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HomeMy WebLinkAbout05 - Supplemental EIR for Hoag Hospital Master Plan Update ProjectCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. s August 23, 2005 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. RECOMMENDATION: 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 $74,181; and 2) Authorize City Manager to sign Agreement. 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 Certain sections of the Environmental Impact Report (EIR) prepared in 1992 for the existing Hoag Master Plan are applicable to the proposed Master Plan update. Other sections require updating and revision. As a result, a Supplemental EIR was determined to be the appropriate document for complying with requirements of the California Environmental Quality Act relative to the Master Plan revision. On March 8, 2005, the City Council approved a Professional Services Agreement with BonTerra Hoag Hospital EIR August 9, 2005 Page 2 Consulting of Costa Mesa in the amount of $280,360 for preparation of a Supplemental EIR. In the course of preparing the Supplemental EIR, BonTerra Consulting, City staff, and Hoag Hospital representatives agreed that additional analysis of potential noise impacts and a Health Risk Assessment associated with operation of additional generators at the electricity cogeneration facility were. required. A Scope of Work for the additional tasks necessary to complete the Supplemental EIR is included in the "Amendment to Professional Services Agreement" (Attached). As subconsultants to BonTerra Consulting, Mestre Greve Associates will be responsible for the additional noise analysis and Camp Dresser McKee will prepare the Health Risk Assessment. The Scope of Work includes BonTerra's costs for incorporating the subconsultants' analyses into the Supplemental EIR and for additional costs incurred in preparation of the Notice of Preparation of the Supplemental EIR. The additional tasks and associated costs are summarized as follows: Health Risk Assessment $69,785 Noise Analysis 3,200 Notice of Preparation 1,196 $74,181 Staff has reviewed the Scope of Work for additional tasks necessary to complete 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: Pa4jj�i& ILV� PATRICIA TEMPILE Planning Director DAVID LEPO 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 23th day of August, 2005, 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 is to terminate on the 30`h day of January, 2006. 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. 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 15`h day of May 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 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. 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 Fifty -Four Thousand Five Hundred Forty-One Dollars and no/100 ($354,541) 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) and the Amendment amount of Seventy -Four Thousand One Hundred Eighty -One and no /100 ($74,181) for services in accordance with this Amendment. 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, A Municipal Corporation By: Robin Clauson, City Attorney Homer Bludau, City Manager for the City of Newport Beach for the City of Newport Beach ATTEST: CONSULTANT: By: By: LaVonne Harkless, Kathleen Brady, Principal City Clerk for BonTerra Consulting Attachments: Exhibit A - Scope of Services Exhibit B - Schedule of Compensation Exhibit C- Billing Rates 2 EXHIBIT "A" SCOPE OF SERVICES Additional work effort is required in three technical areas: a health risk assessment, additional noise and air quality assessment, and the mitigation monitoring. Health Risk Assessment The NOP identifies that long -term air emissions would be associated with increased vehicular traffic and activities on the project site, including combustion of natural gas and generation of electricity. The first phase of the cogeneration facility is being constructed with three generators, providing 4.5 megawatts, as well as a boiler. The cogeneration facility design provides for a future expansion, which would include an additional three generators providing another 4.5 megawatts. These pieces of equipment would require Air Quality Management District (AQMD) permits. Based on discussion with the South Coast AQMD (SCAQMD) staff, a health risk assessment would be required prior to issuance of permits for this equipment. While the project is not requesting construction level approvals, it is a reasonably foreseeable action and should be included in the EIR analysis. The following scope of work would be completed by CDM; however, BonTerra Consulting requires an additional 32 hours of staff time for coordination with SCAQMD, and review and summarization of the technical report. BonTerra Consulting's cost for this effort would be $5,600.00. Task 1 — Review of Existing Documentation and Data Prior to developing the Air Toxics HRA Modeling Protocol, existing documentation and data will be reviewed. The type of information anticipated to be available for review would include existing SCAQMD permits for similar units at the hospital, the Draft EIR that this document supplements, topographical maps