City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00222 3/14/2023 Consent Item 8.
Supplemental Agreement: 2040 General Plan Update, Climate Action and Adaptation Plan, and Master Environmental Impact Report
File ID: 2023-00222
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 7 to the professional services agreement #2018-1475 with Dyett & Bhatia for the 2040 General Plan Update, Climate Action and Adaptation Plan, and Master Environmental Impact Report in the amount of $254,875 for a new not-to-exceed amount of $3,404,495; and 2) ratifying all prior supplemental agreements previously issued by the City Manager and resetting the City Manager’s authority to issue supplemental agreements under Chapter 3.64 of the City Code.
Contact: Amy Yang, Associate Planner, (916) 808-5023; Remi Mendoza, Senior Planner, (916) 808- 5003; Matt Hertel, AICP, Long Range Planning Manager, (916) 808-7158; Community Development Department
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement 7
Additional Description/Analysis
Issue Detail: Staff is requesting the authorization to execute a seventh supplemental agreement with Dyett & Bhatia for additional consultant services for the 2040 General Plan Update, Climate Action and Adaptation Plan (CAAP), and Master Environmental Impact Report. Supplemental Agreement No. 7 includes services from Dyett & Bhatia, the prime consultant, with additional services from Dudek and Rincon Consultants, sub-consultants, for the following key components:
· Additional services to support the reorganization of the Draft 2040 General Plan with a stand-alone Environmental Justice Element that will include analysis and map revisions as
File ID: 2023-00222 3/14/2023 Consent Item 8.
well as supporting context to incorporate the most recent data available from CalEnviroScreen (CES) 4.0.
· Technical assistance in updating the maps and diagrams for the Land Use and Placemaking Element and the associated maps that will be replicated throughout the 10 community plan areas.
· Preparation of an additional iteration of the Administrative Draft General Plan, as well as additional support for ongoing coordination with staff, and to provide support with a higher volume of responses to public comments.
· Preparation of a Preliminary Public Review Draft of the CAAP which is an additional iteration that was not anticipated in the original scope and budget. Council directed staff to release a preliminary Draft CAAP in 2022. Additional services are needed to incorporate revisions to reflect community feedback, additional staff comments, update data, and to reformat the document layout.
· Technical assistance and support to setup CAPDash, an application that will support CAAP measure reporting.
· Updating the Administrative Draft MEIR to reflect significant revisions to the Draft 2040 General Plan.
The Public Review Draft of the 2040 General Plan and Climate Action and Adaptation Plan is scheduled for release in April 2023. Additional outreach will be conducted to support the release of the Public Review Draft from April through July 2023. The Public Review Draft Master Environmental Impact Report is expected to be released in August 2023. Upon addressing public comments, the documents will be finalized and prepared for adoption. Adoption hearings with City Council are expected to take place in December 2023.
Policy Considerations: The recommendations in this report are consistent with Administrative Policy -4101, Procurement of Professional Services, and Title 3 of the Sacramento City Code.
Economic Impacts: None
Environmental Considerations: This report concerns administrative activities and government fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378 (b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines15060(c)(3)).
Further, it can be seen with certainty that the proposed supplemental agreement will not have a significant effect on the environment and therefore is also exempt from CEQA under CEQA Guidelines section 15061(b)(3).
Sustainability: The vision and key themes woven throughout the 2035 General Plan help further the City’s long-standing goal of moving our community towards sustainability. Updating the Climate Action and Adaptation Plan in conjunction with the General Plan Update will ensure that the current relevant goals, policies, and programs are in place so that we can continue to reduce the City’s carbon footprint, adjust to a changing climate, and improve quality of life moving forward into the
File ID: 2023-00222 3/14/2023 Consent Item 8.
future.
