RPVCCA_SR_2011_05_03_03_Contract_Amd_Point_ViewCrrvOF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR &CITY C UNCIL MEMBERS
JOEL ROJAS,COMMUNI VELOPMENT DIRECTOR
MAY 3,2011
CONTRACT AMENDMENT FOR THE ENVIRONMENTAL
REVIEW OF THE PROPOSED POINT VIEW
AGRICULTURE,GOLF COURSE AND EVENT GARDEN
MASTER PLAN PROJECT
REVIEWED:CAROLYN LEHR,CITY MANAGER
Project Manager:Eduardo Schonborn,AICP.Senior Plann$
RECOMMENDATION
Authorize the Mayor and the City Clerk to sign an amendment to the professional services
agreement with PCR Services Corporation for an additional amount not to exceed
$10,930.00 to complete the environmental review of the Point View Agriculture and Golf
Course Master Plan Project on property located at 6001 Palos Verdes Drive South (known
commonly as the Point View property),which will be paid for by the applicant (York Point
View Properties,LLC).
BACKGROUND
On January 18,2011,the City Council approved a contract with PCR Services Corporation
in the amount of $64,707.00 to prepare an environmental analysis of the Point View
Agriculture and Golf Course Master Plan project.Based on feedback from the City's Public
Works Staff,additional traffic impact analysis is needed that is beyond the scope of the
original contract.Therefore,a contract amendment for additional services in the amount of
$10,930 has been prepared for the City Council's approval.
DISCUSSION
The attached "Scope of Additional Services"(dated April 14,2011) prepared by PCR
requests $10,930 for additional traffic impact analysis for the Point View master plan
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Case No.ZON2010-00087
Amendment to Contract for Services -PCR
May 3,2011
project.As indicated in the attachment,the following additional services are warranted
based on input from the City's Public Works Staff:
•Extend the 24-hour machine counts period on South Palos Verdes Drive east of
Seacove Drive from one day to three days (Friday,Saturday and Sunday)
•Conduct new intersection turning movement counts for one additional study
intersection (Hawthorne Boulevard and Via Rivera)on a Friday afternoon from
4:00pm to 6:00pm,and on a Saturday midday from noon to 2:00pm
•Conduct traffic analysis for Existing Plus Project scenario (both Friday afternoon
peak hour and Saturday midday peak hour)
•Conduct project traffic impact analysis for one additional intersection (Hawthorne
Boulevard and Via Rivera)
Based on the results of the 24-hour machine counts over the Friday through Monday
period,Public Works Staff may also request additional traffic impact analysis and
documentation for a Sunday mid-day scenario.As a result,the proposed $10,930 increase
in contract cost accounts for this additional task should it be necessary.This request will
bring the total cost of the environmental analysis for the Point View master plan project to
$75,637.The total cost of this analysis will be borne by the applicant.
CONCLUSION
Staff recommends that the City Council authorize the Mayor and the City Clerk to sign an
amendment to the professional services agreement with PCR Services Corporation for an
additional amount not to exceed $10,930.00 to complete the environmental analysis for the
Point View Agriculture and Golf Course Master Plan Project.
Attachments:
•Amended Agreement for Environmental Consulting Services
•Addendum Proposal,dated April 14,2011
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First Amendment to Agreement between
the City of Rancho Palos Verdes
and PCR Services Corporation
This agreement is an amendment to the environmental consulting services
agreement between the City of Rancho Palos Verdes ("CITY")and PCR Services
Corporation ("CONSULTANT"),dated January 18,2011 ("Agreement").This amendment
to the Agreement is effective as of May 3,2011 and is being made to expand the scope of
services in order to conduct an additional traffic impact analyses for the Point View
Agriculture and Golf Course Master Plan Project.
