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HomeMy WebLinkAboutEIP ASSOCIATES/PBS&J - 2007-02-20Council/Agency Meeting Held: Deferred/Continued to: I Apprgyed ❑ Conditionally Approved ❑ Denied Ci le Signotyre Council Meeting Date: 2/20/2007 Department ID Number: PL07-08 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: PENELOPE CULBRETH-GRAFT, DPA, CITY ADMINIS R /)%, PREPARED BY: JIM ENGLE, DIRECTOR OF COMMUNITY SERVIC SCOTT HESS, ACTING DIRECTOR OF PLANNIN 0 SUBJECT: APPROVE PROFESSIONAL SERVICES AGREEMENT WITH EIP/PBS&J ASSOCIATES FOR PREPARATION OF ENVIRONMENTAL IMPACT REPORT FOR THE PROPOSED SENIOR CENTER AND APPROPRIATE $363,487 FOR THIS CONTRACT Statement E ssue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: Transmitted for City Council's consideration is a professional services agreement with EIP/PBS&J Associates for preparation of an Environmental Impact Report (EIR) for the proposed senior center. Funding Source:. Funding for this project is provided as part of a reimbursement agreement with Makallon Atlanta Huntington Beach LLC. The reimbursement agreement was executed by the City Administrator per terms of an Owner Participation Agreement with Makallon that authorized the City Administrator to execute any ancillary agreements related to the Senior Center project. This constitutes revenue not anticipated in the adoption of the original budget and will be used to fund the contract. Recommended Action: Motion to: 1. "Approve the Professional Services Contract in the amount of Three Hundred Sixty Three Thousand, Four Hundred Eighty Seven ($363,487.00), as prepared by the City Attorney, between the City and EIP/PBS&J Associates, and authorize the Mayor and City Clerk to sign." E // REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 2/20/2007 DEPARTMENT ID NUMBER: PL07-08 2. "Appropriate funds in the amount of Three Hundred Sixty Three Thousand, Four Hundred Eighty Seven ($363,487.00) to account 10060201.69365 for the Professional Services contract between the City and EIP/PBS&J Associates, which is funded by an owner participation agreement." Alternative Action(s): The City Council may make the following alternative motions: "Deny the Professional Services Contract between the City and EIP/PBS&J Associates." 2. "Continue the item and direct staff accordingly." Analysis: A. PROJECT BACKGROUND Applicant: City of Huntington Beach Community Services Department Location: West Side of Goldenwest Street proximate to Talbert Avenue In November 2006, residents of the City of Huntington Beach approved Measure T, which asked: "Shall a centrally located senior center building, not to exceed 47,000 square feet, be placed on a maximum of five acres of an undeveloped 14-acre parcel in the 356-acre Huntington Beach Central Park, generally located west of the intersection of Goldenwest Street and Talbert Avenue, between the disc golf course and Shipley Nature Center, following City Council approval of all entitlements and environmental review?" The Environmental Impact Report (EIR) will analyze the potentially significant environmental impacts of the proposed senior center and identify mitigation measures to reduce or eliminate these impacts. EIP Associates will be responsible for all studies and documentation necessary to comply with the provisions of the California Environmental Quality Act (CEQA), as well as conducting an impact assessment, development of mitigation measures, review for CEQA adequacy, attendance at public meetings, responses to comments, coordination between City staff and the project team, and the preparation of a mitigation monitoring plan. Necessary studies include Biological, Traffic, Archeological, Viewshed Analysis, and Geological. -2- 2/6/2007 8:24 AM REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 2/20/2007 DEPARTMENT ID NUMBER: PL07-08 B. CONSULTANT SELECTION PROCESS Staff solicited proposals from three qualified consultants for this project: Chambers Group, Inc. EIP/PBS&J Associates • Michael Brandman Associates Representatives from the Community Services, Public Works and Planning Departments reviewed the proposals and are recommending approval of the contract with EIP/PBS&J Associates. EIP/PBS&J Associates scored higher on all rater sheets, in particular based on understanding of the scope of work and experience with the City of Huntington Beach and experience with similar projects. EIP prepared the Environmental Impact Report for Pacific City, the Strand, the Waterfront Grand Resort and Conference Center, the Newland Street Residential and the Northam Ranch House project. EIP has also prepared environmental studies for senior centers and community centers for the Cities of Palo Alto, San Francisco, Sacramento and the University of California, Davis. Michael Brandman Associates submitted a proposal that, while meeting the minimum requirements of the RFP, failed to identify some background and key information about the project, did not reference similar projects, and included numerous typographical and grammatical errors. Chambers Group indicated their intention to draft a proposal, but opted against submitting a proposal due to an internal staffing difficulty. C. STAFF RECOMMENDATION: A Professional Services Contract between the City and EIP/PBS&J Associates is necessary to prepare the required EIR. This contract will require an appropriation of funds by the City. Funding for the EIR is included in the owner participation agreement with Makallon Atlanta Huntington Beach LLC, the developer of Pacific City. Staff recommends the City Council approve the contract with EIP Associates, in the amount of $363,487.00, and authorize the Mayor and City Clerk to execute the documents. Environmental Status: Projects over which public agencies exercise ministerial authority, such as this agreement contracting for preparation of environmental documentation, are categorically exempt from the California Environmental Quality Act pursuant to Section 15300.1. Attachment(s): -3- 2/6/2007 8:24 AM ATTACHMENT #1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND EIP ASSOCIATES/PBS&J FOR PREPARATION OF ENVIRONMENTAL IMPACT REPORT FOR THE SENIOR CENTER SITE Table of Contents Scopeof Services.....................................................................................................1 CityStaff Assistance................................................................................................2 Term; Time of Performance.....................................................................................2 Compensation..........................................................................................................2 ExtraWork...............................................................................................................2 Methodof Payment..................................................................................................3 Disposition of Plans, Estimates and Other Documents...........................................3 HoldHarmless.........................................................................................................3 Professional Liability Insurance.............................................................................4 Certificate of insurance............................................................................................5 Independent Contractor............................................................................................6 Termination of Agreement.......................................................................................6 Assignment and Delegation......................................................................................6 Copyrights/Patents...................................................................................................7 City Employees and Officials..................................................................................7 Notices.........................................................................................7 Consent....................................................................................................................8 Modification.............................................................................................................8 