HomeMy WebLinkAboutC34120 - Contract Amendment 1 - Preparation of Specific Plan - University Village NeighborhoodCITY OF PALM DESERT
DEPARTMENT OF COMMUNITY DEVELOPMENT
STAFF REPORT
REQUEST: APPROVE CONTRACT AMENDMENT NO. 1 IN THE AMOUNT OF
$50,790 FOR SARGENT TOWN PLANNING CONTRACT NO. C34120
TO PREPARE A SPECIFIC PLAN FOR A 170-ACRE PARCEL OWNED
BY THE SUCCESSOR AGENCY. THE CONTRACT AMENDMENT
PROVIDES PROFESSIONAL DESIGN SERVICES TO EXPAND THE
GEOGRAPHIC AREA OF THE SPECIFIC PLAN TO INCLUDE THE
ADJACENT PROPERTIES TO PROVIDE A MORE COMPREHENSIVE
SPECIFIC PLAN FOR A UNIVERSITY VILLAGE NEIGHBORHOOD.
SUBMITTED BY: Tony Bagato, Principal Planner
CONSULTANT: Sargent Town Planning
Great Western Building
706 South Hill Street, 12`h Floor
Los Angeles, CA 90014
DATE: September 10, 2015
CONTENTS: Sargent Town Planning proposal dated August 20, 2015
Contract Amendment No. 1 to Contract No. C34120
Specific Plan Exhibits
Recommendation
By Minute Motion:
1. Approve Contract Amendment No. 1 in the amount of $50,790.00 for
Sargent Town Planning Contract No. C34120, which contract
amendment expands the scope and geographic area of the original
contract to prepare a Specific Plan as part of the General Plan Update.
2. Appropriate the amount of $50,790.00 from unobligated Capital
Reserve Fund 400 to Account 4004430-430900.
Background
On February 26, 2015, the City Council and Successor Agency of the City of Palm Desert
approved a contract with Sargent Town Planning to prepare a Specific Plan and related
environmental studies to design a compact, walkable neighborhood on a 170-acre site that
is within the University Park Planning Area of the 2004 General Plan. The property,
Staff Report
Contract No. C34120 Amendment No
Page 2 of 5
September 10, 2015
identified in the image below, is bounded by Frank Sinatra Drive, Portola Avenue, and
vacant land with existing entitlements.
The Specific Plan is being designed to accommodate future street connectivity, open space
network connectivity, and land use patterns with activity mixes with a larger "University
Village." The overall intent of the plan is to provide clear vision for development of the
Specific Plan area as an interconnected, mixed -use, mixed -type neighborhood
development, oriented to the pedestrian and balancing the full range of transportation
modes. The uses are anticipated to include a range of sizes and types of single-family and
multi -family housing, neighborhood -serving commercial uses, and civic spaces and
facilities.
During the background work and initial connectivity diagrams, Sargent Town Planning
informed staff that the 170 acres could be designed as a village as the City envisions;
however, the pedestrian and non -vehicular access would be limited because the adjacent
properties have existing approvals for residential projects that block the connectivity to the
college that the plan is trying to achieve. The plan would have to provide vehicle access on
Frank Sinatra Drive or Portola, but the non -vehicular access on these two (2) streets would
not provide the compact, walkable village to the universities on Cook Street. The image
below identifies the approved residential maps that limit the access from the 170 acres
based on the current entitlements.
\\srv-fil2k3\groups\Planning\Tony Bagato\Staff Reports\170-Acre Specific Plan\CCSR_Amendment 1 to C34120.docx
Staff Report
Contract No. C34120 Amendment No
Page 3of5
September 10, 2015
Although University Park was approved in 2006, only one of the residential maps (number
10) has received final approval from the City and has begun construction of infrastructure.
All of the other areas of the land remain vacant today, and the entitlements are set to expire
in 2016 and 2017. Since the properties have remained vacant, staff and Sargent Town
Planning discussed the possibility of expanding the scope and geographic area of the
Specific Plan beyond the 170 acres to include all of the vacant properties.
