HomeMy WebLinkAbout09-4-14 Amendment #1 #2 Environmental Services for City Hall _ Park Development PlanCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. io
April 14, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Planning Department
Jaime Murillo Associate Planner
949 -644 -3209, jmurillo(a)_city.newport- beach.ca.us
SUBJECT: Amendment No. 2 to the Professional Services Agreement with LSA
Associates, Inc. for Environmental Services on the City Hall and Park
Development Plan
ISSUE:
Should the City Council approve an amendment to the Professional Services
Agreement with LSA Associates, Inc., in the amount of $250,505.00, for environmental
services on the City Hall and Park Development Plan project?
RECOMMENDATION:
Approve an amendment (Amendment No. 2) to the Professional Services Agreement
with LSA Associates, Inc. and authorize the Mayor and City Clerk to execute the
amended agreement.
DISCUSSION:
Background
On January 13, 2009, the City Council approved professional services agreements with
architects Bohlin Cywinski Jackson and project manager CW Driver. The schedule for
the City Hall project called for the architects to refine the design concept and for City
Council approval of the refined concept plan by April 14, 2009.
Based on preliminary information on the proposed site available at project inception, it
was evident that the preparation of an Environmental Impact Report (EIR) would be
required; however, since the design concept required further refinement, the scope of
the EIR was not known. Therefore, it was recommended that the environmental work be
completed in two phases:
PSA Amendment with LSA Associates, Inc for Environmental Services
April 14, 2009
Page 2
1) Phase I- Preparation of technical studies of existing conditions and preliminary
impact analysis to assist the design process and help with the development of a
design concept that minimizes environmental damage to the site and impacts on
the surrounding area. Phase 1 also included preparation of a Notice of
Preparation (NOP) and Initial Study (IS); and
2) Phase Ik Preparation of the EIR for the proposed City Hall and Park
Development Plan based on the refined design concept plan scheduled for
review and approval by the City Council on April 14, 2009.
Professional Services Agreement
On January 27, 2009, the City Council approved a Professional Services Agreement
with LSA Associates, Inc. for Phase I environmental consulting services. The budget for
Phase I was $180,000.
The technical studies are currently being prepared. Preliminary technical information
has been made available to the design team and has had a positive effect on the
development of the concept plan resulting in the avoidance or minimization of several
environmental impacts. The NOP and IS have been completed and were circulated for
public review on April 1, 2009. The public comment period on the scope of the
environmental document ends on April 30, 2009.
Amendment No. 1
In the interest of starting the environmental analysis as soon as possible, the original
Professional Services Agreement with LSA did not include studies and reports to be
prepared by subconsultants. On February 9, 2009, the City Manager approved
Amendment No. 1 to the agreement to provide additional technical reports for the
project. LSA teamed with Fuscoe Engineering, Inc to provide CEQA -level hydrology and
water quality expertise and AMEC Geomatrix, Inc. to provide CEQA -level hazards and
hazardous materials support. Amendment No. 1 also includes additional coordination
between LSA, the subconsultants, and the architects regarding concept plan
refinement. The additional budget for Amendment No. 1 to the agreement was
$34,584.00, resulting in a total agreement cost of $214,584.00.
Amendment No. 2 — Phase II of Environmental Consulting Services
The scope of work for Phase fl includes:
• Documentation consistent with CEQA and State Guidelines for the
Implementation of CEQA necessary to allow for environmental clearance of the
project.
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PSA Amendment with LSA Associates, Inc for Environmental Services
April 14, 2009
Page 3
• Preparation of the Draft and Final EIRs that will provide a complete and thorough
analysis of all environmental aspects of the project.
• Preparation of Findings of Fact, a Mitigation Monitoring and Reporting Program
(MMRP), and a Statement of Overriding Considerations (if necessary),
necessary for certification of the Final EIR.
• Schedule indicating City Council certification of the Final EIR by November 24,
2009.
