April 18, 2022
To: Fred Ramirez, Asst. Community Development Director
Shipra Rajesh, Associate Planner
City of Burbank
From: Karen Warner, AICP
Housing Consultant
Re: Third Amendment to Professional Services Agreement (PSA) with Karen Warner Associates, Inc. (KWA) for Housing and Safety Element Updates and CEQA Review The following is a request for a cost modification to the PSA between the City and KWA originally entered into on March 1, 2020, with subsequent amendments on February 1, 2021 and September 14, 2021.
As presented in KWA’s most recent invoice to the City dated April 1, 2022, separate and apart from Rincon and Fehr & Peer’s budgets, KWA has now expended all funds allocated to the project. These unanticipated costs-over-budget are primarily related to the extended time frame of the project from 1½ to well over 2 years; the necessity of 3 rounds of State HCD review of the draft Element; the State’s continued requirement for greater specificity and commitment to development on Housing Element sites; and the new and evolving AFFH requirements. Our last invoice reallocated the remaining unspent budget under two outstanding tasks (Task 3.2 Public Hearings and Direct Costs) towards Task 3.4 State Certification to cover the additional time spent on this task, leaving no remaining funds for the 5 public hearings staff has requested we include in our budget.
As shown in the table of the following page, KWA estimates the additional budget necessary to complete the project through adoption and obtaining HCD compliance at a not- to-exceed amount of $29,520, to be billed on a time and materials (T&M) basis. Per the attached letter from Susanne Huerta, the budget amendment request for Rincon and Fehr & Peers is $34,900, bringing the total requested amendment to $64,420.
Please feel free to contact me if you have questions or need additional information.
Attachments:
KWA Budget Amendment Request Spreadsheet
Rincon and Fehr & Peers Budget Amendment Request
ATTACHMENT 6-1
KWA TASKS
Total KWA
Budget
Total KWA Cost
to Date (thru
2/28/22)
Requested
Additional
Budget
Explanation of
Additional
Services
1. Assessment
1.1 Eval of 2014-2021 HE $4,180 $4,180
1.2 Document Review $2,960 $2,960
1.3 HE Assess Memo, CC Study Session $6,960 $6,960
1.4 Housing Update Outline $1,400 $1,400
2. HE Prep & Safety Element Update
2.1A Housing Needs Analysis $56,450 $56,450
2.1B Safety Element (see task 3.5) $0 $0
2.2 Housing Resources/Opportunities $2,960 $2,960
2.3 Potential Housing Constraints $8,720 $8,720
2.4 Housing Goals, Policies, Objectives $10,120 $10,120
2.5 Community Engagement $7,640 $7,640
Hsg Survey, Website/Social Media $4,690 $4,690
3. Prepare/Finalize HE & Safety Elmnt
3.1 Draft Housing Element $16,680 $16,680
3.2 PB and CC Public Hearings (1) $3,320 $3,320 $8,300
5 in-person public hearings @ est. 8
hrs/mtg x $175/hr
3.3 Final Housing Element $6,260 $6,260 $2,800 16 hrs @ $175/hr
3.4 State Certification (unbilled Mar - Apr hrs) $18,635 $18,635 $3,270 Round #3 HE revisions, submittal to HCD
3.4 State Certification (future revisions per HCD) $3,000 Est. based on add'l HCD comments
4. Environmental Review
4.5 Response to Comments $1,050 6 hrs @ $175/hr
Project Management
$14,000 $14,000 $2,100
Coordination mtgs with staff &
consultants; monthly billings.
Est 12 hrs @ $175/hr
Subtotal Labor: $164,975 $164,975 $29,520
Direct Costs (2) $1,195.00 $1,195.00
TOTAL LABOR + DIRECT COSTS $166,170 $166,170 $29,520
Notes:
(1) Unspent balance of $3,320 under Task 3.2 (Public Hearings) reallocated to Task 3.4 (State Certification) (2) Unspent balance of $3,933 under Direct Costs reallocated to Task 3.4 (State Certification)
KWA BUDGET AMENDMENT REQUEST
BURBANK HOUSING AND SAFETY ELEMENT UPDATES
ATTACHMENT 6-2
Rincon Consultants, Inc.
2 5 0 E a s t 1 s t S t r e e t , S u i t e 1 4 0 0 Los Ange les , Ca lifo rn ia 90012
213 7 8 8 4 8 4 2 O F F I C E A N D F A X
i n f o @ r i n c o n c o n s u l t a n t s . c o m
w w w . r i n c o n c o n s u l t a n t s . c o m
E n v i r o n m e n t a l S c i e n t i s t s P l a n n e r s E n g i n e e r s
April 14, 2022
Project No: 20-09082
Shipra Rajesh, Associate Planner
Community Development Department
City of Burbank
150 North Third Street
Burbank, California 91502
Via email: [email protected]
Subject: Amendment 2 to Contract for the Housing and Safety Element Updates EIR
Dear Shipra,
This is a request for a cost modification to our existing agreement under Karen Warner Associates, Inc. (KWA) for the Housing and Safety Element Updates EIR (Project).