SectionHeadings.....................................................................................................8 Interpretation of this Agreement..............................................................................8 DuplicateOriginal....................................................................................................9 Immigration...............................................................................................................9 Legal Services Subcontracting Prohibited................................................................9 Attorney's Fees..................................................................:.......................................10 Survival.....................................................................................................................10 GoverningLaw.........................................................................................................10 Entirety......................................................................................................................10 07-815/7192 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND EIP ASSOCIATES/PBS&J FOR PREPARATION OF ENVIRONMENTAL IMPACT REPORT FOR THE SENIOR CENTER SITE THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and EIP ASSOCIATES/PBS&J, a Florida corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to prepare an Environmental Impact Report for the new Senior Center site; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Terri Vitar who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 07-8isn i s2 1 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on February 20, 2007 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 36 months from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Three Hundred Sixty Three Thousand, Four Hundred Eighty Seven Dollars ($363,487.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 07-815ni92 2 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. CONSULTANT shall not be liable in any way for the unapproved use, re -use, or modification of the deliverables or other documents or service without CONSULTANT's express written authorization. 8. HOLD HARMLESS CONSULTANT hereby agrees to indemnify and hold harmless CITY, its officers, elected or appointed officials, and employees, from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the negligence or willful misconduct of CITY. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide 07-815/7192 3 coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' 07-815/7192 4 prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to inspect a certified copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, 07-81 sin 92 5 report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent 07-815/7192 6 notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Director of Planning 2000 Main Street Huntington Beach, CA 92648 17. CONSENT TO CONSULTANT: EIP/PBS&J ATTN Terri Vitar 12301 Wilshire Boulevard, Ste. 430 Los Angeles, CA 90025 When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be 07-815n192 7 unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular,_ comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to 07-815/7192 8 Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY' S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached 07-81 sip 192 9 exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on Aiajm y"y PPV , 2007. By: _ X. Beaky S.'JpfSchl�er mtname ITS: (circle one)(§ecret Chief Financial Officer/Asst. Secretary — Treasurer STATE OF FLORIDA COUNTY OF HILLSBOROUGH (PPROVE2 AS TO FO City Atto ey \J REVIEW AND A PROVED: irecto of Planning THE FOREGOING instrument was acknowledged before me this 2❑d day of February 2007 by Becky S. Schaffer and Todd J. Kenner, who are personally known to me or who has produced as identification. 07-815n 192 10 ,; ,; M. MY COMMISSIONN # DD DD 00964 EXPIRES: August 30, 2009 c. . SoMod 71ttu Notary PLIblic UndOrwr ters EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) The Consultant will prepare an Environmental Impact Report for the new Senior Center. In general, the consultant shall perform the necessary research, investigation and documentation to complete the environmental documentation. The environmental documentation shall discuss environmental effects in relation to their severity and probability of occurrence and shall identify appropriate modifications to the project to mitigate any environmental impacts to the extent feasible. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. See attached scope of work 2. C. CITY'S DUTIES AND RESPONSIBILITIES: 1. Consultant will function as extension of staff. 2. The City of Huntington Beach Planning Department will be the lead agency for the project. D. WORK PROGRAM/PROJECT SCHEDULE: See attached schedule jmpfcontracts group/exA/1/11/07 Proposal to Provide Environmental ConsuftmgServkes for the Huni fngton Reach Senior Center FIR Proposed uses of the senior center include: • Recreation and social services ■ Seniors Outreach Program —transportation, meals, counseling/vis ita tion • Use of facilities for public meetings or receptions when not occupied by primary functions Normal hours of operation from 8.00 am to 4:30 pm, Monday through Friday Additional use of facilities until 10:00 pm, daily; reservations for multipurpose room and patio extended until 12 am Friday and Saturday. S. PROJECT APPROACH AND SCOPE OF WORK EIP/PBS&J will commit a team of experts to the project that have an exceptional combination of relevant local experience and specific expertise in preparing environmental documents_ Our approach to the project reflects this cumulative experience, and is based on meeting the following general objectives: ■ Serving as an extension of City staff to (1) provide unbiased recommendations; (2) devise solutions to potential conflicts; (3) serve as the public educator of the CECIA process during public meetings; (4) solicit public input and anticipate controversial issues; (5) provide consensus building and public facilitation expertise, and (6) provide expert planning, policy, and environmental compliance consultation. ■ Committing senior management to the project to ensure technical accuracy, document objectivity, and legal defensibility • Complying with the requirements of CECIA and the CEOA Guidelines, as well as current case law • Complying with all unique City and responsible agency processing requirements EIP/PBS&J's role will be to act as an extension of City staff, including but not limited to provision of technical information and recommendations; project initiation and organization; preparation of all CEOA notices; document review for CECIA adequacy, attendance at meetings with City staff, and attendance and presentations at public workshops, study sessions, and public hearings_ The scope of work has been organized into major tasks, with a corresponding budget for each task provided in the cost estimate. The Request for Proposals (RFP), dated December 8, 2006, and conversations with City staff have been used to inform this proposal TASK 1 Project Initiation and Organization EIP/PBS&J will coordinate and attend a "kick-off meeting with the City and the EIR project team to disseminate the relevant project information, such as background data and project characteristics, as well as to discuss the project schedule_ Based on the discussions and issues raised during the kick-off meeting, EIP/PBSSJ will work with the City to refine the project schedule and key administrative approval dates. EIP/PBS&J will work with the City to compile all relevant information describing the proposed project and the project site, including the site plan, land use data, project characteristics, project objectives, site photographs, graphic renderings sufficient to depict the project's appearance and character (if available), and previously prepared documents that relate to City requirements. With the assistance of City staff, EIP/PBS&J will also identify (1) required discretionary actions and (2) a list of projects for use in the cumulative impacts analysis. ■ Products • Attend kick-off meeting ■ Compilation of relevant project information • Written confirmation of project schedule and key administrative dates • List of cumulative projects and discretionary actions