The proposed budget for Phase II is $250,505.00. The total cost of the agreement,
including Phase II, will be $465,089.00.
Funding Availability
Funds for environmental services for the City Hall and Park Development Plan are
available in the City Hall and Park Design Account, 7410 C1002009.
Prepared by:
Jaime Murillo, Associate Planner
Submitted by:
m�
David Lepo, Plap ing Director
Attachments: Amendment No. 2 to Professional Services Agreement
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THIS PAGE
LEFT BLANK
INTENTIONALLY
I
AMENDMENT NO. 2 _
TO
PROFESSIONAL SERVICES AGREEMENT WITH LSA ASSOCIATES, INC. FOR
ENVIRONMENTAL SERVICES FOR THE CITY. HALL MASTER PLANNED FACILITY
THIS AMENDMENT .NO. 2 TO PROFESSIONAL SERVICES AGREEMENT, is
entered into as of this 14th day of April 2009, by and between the CITY OF NEWPORT
BEACH, a Municipal Corporation ( "CITY "), and LSA Associates, Inc., a...California
Corporation, whose address is .20. Executive Park, Irvine, .California, 92614
( "CONSULTANT "), and is made with. reference to the following:
RECITALS:
A. On the 27ffi day of January, 2009, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "AGREEMENT ", for
environmental services for the City -Hall Master Planned Facility hereinafter
referred to'as "PROJECT ".
B. CITY and CONSULTANT have entered into one separate.: AMENDMENT of the
AGREEMENT, the latest dated February 9, 2009.
C. CITY desires to enter into this: AMENDMENT NO. 2 to reflect additional services
not included in the AGREEMENT or prior AMENDMENT and to extend the term
of the AGREEMENT to December 31, 2009.
D. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. 2, as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to the services to. be provided pursuant to thee AGREEMENT and
AMENDMENT NO. 1, CONSULTANT shall diligently perform - all the services
described in AMENDMENT NO. 2 including, but not limited to, _all work set forth
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 at
its sole discretion.
2. City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to the AGREEMENT. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. 2, including all
reimbursable items and subconsultant fees, shall not exceed Two Hundred Fifty
Thousand Five Hundred Five Dollars and no /100 ($250,505.00) without prior
written authorization from City, .......
5
3. . The term of the AGREEMENT shall be extended to December 31, 2009.
4. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in .AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. 2
on the date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
By. ^^ C . ( 4---
Aaron C. Harp
Assistant City Attorney
ATTEST:
By:
Leilani Brown,
City.Clerk
Attachments: Exhibit A — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Edward D. Selich
Mayor
CONSULTANT:
0
Title: President
Print Name: Robert H. McCann
Title: Chief Financial Officer
Print Name: James Baum
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0
PROPOSAL FOR ENVIRONMENTAL
CONSULTANT SERVICES
NEWPORT BEACH CITY HALL
AND PARK DEVELOPMENT PLAN
PHASE II:
ENVIRONMENTAL IMPACT REPORT
Submitted to:
Jaime Murillo, Associate Planner
City of Newport Beach
P.O. Box 1768
Newport Beach, California 92658 -8915
Prepared by:
LSA Associates, Inc.
20 Executive Park, Suite 200
Irvine, California 92614 -4731
(949) 553 -0666
L V A
March 2009
TABLE OF CONTENTS
1.0 INTRODUCTION ................................................................................... ..............................1
2.0 SCOPE OF SERVICES ........................................................................... ..............................1
3.0 BUDGET SPECIFICATIONS AND REIMBURSABLE COSTS .......... ..............................7
ATTACHMENTS
A: STANDARD BILLING RATES
B: LSA IN -HOUSE DIRECT (REIMBURSABLE) EXPENSES
C:SCHEDULE
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 1009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE IL ENVIRONMENTAL IMPACT REPORT
1.0 INTRODUCTION
LSA Associates, Inc. (LSA) is pleased to present this scope of services and budget proposal for
preparation of the Environmental Impact Report (EIR) for the proposed Newport Beach City Hall and
Park Development Plan (proposed project). This scope of services is based on LSA's understanding
of the project and discussions with City of Newport Beach (City) staff.