Commission/Committee Action: None
Rationale for Recommendation: The first three phases of the General Plan Update and Climate Action and Adaptation Plan project are nearly complete. There are additional components of the project that require a level of technical analysis and consultant support beyond that which was anticipated when the original consultant budget was prepared. The budget augmentation will support the development and refinement of the documents to include the latest available data; graphics and layout; tools and training to ensure compliance with the law and efficient tracking of reporting measures; and project management to support these
tasks. Important deliverables from this budget augment include additional support for a standalone Environmental Justice Element, updated environmental justice cumulative impacts analysis, new land use maps to illustrate the new land use development standards, CAPDash setup and training, and updated MEIR project description.
Financial Considerations: There is sufficient funding in the General Plan Update Program (I22000000) project budget, Development Services Fund (2016), for the seventh supplemental agreement in the amount of $$254,875.
Local Business Enterprise (LBE): Dyett & Bhatia is not an LBE, but they satisfy the LBE requirements by subcontracting a minimum of 5% of the contract with the subconsultants.
Background On October 2, 2018, City Council passed a motion authorizing a professional services agreement with Dyett & Bhatia in an amount not-to-exceed $2,408,435 pertaining to the preparation of the 2040 General Plan Update, Climate Action Plan, and Master Environmental Impact Report.
Subsequently, five other supplemental agreements were approved.
Supplemental Agreement No. 1 was approved in October 2019 in the amount of $40,525 to study past discriminatory housing and land use practices and to analyze data pertaining to environmental justice and social equity.
Supplemental Agreement No. 2 was approved in June 2020 in the amount of $118,550 for services pertaining to the convening of an Environmental Justice Working Group (EJWG), coordination of comprehensive citywide outreach activities, assembling focus group meetings to address environmental justice issues in Sacramento, and the development of a series of environmental justice fact books.
Supplemental Agreement No. 3 was approved on December 9, 2020 in the amount of $389,470 for
File ID: 2023-00222 3/14/2023 Consent Item 8.
additional services pertaining to developing a policy framework and indicators, traffic analysis and modeling, the preparation of an electrification ordinance, and conducting additional technical advisory committee meetings.
Supplemental Agreement No. 4 was approved on June 9, 2021 in the amount of $74,515 for services pertaining to project management of the MEIR and an update of the technical background report (TBR) with regulatory language pertaining to information specific to Tribal Cultural Resources (TCR), and other cultural values/histories specific to local Native American communities.
Supplemental Agreement No. 5 was approved on April 8, 2022 in the amount of $118,125 for additional services pertaining to phase 4 community outreach, technical documentation for the Climate Action and Adaptation Plan, and to support study sessions, project management and meetings.
Supplemental Agreement No. 6 was approved on October 10, 2022, with no changes to the scope of work and only to extend the contract time of performance through December 31, 2023.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ Dyett & Bhatia7Community Development12/31/202310/10/2022Remi [email protected]$254,875.002040 General Plan Update, Climate Action Plan, and Master EIR2023-00222YESSusanne Tam2018-1475$3,149,620.00
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: 2040 General Plan Update, Climate Action Plan, and Master EIR Date: 02/24/2023 Purchase Order #: Supplemental Contract No.: 7 The City of Sacramento ("City") and _Dyett & Bhatia_("Contractor"), as parties to that certain Professional Services Agreement designated as Contract Number _2018-1475___, including any and all prior supplemental contracts modifying the contract(the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: 1. The Scope of Services specified in Exhibit A of the Contract is amended as follows: The additional services provided shall be as set forth in Attachment A to this supplemental agreement, attached hereto and incorporated herein. These services shall be in addition to those set forth in the Contract. 2. In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $254,875.00, and the Contract’s maximum not-to-exceed amount is amended as follows: Agreement's original not-to-exceed amount: $2,408,435.00Net change by previous supplemental contracts: $741,185.00 Not-to-exceed amount prior to this supplemental contract: $3,149,620.00 Increased by this supplemental contract: $254,875.00 New not-to exceed amount including all supplemental contracts: $3,404,495.00 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor. 4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE] - 1-
