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Home My WebLink About06 - BUDGET AMENDMENT AND AMENDMENT TO AGREEMENT WITH EIP ASSOCIATES TO CONDUCT SEPARATE CITY COUNCIL AND PLANNING COMMISSION STUDY SESSIONS DURING THE GENERAL PLAN UPDATE PROCESS6v •rHE Cj➢Y CO CIL CITY OF NEWPORT BEACH AUG 1 f) 2004 C- 0Y�o C�'g hoo, 200 ) CITY 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 a(..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 Amendmer,_ and Contract Amendment for SepaFa 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. red by: Submitted by: TAMARA J(PAMPBELLNAICP S ARON Z. WOPP SENIOR PLANNER ASSISTANT CI 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 EXHIBIT A MEMO FROM EIP ASSOCIATES, INC. Elp ASSC)CIAT r.s 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. r 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 Billing Rate 1. Per Meeting Cost a. Preparation b. Attendance/Participation c. De -Brief -Document Revisions for City Council Total Per Meeting $1,760 2. Total Meetings 5 $8,800 Applied Development Economics (ADE) $175 2 $350 3 $525 5 $875 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 Urban Crossroads $175 2 $350 3 L $525 5 $875 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 $95,800 DIRECT COSTS AND EXPENSES 1. Travel a. EIP and Urban Crossroads $350 b. ADE $400 2. Administrative (10% subcontractors) $700 Total Labor Cost $1,450 TOTAL ESTIMATED BUDGET $17,250 C"T ofNewport Beast- NO. BA- 007 BUDGET AMENDMENT 2004-05 -FECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT:1 $17,250.00 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. AGGOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3605 REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Description General Fund Fund Balance Description Signed: Signed Signed I Approval: Administrative Services Director inistrative I: City Manager City Council Approval: City Clerk Amount Debit Credit $17,250.00 Automatic $17,250.00 2":5.—),g :: Date to Date Description Division Number 2710 Planning - Administration Account Number 8293 General Plan Update Division Number Account Number Division Number Account Number Division Number Account Number Signed: Signed Signed I Approval: Administrative Services Director inistrative I: City Manager City Council Approval: City Clerk Amount Debit Credit $17,250.00 Automatic $17,250.00 2":5.—),g :: Date to Date