Section 1.Section 1 of the Agreement is hereby amended to read as follows:
"Section 1.CONSULTANT's Services.Consultant shall perform
professional services by preparing Environmental Documentation for the
Point View Agriculture and Golf Course Master Plan,as set forth in the
"Scope of Work"in the CONSULTANTS proposal dated as received on
December 3,2010 and attached hereto as Exhibit 'A'and incorporated
herein by this reference.Consultant shall also perform the additional
professional services related to traffic impacts for the Point View Agriculture
and Golf Course Master Plan project that are specified in the "Scope of
Additional Services"dated April 14,2011,which is attached hereto as Exhibit
'B'and incorporated herein by this reference.These services shall include
but not be limited to the following:
(a)CONSULTANT,shall prepare,under consultation with the
CITY,the following for the proposed project;(1)data collection and project
description,(2)Draft Initial Study (IS)/Mitigated Negative Declaration (MND)
and Supporting Documentation (3)Revise IS/MND and Circulate Draft
IS/MND,(4)a Response to Comments on the Draft IS/MND,(5)a Final
IS/MND,(6)a Mitigation Monitoring and Reporting Program,and (7)a Notice
of Determination as specified in Pages 6 though 15,inclusive,of Exhibit "A'.
The IS/MND shall be prepared in compliance with the "Scope of
Services"attached as Pages 6 though 15,inclusive,of Exhibit 'A'and shall
contain all items and Notices required by CEQA (as amended),the State
Guidelines,and CITY'S Local CEQA Guidelines.
(b)When requested,CONSULTANT shall attend and participate in
meetings with CITY staff as well as Public Hearings,which are necessary for
the preparation and completion of the environmental documentation.Any
meeting for which CONSULTANT is requested to attend by CITY beyond the
number of meetings identified in the "Scope of Services",CONSULTANT
shall be compensated on a time and materials basis at the rates set forth in
the "Attachment -Key Personnel &Rate Sheet"contained in Exhibit 'A',
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which is attached hereto and incorporated herein by reference.
(c)CONSULTANT shall supply CITY with the deliverables
described in the "Scope of Services"attached as Exhibit lA',including the
following documents for the proposed project:
(1)Administrative Draft Initial Study/Mitigated Negative
Declaration (IS/MND)
(2)Final Initial Study/Mitigated Negative Declaration
(IS/MND)
(3)Draft and Final Responses to Comments
(4)Mitigation Monitoring and Reporting Program
(5)Notice of Determination
(6)Computer files for all documentation,with processing
documents in a format useable for the City's Website.
(d)All reports,information,data and exhibits prepared or
assembled by CONSULTANT or any subconsultants in connection with the
performance of its services pursuant to this Agreement are confidential until
released by CITY to the public,and CONSULTANT agrees that they shall not
be made available to any individual or organization without prior written
consent of the CITY prior to such release.All such reports,information,data
and exhibits shall be delivered to CITY upon demand without additional cost
or expense to CITY.All charts,tables,figures,and maps,which are
prepared with computer-based mapping or spreadsheet programs,shall be
provided to CITY in their original formats.
(e)CONSULTANT shall respond to those comments raised by
CITY staffs review of the documents in order to facilitate completion thereof.
Consultant shall also respond to all comments from the public,responsible
agencies,and/or other interested parties regarding the IS/MND.Letters
identifying the response shall be sent to each commenting party.
(f)This agreement and the scope of work to be performed by
CONSULTANT may only be amended in a written document executed by
both of the parties to this agreement."
Section 2.Section 3 of the Agreement is hereby amended to read as follows:
"Section 3.Compensation.CITY agrees to compensate
CONSULTANT in full satisfaction for the services described in Exhibit lA'a
fixed fee not to exceed sixty-four thousand,seven hundred and seven dollars
($64,707)and a fixed fee not to exceed ten thousand,nine hundred and
thirty dollars ($10,930)forthe additional environmental analysis for the Point
View Agriculture and Golf Course Master Plan project described in Exhibit
'B,'including the optional task,for a grand total of seventy-five thousand,six
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hundred and thirty-seven dollars ($75,637),which includes all labor and
subconsultant costs,as described in Exhibits 'A'and 'B'and all expenses for
printing,word processing,delivery,fax,phones,mileage,etc.Prior to
printing of any documents,CONSULTANT shall verify with CITY the total
number of documents to reproduce.
Not included in this fixed fee are expenses incurred for attending
meetings beyond those specified in Section 1(b)of this contract;analysis of
key issues in addition to those identified within the attached "Scope of Work",
changes in the project description,plans,or scope of work requiring
additional work;and printing additional copies of any document beyond the
number of copies specified in Page 2 of Exhibit 'A'.