Based on our understanding of the proposed project, the project area, and review of available
technical information, LSA has prepared a pragmatic work program for the EIR. The following
approach and technical requirements demonstrate LSA's ability to accomplish the scope of services.
The scope of sery ices provided in this proposal will provide the City with the following:
• Preparation of environmental documentation necessary to allow environmental clearance of the
projects, including site preparation, construction, and operation of the proposed City Hall and
Park. Documentation will include Draft and Final EIRs and may include Findings and additional
certification documents.
• Environmental Analysis of all aspects of the project consistent with the California Environmental
Quality Act (CEQA) and City requirements and procedures in a document that is defensive and
complete.
• A responsive schedule
The tasks identified below comprise the scope of services for completion of the EIR in accordance
with CEQA.
2.0 SCOPE OF SERVICES
Task 1: Project Description
In coordination with the BCJ Team, LSA will prepare a thorough project description for use in the
environmental documentation for the proposed project that will be based on site plans and designs.
The project description will also include a comprehensive list of discretionary actions needed to
authorize the project and the design features included in the project to address site development
constraints or avoid significant adverse impacts.
Task 2: Administrative Draft EIR
LSA will prepare an Administrative Draft EIR in accordance with the requirements of CEQA and the
State CEQA Guidelines. The Administrative Draft EIR will contain all applicable environmental
components required by CEQA, including Introduction, Background, Project
Description/Characteristics, and Phasing, if any, and Discretionary or Ministerial Approvals (by
responsible agencies); Setting, Impacts (Project and Cumulative), Mitigation, and Level of
Significance after Mitigation; Mandatory CEQA topics (e.g., Growth Inducement, Significant
Irreversible Impacts); Alternatives; and lists of References, Persons Consulted, and EIR Preparers.
The Administrative Draft EIR that is submitted to the City for review will reflect LSA's internal
Principal review and quality control. The Administrative Draft EIR will be submitted without the
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 2009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE It: ENVIRONMENTAL IMPACT REPORT
Executive Summary and Mitigation Monitoring and Reporting Program (MMRP). The Executive
Summary will be provided with the preprint Draft EIR submittal once the level of environmental
impacts is agreed upon with the City and the mitigation measure language is close to being finalized.
City comments (one set of nonconflicting consolidated comments) will be incorporated into the
Administrative Draft EIR, as described below.
Participation in eight conference calls /status meetings is included in this scope of work. These
conference calls will be instrumental in keeping City staff apprised of progress and ensuring that
needed information is requested and obtained in a timely manner.
If desired, LSA will meet in a workshop format with City staff to receive comments on the
Administrative Draft EIR and address significant issues to be resolved prior to release of the Draft
EIR. This meeting will provide LSA with a clear understanding of the City's expectations for the
Draft EIR and will provide a forum to resolve issues in an expedited manner that will avoid multiple
rounds of review, correction, and re- review.
