2020-09-01 City Council Meeting Agenda Item 08 - SWCA Contract Amendment

City Council Agenda Report From: Warren Frace, Community Development Director Subject: SWCA Contract Amendment 5 – Housing Element Implementation Contract Planning Services Date: Septemb

City Council Agenda Report From: Warren Frace, Community Development Director

Subject: SWCA Contract Amendment 5 – Housing Element Implementation Contract Planning

Services Date: September 1, 2020

Facts

1 Since late 2018 the Community Development Department has been processing four major long-range planning projects and Environmental Impact Reports (EIR):

• Beechwood Specific Plan/EIR

• Olsen- South Chandler Specific Plan/EIR

• The Gateway Annexation/EIR

• General Plan Housing Element Update

2 In order to process these major projects along with existing planning entitlements, in a timely manner,

it was necessary to retain a contract planning firm to assist staff

3 As required by City policy, the costs of planning entitlements are fully reimbursed by the project applicants Applicants for all three of the major specific plan projects have been billed for the costs of SWCA’s work

4 On January 15, 2019, the City Council award a $200,000 contract to SWCA Environmental

Consultants, a local firm located in San Luis Obispo, to provide contact planning services

5 Two separate contract scope changes (amendments 1 and 2) were approved by staff that did not increase the original $200,000 total contract

6 On November 5, 2019, the City Council approved a $17,957.82 contract amendment 3 to add the Homeless Navigation Center general plan amendment to SWCA’s scope The total contract was increased to $217,957.82

7 On May 19, 2020, the City Council approved a $41,250 contract amendment 4 complete the Gateway Annexation and Beechwood Specific Plan staff reports and EIRs The total contract was increased to

$259,207.82

8 SWCA’s performance has been excellent on the past 18 months with the following accomplishments:

• Olsen – South Chandler Specific Plan – City approvals completed

• Homeless Navigation Center general plan amendment – City approvals completed

• Gateway Annexation – City approvals complete – LAFCO annexation in process

• Beechwood Specific Plan and EIR – City Council hearing scheduled

9 The City is currently in the process of update the General Plan Housing Element by the end of the year In order to quickly complete the mitigated negative declaration and begin preparing the Zoning Ordinance implementation programs, additional staff support will be needed

10 SWCA has submitted an updated scope of work for $52,310 to provide the following services:

• Housing Element mitigated negative declaration

• Zoning Code update and public outreach process

• Accessory dwelling units code update

• Density Bonus code update

• Multi-family residential Objective Design Standards code section

• Permit Processing Software system coordination

11 The City has received three separate grants for Housing programs totaling $441,000 (SB-2, LEAP and REAP grants) A portion of these funds can be used to fully cover the SWCA’s scope of work that is not the responsibility of specific plan project applicants

Options

1 Take no action;

2 Authorize approval of a $52,310 contract amendment for SWCA Environmental Consultants for additional contract planning services;

3 Amend the above-listed action; or

4 Refer back to staff for additional analysis

Analysis and Conclusions

City staff is extremely satisfied with SWCA’s performance under the existing contract SWCA’s assistance has been instrumental in getting the Olsen – South Chandler Specific Plan, Gateway Annexation and Beechwood Specific Plan EIR’s completed and all the projects agendized for public hearings in the past 6-months

The hourly cost of SWCA’s work is consistent with that of in-house resources, when fully burdened costs, including salary, benefits, providing office space, and other overhead factors are considered In addition, having contract planning services gives the City flexibility, as the contract planner costs the City only when there is work to be performed

Attachments

1 Resolution 20-XXX, Authorizing a contract amendment with SWCA Environmental Consultants

a Exhibit A: 8/21/20 Scope Amendment Proposal

2 5/8/20 SWCA Contract with Amendments to-date

Attachment 1

RESOLUTION 20-XXX RESOLUTION OF THE CITY OF EL PASO DE ROBLES CITY COUNCIL

AUTHORIZING AN AMENDMENT TO THE CONSULTANT AGREEMENT

FOR PROFESSIONAL SERVICES TO SWCA ENVIRONMENTAL CONSULTANTS FOR CONTRACT PLANNING SERVICES for

HOUSING ELEMENT IMPLEMENTATION

(SWCA Contract Amendment 5) WHEREAS, since late 2018 the Community Development Department has been processing four major long-range planning projects and Environmental Impact Reports:

• Beechwood Specific Plan / EIR

• Olsen- South Chandler Specific Plan / EIR

• The Gateway Annexation / EIR

• General Plan Housing Element Update

WHEREAS, in order to process these major projects along with existing planning entitlements, in a timely manner, it was necessary hire a Contract Planning firm to assist staff