This request includes additional time for two in-person Planning Board meetings and three in-person City Council meetings. Our current scope includes four public meetings that we assumed would be virtual meetings. We attended the March 14th Planning Board meeting, so this request includes additional time for in-person meetings and the associated preparation time.
We are also requesting additional funds for tasks that were required to prepare the Draft EIR since our previous request for additional funds was limited based on the City’s funding for this Project. Additional funds were needed at that time to cover the overage for the scoping period and preparation of the Administrative Draft EIR. Since then, we have circulated the Draft EIR, which required extensive coordination with City staff for revisions, in particular for the utilities/service systems analysis. We are currently preparing the responses to public comments, along with response to comments from the Planning Board, which has required time and coordination (with City, KWA and F&P) that has gone beyond our budgeted amount. In addition, as part of the effort to provide support to City staff, our GIS team continues to update maps as needed for the KWA team.
Fehr & Peers’ request for additional services is also included as Attachment A.
The total budget amendment request for Rincon and Fehr & Peers is $34,900. A summary is shown in the table on the following page, which would bring the overall budget to $338,043.
ATTACHMENT 6-3
City of Burbank
Housing and Safety Element Updates EIR
We appreciate your consideration of this request. If you have questions or need additional information, please do not hesitate to contact us.
Sincerely,
Rincon Consultants, Inc.
Susanne Huerta, AICP Deanna Hansen
Supervising Environmental Planner Vice President/Principal
Burbank Housing Element & Safety Element Updates
Tasks Mod 1 Mod 2 Revised Budget
2. Housing Element Preparation & Safety Element Update
2.1A GIS Site Inventory and Support $3,500 $3,500
2.5 Community Workshops $1,760 $1,760
3. Prepare and Finalize Housing Element & Safety Element
3.5 Review and Evaluate Current Safety Element $2,500 $2,500
3.6 Provide Memorandum of Required Revisions $2,500 $2,500
3.7 Prepare Draft and Final Safety Element Updates $4,846 $2,000 $6,846
4. Environmental Review
4.1 Prepare NOP and Initial Study $6,842 $4,000 $10,842
4.2 Public Scoping and Community Meeting $2,756 $1,000 $3,756
4.3 Prepare Administrative Draft EIR $76,927 $7,500 $5,000 $89,427
4.5 Prepare Responses to Comments $10,036 $4,000 $14,036
4.7 Prepare Final EIR $2,800 $2,800
4.8 Final Filings $1,470 $1,470
4.9 Public Hearings (5 in-person) $4,000 $8,000 $12,000 Environmental Justice $10,356 $10,356
Website/Social Media Assistance $9,600 $9,600
Project Management $8,024 $9,000 $17,024
Additional Cost (Direct costs, printing, supplies, expenses, G&A) $7,170 $7,170 Rincon Total: $160,383 $35,000 $22,000 $217,383
Fehr & Peers - Transportation Analysis $92,760 $15,000 $12,900 $120,660 Total: $253,143 $50,000 $34,900 $338,043
Cost Estimate
Cost
4.4 Public Review of Draft EIR, NOA, and Planning Board Hearing $10,646
4.6 Prepare Draft and Final MMRP $2,150
$4,000 $19,646
$2,150
$5,000
ATTACHMENT 6-4
Attachment A
Fehr & Peers
Additional Services
ATTACHMENT 6-5
100 Pringle Avenue, Suite 600 Walnut Creek, CA 94596 (925) 930-7100 Fax (925) 933-8007 www.fehrandpeers.com
April 8, 2022
Karen Warner Associates, Inc.
Karen Warner
882 N. Holliston Avenue
Pasadena, CA 91104
Re: Additional Services – Subconsultant Agreement for Project Burbank Housing and Safety Elements, Environmental Justice, and EIR
Dear Ms. Warner,
Fehr & Peers is pleased to provide this proposal to provide transportation consulting services for the Burbank Housing Element project. This work would be performed under the terms and conditions of the Subconsultant Agreement for Professional Services between Fehr & Peers, a California Corporation, and Karen Warner Associates, Inc. dated May 20, 2020. The city has requested additional support for public meetings and response to comments on the DEIR.
SCOPE OF WORK:
The scope of services could include the following:
• Support on response to comments including one team meeting • Preparation and attendance at up to two (2) Planning Board meetings • Preparation and attendance at up to three (3) City Council meetings FEE:
Fehr & Peers will perform this work for a not to exceed time and materials (T&M) fee of $12,900.
Invoices will be submitted monthly for services rendered and are due and payable upon receipt.
Thank you for opportunity to submit this proposal. I can be reached at [email protected] or by telephone at (213) 261-3064 if you have any questions.
Sincerely,
FEHR & PEERS
John Muggridge
Principal
Project #LA20-3200
ATTACHMENT 6-6