Camarillo City Council
AGENDA REPORT
Date: June 26, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: David Sanchez, Director of Community Development Subject: Third Amendment to Professional Services Agreement 2022-24 for Preparation of the Safety Element Update and Climate Action Plan
BACKGROUND
On March 9, 2022, the City Council authorized the City Manager to execute a Professional Services Agreement (Agreement) with Rincon Consultants for the preparation of the Safety Element Update and Climate Action Plan (CAP) in the amount of $248,549 (Attachment 1). The Council also authorized a contingency in the amount of $15,000 for unanticipated work.
On March 2, 2023, First Amendment to Agreement 2022-24 was executed for additional work to complete the greenhouse gas emissions inventory, in the amount of $6,371, resulting in a remaining contingency amount of $8,629.
Additional scope of work and budget is required to complete the project to include review and coordination with CalFire for the Safety Element Update and project management.
Rincon has submitted a proposed additional scope of work (Attachment 2) at a cost of $51,411. After using the remaining contingency, there will be an additional cost of $42,782.
DISCUSSION
The Safety Element Update is anticipated to be scheduled for public hearings by the Planning Commission and City Council in late summer 2024. The CAP is anticipated to be scheduled for public hearings at the end of 2024 to early 2025, following additional community engagement. The project originally anticipated a 16-month schedule, however, was extended due to department staffing and workload.
A Second Amendment to Agreement 2022-24 was executed to extend the term of the agreement to June 30, 2025. Although it is anticipated the project will be completed
Third Amendment to Professional Services Agreement 2022-24 June 26, 2024
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sooner than this date, it will allow for additional coordination following the adoption as needed.
The requested Third Amendment to Professional Services Agreement 2022-24 with Rincon Consultants is necessary in order to complete the Safety Element Update and CAP. Staff recommends approving the amendment in an amount not-to-exceed $42,782 to complete the Safety Element Update and CAP and authorizing a contingency in the amount of $25,000 for any additional unanticipated work.
FISCAL IMPACT
Funds for the Third Amendment to Professional Services Agreement 2022-24 with Rincon Consultants are available in the FY 24/25 Community Development Account No. 101- 1701-417.32-01.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that the Third Amendment to Professional Services Agreement 2022-24 is not subject to CEQA review because it can be seen with certainty that authorizing additional scope of work to complete the preparation of the Safety Element Update and CAP, there is no possibility that it may have a significant effect on the environment.
RECOMMENDATION
1. Find authorizing additional scope of work to complete the preparation of the Safety Element Update and CAP is not subject to CEQA review in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to execute Third Amendment to Professional Services Agreement 2022-24 with Rincon Consultants in the amount of $42,782.
3. Authorize a contingency in the amount of $25,000, for a total not-to-exceed amount of $67,782.
4. Authorize City Manager to execute future amendments if required, up to the total not-to-exceed amount.
ATTACHMENTS
1. Agreement 2022-24C
2. Agreement 2022-24B
3. Agreement 2022-24A
4. Agreement 2022-24
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL Third Amendment to Professional Services Agreement 2022-24 June 26, 2024
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