Environmental Analysis. Each topic section in the EIR will include a discussion of existing setting,
thresholds of significance, project analysis, cumulative impacts, mitigation measures, if necessary,
and level of significance after mitigation. The existing setting as it relates to each environmental topic
will be compared to the postproject environmental setting. The discussion of project effects will be
divided into two categories: (1) less than significant impacts, and (2) significant impacts. Mitigation
measures shall be prescribed when feasible to address impacts deemed significant. The EIR will
include a section for each of the environmental topics deemed relevant by the NOP and seeping
process. Each of the environmental topic sections will discuss the potential short-term environmental
impacts of project construction and the long -term effects of project operation. Mitigation measures
will be proposed to address identified significant impacts. In addition, cumulative impacts will be
addressed. Topics that are anticipated to be included in the EIR analysis include:
• Aesthetics
• Air Quality
• Biological Resources
• Cultural and Paleontological Resources
• Geology and Soils
• Land Use
• Noise
• Public Services and Utilities
• Population and Housing
• Recreation
• Traffic and Circulation
• Hydrology and Water Quality
• Hazards and Hazardous Materials
Alternatives. At this time, LSA has identified the following potential alternatives for EIR analysis:
• No Project
• Existing Zoning (all parks on proposed project site)
• Off-Site Alternatives Analysis
• Reduced Grading Alternative
Use of both sites for City functions (split City Hall functions)
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT REACH CITY HALL MASTER PLANNED FACILITY
PHASE It- ENVIRONMENTAL IMPACT REPORT
New City Hall on the existing City Hall site
LSA proposes to analyze a total of seven alternatives, which may include those listed above or may
include alternatives developed during the environmental analysis process. The Alternatives section
will include a statement identifying the environmentally superior alternative.
Discussion of the Existing City Hall Site. Consistent with the requirements ofCEQA, LSA proposes
to address the reuse of the existing City Hall site. LSA suggests analyzing reuse of the existing City
Hall site with all existing facilities remaining and leased after City staff vacates the site; existing
facilities will be occupied by leased commercial office space. The FIR will acknowledge that this is
an interim use and that once redevelopment plans are proposed, additional analysis will be required to
comply with CEQA. Because no construction is proposed, no construction -level analysis is
assumed /included in this proposal. The EIR would assume that the existing City Hall site would be
occupied by commercial office space at the same density as the current City Hall, resulting in little or
no change in the existing environmental setting.
Task 3: Revised Administrative Draft EIR
After receiving and incorporating the comments on the Administrative Draft EIR from the City, LSA
will revise the Administrative Draft EIR. LSA specifies 80 hours of professional time for revisions to
the Administrative Draft EIR.
At this time, LSA will also create the Executive Summary, which will consist of a tabular summary of
project impacts and mitigation measures and a determination of each impact's significance following
mitigation. The summary will also contain a brief project description, areas of controversy, issues to
be resolved, and alternatives.
LSA will also prepare an MMRP pursuant to California Public Resources Code Section 21081.6. The
MMRP is intended to ensure that required mitigation measures are implemented during project
construction and operation to reduce potentially significant environmental impacts. The MMRP will
contain an inventory of mitigation measures, timing for implementation (e.g., prior to issuance of
grading permits), the responsible staff or agency assigned to monitor the condition, and a compliance
statement. The MMRP will be circulated as part of the Draft EIR.
The purpose of submitting the second administrative draft version is to allow City staff time to review
the Executive Summary and MMRP and to verify that the City is satisfied with the changes resulting
from the first set of comments on the Administrative Draft EIR.
Task 4: Preprint Draft EIR/Draft EIR
After receiving and incorporating any comments on the Revised Administrative Draft EIR, LSA will
provide a preprint version of the Draft EIR to the City for a limited final review prior to printing the
Draft EIR. LSA specifies 16 hours of professional staff time for final corrections after receipt of final
City review comments. The purpose of submitting this preprint version is to verify that the City is
satisfied with the overall Draft EIR resulting from the comments on the Administrative Draft EIR.
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE 11- ENVIRONMENTAL IMPACT REPORT
Prior to completion of the Draft EIR, LSA will prepare a draft Notice of Completion (NOC) for City
review and signature. The City will be responsible for publishing the NOC in the local paper.
Copying and distribution of the Draft EIR to the public and Responsible Agencies will be completed
by LSA using the City's standard distribution list augmented by project - relevant agencies and project -
specific interested parties. The Draft EIR will consist of two volumes, with the Draft EIR constituting
Volume I and Technical Appendices constituting Volume II. Distribution of the technical studies
(Volume II) will be provided on disk.