TASK 2 Preparation of Technical Studies This task will include the preparation of five technical studies as specified in the RFP for the project biological resources, traffic impact, archeological resources, viewshed, and geological technical studies. Biological and viewshed technical studies will be prepared in-house by EIP/PBS&J staff; archaeological resources will be prepared by SWCA, traffic will be prepared by Urban Crossroads, Inc, and the geotechnical study will be prepared by Ninyo & Moore. Each of the technical studies will appear as appendices to the EIR, where appropriate. The information in the technical studies will be used for the preparation of the associated EIR sections. The technical studies will describe the existing conditions of the relevant resource in technical detail, provide survey results (biological, geological, archaeological reports) and modeling results (traffic and viewshed) with supporting data, project effects on the proposed resource, and mitigation measures. The Project Manager or Project Director will review each technical study prior to submission to the City to ensure that it accurately describes the project and meets the parameters set forth in the scope of work. EIP/PBS&J 6 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center E/R Biological Resources —Technical Study. Biological resources at the proposed project site consist primarily of non-native grassland, and issues of concern are (1) special -status plants and (2) potential raptor foraging habitat There are no wetlands on the site. EIP/PBS&J will complete the following tasks to evaluate the presence of sensitive biological resources that might be impacted by project development. Task A: Site Visit Prior to visiting the site, EIP/PBS&J will query the California Natural Diversity Database (CNDDB) for recorded observations of special -status species at or in the vicinity of the proposed project EIP/PBS&I will also conduct a query of the U.S. Fish and Wildlife Service data base to obtain their list of species that could be impacted in the project area. Also, EIP/PBSbJ will review and assess prior relevant environmental documents, including the Master Plan EIR. A qualified EIP/PBS&J biologist will conduct a reconnaissance -level survey of the project site to assess the potential for impacts on sensitive habitats, including special status species. The rare plant survey and an assessment of use of the site for foraging habitat will also be conducted at this time. The results of this survey and background research will be summarized in a Biological Resources Technical Study. Task B: Rare Plant Survey. Based on the Master Plan EIR, surveys for the following special -status plant species are required. The list below includes the bloom period for each plant: ■ Coulter's saltbush (Atrip/ex coulter4; CNPS List 1 B.2, bloom period March - October • South Coast saltscale (Atriplex pacifica); CNPS List 1 B.2; bloom period March - October ■ Intermediate mariposa lily (Calochortus weediivar. intermedius); CNPS List 1 B.2, bloom period May - July • Southern tarplant (Centromadia [Hemizonia) parryi ssp. australis); CNPS List 1 B.1, bloom period May - November • Many -stemmed dudleya (Dudleya multicaulis); CNPS List 1 B.2, bloom period April -July ■ Coulters goldfields (Lasthenia glabrata ssp. coulter-]; CNPS List 1 B.1; bloom period February - June The Rare Plant Survey will be conducted concurrently with the Site Visit described above. Vegetation surveys will follow current CDFG (2000) and California Native Plant Society (CNPS, 2001) published survey guidelines. These guidelines state that special -status surveys should be conducted at the proper time of year when special -status and locally significant plant species are both evident and readily identifiable. These guidelines also state that the surveys be floristic in nature with every plant observed identified to species, subspecies, or variety as necessary to determine their rarity status. Finally, these surreys must be conducted in a manner that is consistent with conservation ethics and accepted plant collection and documentation techniques - Based on the optimal bloom periods for the six listed species, one inclusive the rare plant survey can be conducted in May concurrent with the reconnaissance -level survey. The location(s) of special - status plant will be mapped in the field using GPS technology. The results of the rare plant survey will be incorporated into a Biological Resources Technical Study. Task C: Raptor Foraging Habitat Consultation with California Department of Fish and Game. EIP/PBSSJ will assess the use of the site as foraging habitat for raptors during the site visit This determination will be based on the size of the proposed project, the quality of the habitat, and the distance to recorded occurrences of raptors. EIP/PBS&J will then consult with the California Department of Fish and Game (DFG) for their concurrence with our determination. This task does not include surveys for nesting raptors. Task D: Biological Resources Technical Study. The results of the database queries, reconnaissance level survey, rare plant survey and foraging habitat determination will be summarized in a Biological Resources Technical Study. This document will include a map of the project site, location(s) of any sensitive species, and a summary of our findings. Archeological Resources -Technical Study Preparation of this technical Study by SWCA consists of subtasks A through F_ Subtask A - Preliminary Research_ In order to identify the current status of any previously recorded cultural resources known to exist within or adjacent to the project area, the following research will be conducted: ■ California Historical Resources Information System records search of the approximately 5-acre project area and a 0.5-mile radius around the project area at the South Central Coastal Information Center ■ Examination of historic maps, the National Register of Historic Places (NRHP), the California Register of Historical Resources (CRHR), the California State Historic Resources Inventory, and the listing of California Historical Landmarks • Contact the California Native American Heritage Commission (NAHC) for Sacred Lands File review. ■ Perform NAHC consultation' 1 SB 18 requires cities and counties to conduct consultation when a project requires the preparation or amendment of a general or specific EIP/PBS&J 7 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center E/R The records search will reveal the nature and extent of any cultural resources work previously conducted within the project area. Subtask B - Cultural Resources Survey_ A Phase I intensive pedestrian survey of the project area will be conducted, with the following parameters: ■ Pedestrian transects spaced at maximum intervals of 10 meters, covering all portions of the project area ■ Assumed that the cultural resources survey will be negative based on results of previous environmental review Subtask C - Cultural Resources Subsurface Presence/Absence Testing. This subtask will consist of the following: ■ Direct and monitor backhoe excavation of a series of trenches within the proposed project area to identify any intact subsurface cultural deposit within the project area and document the level of disturbance within the project area ■ Observation of the excavation and document the results in notes, cross-section sketches, and digital photography by qualified archaeologist • Excavate each trench to a maximum depth of four feet and backfill daily • Scope does not include evaluation of intact subsurface cultural deposits, if encountered, for NRHP/CRHR • include Native American monitor from the Gabrielino Tongva Indians of California Tribal Council to observe all excavation within the project area, due to the sensitive nature of prehistoric site CA-ORA 142, which may be present within the project area Subtask D - Update of Site Records for CA-ORA-142. In order to complete this update, the following tasks will be performed: • Update the appropriate State of California Department of Parks and Recreation (DPR) forms for CA-ORA-142 ■ Describe previous studies regarding the site, the results of the current study, site condition, and will include management recommendations • Include forms as a