Based on that discussion, staff contacted the representative for all the properties identified
as "E" on the image above, and the property owners of the parcel "D" and the Millennium
Specific Plan north of Gerald Ford Drive. During the meeting, staff and Sargent Town
Planning discussed the possibilities of including the vacant properties in the Specific Plan
for the 170 acres and presented the following example of the potential land plan and
connection plan for the entire area west of Cook Street.
\\srv-fil2k3\groups\Planning\Tony Bagato\Staff Reports\170-Acre Specific Plan\CCSR_Amendment 1 to C34120.docx
Staff Report
Contract No. C34120 Amendment No. 1
Page 4 of 5
September 10, 2015
During the meeting, staff discussed how the Specific Plan would create a larger village to
support the City's vision for a compact, walkable neighborhood in close proximity to the
college campuses. It was suggested that the City could prepare the Specific Plan that would
give the property owners certain development standards and a mix of land use options they
do not have today. Many of the other owners and representatives were very interested in
working with the City to create the larger plan.
Based on these conversations, Sargent Town Planning has prepared a proposed scope of
services to extend the geographic area of the Specific Plan to include the land that to the
north and east of the City's 170 acres. The contract amendment will allow for design
services beyond the initial contract, and the additional cost will cover a greater level of
research an analysis of the real estate market and entitlement issues related to
\\srv-fil2k3\groups\Planning\Tony Bagato\Staff Repo rts\170-Acre Specific Plan\CCSR_Amendment 1 to C34120.docx
Staff Report
Contract No. C34120 Amendment No
Page 5 of 5
September 10, 2015
incorporating the previously entitled properties into the plan. A detailed scope and
associated costs are provided as an attachment to the report. The amendment will expand
the geographic area beyond the City -owned property, and State law allows the City to
recover the costs of designing a Specific Plan when the future developers begin
construction. Staff has discussed this with the property owners, and they understand that if
the City pays for the amendment today, the future developers will reimburse the City for the
added costs.
Fiscal Analysis
The cost for the recommended contract amendment is fifty thousand seven hundred ninety
dollars ($50,790). Under the current contract, the City is being reimbursed from the
Successor Agency because the 170 acres is being sold as part of the disposition of
Redevelopment Agency assets. Since the expanded area is beyond the Successor Agency
property that has to be sold, the Successor Agency cannot reimburse the City for the
contract amendment. The funds for the contract amendment must come from the
Unobligated General Fund reserves. As mentioned above, the City can request the
developers to pay for the additional cost when the vacant properties develop according to
the Specific Plan. Staff recommends that the City Council approve the contract amendment
with the understanding that the City will be reimbursed in the future for the costs of the
contract amendment.
Submitted By:
4
Tony Bagato, Principal Planner
Approval:
/__12).1 114,1161�_
udy Wcosta, Assistant City Manager
4
M. Wohlmuth, City Manager
Department Head:
Lauri Aylaian, Director of Community Development
Paul Gibson, Director of Finance
\\srv-fil2k3\groups\Planning\Tony Bagato\Staff Reports\170-Acre Specific Plan\CCSR_Amendment 1 to C34120.docx
SARGENT
MM TOWN PLANNING
20 August 2015
Tony Bagato
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Re: Additional Professional Services
University Neighborhoods Specific Plan
Palm Desert, California
Dear Tony,
Per our recent conversations with you and with the owners of the properties to the north of the City's
170-acre parcel, we propose to expand the geographic area of this Specific Plan to include the land
bounded by Portola Avenue on the west, Gerald Ford Drive on the north, Frank Sinatra Drive on the
south, and the existing residential and commercial development on the east. One detail that we want
your direction on — and which would have no effect on our fee — is whether you want the little corner
parcel at Frank Sinatra and Cook to be in the specific plan.
Proposed Scope of Services
The increased level of effort required to include this area in the Specific Plan — more than doubling the
area, or tripling if you count the area north of Gerald Ford which we are considering if not regulating — is
nowhere near proportional to that increase, since in general the development types to be coded are
quite similar. However, we are seeing that some significant amounts of time must be expended to
understand the real estate and entitlement issues related to incorporating those previously entitled
properties into the Specific Plan, and meeting with the other property owners, responding to their
concerns and taking their development objectives into consideration in crafting the Plan.
