SR 09-13-2016 3G
Ci ty Council
Report
City Council Meeting : September 13, 2016
Agenda Item: 3.G
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To: Mayor and City Council
From: David Martin, Director, Planning and Community Development , Planning &
Community Development, City Planning
Subject: Agreement Modification No. 5 to Provide Additional Services for the
Downtown Community Plan Program Envi ronmental Impact Report
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
e xecute a fifth modification to A greement #9687 in the amount of $25,300 with AMEC
Foster Wheeler Corporation, a London -based com pany, for additional scope of work
related to the Downtown Community Plan Environmental Impact Report . This will result
in a five -year amended agreement , with a new total amount not to exceed $991,300 ,
with future year funding contingent on Council budget approval.
Executive Summary
On January 22, 2013, the City entered into Contract No. 9687 with AMEC Foster
Wheeler Environment & Infrastructure in the amount of $601,000 to prepare the
Downtown Community Plan Program EIR (formerly named the Downtown Speci fic Plan
Program EIR) in compliance with the California Environmental Quality Act. The initial
contract was funded by a grant from the Los Angeles County Metropolitan Authority.
Council modified the contract on March 18, 2014 in the amount of $170,000 for
additional scope of work to respond to community, Planning Commission, and Council
requests to support completion of the Downtown Community Plan and Program EIR. On
November 26, 2014 the City Manager's office executed a contract extension allowing
AMEC to continue to provide services through December 2015. On December 14,
2014, Council authorized a third modification in the amount of $120,000 to conduct
further analysis of circulation options, including one -way streets, in the Downtown.
Furthermore, on No vember 24, 2015, a fourth modification in the amount of $75,000
and an extension of the contract was authorized by Council to conduct sewer monitoring
tests in support of the Program EIR.
The DCP Draft Program EIR was circulated for public review in Feb ruary 2016.
Responses to comments on the Draft EIR raised issues regarding confusion in the EIR
Project Description and Land Use/Planning analysis. A fifth modification in the amount
of $25,300 is requested to recirculate portions of the Draft Program EI R for public
review.
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Background
Completing the Downtown Community Plan (DCP) is a crucial element of implementing
Santa Monica’s overall planning vision, the Land Use and Circulation Element of the
General Plan (LUCE) adopted back in 2010. A Program Envi ronmental Impact Report
(Program EIR) is required by the California Environmental Quality Act (CEQA) in order
to consider adoption of the DCP.
On August 1, 2012, the City of Santa Monica was awarded grant funding by the Los
Angeles County Metropolitan Tra nsportation Authority (Metro) in the amount of
$601,000 to complete environmental clearance for the Downtown Community Plan
(DCP - formerly named the Downtown Specific Plan). On January 22, 2013, the Council
accepted the Metro grant for preparation of the DCP Program EIR and approved a
contract with AMEC for $601,000 to prepare the Program EIR. On March 18, 2014
Council authorized a first modification to Contract No. 9687 in the amount of $170,000
to allow AMEC to conduct additional work necessary to respon d to Community,
Planning Commission and Council requests and to complete the Program EIR. On
November 26, 2014, the City Manager’s office executed a second modification for an
extension allowing AMEC to continue to provide services through December, 2015. On
December 14, 2014, the City Council authorized a third modification to Contract No.
9687 in the amount of $120,000 to complete additional circulation studies for the
Downtown, synthesize data produced by the studies, include the results as an
alternativ e in the Program EIR and attend meetings and hearings in conjunction with the
study. A fourth modification in the amount of $75,000 and a contract extension through
December 2017 was authorized on November 24, 2015 by Council to conduct sewer
monitoring te sts in support of the Program EIR.
In February, 2014, the Draft Downtown Specific Plan document was released for public
review. The draft plan document was utilized in the preparation of the Draft Program
EIR. In February, 2016, the Draft Program EIR was released for public review.
Subsequent to release of the Draft Program EIR, the revised Draft DCP document was
published.
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Discussion
This contract modification would expand the scope of work for the Program EIR to
recirculate portions of the Draft Progr am EIR to respond to public comments about
changes in the plan since the initial project scoping done two years ago .
On February 3, 2016, the Draft Program EIR was released for a 90 -day public review
period (exceeding the minimum 45 -day public review as required by law). The project
description of the Draft Program EIR reflected the 2014 draft of the Downtown Specific
Plan. Subsequent to the release of the Draft Program EIR, changes were made to the
plan and a revised draft DCP was published. These change s included a name change
in the plan to the Downtown Community Plan, reduction in the number of large sit es,
inclusion of a future Gateway Master Plan, and consolidation of Downtown subareas.
Although the revised draft DCP does not significantly alter th e analysis or produce
substantial new information in the Draft Program EIR, a number of public comments
received on the Draft Program EIR called for the recirculation of the Draft Program EIR
to minimize confusion and to provide clarity. As such, this cont ract modification is
requested to provide for additional scope of work needed to recirculate portions of the
Draft Program EIR and to respond to additional public comments. Completion of the
Program EIR is required by State law prior to consideration of a doption of the final DCP,
and provides an important public information and review process that complements the
five years of outreach that has been conducted for the DCP.
A signif icant community engagement program is currently underway to gather input f or
the final draft of the DCP . In addition to neighborhood and stakeholder meetings, City
staff has held and continues to hold community workshops as well as small group
discussions based upon an online questionnaire available at
www.downtownsmplan.org .
Vendor/Consultant Selection
On September 25, 2012, the City issued a Request for Proposals (RFP) for preparation
of the DCP Program EIR to three qualified firms on the City’s Pre -qualified list of
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environment al consultants. All three firms provided their proposal on the Program EIR.
The firms and their proposal were reviewed based on the selection criteria in SMMC
2.24.073. AMEC was the lowest bidder. Based on AMEC’s demonstrated knowledge of
the City and CEQA , a strong record of preparing legally defensible environmental
documentation in the City and other jurisdictions, comprehensive scope of work, and
flexible approach, AMEC was selected as the best qualified firm to provide
environmental consulting services for the DCP Program EIR.
Financial Impacts and Budget Actions
The agreement modification to be awarded to AMEC Corporation is $25 ,3 00 , for an
amended agreement total not to exceed $991,300 . Funds are available in the FY 2016 -
17 budget in the Planning and Community Development Department. The agreement
modification will be ch arged to account 01266.555060 Professional Services.
Prepared By: Rachel Kwok, Environmental Planner
Approved
Forwarded to Council