Task 5: Final EIR
The Final EIR will consist of three volumes (the Draft EIR, Technical Appendices, and Responses to
Comments). The Comment letters and Responses to Comments, described below, will be bound in a
third, separate volume.
Response to Comments; Proposed Final EIR. During the public review period, LSA will prepare
responses to comments on the Draft EIR. LSA will work with the City to determine responsibilities
for preparing the responses, assigning policy and informational comments to City staff. Once the
comments have been reviewed and prior to preparing the responses, LSA will present a strategy for
the response document and will discuss that strategy with the City. The strategy will address the
following types of issues: whether comments will be responded to individually or grouped by topic
and subtopic (i.e., preparation of general responses, when appropriate); a tracking system for cross -
referencing and ensuring that all comments are answered; and the approach to answering comments
on issues that may be more philosophical than technical (such as the project objectives).
LSA's objectives for the response to comments are: (1) to be aggressive in assigning responsibilities
to technical or legal members of the team in order to maintain the schedule and minimize later
revisions; (2) to prepare a document that is well- organized and usable by all parties, including the
public; and (3) to thoroughly respond to all comments. Although the focus of the responses will be
those comments that are truly subject to CEQA review, LSA will also endeavor to answer all
questions in an informative manner.
Providing a budget estimate for responding to comments on the Draft EIR is extremely difficult
because it is impossible to predict the volume and nature of the comments. This proposal lists the
tasks that LSA will complete and specifies that a moderate volume of comments will be received,
necessitating 200 hours of LSA professional staff time. These conditions are the basis for the budget
estimate. They are based on knowledge of the project and projections of the volume and nature of the
comments received. Should circumstances change, a contract adjustment would be in order.
Significant new analysis is not included in this task.
Following City review of responses to comments, LSA will prepare a F inal EIR (Volume III), which
will consist of (1) comment letters and responses thereto; and (2) modifications to the Draft EIR
document that may be needed (to be accomplished through preparation of an errata document, if
deemed necessary by the City). Revisions to the Draft EIR to incorporate errata and address responses
to comments beyond that which is specified above are not included in this scope of work. Minor
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 2009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE 11 ENVIRONMENTAL IMPACT REPORT
revisions /corrections to the Draft EIR will be made within the responses themselves or will be
incorporated by LSA into an errata section of the Final EIR
Mitigation Monitoring and Reporting Program. Following preparation of the Final EIR, LSA will
prepare a Final MMRP that will reflect any changes to mitigation measures made during the response
to comments process. As previously stated, the MMRP is intended to ensure that required mitigation
measures are implemented during project construction and operation to reduce potentially significant
environmental impacts. The MMRP will contain an inventory of mitigation measures, timing for
implementation (e.g., prior to issuance of grading permits), the responsible staff or agency assigned to
monitor the condition, and a compliance statement. The Final MMRP will be provided to the City for
attachment to the City's resolutions certifying the EIR.
Task 6: Optional Task — Resolution, Findings, and Statement of Overriding Considerations
LSA will prepare certification documents for the City Council. In addition to the Final EIR,
certification documents include: (1) City Council Resolutions, including the MMRP; (2) Findings of
Fact; and (3) Statement of Overriding Considerations (if necessary) for any identified significant
unavoidable adverse impacts.
Task 7: Geographic Information System (GIS) Viewshed Analysis
LSA will prepare a viewshed analysis to determine whether the proposed project may be visible from
distant public vantage points. The viewshed analysis will use existing ground topography and
proposed project plans to assist the City in determining necessary locations for visual simulations (to
be prepared by VisionScape). The viewshed analysis will focus on ground topography and will not
include analysis of other structures, trees, and other aboveground obstructions. The viewshed analysis
will provide analysis of up to seven public vantage points that may include Harbor View Nature Park,
Irvine Terrance Park, Old School Park, Jasmine View Park, and Sea Lane Drive. Before commencing
the viewshed analysis, LSA will submit a list proposed vantage points for the City to review and
approve. The viewshed analysis will be use existing 10 -meter United States Geological Survey
Digital Elevation Model (USGS DEM) data or City- provided contours for the analysis. Intramap 5-
foot contour data is available for the project area and can be purchased (outside of this scope) if
additional accuracy and resolution is needed by the City for the viewshed analysis.