Attachment A SCOPE OF WORKTask 1. General Plan Related Services A. Technical updates and corrections to the 2040 General Plan Land Use Map Multiple rounds of technical updates and corrections to the initial draft land use map are required and they were informed by a detailed review and comments from staff, community members, and decision-makers. The land use map is replicated for each of the 10 community plan areas. Accordingly, iterations of the land use map described above also triggered the need to re-produce 10 community plan land use maps. Budget requested to cover this additional work: $14,625. B. Environmental Justice Element The original scope of work envisioned combining the topic of environmental resources and constraints with environmental justice into one element. Upon review of the initial draft prepared by D&B, staff determined that this element should be two separate elements. To do this, D&B will prepare a standalone environmental justice (EJ) element. Additional consultant services are required to finalize the organization of this element, for the development of foundational goals and policies, and for the drafting of new narrative to provide supporting context. Budget requested to cover this additional work: $14,500. C. 2040 General Plan Administrative Draft Update The original scope of work calls for D&B to deliver an Administrative Draft 2040 General Plan in separate batches for staff review. In effort to seamlessly undertake a horizontal and vertical consistency review of the complete General Plan, staff has requested that D&B prepare an additional iteration of the complete document for staff review. This task also includes revising and reorganizing the narratives in each of the following chapters: Introduction; Land Use and Placemaking; Historic and Cultural Resources; Economic Development; Mobility; Public Facilities and Safety; and Youth, Parks, Recreation and Open Space. Budget requested to cover this additional work: $27,520. D. InDesign Layout for 2040 General Plan Additional services are required to complete the InDesign layout of the Final Administrative Draft to develop the Screencheck Draft with text, photos, graphics, maps, and policies for staff review. This work will be completed following receipt of comments on the Final Administrative Draft and will reflect edits requested by staff to that draft of the Plan. Budget requested to cover this additional work: $9,600. - 2-
E. Government Code 65302 Correspondence Matrix To assist with tracking how the legal requirements for General Plan content have been addressed in the 2040 General Plan, D&B is preparing a Correspondence Matrix identifying how the statutory requirements are being satisfied. Budget requested to cover this additional work: $4,500.F. CalEnviroscreen Data Refresh for EJ Element The Environmental Justice Element includes the following maps which rely on CalEnviroscreen data prepared by the State: Map EJ-1 Disadvantaged Communities in Sacramento Map EJ-3 Census Tracts with Highest Pollution Burden Score Map EJ-5 Communities Cumulatively Impacted by Environmental Justice Issues These maps were prepared and revised based on feedback from staff and the EJ Working Group using CalEnviroscreen 3.0 data, which was available at that stage in the project. Subsequently in May 2022, the State updated its methodology and issued new CalEnviroscreen 4.0 data. D&B will update the maps with the new CES 4.0 data. For Maps EJ-1 and EJ-3, D&B will substitute data in GIS and reproduce the map in PDF format. Map EJ-5 is produced from 68 different data points, including some from CalEnviroscreen. Updating this map requires reticulating the data, rescoring all tracts within the City limit, revising the map in GIS, and reproducing in PDF format. All three maps will be delivered in both ArcGIS map package and PDF formats. Budget requested to cover this additional work: $4,295. G. Additional Mapping and Analysis for Minimum and Maximum Density Standards The City has requested that D&B develop alternative methods of regulating the standards for minimum density and intensity to be incorporated in the 2040 Plan. D&B will prepare new associated maps for the Land Use and Placemaking Element and replicate each 10 times for incorporation into the Community Plans. This sub-task