confidential appendix to the technical study and submit to the SCCIC, per their guidelines Subtask E - Paleontological Records Review. Due to the potential sensitivity of the site for paleontological resources, a records review of the area will be conducted to determine the need for paleontological monitoring during project construction (consistent with Measure Paleontology -I in the Master Plan EIR): plan, as such, S818 consultation would not be required for the proposed project. Examine records maintained by the Natural History Museum of Los Angeles County in order to ascertain whether or not previously recorded paleontological resources occur within the project site boundaries and vicinity Review published and unpublished literature and geologic maps to assess the paleontological sensitivity of the project area and vicinity Subtask F -Technical Study. The technical study will include the following elements: ■ Document the results of Tasks A through E ■ Provide management recommendations for resources within or near the project area ■ Include maps depicting the area surveyed for cultural resources, a discussion of site CA-ORA-142, and updated DPR forms for CA-ORA-142 ■ Provide detailed paleontological sensitivity map ■ Provide recommended mitigation measures specific to the project • Submit draft report, review and revise upon receipt of comments If the locations of sensitive archaeological sites and/or Native American cultural resources will be depicted and/or described in the report then the report will be considered confidential. Traffic Impact —Technical Study. Preparation of this technical study by Urban Crossroads consists of subtasks A through G. Subtask A: Access Evaluation and Site Plan Inputs. This task involves project kickoff associated with the following tasks: ■ Site Plan Review (based on most current site plan) ■ Interface with Project Team (teleconference) ■ Prepare recommendations regarding access and internal circulation features ■ Interface withjurisdiction staff (teleconference) Subtask B: Scoping Agreement Process. The scope of the traffic study will be developed in consultation with the City. Urban Crossroads will prepare Draft Traffic Study Scoping assumptions and a Final Traffic Study Scoping Agreement to define: • Project Trip Generation (weekday and weekend daily and weekday AM/PM and Saturday Peak Hour Trip Generation) ■ Project Trip Distribution (assumed to be generally consistent across the different time periods) • Study Area definition ■ Identification of cumulative projects and ambient growth patterns Subtask C. Traffic Counts and Existing Roadway Conditions Inventory, as follows: EIP/PBS" 8 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center E/R Collect daily roadway segment traffic volumes along Goldenwest Street (up to one [1) location) for weekday and Saturday conditions Collect peak hour intersection turning movement counts at up to five [5) intersections (weekday AM/PM peak and Saturday peak hour conditions) Field inventory of intersection traffic control measures, approach lanes at intersections, and through travel lanes along segments Subtask D: Cumulative Growth (interim year) Future Traffic Projections. This task involves calculation of near -term traffic conditions, with and without the proposed project. Calculation of generation and distribution of other development traffic for weekday daily and AM/PM peak hour and Saturday daily and peak hour conditions Calculation of cumulative future peak hour turning movement volumes at study intersections for weekday daily and AM/PM peak hour and Saturday daily and peak hour conditions Calculation of cumulative future daily traffic flows on study area roadway segments for weekday daily and AM/PM peak hour and Saturday Daily and peak hour conditions Subtask E: Traffic Impact Analysis. Analyze traffic conditions in order to calculate intersection operating conditions with and without the proposed project, determine of significance of traffic impacts, identify roadway improvements, and assess feasibility of implementing recommended improvements. Specific tasks include: ■ Analysis of existing intersection performance based upon HCM delay methodologies for weekday AM/PM and Saturday peak hour conditions ■ Analysis of near -term (project full occupancy) cumulative growth without project conditions intersection performance for weekday AM/PM and Saturday peak hour conditions Determination of improvements needed to serve near -term cumulative growth without project conditions for weekday AM/PM and Saturday peak hour conditions ■ Analysis of near -term (project full occupancy) cumulative growth with project conditions intersection performance for weekday AM/PM and Saturday peak hour conditions ■ Determination of improvements needed to serve near -term cumulative growth with project conditions for weekday AM/PM and Saturday peak hour conditions ■ Review of funding sources for study area circulation improvements Subtask F: Special Issues Evaluation. Research will be conducted to identify evidence that demonstrates whether or not the potential exists for additional vehicular safety concerns associated with the senior population. Efforts will include research of materials on similar projects, and review of articles, publications, etc. Literature Review of Special Issues Associated with Senior Center Projects, including > Safety > Driver behavior > Pedestrian Needs > Atypical Design Features Summarize key points of research Provide recommendations Subtask G: Traffic Study Report A Draft Traffic, Study Report that incorporates findings and all supporting calculations for Tasks A through F will be prepared. Upon receipt of City comments, the Draft Traffic Study Report will be revised as appropriate. This scope of work allows for up to two 121 review cycles. Viewshed—Technical Study. The viewshed technical study will include an analysis of changes to scenic vistas and scenic resources, visual character, and night lighting. Due to the lack of surrounding development and the relative 14-acre size of the parcel compared to the 5-acre size of the project it is assumed that shade/shadow effects would not extend onto adjacent recreational uses, and therefore would not require detailed analysis. The site's existing visual characteristics will be textually described and illustrated with photographs, thereby documenting the site's existing visual character (topography, vegetation, open spaces, etc.). Two massing diagrams using Computer Aided Design (CAD) software will be generated to visually depict the proposed building envelope and the extent to which views through the site would be obstructed by it Two vantage points will be identified (including one from Goldenwest Street and a second from another publicly accessible area) and pedestrian level site photographs will be taken from each vantage point The CAD generated massing diagrams will then be overlaid on top of the pedestrian level site photographs. These photomontage diagrams will depict impacts of the siting, height, and bulk of the buildings, as well as their visibility from surrounding areas, No architectural detail or spatial relationships (i.e., inclusion of people for relative building scale) will be shown on the diagrams. Changes to the visual character of the site will be assessed based upon massing diagrams, potential blockage of views and scenic resources, loss of open space, and changes to project surroundings. Key issues in determining impacts will be ■ The relative prominence of each vantage point EIP/PBS&J 9 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center EIR • The uniqueness of the vantage -points compared to other open space views of and through the park ■ The ability for landscape vegetation to soften visual effects ■ The ability for project design to "fit" within the existing visual context If ultimately desired by the City, complete photo simulations could be prepared. These simulations will insert images of the proposed buildings into photographs depicting existing views of the site. (Note: this represents an optional service that would be negotiated separately from this proposal.) The proposed project will introduce new development into an area currently occupied by open space, thereby increasing ambient lighting levels. EIP/PBS&J