Task 8: Visual Simulations
The production of legally defensible visual simulations is rooted in a systematic and scientific
approach, resulting in finished images that leave no room for skewed interpretations. The objectivity
of the methodology is what makes VisionScape Visual Simulations such a powerful and precise
decision - making tool.
Following the data- gathering phase, the City and the environmental team will make a determination
as to which points on the site plan are to be designated as camera locations. VisionScape will then
coordinate the engineered site photography and site visits. This includes identification of reference
points, global positioning system (GPS) technology, and specific fields of vision for each view. In the
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE II: ENVIRONMENTAL IMPACT REPORT
meantime, the LSA team will develop an exact computer model of the proposed development
whereby each computer model camera is set to match the on -site photography. Please note that when
creating visual simulations, VisionScape will utilize digital photography and the latest in GPS
technology to ensure the accuracy of the final image.
Utilizing the site plans and technical drawing files, VisionScape will digitize all of the base data and
view locations for the extrusion of an original 3D wire -frame model of each station. VisionScape will
then generate a series of accurate 3D computer models illustrating the proposed elevations and natural
and finished grades, which include the modeling of existing and surrounding contextual elements
such as streets, terrain, pads, and adjacent buildings to be used as reference. Based on the technical
drawings provided, VisionScape will then apply realistic materials, maps, and textures. Visual effects
such as lighting, shadows, contours, and landscaping allow VisionScape models to replicate the
appearance of the actual development following construction.
The next phase of the process is assembly, during which camera match technology is utilized to insert
the modeling into the photographs taken from the site visits. Pads are used to situate the structures to
the accurate positions and the sum is rendered. In this rendering process, a computer model camera is
aligned with the on -site photography to depict the project setting within the view. Lastly, the digital
imaging and landscape concept are applied, and final artistic touches are made to ensure that the
accuracy, as well as the look and feel, is consistent with the vision of the project. Once the production
is finalized, VisionScape is able to provide the visual simulations in a variety of media types,
including digital images, prints, and/or PowerPoint presentations.
VisionScape will create 9 photo - realistic still image renderings that will provide highly accurate
"Before and After" simulations of the proposed project. VisionScape will coordinate with LSA's GIS
Team and the City to determine the most appropriate locations for each vantage point. Before
commencing the viewshed analysis, VisionScape will submit a list of proposed vantage points for the
City to review and approve.
Task 9. Project Management and Attendance at Meetings
This task represents an active project management role and includes attendance at various project
meetings and coordination with agencies and interested parties. The project management role
provides a mechanism to ensure that there is adequate exchange of information during project start-up
and preparation of the Draft EIR. This task includes notifying the client of problems as they are
encountered and working expeditiously to resolve problems. Important elements of this task will be to
maintain the project schedule, oversee the budget, and coordinate efforts with other consultants.
To facilitate dissemination of information, LSA's Project Manager and/or CEQA Task Manager will
maintain ongoing verbal and e-mail communication with the City staff.
The following is a preliminary estimate of the breakdown of LSA's attendance at progress and public
meetings during the EIR process as described in Tasks 1 -8 above. The budget anticipates attendance
by one or two LSA staff persons at the meetings, depending upon the issues to be discussed. During
the environmental documentation process, LSA will monitor the number of meetings actually
attended to determine compliance with this estimate. Any additional meetings beyond the 10
identified below will be attended with City approval.
