsultants
cost plus 10%
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