will evaluate changes in ambient lighting levels, including hot spots and spillover onto adjacent areas. Analysis will consider, in particular, evening events at the proposed facility. Where significant impacts are anticipated, EIP/PBS&J will identify potential mitigation measures. These measures may involve the siting of structures, modulation of building volumes, "stepping back" of upper elevations to reduce mass, or comparable techniques. Potential mitigation measures will be reviewed with City staff to ensure their feasibility. Any significant impacts that cannot be fully mitigated will be identified. Geological —Technical Study. Ninyo & Moore will review readily available geologic maps, published literature, stereoscopic aerial photographs, in-house information, soil reports pertinent to the subject site from the City of Huntington Beach Building and Safety Department, and reports and/or plans provided by the City. Following the data review, Ninyo & Moore will perform geotechnical site reconnaissance to map and document the existing surficial conditions in the project study area. Ninyo & Moore will assess the general geologic conditions and seismic hazards affecting the area, and evaluate their potential impacts on the project. A compilation and analysis of existing geotechnical data pertaining to the subsurface conditions will also be provided. A written report presenting the results of the data review will be prepared, as well as the conclusions and recommendations relative to the geotechnical aspects of the projects conceptual design and construction to be included in the EIR. This scope of services does not include subsurface exploration and laboratory testing; however, this is provided as an optional task (as shown in the budget and described in Appendix B) if the City requests such an effort. Review of Technical Study Conclusions. Based on the results of the technical studies, the EIP/PBS&J team will provide alternative recommendations to the proposed project where appropriate. This, in particular, will relate to the outcome of the geological investigations and biological technical study, although all resources would be considered. Revisions could include, for example, re -siting of building footprint or reconfiguration of on -site uses. ■ Products • Five (5) Screencheck copies of Technical Studies for City review ■ Final review copies of Technical Studies will be provided with the Administrative Draft EIR (Task 4) TASK 3 Prepare Initial Study/ Participate in the Scoping Meeting EIP/PBS&J will prepare a draft Initial Study/Notice of Preparation (IS/NOP), in order to narrow the focus of the environmental issues addressed in the EIR. The Initial Study will be prepared in conformance with the City's Initial Study checklist format. Based upon review and comment by the City, EIP/PBSbJ will revise the IS/NOP as appropriate. EIP/PBS&J will distribute the IS/NOP to responsible agencies, trustee agencies, the Office of Planning and Research (OPR) and any other interested parties. It is assumed that the City will distribute the IS/NOP to area property owners and residents. During the public review period of the IS/NOP, EIP/PBS&J will begin preparation of the EIR in order to reduce the overall project schedule. EIP/PBS&J staff will participate in one public scoping meeting, and make a presentation on the CEGA process. The focus of the scoping meeting will be to solicit the involvement of nearby residents, the community at -large, and local business organizations. EIP/PBS&I will facilitate and record public comments and input during the scoping meeting. As an optional task (only if requested in the future by the City), MIG staff will also participate to design, facilitate, and graphically record public comments and input during the scoping meeting. EtP/PBS&J will provide a minimum of 50 copies of graphic exhibits in the handout materials. It is assumed that oversized graphics illustrating the proposed project will be provided by the City. After completion of the scoping process and receipt of iS/NOP comments, EIP/PBS&J will identify issues for which no significant impacts will occur (described as Effects Found Not to Be Significant) and identify potentially significant impacts that will require further evaluation in the EIR. It is assumed that the following resources will be identified as Effects Found Not to Be Significant following the IS/NOP process: EIP/PBS&i 10 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center EIR • Agricultural Resources • Mineral Resources • Population and Housing ■ Products ■ Five (5) copies of the Screencheck Draft 1S/NOP for internal review by the City • Forty (40) bound copies of the 1S/NOP to be delivered to the City ■ Fifteen (15) copies of the IS/NOP to be transmitted to the State Clearinghouse ■ One (1) unbound reproducible copy of the IS/NOP • One (1) Screencheck copy of the Notice of Availability and Notice of Completion • Refined scope of work schedule, and budget, if necessary (based on the results of the IS/NOP and scoping processes) • Fifty (50) handouts describing the project and environmental process, including available graphics (for use at public scoping meeting) ■ One (1) summarized copy of the results and comments received at the scoping meeting for the City's records TASK 4 Prepare Administrative Draft EIR The objective of the Administrative Draft EIR is to prepare a comprehensive, accurate, and objective EIR for the Huntington Beach Senior Center Project that fully complies with CEOA, the State CEQA Guidelines (as amended through the date of submittal), and the City's Environmental Guidelines. The Administrative Draft EIR will analyze the environmental impacts of the proposed project. Each significant impact will be numbered and the corresponding mitigation measures will be correlated. The effectiveness and feasibility of mitigation measures will be discussed and the level of significance after mitigation will be identified. Environmental resource areas to be included and analyzed in the EIR are described below. Resource areas included in this scope of work are those listed in the RFP, in addition to those recommended by EIP/PBS&J for detailed EIR analysis. In an effort to reduce redundant work efforts, the Master Plan EIR will be used to inform the existing conditions where applicable. Although this EIR was completed at the program level in 1999, it will have some information relevant to the currently proposed project site. EIP/PBS&J will verify that the conditions described in that EIR are still accurate, and if so, incorporate as appropriate. Aesthetics The aesthetics analysis will be based upon the results of the final Viewshed technical study (described under Task 2). This section will incorporate the relevant information on existing setting, impacts, and mitigation measures in order to articulate the effects on scenic vistas, scenic resources, visual character, and night lighting. Air Quality The air quality analysis will describe the existing air quality environment in the vicinity of the project site, including any intersections and roadways that might be affected by increased traffic due to implementation of the proposed project. This description will include: ■ Existing regional and local air quality conditions affecting the City. ■ Project site information based on that published in the Huntington Beach General Plan and by the SCAQMD. ■ Sources of pollution within the air basin and close to the project site, along with nearby land uses that may be sensitive to air quality impacts, including nearby users of Central Park. • Ambient air quality monitoring data and trends • Current SCAQMD Air Quality Management Plan, and relevant federal, State, and local regulations affecting air quality within the South Coast Air Basin. Construction Emissions The air quality analysis will evaluate potential air quality impacts of project -related construction activities. The maximum expected equipment to be in use during each phase of construction will be used to quantify maximum daily emissions. Emissions will be compared to the thresholds of significance presented in the SCAQMD Handbook. Mitigation measures for construction - related particulates will follow guidance from the SCAQMD CEQA Handbook and the City. Operational