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE II: ENVIRONMENTAL IMPACT REPORT
Meeting Type
Number
Project/Progress Conference Calls
8
Administrative Draft EIR Workshops
1
City Council Meeting
I
Total
10
3.0 BUDGET SPECIFICATIONS AND REIMBURSABLE COSTS
Direct costs (including subconsultants and outside vendors) are to be reimbursed at cost plus
10 percent, unless other arrangements are made in advance, and are not included in the hourly fee for
professional services. Attachment B provides a list of LSA's current fee schedule for direct costs.
Printing costs are difficult to quantify, since the size and composition (i.e., graphics size and
medium) are uncertain at this time. Reproduction of technical reports generally costs approximately
5854115 per report, but again, LSA stresses that the cost of reproducing a document is not known
until the document is complete. Reimbursable expenses also include mileage for team and public
meetings. A summary of LSA work products and the number of copies of documents used to estimate
printing costs are provided below:
Administrative Draft EIR
10 copies in 3 -ring binders (Volume I); 1 PDF
Revised Administrative Draft
5 copies with changes tracked in 3 -ring binders
(Volume 1); 1 PDF
Preprint Draft EIR
2 bound copies (Volume I); 1 PDF
Draft EIR
60 bound copies of Draft EIR (Volume I); 60
CDs (Volume II); 6 bound copies (Volume II)
Executive Summary
15 Executive Summaries; 15 CDs of both
Volumes I and II (for State Clearinghouse) in
PDF
Notice of Completion
1 copy; 1 PDF
Draft Response to Comments
4 bound copies; 1 PDF
Proposed Final EIR
4 bound copies for City review; I PDF
Notice of Determination
LSA will prepare and file with County Clerk
Final EIR
40 bound copies for distribution and /or City
use; PDF of Final EIR
Fee Estimate
LSA presents the most cost - effective means for providing professional review services according to
the scope of work, while maintaining the highest quality of work. LSA will manage the cost of the
project on a task -by task basis. In the event that additional work is required either because of
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LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
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PHASE IL ENVIRONMENTAL IMPACT REPORT
expansion of the scope of work requested by the City or delays caused by others, LSA will
communicate the situation to the City immediately.
A fee estimate by project task is provided below. The City can elect to include the optional task item
in the final scope and budget or determine that it is not necessary. Fees are charged on an hourly
basis. These fee estimates are based on past experience with the level of work needed to complete the
CEQA process. LSA will aggressively identify strategies for reducing the overall work effort while
maintaining the City's objectives and the legal adequacy of the work products.
Table A: LSA Fee Estimate by Task
Task Description
Cost by Task
1. Project Description
$19,965
2. Administrative Draft EIR
$90,110
3. Revised Administrative Draft EIR
$14,510
4. Pre -Print Draft EIR/Draft EIR
$4,010
5. Final EIR
$39,545
6 Findings and Certification Documents (Optional Task
$9,680
7. Viewshed Analysis
$4,395
8. Visual Simulations
$33,000
9. Project Mana ement
$12,515
Reimbursables
$22,775
Total without Optional Task
$240,825
Total with Optional Task
$250,505
Should any significant changes to the scope of the EIR be required, a budget adjustment may be
necessary. LSA is willing to negotiate this fee and reduce costs based on mutually agreeable scope of
work specifications.
Please be advised that the overall budget for this proposal is an estimate based on information known
about the site and the relevant project issues at this time. LSA does not support the business practice
of "padding" proposals. However, LSA's recent experience with controversial projects has resulted in
requests for budget augments for matters that were not anticipated during the preparation of the scope
or were unforeseen when the contract was executed or even after the work was underway. Included in
this category would be additional project meetings, additional community meetings, extreme
community opposition (resulting in the City's requests for additional analysis or studies), project
changes resulting in reworking of the document and/or the technical studies, multiple attorney
comments necessitating major revisions (additional or revised Administrative Drafts), and comments
received on the draft document that take more time for a response than what was specified in the
contract. If any such matters arise during the course of this agreement, LSA will advise the City at the
earliest opportunity and provide a written request to authorize additional work. Such work would not
commence without prior authorization.