The actual costs of CONSULTANT'S services and expenses shall be
itemized on the Invoice form,and CITY shall pay CONSULTANT for said
undisputed services and expenses.Payments shall be made based upon
Consultant's monthly invoices up to the maximum amounts set forth in the
following schedule:
Data Collection/Preparation of Project Description $4,400.00 +expenses
Draft IS/MND and Supporting Documents $54,437.00 +expenses
(Technical Studies)/Workshop
Revisions to IS/MND and Public Circulation
Response to Comments/MMRP
Receipt of Notice of Determination
$57,437.00 +expenses
$65,437.00 (including all expenses)
Release of 5%Retention and final
invoice
Any work approved pursuant to Section 1(f)of this agreement shall be
included in the appropriate segment of the foregoing schedule,as
determined by the City,and the maximum billing amounts shall be adjusted
accordingly.
1The maximum amount of each payment serves as a cap on the payments for work performed
pursuant to Exhibit 'A'until the correlated benchmark item is completed to the satisfaction of City Staff.
Therefore completion of one benchmark item allows for billing up to the maximum identified for the following
benchmark item.All amounts of payments shall be less the 5%retention,unless sixty (60)consecutive days
of delays occur as the result of event(s),which the CITY determines were beyond CONSULTANT'S control.In
such case,CITY shall release to CONSULTANT the full amount of the payment for the benchmark item(s)that
have been completed to the satisfaction of City Staff.
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Five percent (5%)of each bill submitted by CONSULTANT shall be
held by CITY in a retention account.The retained funds will be released to
CONSULTANT when the environmental documentation project is
successfully completed by the submittal ofthe final Notice of Determination.
If CONSULTANT is requested by CITY to revise or supplement the
environmental documentation with additional data,information or analysis
solely as a result of the CONSULTANT'S failure to comply with the
requirements of CEQA,or the State or local CEQA Guidelines (hereafter
referred to collectively as "CEQA"),CONSULTANT shall provide such
revision or supplement at no additional cost to the CITY.For purposes of
this Section,CONSULTANT'S "failure to comply"shall be based upon a
written communication from CITY to CONSULTANT advising CONSULTANT
of the particular items of CONSULTANT'S work that do not comply with the
provisions of CEQA,and which shall not be based on unwritten
interpretations of CEQA that were not delivered to CONSULTANT upon
commencement of this Agreement.
If changes to existing laws,rules,regulations or policies of any state,
federal or local governmental authority having jurisdiction over the project
occur,new,unforeseen issues arise,or comments on the documents are
received from attorneys other than the City Attorney during or following the
circulation of the draft environmental document,during the term of this
Agreement that require modification of the environmental documentation,
.CONSULTANT will perform such additional services on a time-and-materials
basis,at the rates set forth within Attachment of Exhibit "A'.
The CITY and CONSULTANT hereby acknowledge and agree that the
terms of CONSULTANT'S compensation are not dependent upon the CITY'S
final action on these Projects."
Section 3.Except as expressly amended by this amendment to the
Agreement,all of the other provisions of the Agreement shall remain in full force and
effect as written in the Agreement.
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
CITY OF RANCHO PALOS VERDES
("CITY")
By:_
Mayor
ATTEST:
By:_
City Clerk
PCR SERVICES CORPORATION
("CONSULTANT")
Signature:_
Printed Name:_
Title:_
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R6876-0001 \1349792v2.doc
Exhibit 'B':Scope of Additional Services
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April J4,2011
SCOPE OF ADDITIONAL SERVICES
TRAFFIC STUDY FOR THE
POINT VIEW MASTER PLAN PROJECT
RANCHO PALOS VERDES,CALIFORNIA
SCOPE OF ADDITIONAL SERVICES
Per the request from the City of Rancho Palos Verdes staff,the following are additional services beyond the
original scope and budget necessary to support the environmental clearance for the proposed Point View
Master Plan project:
Mandatory Tasks
•Extend the 24-hour machine counts period on South Palos Verdes Drive east of Seacove Drive
from one day to three days (Friday,Saturday and Sunday)1
•Conduct new intersection turning movement counts for one additional study intersection (
Hawthorne Boulevard and Via Rivera)on a Friday afternoon from 4:00PM to 6:00PM and on a
Saturday midday from Noon to 2:00PM
•Conduct traffic analysis for Existing Plus Project scenario (both Friday afternoon peak hour and
Saturday midday peak hour)
•Conduct project traffic impact analysis for one additional intersection (Hawthorne Boulevard and
Via Rivera)
Optional Task (Sunday mid-day analysis)
Based on the results of the 24-hour machine counts over the Friday through Monday period,the City may
also request traffic impact analysis and documentation for a Sunday mid-day scenario.