includes responding to iterative review by staff. Budget requested to cover this additional work: $27,000. H. Additional Coordination Calls The original scope of work anticipated bi-weekly coordination calls for the 24 to 28-month project duration. Additional coordination meetings are necessary for schedule management and to discuss and resolve issues on an ongoing basis. These additional calls, expected to continue into 2023, and are beyond what was anticipated in the original scope and budget. Budget requested to cover this additional work: $6,000. I. Response to Public Comments and Travel for In Person Meetings The Draft General Plan is anticipated to generate significant interest in the community and may result in a higher volume of public comments than anticipated in the original scope and budget. To account for this, the City has requested that an additional 24 hours of staff time be added. Additionally, the City has requested in person attendance at study sessions with the Planning and Design Commission rather than virtual attendance via Zoom, as previously - 3-
assumed. Therefore, additional budget is requested to cover these additional travel expenses. Budget requested to cover this additional work and direct expenses: $4,995. Task 2. Climate Action and Adaptation Plan Related Services A. CAAP Adaptation Chapter Layout and Data Refresh Additional services are required for the layout and design of the Climate Action and Adaptation Plan due to the compressed timeline for release of the Preliminary Public Review Draft Adaptation Chapter. D&B will lay out the document in the template provided by Rincon, create new graphs and charts, and gather photos and other visuals for the document. Additionally, for the full Public Review Draft CAAP, staff is requesting that climate data be updated and refreshed. D&B supplemented data on trends and revised figures/maps with recent years from CalAdapt, CalEPA, CAL FIRE, NOAA, and other sources as available, in addition to adding information from the City or other relevant agency documents such as the American River Basin Study and local Groundwater Sustainability Plans. As drafted, vulnerable population data is current to 2017; D&B will also update this data using the latest 2022 designation of SB 535 Disadvantaged Communities and demographic data from CalEnviroScreen and the 2020 Census (ACS) as well as other requested information. Budget requested for this additional work: $9,975. B. CAAP Edits and Technical Documentation The original scope for this subtask included the completion of an administrative draft CAAP with a single round of City staff reviews on all CAAP chapters and technical appendices. However, additional rounds of review of the draft CAAP, required Rincon to edit both content and design for the InDesign version of the document multiple times, as well as making additional changes to the greenhouse gas (GHG) reduction measure language. Additional reviews and changes to the GHG reduction measures require changes to multiple documents including several technical appendices and the CAAP itself. Budget requested to cover this additional work: $7,110. C. Project Management and MeetingsThis schedule extension has led to additional project management time including, 8 hours of Project Manager time and 2 hours of Principal II time. Pursuant to the City’s request, Rincon is hosting biweekly status meetings with the City to discuss project status, next steps, and key deliverables. Rincon also requires additional Principal level review on out-of-scope edits to the documents. Budget requested to cover this additional work: $1,780. D. Final Edits to CAAP, Chapter 7 and MEIR Comments Pursuant to the City’s request, Rincon will be making an additional round of edits to the Public Review Draft CAAP document based on community feedback. Rincon will also be combining Chapter 7 of the CAAP, developed by Dyett & Bhatia, into the overall CAAP InDesign document. Rincon has also provided time to review and respond to one final round of community comments on the CAAP and MEIR (GHG Emissions section or other CAAP related - 4-