LAPROPOSAL 1625AI -City ofllmport Beach City Hall EIR1Tnk InScope or Work Task 2.doc u03/3l/09S
LSA ASSOCIATES. INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY
PHASE ❑: ENVIRONMENTAL IMPACT REPORT
ATTACHMENT A
STANDARD BILLING RATES
LAPROPOSA LZZZ1625A I -City of NewpoR Beach City Hall ElMask IRSwpe of Work Task 2.doc 431311090
17
LSA ASSOCIATES, INC.
HOURLY BILLING RATES EFFECTIVE AUGUST 2008
Job Classitiralion
Hourly Rate
Planning
Environmental
Transportation
Air/Noise
Cultural Resources
BiOlOzV
GIS
Range"
Principal
Principal
Principal
Principal
Principal
Principal
$140 -275
Associate
Associate
Associate
Associate
Associate
Associate
$100 -190
anner
Senior Environmenta l
Senior Transportation
Senior Air Quality/
Senior Cultural
Senior Biologist/Botanist/
Senior GIS
$85 -170
Planner
Planoer/Engineer
Noise Specialist
Resources Manager
Wildlife Biologist/
Specialist
rAssociate
Ecologist/Soil Scientist/
He emlo ist/Arborist
Environmental Planner
Transportation
Air Quality/Notse
Cultural Resources
Biologist/Botanist/Wildlife
GIS Specialist
$70 -100
Planner/Engineer
Specialist
Manager
Biologist/Ecologist/Soil
Scientist/HerpetologisV
Arborist
Assistant Planner
Assistant
Assistant Transportation
Air Quality/Noise
Culmral Resouces
Assistant Biologist/
Assistant GIS
$50 -100
Environmental Planner
PlannerBngineer
Analyst
Analyst
BotarrisUWildlife Biologist/
Specialist
EcologisVSoil Scientist/
Her emlo isVArborist
Field
Services
Senior Field Crew/Field Crew
$50-85
Office
Services
Research Assistant /technician
$30-40
Graphics
$80 -105
Office Assistant
$55-80
Word Process in ethnical Edam
$70-95
The hourly rate for work involving actual expenses in court, giving depositions or similar expert testimony, wit[ be billed at $400 per hour regardless ofjob
classifications.
L: \CORPkontract.doc «03/09/09»
A -1
LSA ASSOCIATES. INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 2009 NEWPORT REACH CITY HALL MASTER PLANNED FACILITY
PHASE 1: PREPARATION OF TECHNICAL REPORTS AND THE ISINOP
ATTACHMENT B
LSA IN -HOUSE DIRECT (REIMBURSABLE) EXPENSES
UWCOPOSAL=1625A I -City OfNewpon Beach City Hall EIR \Task IRScope of Work Task 2.doc 031311090
LSA ASSOCIATES, INC.
LSA IN -HOUSE DIRECT EXPENSES
L1CORP\co.I.t doc a03109/09u
Unit Cost
Reproduction
$0.10 per page
Color Reproduction
8.5 x l l
$1.00 per page
Color Reproduction
I l x 17
$2.50 per page
CD Production
$5.00 per CD
Plotting
$5.00 per linear ft.
Milea a
Road
$0.55 per mile
Mileage
Off -Road
$0.70 per mile
GPS Unit
$0.00 er da
Sound Meter
$75.0 0 per da
Aerial Photos
$20].00 per hoto
L1CORP\co.I.t doc a03109/09u
LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES
MARCH 3009 NEWPORT REACH CITY HALL MASTER PLANNED FACILITY
PHASE II: ENVIRONMRNTAL IMPACT REPORT
ATTACHMENT C
SCHEDULE
L ;\PR0P0SAL \ZZZ1625AI -City of Newpott Beach City Hall EIR \Task 11\Scope of Work Task 2.dao «03/31/09*
m: �
Pointe SIR Schedule
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11114190
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