Emissions. The regional criteria pollutant analysis will examine vehicular and stationary sources associated with operation of the proposed project Based on estimated vehicle trips, vehicular emissions of carbon monoxide, ozone precursors (reactive organic gases and oxides of nitrogen), and small particulate matter (PM 10) will be predicted and quantified using EMFAC emission factors and the California Air Resources Boards URBEMIS 2002 software, which will then be compared to the SCAQMD significance thresholds. The criteria pollutant emissions from future stationary sources (such as HVAC equipment) will also be estimated in the same manner. The SCAQMD's regulatory structure to evaluate and offset these emissions will be described. Mitigation measures will be identified for potentially significant impacts, and their effectiveness will be quantified to the extent feasible. EIP/PBS&J 11 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior CenterE/R Local Ambient CO impacts nth respect to potential, localized carbon monoxide hot spots, it is assumed that the air quality analysis will use the CALINE4 model to estimate carbon monoxide levels at the four most congested intersections and at two selected sensitive receptors. The assessment will compare estimated carbon monoxide concentrations to federal and State ambient air quality standards B/o/ogicalResources The final Biological Resources Technical Study (described under Task 2 above) will be the basis for this EIR section. EIP will describe the existing biological conditions on the site to a level of detail sufficient for CEOA clearance, and will detail the results of all background research, agency consultation, field surveys, and include a map of all vegetation communities and locations of any special -status species or habitats detected. Impacts to biological resources on -site resulting from proposed development will be described, and mitigation measures will be identified. Cu/tura/and Historic Resources EIP/PBS&J will prepare a cultural resources section that will meet the minimum standards for Archaeological Resource Management Reports (ARMR) developed by the State Historic Preservation Officer (SHPO) and will consider archaeological, historical, and paleontological, Native American concerns. The archaeological portion of this report will be based upon the results of the Archaeological technical study (described under Task 2). Given the present state of the project site, no above -ground historical resources exist. Geology, Soils Seismicity Information for this section will largely be obtained from the Geological Technical Study )described above in Task 21 prepared for the proposed project. The section will include an assessment of impacts and potential mitigation measures associated with _geophysical issues, including the seismicity of the area )e.g., surface rupture, ground shaking) and the potential for liquefaction, subsidence, expansive and collapsible soils, dynamic settlement, and erosion. It is understood that the EIR section should offer resolution of existing outstanding geologic issues, rather than provide recommendations for future study. Hazards and Hazardous Materials Based upon the applicable mitigation measures in the Master Plan EIR, key issues related to hazards include: ■ Methane gas issues associated with a former nearby landfill, ■ Potential for unrecorded or unknown oil wells, and • Potential contaminants associated with previous uses of the area. The hazardous materials section of the EIR will evaluate the exposure of people and property to short- term (construction -related) and long-term (existing and operational) hazardous and toxic materials. The EIR will include results of a database search of potential hazardous materials sites at the location of the proposed project and in the vicinity. The EIR will use this information in conjunction with previously prepared environmental documentation for the site and surrounding areas to document existing conditions and potential contamination. The potential for contamination and/or oil wells to be encountered during construction will be identified, and methods to address this contamination will be specified where appropriate. If applicable, the EIR will summarize the City's site remediation process in the context of City Specification 431-92. if appropriate, a mitigation program consisting of testing, remediation, and City clearance shall be developed. The mitigation measures in this section may also recommend appropriate steps to take in the event unanticipated contamination is discovered during construction. The analysis will also address project operations and qualitatively evaluate potential effects associated with the low-level use, storage, or disposal of hazardous materials, such as cleaning supplies and landscape maintenance products. It is assumed that these materials would be stored in compliance with applicable regulations. Hydrology and Water Quality The hydrology and water quality analysis will discuss project drainage, effects on water quality of receiving waters, groundwater resources, and flooding. Due to the relationship of drainage and runoff to storm drain issues, storm drainage will be included within the hydrology and water quality analysis. The analysis will include a summary of relevant federal, state, and local flooding, drainage, and water quality regulations and ordinances, including, but not limited to, the National Pollutant Discharge Elimination System )NPDES) permit requirements, the City's Master Plan of Drainage, and the Orange County Drainage Area Management Plan (DAMP). The project's pre- and post -development drainage patterns will be identified. The projects existing potential to affect downstream drainages will be identified and compared to future project impacts due to the introduction of impervious surfaces. The assessment will investigate the appropriateness of needing to design the project so that there is no EIP/PBS&J 12 Proposal to Provide Environmental Consulting Services for the Huntington Beach Senior Center EIR substantial increase in runoff, as required for the adjacent Sports Complex project (measure Water-1 in the Master Plan EIR). Further, downstream localized flooding as a result of changes on site, including grade changes and changes to drainage patterns, will be evaluated. Compliance with NPDES regulations, the Cigls Master Plan of Drainage, and the DAMP will be assessed. The analysis will consider the feasibility of on -site treatment programs, and evaluate their potential effectiveness to reduce water quality impacts to the Maximum Extent Practicable (MEP). Groundwater resources will be described in terms of depth, direction of flow, quantity, and quality. The effects of site development on groundwater recharge potential and the potential construction and post - construction groundwater quantity and quality impacts will be addressed. Land Use and Planning Existing land uses on the project site and in the immediate vicinity of the project site will be identified and visually depicted in an exhibit. Land use descriptions will include the following: ■ On -site land uses ■ Surrounding land uses ■ A description of the site's historic and current uses The focus of the land use section will be the change in use from existing open space to developed community facilities. This change of land use is allowable within the existing General Plan and Zoning designations of the site. Key issues for analysis in the land use section will include: Evaluation of land use compatibility between the proposed senior center and adjacent recreational uses Consideration of loss of existing open space uses Assessment of consistency with applicable plans, policies, and regulations adopted for the purpose of mitigating environmental impacts. The appropriateness of the proposed project will also be evaluated with respect to emerging land use trends and regional effects of this project. Measures will be recommended to reduce or eliminate adverse land use effects, where necessary. Noise The noise analysis will address the impacts of the project on • Background noise levels (due to vehicular trips) ■ Exposure to excessive noise levels (due to proposed uses at the Senior Center) The environmental setting discussion will briefly