SR-02-11-2014-3FCity Council Meeting: February 11, 2014
Agenda Item: J'F_
To: Mayor and City Council
From: David Martin, Planning and Community Development Director
Subject: Agreement with Dyett & Bhatia to provide additional work associated with
the Zoning Ordinance update
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with Dyett & Bhatia, a California -based company, in the amount
of $20,000, to provide professional services to assist with the completion of the City's
Zoning Ordinance update. This will result in a total amount not to exceed $1,753,470,
including a previously awarded contract with Dyett & Bhatia for related services.
Executive Summary
Dyett & Bhatia has been providing professional services associated with updating the
City's Zoning Ordinance. The project's scope of work includes the review and tracking
of comments and public testimony on the draft, production or revision of maps and
graphics, revision of the draft ordinance in advance of Council action, and attendance of
Planning Commission and City Council hearings. The $20,000 award would provide
services to assist with the completion of the Zoning Ordinance update and would bring
the total amount awarded to Dyett & Bhatia, including the previous contract, to
$1,753,470.
Background
On July 13 2004, Council approved an agreement with Dyett & Bhatia in the amount of
$1,648,830, including a 15% contingency, for professional services to prepare a
comprehensive update to the Land Use and Circulation Element of the General Plan, to
concurrently prepare revisions to the Zoning Ordinance, and to prepare a
comprehensive Environmental Impact Report. On December 22, 2011, a first
modification was entered into in order to establish a term and redefine the scope of
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work including additional services related to the Zoning Ordinance update. This first
contract modification did not increase the original budget. On February 12, 2013,
Council approved a second modification to the original agreement, adding two
additional tasks related to parking and transportation demand management regulations
in the Zoning Ordinance update. The second modification increased the contract
amount by $84,640, bringing the total contract amount to $1,733,470. The contract was
further modified on June 5, 2013, to extend the term to December 31, 2013. The
original agreement expired on December 31, 2013.
Discussion
The City contracted with the Dyett & Bhatia team to prepare a comprehensive update to
the Land Use and Circulation Element and an Environmental Impact Report. A
corresponding comprehensive rewrite of the Zoning Ordinance was also part of the
consultant scope of work. To assist with finalizing the Zoning Ordinance update, the
following tasks would comprise the scope of this contract:
• Review and tracking of comments and public testimony on the draft
Zoning Ordinance as well as relevant staff reports and memos;
• Production and /or revision of maps and graphics;
• Attendance by a senior Dyett & Bhatia staff member of up to five meetings
of the Planning Commission and City Council; and,
• Revision of the draft Zoning Ordinance for City Council action.
The contract will enable the consultant to complete the additional tasks as well as
ensure timely completion of the draft and final Zoning Ordinance. Staff anticipates that
the draft Zoning Ordinance will be reviewed by the Planning'Commission by the end of
February, 2014, Council review and approval estimated in April, 2014. The contract is
proposed to expire on June 30, 2014.
Contractor /Consultant Selection
A Request for Proposals (RFP) was sent to approximately forty consultants in May,
2004. Proposals from three comprehensive teams of consultants and sub - consultants
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were submitted to the City in response to the RFP. The Dyett & Bhatia team was
selected as the top ranked firm by a City staff selection committee.
Financial Impacts & Budget Actions
The contract to be awarded to Dyett & Bhatia is for an amount not to exceed $20,000.
Funds are available in the FY 2013 -14 budget in the Capital Improvement Program in
account P010880.589000.
Prepared by: Denise Smith, Executive Administrative Assistant
Approved:
12�74-j "J-Z�- -
David Martin', Director
Planning and Community Development
M
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9872
(CCS)