We attach a spreadsheet that we think in large measure speaks for itself in describing the additional
time we anticipate spending — and which in Tasks A and B have already spent. We also provide the
following brief descriptions of the purpose of the additional time in each task.
Task A — Initiation: The additional time here is mostly by myself and John Baucke, in digging through the
entitlement background of the surrounding properties and the CFD to figure out what a deal with those
parties would need to look like.
Task B —Technical Studies: No increase in the technical studies per se, but quite a bit more time spent
on the initial conceptual diagrams. A lot of the time we spent preparing the network diagrams for the
University Area and the north-of-170 area was accounted for under our budget for the General Plan.
We intended to provide you with a "framework" plan for that whole area under the combined scope for
the Neighborhood Specific Plan and the General Plan, and we have. But in the process now of engaging
the other property owners a fair amount of additional time is required to get the level of clarity in that
area up from the General Plan level to a Specific Plan level, to help those guys become comfortable that
we are not damaging their positions.
Great Western Building 1 706 South Hill Street, 12th Floor I Los Angeles, CA 90014 1 www.SargentTown Planning.com
MMl SARGENT
M■ TOWN PLANNING
Task C — Conceptual Design and Specific Plan: The increased time here is mainly just designing and
drawing a lot more area, and illustrating more pieces. And all the analysis and table and narratives just
get larger and a bit more complicated.
Task D — PER Very little change, just a few hours of John making sure the EIR analysis aligns with the
plan.
Task E — Specific Plan Finalization: Like Task C, everything just gets incrementally more.
Task F — Project Administration: Just incrementally more to coordinate and manage.
As you will see on the attached spreadsheet, the total additional fee for STP associated with this scope
expansion comes to $43,790.
Fehr & Peers indicated that the scope expansion will not affect their scope enough to request any fee
increase, as much of their work here is accounted for under the General Plan effort.
Dudek initially estimated a budget increase in the $10,000 to $15,000 range for their work, but after
some discussion they feel that $7,000 should be sufficient for them to coordinate with the City on the
backbone utilities in the existing streets, review the approved tract maps, and work with us to prepare
appropriate conceptual utility and drainage design for the specific plan.
So we would request that the contact be amended to increase the professional fees by a total of
$50,790. Despite a couple additional visits to Palm Desert we are not requesting reimbursement for any
additional travel or lodging expenses. We understand that the contract period will also be amended as
previously discussed.
Please do not hesitate to call me to discuss any aspect of this proposal. I will be in the office all day
tomorrow, and then on vacation next week. We very much appreciate the chance to work with you on
this very interesting project and want to make sure that it is a success.
Best regards,
SARGENTTOWN PLANNING, INC.
4-
David Sargent, President
2of2
.l SARGENT
ZONE TOWN PLANNING
August 20, 2015
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Attn: Tony Bagato, Principal Planner
Re: University Neighborhood Specific Plan
Amended Scope to Enlarge Specific Plan Area from 170 to S40 acres
Budget
Proposed
per
Proposed Additional Services
Budget
Notes
Contract
Increase
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$180 $165 $150 $100
Task A
Specific Plan Initiation
A.1
Specific Plan Initiation
$ 1,785
2 12
$
B.1
Background Data Collection
$ 3,840
$ 2,340
Review property information for
adjoining tracts, including assessment
district information
Subtotal Task 1 $ 5,625
2 12
$ Z340
Task B
Preparatory Technical and Environmental Studies
B.1
Focused Technical Studies
$ 3,840
4 24 6 16
12 12
$
B.2
Initial Neighborhood Design Concepts
$ 11,460
$ 7,180
Expanded conceptual plan
incorporating north properties
B.3
Internal Working Session
$ 8,520
$ 4,140
Meetings with neighboring property
owners.