summarize the nature of sound, noise, and groundborne vibration, and will introduce acoustical terms that relate to the noise analysis. Relevant State and local noise standards and guidelines will also be summarized. Potentially vulnerable existing noise - sensitive land uses in the project vicinity (e.g., residences, adjacent recreational uses) will be identified. Existing ambient daytime noise levels will be measured at five selected locations within and around the proposed project site to establish current baseline noise levels. These locations will be identified on a map. The daytime noise levels will be measured using a Larson -Davis Model 814 precision sound level meter, which satisfies the American National Standards Institute (ANSI) for general environmental noise measurement instrumentation. Noise will be characterized in the following terms: • Ley, the equivalent energy noise level, is the average acoustic energy content of noise for a stated period of time, for evaluating community impacts, this rating scale does not vary, regardless of whether the noise occurs during the day or the night ■ L.,,, the minimum instantaneous noise level experienced during a given period of time ■ " the maximum instantaneous noise level experienced during a given period of time Existing 24-hour noise levels will be calculated for various roadway segments in the project vicinity using the Federal Highway Administration Highway Noise Prediction Model (FHWA-RD-77-108) and current traffic counts from the Traffic Report prepared for the project The model will calculate the average noise level at specific locations based on traffic volumes, average speeds, roadway geometry, and_ site environmental conditions. Vehicle nose energy rates in the FWHA model will be modified to incorporate rates utilized by Caltrans, which better represent vehicle noise levels in California. Noise levels generated during construction will be estimated based upon anticipated construction schedules, techniques, and building types. The potential for construction noise to impact nearby noise -sensitive land uses will be characterized by quantifying anticipated noise levels (e.g., based on distance). Furthermore, vibration impacts from project - related construction activities will also be evaluated. The analysis of operational noise impacts will address future noise levels at the project site and at sensitive uses in the project vicinity. The noise levels in outdoor patio and indoor areas at the Senior Center site will be compared to City standards to ensure that the proposed land uses are planned and located EIP/PBS&J t3 Proposal to Provide Environmenta/Consu/ting Services for the Huntington Beach Senior CenterE/R appropriately from a noise perspective. Future noise levels along the roadway segments in the project vicinity will be calculated to determine whether traffic generated by the project causes a substantial increase in noise at off -site locations. The potential for other operational impacts will include, in particular, nighttime events at the Senior Center that extend to outdoor patio areas. Expected noise levels based on comparable allowable activities at other locations will be identified. Maximum noise levels resulting from these uses will be described. For any impacts that exceed identified significance thresholds, feasible mitigation measures will be identified, which may include modification of construction techniques or hours, changes in project design or layout, provision of temporary or long-term barriers to noise transmission, or limitations on outdoor nighttime activities. Public Services Availability of fire and police protection services will be analyzed, as well as the effects of the project upon the ability of the service providers to maintain acceptable service levels. Due to the nature of the project, no effects to schools would occur. Letters describing the proposed project will be sent to service providers, and responses will be requested, as appropriate, to document the services' and facilities' current and planned usage rates, and capacities. The ability of existing public services to meet demands of the proposed project will be described. If required, any additional capacity, services, or personnel needed will be discussed. Further, any unique public service needs due to the proposed use of the site will be discussed. Anticipated impacts will be assessed, and mitigation measures, if necessary, will be provided. Mecr+eation The proposed project would result in loss of 5 acres of open space in the City. The site is currently undeveloped open space. The site would continue to be uses for recreational purposes, although on -site uses would be targeted to the senior population. The proposed project would be designed to meet the needs of providing a new senior center, since the City's existing senior center is considered inadequate. The recreational analysis will describe the existing recreational resources in the City, taking into consideration the nearby resources, including public beaches. The existing ratio of acres of parkland to population (per 1,000 persons) will be quantified. The loss of the existing passive open space on -site will be considered in the context of increased demands on other recreational areas in the City. The ability for the new senior center to improve City-wide recreational demands will also be evaluated. The future use of the site as the Low intensity Recreation Area would not be considered a loss, as the project level analysis does not evaluate future planned uses. The implications of this land use change will be considered in the Alternatives section, as the No Project Alternative will consider continuation of existing and planned future uses. Transportation & Grculation information for the section will be based upon the Traffic Technical Study (described in Task 2 above) prepared for the project The transportation and circulation section of the EIR will characterize short-term and long-term traffic, transit, roadway hazard, and parking impacts that may result from the project Utilities and Serve Systems The Utilities and Service Systems section of the EIR will address the following resources. • Water supply • Wastewater ■ Solid Waste • Energy Stormwater drainage will be addressed under hydrology and water quality. Analysis of each of these utilities will evaluate the capacity of the existing infrastructure to serve the site based on current and future demands. Demands will be calculated based upon the proposed project densities. Service improvements or possible capacity limitations will be identified. Due to project size and proposed uses, it is not anticipated that the proposed project would generate extensive demands on utilities and service systems. However, due to , the undeveloped nature of the site and limited existing on - site infrastructure, utility constraints could exist. The Master Plan EIR identifies the need to monitor sewer flow to determine the capacity of the existing 154nch diameter pipeline in Golden West Street, in association with development of the Sports Complex (Measure Utilities-3). This measure may be applicable to the proposed project since the Master Plan EIR did not consider extensive structural development at the project site. Therefore, EIP/PBS&J will investigate the potential for sewer trunk line capacity issues associated with the proposed project through consultation with City Public Works. Mitigation, potentially including sewer upgrades, will be identified if necessary. EIP/PBS&J 14 Proposa/to Provide Environmental Consulting Services for fhe Huntington Beach Senior Center EIR The Master Plan EIR also requires subsequent study to identify the need for additional electrical transformers (Measure Utilities-91, and the EIR will address this issue. The existing setting will be briefly summarized in terms of available supplies, existing consumption, and energy standards, as applicable. On -site energy demands will be requested from the local utility provider. To the extent practical, the energy consumption of the proposed project will be estimated to determine if future demands would exceed existing capacity of on -site transformers. Mitigation measures, if needed, will be described in the EIR. Cumulative Impacts Cumulative impacts