of the hospital and surroundings, available meteorological data, and surrounding area Land Use Plans. The costs associated with this task are $2,780. Task 2 — Prepare Air Toxics HRA Modeling Protocol The modeling protocol will define the methods and data that will be used in developing emission inventories, conducting air dispersion analyses, and evaluating health risks associated with on- site source operations and modifications. It is assumed that the models used will include the U.S. EPA ISCST3 dispersion model. One meeting with regulatory agencies (SCAQMD, at least) is included to obtain comments and agency buy -in to the modeling methodology. One iteration of the protocol is included to incorporate comments from the SCAQMD. The costs associated with this task are $4,170. Task 3 — Prepare Toxic Air Pollutant Emission Inventories Toxic pollutant emission inventories will be developed by applying speciation profiles for organics and particulate matter to the natural gas engine ROG emission inventories. The appropriate speciation profile for each source or source group will be defined in the modeling protocol developed under Task 2. The costs for this task are $6,820. Task 4 — Conduct Air Dispersion Modeling of Toxic Air Contaminants The emissions of toxic organic compounds will be analyzed using ISCST3, as described in the modeling protocol, to estimate annual average ground level concentrations. It is assumed that approximately up to five (5) toxic compounds will need to be analyzed. The receptors to be analyzed will include several on -site locations that represent occupational exposure points, and approximately 200 receptors located at the hospital boundary and beyond to assess impacts to residential, school child, off -site worker, and other sensitive receptor locations. No more than 220 receptors will be analyzed for this HRA. The costs for this task are $8,400. Task 5 — Conduct Human Health Risk Assessment The potential incremental chronic cancer risks and non - cancer hazards associated with two (2) future scenarios for the set of critical receptors determined from Task 5 (fenceline, maximum exposed individuals (MEI) on- and offsite, school children) will be estimated. Incremental risks and hazards reflect the increase or decrease of potential exposure of project and no project . scenarios relative to existing baseline. The HRA will be conducted following OEHHA guidance. Construction sources are not currently included in the scope of this HRA. The costs associated with this task are $15,020. Task 6 — Narrative Cumulative Impacts Assessment The potential effects of nearby projects that are reasonably foreseeable and expected to occur during the same time period as that analyzed for this Hoag Hospital project will be discussed. It is assumed that BonTerra will have previously identified those projects that are to be included in the cumulative impacts analysis, and that sufficient documentation exists for these other projects to identify their potential impacts to air quality and health risks without additional emissions or dispersion modeling analyses. The costs associated with this task are $5,080. Task 7 — Documentation The findings of the Air Toxic HRA will be reported in appropriate sections of the DSEIR. It is assumed that one preliminary draft of the sections will be submitted to BonTerra and hospital staff for review and comment, and the comments will be incorporated into final sections to be included in the DSEIR. Also, included is a collection of referenced documents (or portions thereof) for the Administrative Record. Documentation necessary to complete the Final EIR, Response to Comments, and /or Errata to the DSEIR are not included in the cost estimate. No other revisions of the DSEIR sections, except as described above, are included with this scope and cost estimate. The costs associated with this task are $15,885. Task 8 — Meetings and Hearings It is assumed that one (1) CDM representative will attend meetings, participate in conference calls, and attend one (1) public hearing. These meetings and associated preparation time are assumed to consume no more than 20 hours. It is anticipated that no more than four (4) meetings and four (4) conference calls will be needed. The costs for this task are $6,030. Noise Monitoring /Air Quality Assessment Based on the comments received on the NOP, additional noise readings and odor analysis are warranted to address the concerns of several members of the public regarding existing operations. Specifically, the concerns with associated with the operations on the hospital loading dock. While these would not be project impacts pursuant to the California Environmental Quality Act, it is recommended that these issues be evaluated in the noise technical report and incorporated into the SEIR as part of the existing conditions discussions. This would ensure that there is sufficient data available at the time of the public hearings on the project to address their concerns. The additional monitoring would be an augment to Mestre Greve Associates current scope of work. Given the additional complexities of the technical report, BonTerra Consulting is