Subtotal Task 8 $ 23,820
16 36 6 16
$ 11,320
Task C
Conceptual Neighborhood Design and Specific Plan
CA
Conceptual Neighborhood Plan, Specific Plan Outline
$ 15,180
2 4 4
6 8 16 40
4 8 8 8
$ 1,620
C.2
Prepare and Circulate Admin Draft Specific Plan
$ 47,880
$ 8,800
Additional illustrations and diagrams
C.3
Prepare and Circulate Public Review Draft Specific Plan
$ 14,040
$ 4,040
Subtotal Task C
$ 77,100
12 20 28 48
$ 14,460
Task D
PEIR Scoping and Program EIR
D.1
Program EIR Analysis Expansion
$ 660
1 4
I
$ 660
Addiitonal review and coordination
D.2
Traffic Study
$ -
$ -
Specific Plan Finalization
Draft Specific Plan Finalization
Summary Vision Poster and Sc
Public Hearings
5ubtatal TasK 0 1 S bbU
$ 9,360 6
Media $ 5,760 2
$ 3,960 -
Subtotal Task E $ 19,080 8
4 - - ;' OOU
10 24 24 $ 8,730
6 16 $ 2,860
10 30 40 $ 11,590
Task F
Project Administration
F.1
Project Management
$ 4,800
4 8
1 4 4
$ 2,040
Including coord with other properties
F.2
Internal Project Team Coordination
$ 4,800
$ 1,380
Subtotal Task F I 5 9,bOU 6 1Z - -
Hours 46 94 64 104
Feel $ 135,885 1 $ 8,280 1 $ 15,510 1 $ 9,600 1 $ 10,400
CITY OF PALM DESERT
CONSTRUCTION CHANGE ORDER
Contract Purpose Expand geographic area of a Specific Plan related to
the General Plan
Consultant's Name Sargent Town Planning
Great Western Building
Address: 706 South Hill Street, 12th Floor
Los Angeles, CA 90014
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
Vendor No.
C34120
1
YES NO
Unobligated Reserves
V0013713
You are hereby requested to comply with the followinq changes from the contract plans and specifications:
DESCRIPTION OF CHANGES
DECREASE
INCREASE
In Contract Price
In Contract Price
Provide additional design services for expanding the geographic
$50,790
boundaries of the Specific Plan for creating a university village as part
of the General Plan update.
TOTALS:
-
50 790.00
50,790.00
NET CHANGE IN CONTRACT PRICE:
JUSTIFICATION:
The scope of the geographic area for the specific plan has increased to include properties that are adjacent to the 170
acres that the City is designing a university village to complement the General Plan update. The adjacent property
owners are interested in being part of the specific plan process, and the additional costs can be recovered when the
property is developed.
TOTAL BUDGET FOR PROJECT: + 307,352.00
Less: Expend. & Encumb. To Date: - 307,352.00
Less: This Change Order Amount - 50 790.00
BALANCE OF BUDGET
REMAINING FOR PROJECT: 1 1 (50,790.00)11
CONTINGENCY:
Amount Approved by Council: +
Less: Prior Change Ordegs): -
Less: This Change Order: -
Balance Remaining of Contingency: -
The amount of the Contract will be (Deereased) Increased by the Sum of: Fifty Thousand Seven Hundred
Ninety Dollars ($50,790).
\\srv-fd2k3\groups\Planning\Tony Bagato\Staff Reports\170-Acre Specific Plan\Change Order No 1 doc See reverse ...
Contract C34120 Change Order No. 1 Continued from front
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish
equipment and materials, and perform all work as necessary or required to complete the Change Order items for a
lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner.
Contract Time Extension 0 Days.
Revised Contract Total $358,142
The undersigned Contractor approves the foregoing Change Order # 1 as to the changes, if any, in the contract
price specified for each item including any and all supervision costs and other miscellaneous costs relating to the
change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said
Change Order # 1 . The Contractor agrees to furnish all labor and materials and perform all other necessary work,
inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order
items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood
that the Change Order shall be effective when approved by the Owner.
Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies,
waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of
or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and
indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as
any and all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
REQUESTED BY: 2. ACCEPTED BY:
DEPARTMENT HEAD CONTRACTOR Date Accepted
CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR SUSAN MARIE WEBER, MAYOR Date Approved
NOTE: No payments will be made prior
to City Manager and Council approval
CITY MANAGER Date Approved
\\sN-fil2k3\groups\Planning\Tony Bagato\Staff Reports\170-Acre Specific Plan\Change Order No 1.doc
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