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CITY COUNCIL AGENDA ITEM NO. 26

Meeting Date: November 13, 2007

Subject/Title: Adopt a Resolution Approving and Authorizing the City Manager or Designee to Execute a Professional Services Agreement with Raney Planning and Management, Inc. for the Preparation of the Initial Study/Mitigated Negative Declaration and Associated Environmental Studies for the Civic Center, in the Amount of $96,762, plus a 10% Contingency of $9,676.20, for a Total Amount of $106,438.20

Prepared by: Gail Leech, Management Analyst

Submitted by: Karen Chew, Assistant City Manager

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or designee to execute a Professional Services Agreement with Raney Planning and Management, Inc. for the preparation of the Initial Study/Mitigated Negative Declaration and associated environmental studies for the Civic Center, in the amount of $96,762, plus a 10% contingency of $9,676.20, for a total amount of $106,438.20.

PREVIOUS ACTION
On April 24, 2007, by Resolution No. 2007-89, City Council approved and authorized the City Manager to execute an agreement with LPA, Inc., for the architectural planning, design and related services of the New City Hall (CIP No. 337-31390), including the Civic Center Parking Facility and Civic Center Plaza in an amount not to exceed $2,922,218, plus 10% contingency of $292,221 for a total of $3,214,439.80.

On June 12, 2007, by Resolution No. 2007-126, City Council adopted the Negative Declaration and adopted the 2007/08 - 2011/12 Capital Improvement Program which includes the Civic Center CIP projects.

On August 14, 2007, by Resolution No. 2007-180, City Council approved and authorized the City Manager or designee to execute Amendment No. One to the Professional Services Agreement with LPA, Inc., in the amount of $1,306,368, plus a 10% contingency of $130,636.80 for a total of $1,437,004.80 to include the new Community Center.

On August 14, 2007, by Resolution No. 2007-190, the City Council 1) endorsed the Civic Center Master Site Plan Concept, Option 2, 2) directed staff to pursue basic LEED certification as a minimum on the Civic Center buildings and 3) amended the following Capital Improvement Projects to accelerate the project timelines and financing to allow for the construction of the Civic Center: City Park, Civic Center Plaza, the Library Relocation, New City Hall and the New Community Center.

BACKGROUND
Through staff planning sessions and community outreach meetings, the scope of the Civic Center project has been amended to accurately reflect the needs of the community and to lay the foundation for the future Civic Center. The new Civic Center Master Site Plan Concept includes building the following facilities concurrently: City Hall, Civic Center Plaza, Civic Center Parking Structure, City Park, a new Community Center and the temporary relocation of the library, Council Chambers and Parks and Recreation staff members.
The Civic Center project is not expected to have any significant and unavoidable environmental impacts. However, an Initial Study/Mitigated Negative Declaration is intended to serve the City as required by CEQA. Therefore, staff proposes to contract with Raney Planning and Management to prepare the Initial Study / Mitigated Negative Declaration and determine appropriate findings and mitigation measures.

Raney Management and Planning will use the standard City of Brentwood Initial Study environmental checklist format and will use the existing information for the project site.

The Initial Study/Mitigated Negative Declaration will address all the issues identified in the Environmental Checklist. Information used in the Initial Study / Mitigated Negative Declaration will be based on the current General Plan, General Plan EIR, draft Brentwood City Hall Initial Study/Negative Declaration, as well as the Brentwood Downtown Specific Plan and EIR to the extent possible. Technical reports for the Air Quality, Noise, Hazards and the Hazardous Materials, Traffic, Transportation and Circulation Sections will be obtained for the project. In addition, Raney Planning and Management will utilize the City Park Draft Tree Report, Stormwater Management Plan and the Downtown Historic Building Survey provided by the City.

Raney Planning and Management will prepare an administrative review copy of the Mitigation Monitoring Plan (MMP), using the environmental analysis. The administrative review MMP will incorporate existing monitoring mechanisms that are in place in order to assist the City in meeting the intent of CEQA. The MMP will specify mitigation measures, standards of success, parties responsible for implementing and monitoring, funding source(s), timing and provisions for remedial measures, if success standards are not met.

The Notice of Preparation scoping process will begin in November 2007 and the tentative schedule for completion of the environmental documents is April 2008.

FISCAL IMPACT
The fiscal impact for the environmental review of the Civic Center projects is $96,762, plus a 10% contingency of $9,676.20, for a total amount of $106,438.20. The specific breakdown per project is shown below. The funds associated with this work are included in the 2007/08-2011/12 Capital Improvement Program which includes the Civic Center CIP projects.