WHEREAS, as required by City policy, the cost of planning entitlements are fully reimbursed by the project applicants

WHEREAS, on January 18, 2019 the City Council award a $200,000 contract to SWCA Environmental Consultants, a local firm located in San Luis Obispo, to provide contact planning services

WHEREAS, two separate contract scope changes (amendments 1 and 2) were approved by staff that did not increase the original $200,000 total

WHEREAS, on November 5, 2019 the City Council approved a $17,957.82 contract amendment 3 to add the Homeless Navigation Center general plan amendment to SWCA’s scope The total contract was increased to 217,957.82

WHEREAS, on May 8, 2020 the City Council approved a $41,250 contract amendment 4 complete the Gateway Annexation and Beechwood Specific Plan staff reports and EIRs The total contract was increased

to 259,207.82

WHEREAS, SWCA’s performance has been excellent on the past 18 months with the following accomplishments:

• Olsen – South Chandler Specific Plan – City approvals completed

• Homeless Navigation Center general plan amendment – City approvals completed

• Gateway Annexation – City approvals complete – LAFCO annexation in process

• Beechwood Specific Plan and EIR – City Council hearing scheduled

WHEREAS, the City is currently in the process of update the General Plan Housing Element by the end of the year In order to quickly complete the mitigated negative declaration and begin preparing the Zoning Ordinance implementation programs, additional staff support will be needed

Attachment 1

WHEREAS, SWCA has submitted an updated scope of work for $52,310 to provide the following services:

• Housing Element mitigated negative declaration

• Zoning Code update and public outreach process

• Accessory dwelling units code update

• Density Bonus code update

• Multi-family residential Objective Design Standards code section

• Permit Processing Software system coordination

WHEREAS, the City has received three (3) separate grants for Housing programs totaling $441,000 (SB-2, LEAP and REAP grants) A portion of these funds can be used to fully cover the SWCA’s scope of work WHEREAS, the City’s Purchasing Manual, under Section 6, provides that any contract for “professional services” over the amount of $20,000 must be authorized by City Council

NOW, THEREFORE, BE IT RESOLVED that the City Council of El Paso de Robles authorizes the City Manager to execute a $52,310 contract amendment with SWCA Environmental Consultants for contract planning services to expedite Housing Element implementation SWCA’s total contract will not exceed the amount of $311,517.82 consistent with Exhibit A, paid for by State housing grants

PASSED AND ADOPTED THIS 1st day of September 2020, by the following roll call vote:

MELISSA MARTIN, INTERIM CITY CLERK

Exhibit A – Contract Amendment 5 - Planning Services – SWCA Environmental Consultants

August 21, 2020

City of Paso Robles

Community Development Department

c/o Warren Frace, Director

1000 Spring Street

Paso Robles, California 93446-2599

Re: City of Paso Robles Planning Support and Project Management Services / SWCA No 53059 –

Housing Element Support Amendment

Dear Mr Frace:

SWCA Environmental Consultants (SWCA)appreciates the opportunity to submit a scope of work and cost

estimate to provide an Initial Study/Mitigated Negative Declaration (IS/MND) in compliance with the California

Environmental Quality Act (CEQA) and provide planning services for the City’s 2020 Housing Element Update

project

The cost to complete the proposed tasks, as described in the attached scope of work, is a cost not to exceed

(NTE) total of $52,310 Thank you for providing us with the opportunity to work with you Should you have any

questions, please contact me at (805) 786-2550 or brandi.cummings@swca.com

Sincerely,

Brandi Cummings

RECEIVED 8/21/20 City of Paso Robles Community Development

Dept.

Exhibit A

2020 Housing Element Update Support

Page | 2

SCOPE OF WORK

MITIGATED NEGATIVE DECLARATION & EARLY ACTION IMPLEMENTATION

MEASURES

We understand that the Housing Element is in the process of being updated and is expected to be adopted later

this year Phase 1 of our scope would include preparation of the CEQA determination, which will include an IS

Checklist, Mitigation Monitoring and Reporting Plan (MMRP), if necessary, and draft Notice of

Determination/Coversheet This scope of work includes one round of revisions based on City review and

comments We understand the City would like SWCA to be responsible for necessary noticing and public

circulation tasks, including delivery of the draft IS/MND to the State Clearinghouse Our proposed scope of work

also includes review of agency and public comments received by the City during public circulation of the IS/MND,

and preparation of written responses to the comments received for the City’s use, if necessary This scope of

work assumes the City will be responsible for initiating tribal consultation pursuant to AB 52 and SB 18