assuming an additional four hours of staff time for coordination and addressing the additional noise analysis. Task 1— Characterization The first step will be to provide a characterization of these operations in terms of when they occur, their duration, and their frequency. Further, we can perform an odor assessment for the pumping operations at the same time measurements are performed. At least one pumping event should be observed with noise measurements. Measurements of noise generated by the sterilizer and box crusher should be relatively easy to perform with the cooperation of the Hospital. Measurements of loading dock operations are more difficult due to the variability of activity. Likely, several measurements at different times of the day and night will be required. A more general characterization of the activity will require more and longer noise measurement periods. Assuming the pump measurements will need to occur on the weekend, and the loading dock activities will require approximately four hours of daytime, including one weekend, and approximately two hours of evening /nighttime measurements the approximate cost for assessing the noise impacts of these existing activities is $2,500. Mitigation Monitoring The scope of work assumed that one set of revisions would be required for the Notice of Preparation. The internal review process for the NOP was extended while the specifics of the project were negotiated by the City and Hoag Hospital. In addition, as part of that effort a review of all the existing mitigation measures was incorporated into the NOP. As a result, multiple versions of the document were prepared. The additional time spent on the NOP was allocated to the Mitigation Monitoring and Reporting Program (MMRP). To ensure sufficient funds for the ultimate preparation of the MMRP, an additional 7.9 hours of staff time is being budgeted for the MMRP task. HOAG HOSPITAL MASTER PLAN SUPPLEMENTAL ENVIRONMENTAL IMPACT REPORT SCHEDULE The coordination process on the project, specifically associated with the traffic analysis has taken longer than expected. As a result the overall project schedule has been extended. The following represents the current schedule for the project. TASK Previous Schedule Revised Schedule 7125105 Project Description and Approach Finalized 2/25/2005 2/25/2005 Scope of Work determined to be acceptable 3/1/2005 3/1/2005 Submittal of Draft NOP for City review 3/1/2005 3/1/2005 City provides comments on Draft NOP 3/8/2005 3/8/2005 Revisions to NOP made and resubmitted to the City 3/15/2005 3/15/2005 City approval of NOP for distribution 3/17/2005 4/13/2005 NOP distributed 30 -day comment period 3/18/2005 4/15/2005 Traffic modeling completed by Urban Crossroads 4/8/2005 July 22, 2005 Visual simulations provided by Hoag Hospital 4/8/2005 not necessary NOP 30 -day comment period ends 4/18/2005 5/18/2005 Traffic data provided to Mestre Greve Associates 8/23/2005 Traffic technical study submitted 5/20/2005 8/30/2005 City provides comments on the draft traffic report 6/3/2005 9/6/2005 Revise traffic report completed 6/17/2005 9/13/2005 Screencheck EIR (w /o HRA) with appendices submitted 6/30/2005 9/27/2005 Preliminary Draft of HRA submitted 10/11/2005 City provides comments on the SEIR 7/14/2005 10/11/2005 City provides comments on HRA 10/18/2005 Revised Screencheck EIR submitted to City 7/28/2005 11/1/2005 City provides comments on revised SEIR 8/2/2005 11/8/2005 Administrative Draft Supplemental EIR submitted 8/9/2005 11/14/2005 Approval to print SEIR 8/11/2005 11/15/2005 SEIR printed and distributed 8/15/2005 11/18/2005 Public Review period ends 9/29/2005 1/3/2006 Preliminary responses to comments submitted 10/18/2005 1/24/2006 City provides comments on responses 10/25/2005 1/31/2006 Draft Mitigation Monitoring and Findings submitted 10/25/2005 1/31/2006 Revised responses to comments submitted 10/31/2005 2/7/2006 Comments on MMP and Findings provided 10/31/2005 2/712006 Responses finalized 11/3/2005 2/13/2006 Planning Commission hearing Nov. 2005 late Feb. 2006 City Council Dec. 2005 March -06 EXHIBIT B SCHEDULE OF COMPENSTATION Health Risk Assessment CDM $64,185.00 BonTerra Consulting 5,600.00 HRA Total $69,785.00 Noise Analysis Mestre Greve Associates $ 2,500.00 BonTerra Consulting staff time 700.00 Noise Total $ 3,200.00 Mitigation Monitoring BonTerra Consulting staff time $ 1,196.00 TOTAL AMENDMENT REQUEST $74,181.00 EXHIBIT C BILLING RATES (HOURLY) The billing rates for BonTerra Consulting and Mestre Greve Associates have not changed from the original contract. CDM is being added to the contract. The following rates apply: CATEGORY RATE Staff Labor Per Hour Officer $200.00 Principal/Associate $175.00 - $190.00 Senior Professional $155.00 - $160.00 Professional)) $130.00 - $135.00 Professional) $110.00 - $115.00 Senior Designer $100.00 4110.00 Designer/Technician $85.00 - $90.00 Project Support $65.00- $70.00 Contract Administrator $85.00 - $90.00 Miscellaneous Expenses Auto Mileage Current IRS Rate Computer Time - AutoCAD $12.00 /Hour Reproduction — B &W $0.10 /Pa e Reproduction - Color $1.00 /Pa e Outside Services Cost +10% Materials & Other Expenses Cost +10%