Civic Center Parking Facility (CIP Project #337-37196) - $11,708.20
Civic Center Plaza (CIP Project #337-37193) - $2,128.76
Library Relocation (CIP #337-37194) – $4,257.53
New City Hall (CIP Project #337-31390) - $55,347.86
New Community Center (CIP Project #337-37195) - $29,802.70
City Park (CIP #352-52406) - $3,193.15

Attachments:
Resolution
Raney Planning and Management, Inc. Professional Services Agreement
Exhibit A - Scope of Services
Exhibit B – Scope of Services – Traffic Only


RESOLUTION NO.

A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH RANEY PLANNING AND MANAGEMENT, INC. FOR THE PREPARATION OF THE INITIAL STUDY/MITIGATED NEGATIVE DECLARATION AND ASSOCIATED ENVIRONMENTAL STUDIES FOR THE CIVIC CENTER, IN THE AMOUNT OF $96,762, PLUS A 10% CONTINGENCY OF $9,676.20, FOR A TOTAL AMOUNT OF $106,438.20

WHEREAS, on April 24, 2007, by Resolution No. 2007-89, City Council approved and authorized the City Manager to execute an agreement with LPA, Inc., for the architectural planning, design and related services of the New City Hall (CIP No. 337-31390), including the Civic Center Parking Facility and Civic Center Plaza in an amount not to exceed $2,922,218, plus 10% contingency of $292,221 for a total of $3,214,439.80; and

WHEREAS, on June 12, 2007, by Resolution No. 2007-126, City Council adopted the Negative Declaration and adopted the 2007/08 - 2011/12 Capital Improvement Program which includes the Civic Center CIP projects; and

WHEREAS, on August 14, 2007, by Resolution No. 2007-180, City Council approved and authorized the City Manager or designee to execute Amendment No. One to the Professional Services Agreement with LPA, Inc., in the amount of $1,306,368, plus a 10% contingency of $130,636.80 for a total of $1,437,004.80 to include the new Community Center; and

WHEREAS, on August 14, 2007, by Resolution No. 2007-190, the City Council 1) endorsed the Civic Center Master Site Plan Concept, Option 2, 2) directed staff to pursue basic LEED certification as a minimum on the Civic Center buildings and 3) amended the following Capital Improvement Projects to accelerate the project timelines and financing to allow for the construction of the Civic Center: City Park, Civic Center Plaza, the Library Relocation, New City Hall and the New Community Center; and

WHEREAS, through staff planning sessions and community outreach meetings, the scope of the Civic Center project has been amended to accurately reflect the needs of the community and to lay the foundation for the future Civic Center; and

WHEREAS, the Civic Center project is not expected to have any significant and unavoidable environmental impacts. However, an Initial Study/Mitigated Negative Declaration is intended to serve the City as required by CEQA. Therefore, staff proposes to contract with Raney Planning and Management to prepare the Initial Study / Mitigated Negative Declaration and determine appropriate findings and mitigation measures; and

WHEREAS, the Initial Study/Mitigated Negative Declaration will address all the issues identified in the Environmental Checklist. Information used in the Initial Study / Mitigated Negative Declaration will be based on the current General Plan, General Plan EIR, draft Brentwood City Hall Initial Study/Negative Declaration, as well as the Brentwood Downtown Specific Plan and EIR to the extent possible; and

WHEREAS, technical reports for the Air Quality, Noise, Hazards and the Hazardous Materials, Traffic, Transportation and Circulation Sections will be obtained for the project. In addition, Raney Planning and Management will utilize the City Park Draft Tree Report, Stormwater Management Plan and the Downtown Historic Building Survey provided by the City; and

WHEREAS, Raney Planning and Management will prepare an administrative review copy of the Mitigation Monitoring Plan (MMP), using the environmental analysis. The administrative review MMP will incorporate existing monitoring mechanisms that are in place in order to assist the City in meeting the intent of CEQA. The MMP will specify mitigation measures, standards of success, parties responsible for implementing and monitoring, funding source(s), timing and provisions for remedial measures, if success standards are not met; and

WHEREAS, the Notice of Preparation scoping process will begin in November 2007 and the tentative schedule for completion of the environmental documents is April 2008; and

WHEREAS, the fiscal impact for the environmental review of the Civic Center projects is $96,762, plus a 10% contingency of $9,676.20, for a total amount of $106,438.20. The funds associated with this work are included in the 2007/08-2011/12 Capital Improvement Program which includes the Civic Center CIP projects.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Brentwood hereby authorizes the City Manager or designee to execute a Professional Services Agreement with Raney Planning and Management, Inc. for the preparation of the Initial Study/Mitigated Negative Declaration and associated environmental studies for the Civic Center, in the amount of $96,762, plus a 10% contingency of $9,676.20, for a total amount of $106,438.20.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of November 2007 by the following vote:



 
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