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HomeMy WebLinkAbout10 - 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. 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 2 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; -- 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: M Leilani Brown, City Clerk Attachments: Exhibit A — Scope of Services CITY OF NEWPORT BEACH, A Municipal Corporation 0 Edward D. Selich Mayor CONSULTANT: 0 Title: President Print Name: Robert H. McCann Title: Chief Financial Officer Print Name: James Baum F: \LISERSIPLN \Shared\Professional services Agreements & Contracts\City Hall - LSA\Amendments\Amendment No 2.docx I 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 LAPROPOSAL=1625A1 -City of Newport Beath City Hall EIR \Task lAScope of Wotk Task 2.doc 03131109» EJ 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 L1PR0P0SAUZZZl625A I -City of Newport Beach City Hall EIMTask Il\Scope of Work Task 2.dw 43/31/09)) a 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) L:%PR0P0SAL \Z7Z1625Al -City of Newport Beach City Hall EIRMA IRScope of Work Task 2 -doc a03l3 V09u I 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. LAPROPOSALIZZ71625A1 -City of Newport Beach City Hall EIR \Task FRSoope of Work Task 2.,1=43/31/09. 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 111), 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 LAPROPOSALIZZZ1625AI -City ofNewpon Beach City Hall EIR\Task II\ScoPe of Work Task 2.doc a03l31l09n IZ, 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 LAPROPOSAL=1625A 1 -City ofNewpon Beach City Hall EIR \Task liscope of Work Task 2 doc 1,03!31/09» 2 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. L: \PR0P0SAL\ZZZ1625A 1 -City of Newport Beach City Hall EIR \Task [f\Swpe of Work Task 2.doc «03/31/09. 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 Il (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 L: \PROPOSAL \ZZZIQ5AI -City ofNmpon Beach City Hall 61R \Task lBScope of Work Task 2.doc R03 /31/09. P LSA ASSOCIATES, INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES MARCH 3009 NEWPORT BEACH CITY HALL MASTER PLANNED FACILITY 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 u03/3 V09x LSA ASSOCIATES. INC. PROPOSAL FOR ENVIRONMENTAL CONSULTANT SERVICES MARCH 3009 NEWPORT BRACH 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 BiOlOEV 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 FAssociate Ecologist/Soil Scientist/ He emlo ist/Arborist Environmental Planner Transportation Air Quality/Noise 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 LAPROPOSALV.7..Z1625A 1 -City OfNewpon Beach City Hall EIR \Task IRScope of Work Task 2.doc 431311M, q 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: ENVIRONMENTAL IMPACT REPORT ATTACHMENT C SCHEDULE LAPR0P0SAL \ZZZ1625AI -City of Newpott Beach City Hall EIR \Task IDScope of Work Task 2.dao «03/31/09* m: � Praised SIR Schedule 10 7 Task Name Dumform at." Finish 2000 .,. ' , �r M1aV Jun_JUl AuB......... 6eB .... I Nqv ...1..,.,.'ISSUance of NUfae of Pmparellon .......... . .......... ............_ _._ ..i_..... _.. 22 days. W1109 .. .....M ....� 4180 `00 2 .StaffApprovkk COnceplm150e Plan foruse in ElR 1do, W24,00 E000B C y Publle 9copinp Mee11n0 - -•• ••• ••• 1day, 422100. 4(QI90 !1 4 Adrard.1radiva Draft SIR - _ .._.. .. ..... .. fill days srz5N9 }24109', L .,. - _._. 5 ' CBy Review of of Administrative Drag EIR ]days' 7127 ,09 wev,n) *- e Revised Administrative, Draft SIR - -- - - -- 8del 819 ,09 Grlai 2 .:LtyR Viewofre .dAdminbt.t ODmREIR 4days 8117/O9 "Afka. 8 _. Prof Reunion - _ ......._ _. ........ ..... . 2days 8(21`09 ... 8124,09: �} .City ApOrovalo Obinbula Drag EIR -- 1deY BY15 `09 812509; L tli Reproductidn 3all 528100 828 ,0e' f0 Document ASSembry and 41 :Dblabulmn Dole - .. .__.. __. tdy. .... anvolf Mlon, I 12 v Public Reew Period Do,) 33tale 9 /1N0 10115,007 ......... A i 1J ? Pmpmton of Responses 6 Comments and Enalf• - - - -- ... 20 days, 106/09 (01]01091 14 w el Respses to Commands and Eaale" _ _ City Review n 0tleye 10MG100 _ 1ll4109. 15 Revised Responses to Comments and Enot.- 3days 11`0,00 11/9100 _h 10 -C'rly AppdoVdl to Distribute Proposed Final EIR•' lday 11/10 ,09 11/1 N00 I: rl 11 Document Assembly and Reproduction Iday 1 III 1 `0B 11 /t IMR 18 Aistdbutionof Proposed Final EIR( Responseloeommnla)(100eyspriorb Cdy CCUndl Meelln9) 1day 11112/00 11112`09: 8 19 - -city Council Meeting - i eayl 1tRU09 1124110{ e Task Pm9ress � Summary ^ Ewemal Tasks y.,, =ra, Deadline t- Proled:ElRSCdetlula .. .....................:� t Date: 3111109 Sold Whistlers .. PmJecI Summery Exlemel Milestone p prepare a Res as N Comments arc very e90msskre. Depending on IM number of cammanl afters and Idle complexity of ragWrad responses, additional time may Be vredanled Please note the dales provided for Non and review of lb ,mmksW m: �