The draft Housing Element Update includes several program implementation measures that are required to be

implemented in conjunction with the Housing Element update adoption, or soon thereafter These early action

implementation measures generally are related to Zoning Ordinance and Land Use Element amendments and

include Program 6, 15, 16, 17, 18, and 20 SWCA will prepare the appropriate amendments to implement these

programs Staff report and hearing assistance will be provided as necessary

OTHER PROGRAMS

Phase 2 will include planning support for implementation of Programs 3, 5, 10, 11, 13, and 14 The bulk of this

support would be specific to housing related updates to the City’s Zoning Code, including the Accessory Dwelling

Ordinance, Density Bonus Ordinance, and Objective Design Standards Specific tasks are identified in Table 1

below

SCHEDULE

SWCA understands the City is seeking to complete the CEQA process and adopt the Housing Element update by the end of 2020 This assumes a Planning Commission hearing in November and a City Council hearing in

December To achieve this schedule, all public comments must be received by October 31, 2020 in order to

provide adequate time for response and finalization of the CEQA document Therefore, the IS/MND will need to

be circulated for public review no later than October 1, 2020 to allow for adequate time for mail delivery to the

State Clearinghouse An administrative draft IS/MND will be provided to the City by September 21, 2020, and all

comments on the draft by the City will need to be received by SWCA by September 25, 2020 Timing for the early action implementation measures will be with adoption of the Housing Element (estimated December 2020) Other programs will be based on a schedule as determined by the City and SWCA

COST ESTIMATE

Based on thoughtful consideration of the project requirements, and a thorough estimate of the attendant labor and direct costs, SWCA’s estimate for completion of the scope of work described above is a time-and-materials cost

not-to-exceed (NTE) of $52,310.00 SWCA will not proceed with any work in excess of the NTE budget without

prior authorization to proceed A cost breakdown by task is provided in Table 1 below

RECEIVED 8/21/20 City of Paso Robles Community Development

Dept.

Exhibit A

2020 Housing Element Update Support

Page | 1

TABLE 1 COST BY TASK

Housing Element Update CEQA

Documentation and Early Action

GP/Zoning Code Updates

$14,052.00 6th Cycle Housing Element IS/MND

Text amendments to the Zoning Ordinance and Land Use Element

Admin Draft 9/21/2020

Includes text amendments to Zoning Ordinance and Land Use Element related to Programs 6,

15, 16, 17, 18, and 20 Assumes two public hearings (4 hours each), staff report assistance, and coordination with City staff

Assumes SWCA will produce for Clearinghouse distribution

Zoning Code Update - Review/ Code

Analysis

$2,130.00 Issues/Options Report Application

states these will be implemented after housing element adoption

Actual grant money must

Outreach

hours each) Assumes City will produce any presentation

materials

Zoning Code Update - Updates to

Second Unit/ADU section

$5,680.00 Updates to Second Unit Ordinance

(Chapter 21.16D)

Assumes 40 hours of effort

Assumes all community outreach would be handled under “Zoning Code Update - Community Outreach” task

Zoning Code Update - Updates to

Objective Development Standards

$5,680.00 Updated Objective Design and

Development Standards

Assumes 40 hours of effort

Assumes all community outreach would be handled under “Zoning Code Update - Community Outreach” task

RECEIVED 8/21/20 City of Paso Robles Community Development

Dept.

Exhibit A

2020 Housing Element Update Support

Page | 2

TABLE 1 COST BY TASK

Zoning Code Update - Updates to

Density Bonus section

$5,680.00 Updates to Density Bonus Ordinance

(Chapter 21.16L)

Assumes 40 hours of effort

Assumes all community outreach would be handled under “Zoning Code Update - Community Outreach” task

Zoning Code Update – Miscellaneous

updates, reorganization, and cleanup

$10,000 Zoning Code reorganization and

clean-up

Various miscellaneous clean-up items and reorganization of the Zoning Code Specifics to be determined by City staff

Zoning Code Update - Final Code

Updates and Public Hearings

Permitting Process/Software

Optimization:

a Permitting Process Optimization

b Process Metric Improvements

c ADU Permit Process Improvements

d Bike-Ped Plan Implementation

a One-stop shop permit process

b Dashboard key process metrics

c Accelerated ADU production

d Increased bike/ped utilization

Application states it will be completed by 7/1/2021

Actual grant money must

be expended

by December

31, 2023

Includes coordination/input w/City staff Assumes City staff to implement May also include support for Program 5, 11, 12, and 14 (educational material development)

RECEIVED 8/21/20 City of Paso Robles Community Development

Dept.

Exhibit A

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

^, Exhibit A-1 (amendment 1) , Exhibit A-2 (amendment 2), Exhibit A-3 (amendment 3), and Exhibit A-4 (amendment 4)

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.

APPROVED

CONTRACT 01/23/19

City of Paso Robles Community Development Dept.