comments) after it is re-released for public review. This assumes that all Chapter 7 content will be provided in its final draft form from D&B and no additional edits will be made to content by Rincon staff. Rincon staff will be responsible for integrating chapter 7 into the overall CAAP structure. For the final round of edits, Rincon assumes two rounds of consolidated comments from City staff. Budget requested to cover this additional work: $14,750. E. Set Up Reporting MechanismIn order to continue providing support to the City during the extended schedule, Rincon utilized budget set aside for CAPDash and CAPDash training. Rincon has therefore included scope to provide the populated CAPDash Tool and provide up to three trainings on the tool. This includes the cost of the tool at $5,000 as a direct cost, one hour of Principal review time at $295, 8 hours of Project Manager time for review and trainings at $250 per hour, and 14 hours of tool setup at $160 per hour. Budget requested to cover this additional work: $9,580. F. Meetings and Project Management As requested by the City, Rincon has budgeted to attend up to six public hearings and two public workshops. Rincon assumes up to 3 of these meetings will be in-person for which Rincon has included travel time and direct costs associated with travel. Rincon assumes an average of six hours per meeting for prep/travel time and meeting time. Meetings will be attended by Rincon Project Manager Ryan Gardner for one hour per month (for 14 months maximum) Budget requested to cover this additional work: $14,260. Task 3. Master EIR Related Services A. Revised Project Description D&B and Dudek will collaborate on the project description for the Master EIR, ensuring it reflects the most recent changes to the project including the restructuring of the General Plan Elements. D&B will prepare an initial draft and submit to Dudek. D&B will be available to discuss project content with Dudek and assist with refinements to the project description as needed for preparation of MEIR Admin Draft. The total requested for this effort is $5,015. B. MEIR Admin Draft Dudek will prepare an updated Administrative Draft MEIR to reflect significant revisions to the goals and policies in each of the eight elements of the general Plan and the ten community plans. Dudek is requesting an additional $57,395 for this effort. Additionally, Dudek is also requesting an additional $4,985 to update the 2018 consultant rates to 2023 rates for the preparation of Screencheck EIR and publication Draft MEIR using the 2023 bill rates. The total requested for this effort is $62,370. C. Project Management This task includes additional project management time needed for meetings between Dudek and City staff to address various items to address in the MEIR, draft memoranda on various - 5-
topics, respond to City requests for information, and complete other general project management tasks. The total requested for this effort is $17,000. FEE The total estimated fee for the additional services described above is $254,875. This not-to-exceed amount will be billed on a time and materials basis. Tables 1 and 2 below show detailed hours and budget by task. Fees include all personnel costs and direct costs described in the scope of work. - 6-
TABLE 1. HOURS BY TASK February 14, 2023 Task 1Task 2Task 3TOTAL General Plan Related CAAPRelated MEIRRelated Dyett & Bhatia Andrew Hill, Principal and PM 2052 20227 Jossie Ivanov, Senior Associate 43 43 Mayu Tanaka, Associate 2545 GIS Specialist 234 Graphic Designer/Project Assistant 10014 1 Sub-Total60761 21270 Rincon Principal 11 11 Project Manager 93 93 Planner IV 105 105 Graphics 89.50 89.50 Production 12.25 12.25 Sub-Total0311 0311 Dudek Principal, Christine Kronenberg 7979 Associate Principal, Josh Saunders 9494 Mark Storm 66 Brian Grattidge 1212Matt Morales 44 Perry Russell 3838 Ian McIntire 3434 Michael Carr 3434 Daniel Hoffman 3939 Rachel Strobridge (GIS) 2727 Editor 2525 Format/Production 4040 Sub-Total00 432432 TOTAL HOURS607372 4531013 - 7-
TABLE 2. BUDGET BY TASK February 14, 2023 Hourly Rate Task 1Task 2 Task 3TOTALGeneral Plan Related CAAP Related MEIR Related Dyett & BhatiaAndrew Hill, Principal and PM $24550,2254904,90055,615Jossie Ivanov, Senior Associate $1908,170008,170Mayu Tanaka, Associate $1754,3757,875012,250GIS Specialist $16538,6100 0 38,610Graphic Designer/Project Assistant $11511,5001,610 115 13,225Direct Cost 155 155Sub-Total $ 113,035 $ 9,975 $ 5,015 $ 128,025 Rincon Principal $230 02,530 0 2,530Project Manager 165 015,345 0 15,345Planner IV 135 014,175 0 14,175Graphics 100 08,950 0 8,950Production 80 0980 0 980Direct Cost 5,500 5,500Sub-Total $ - $ 47,480 $ - $ 47,480 Dudek Principal, Christine Kronenberg $265 00 20,935 20,935Associate Principal, J Saunders 200 00 18,800 18,800Mark Storm 235 00 1,410 1,410Brian Grattidge 210 00 2,520 2,520Matt Morales 200 00 800 800Perry Russell 185 00 7,030 7,030Ian McIntire 175 00 5,950 5,950Michael Carr 175 00 5,950 5,950Daniel Hoffman 135 00 5,265 5,265Rachel Strobridge (GIS) 130 00 3,510 3,510Editor 120 00 3,000 3,000Format/Production 105 00 4,200 4,200Direct Cost Sub-Total $ - $ -$ 79,370 $ 79,370 TOTAL COST$113,035$57,455 $84,385 $254,875
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: Michael Jasso, Assistant City Manager City of Sacramento