The optional task will require additional intersection traffic turning movement counts at the following study
intersections for a 2-hour Sunday midday peak period:
•Palos Verdes Dr West &Hawthorne BINia Vicente
•Palos Verdes Dr South &Palos Verdes Dr East
•Hawthorne BI &Via Rivera
•The U-turn movement at the unsignalized T -intersection of Wayfarers Chapel driveway &Palos
Verdes Drive South
•The U-turn movement at the unsignalized intersection of Seacove Drive and Palos Verdes Drive
South
BUDGET
The estimated cost to complete the scope for the mandatory tasks contained in this amendment is
$6,930,including $4,830 for additional labor cost and $1,400 for additional traffic count data collection.
This will increase the previously approved contract amount of $10,870 to $17,800.
In addition,the estimated cost to conduct the optional task (Sunday mid-day analysis)is $4,000,including
$3,300 for additional labor cost and $700 for additional traffic count data collection for a Sunday midday
2-hour period.
1 Fehr &Peers have reviewed the event schedules at the Wayfarer Chapel and for the local school districts in April.
The earliest date the new traffic count data can be collected would be on Friday,April 29,2011.
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ATTACHMENT A
FEHR &PEERS COST ESTIMATE
TRAFFIC STUDY FOR THE
POINT VIEW MASTER PLAN PROJECT
4/14/2011
Project Manager Project Engineer
(Sr.Associate)(Senior Engineer)GraphiclAdminl
EMPLOYEE Netai Basu Jill Liu Technician TOTAL TOTAL
HOURLY RATE'$195 $150 $120 HOURS COSTS
Task 1 Project Initiation and Coordination 2 4 2 8 $1,230
Task 2 Site Reconnaissance &Data Collection 4 4 $600
Task 3 Existing Conditions 12 12 $1,800
Task 4 Future Traffic Conditions 22 22 $3,300
Task 5 Traffic Impact Assessment &Mitigation Measures 4 20 24 $3,780
Task 6 Internal Circulation &Site Access Analysis"2 6 8 $1,290
Task 7 Documentation 2 12 8 22 $3,150
TOTAL HOURS 10 80 10 109 --
LABOR COSTS $1,950 $12,000 $1,200 -$15,150
OTHER DIRECT COSTS:
New Traffic Counts'"$1,850
Travel &Mileage $100
TOTAL TRAFFIC STUDY COST WITH MANDATORY TASKS $17,800
PREVIOUSL YAPPROVED CONTRACT AMOUNT
Labor Costs $10,320
Other Direct Costs (Counts,Travel &Mileage)$550
Subtotal $10,870
PROPOSED CONTRACT AMENDMENT FOR MANDATORY TASKS
Labor Costs $4,830
Other Direct Costs (Counts,Travel &Mileage)$1,400
Subtotal for Proposed Amendment 1$6,930 I
PROPOSED CONTRACT AMENDMENT FOR OPTAIONAL TASKS:
Sunday midday traffic analysis 2 18 2 22 $3,300
New traffic count for a Sunday midday period $700
$4,000
Please note:rates above are for bUdget estimate purposes only;actual individual billing rates may vary within the ranges shown on the atiached Hourly Billing Rates sheet.
To address the residenfs concern for a potential "runaway"vehicle from the project driveway,we will conduct a quicl<review of the applicanfs recent project site plan and provide our recommendations for the physical/operational
measures that can be incorporated into the future project driveway intersection design (curb radii,median,etc)as appropriate.
The scope of work assumes that new traffint data would be collected at three intersections (Palos Verdes Dr West &Hawthorne BlNia Vicente,Palos Verdes Dr South &Palos Verdes Dr East,Hawthorne BI &Via Rivera),the V-tum
movements at the unsignalized T-intersection of Wayfarers Chapel driveway/Palos Verdes Drive South and at the unsignalized intersection of Seacove Drive and Palos Verdes Drive South,and one street segment (Palos Verdes Drive
South east of Seacove Drive).The intersection turning movement count would cover a 2-hour PM peak period on a typical weekday and a 2-hour Saturday midday peak period.The segment count data will cover a three-<lay period (Friday,
Saturday,Sunday).
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