will be specified in the individual sections of the EIR. The cumulative analysis will be qualitative in nature and will be based upon known projects, either approved, proposed (applications on file), or reasonably foreseeable, within a defined area around the proposed project, as determined by the factors relevant to each environmental issue area. The cumulative impact assessment will be based on potential development projects that may, in combination with the proposed project, create cumulatively considerable environmental impacts, as required by Section 15130 of the 2004 CEQA Guidelines. Other CEQA Sections Summary. This section will be in tabular format and will briefly describe the impacts of the proposed project, the level of significance of impacts, recommended mitigation measures, and the level of significance after the recommended mitigation measures are implemented. Long -Term Implications. The EIR will discuss all significant unavoidable adverse impacts. The EIR will discuss any potential growth -inducing and irreversible impacts of the proposed project Potential sources of growth inducement and their corresponding impacts, such as removal of obstacles to growth will be qualitatively analyzed, to the extent that they are applicable. Alternatives. EIP/PBS&-J understands that Alternatives will be a key component of the EIR analysis. In order to accurately define alternatives, EIP/PBS&J will work with the City first to clearly articulate project objectives. The EIR can then most effectively assess alternatives in light of CEGA's mandate to reduce significant project impacts while meeting the project's basic objectives. EIP/PBS&) proposes a two -tiered approach to the alternatives analysis to (1 ) describe the alternatives screening process and (2) describe and analyze those alternatives selected for detailed study. This will allow the EIR to demonstrate the consideration given to a sufficiently broad range of alternatives. The alternatives screening process will provide an opportunity for the EIR to describe the process used to identify alternatives. It will include a discussion of criteria used to identify alternatives, which may include minimum feasibility requirements and ability of an alternative to reduce significant impacts. The section will then describe a range of alternatives initially considered, and their ability to meet the screening criteria. Alternatives not carried forward for detailed analysis will be identified, and the reason for rejection of these alternatives will be specified. For those alternatives described in detail, the EIR will qualitatively address the environmental impacts that would result. EIP/PBS&J will work closely with City staff to develop up to three alternatives to the proposed project, including (1) no project alternative (including the no project/no development alternative and the no project/reasonably foreseeable use alternative); (2) alternative configuration; and (3) a third alternative to be determined once key project impacts have been further defined. The alternatives will be provided in a sufficient level of detail for comparison with the proposed project Each alternative will be evaluated with respect to each key impact category. The advantages and disadvantages of each alternative and the reasons for rejecting or recommending the alternative will also be discussed and the environmentally superior alternative will be identified. During the course of the environmental analysis, minor variations to the proposed project that could have the effect of reducing or eliminating environmental concerns may become apparent These variations will be recommended, where feasible. Appendices. All Technical Studies (described in Task 2), survey results, data, and public and agency comments (as well as the Lead Agencys responses) will be included as appendix material to the Draft EIR. ■ Products • Five (5) copies of the complete Administrative Draft EIR and Technical Appendices TASK 5 Prepare Draft EIR The purpose of this task is to respond to City staff comments on the Administrative Draft EIR, complete necessary revisions, and publish the Draft EIR for public review. EIP/PBS&J will obtain all comments on the Administrative Draft EIR from the City, who will compile one set of unified City comments for use in revising the document EIP/PBS&J will complete revisions to the Administrative Draft EIR in EIP/PBS&J 15 Proposal to Provide Environmenta/Cbnsufhng Services for the Huntington Beach Senior Center EIR conformance with the City's comments and the agreed -upon scope of work. EIP/PBS&J will also submit a Screencheck Draft EIR to the City prior to distribution for final review by the City. The intent of the screencheck DEIR is to allow the City "camera-ready" review of the document prior to public circulation. EIP/PBS&J will ensure that the Notice of Completion and the Draft EIR are filed with the State Clearinghouse. It is assumed that the City will prepare and post all other necessary notices announcing the public hearing and the availability of the Draft EIR_ ■ Products • One (1) Screencheck Draft EIR and Technical Appendices for final review by City ■ Forty (40) copies of the Draft EIR and twenty-five (25) Technical Appendices • Fifteen (15) copies of the Executive Summary, and 15 CD's with electronic versions of the Draft EIR and Technical Appendices will be transmitted to the State Clearinghouse • One (1) unbound, reproducible original of the Draft EIR and Technical Appendices • One (1) CD with electronic versions of the Draft EIR and Technical Appendices in Microsoft Word XP and PDF formats to be transmitted to the City ■ One (1) Notice of Completion and Notice of Availability TASK 6 Prepare Responses to Comments and Administrative Final OR This task will result in the preparation of an Administrative Final EIR, which will contain a list of commentors, comment letters, responses to comments on the Draft EIR, and the Mitigation Monitoring Program (MMP). The City will compile and transmit to EIP/PBS&J all written comments on the Draft EIR received during the public review period and as one unified set of comments following the close of the public review period. EIP/PBSbJ will confer with City staff to review written comments on the Draft EIR, including comments from public meetings and hearings, to develop a general strategy for preparation of responses. The Administrative Final EIR will include all comments, as well as responses to those comments. Responses will consist of explanations, elaborations, or clarifications of the data contained in the Draft EIR. This scope of work assumes a maximum of 200 non - redundant comments on the EIR. In addition, where necessary, the text of the Draft EIR will be revised in a format to indicate whether text has been deleted (by strike -out) or whether text has been inserted (by underline). The Administrative Final EIR will be submitted to City staff for review and comment. EIP/PBS&J will also prepare a Screencheck Draft MMP concurrently with the preparation of the Administrative Final EIR, upon finalization of project mitigation measures. The MMP will be designed to ensure compliance with all adopted mitigation measures during project implementation_ The MMP will be in table format, and will specify mitigation measures, parties responsible for implementation and monitoring, timing and frequency, and the level of significance after implementation of the mitigation measures. The MMP will be designed to fit into the City's existing entitlement and project review process. ■ Products Ten (101 copies of the Administrative Final EIR (includes Responses to Comments and text changes) Four (4) copies of the Screencheck MMP TASK 7 Prepare Final EIR EIP/PBSbJ will obtain all comments on the Administrative Final EIR from City staff, who will compile one set of unified City comments for use in revising the document EIP/PBS&J will complete revisions to the Administrative Final EIR in conformance with the Citys comments and the agreed -upon scope of work. EIP/PBS&J will distribute copies of the final responses to comments and/or the Final EIR to those agencies and/or interested parties that submitted comments upon the Draft EIR. The Final EIR will be submitted to the City one month prior to the EIR certification hearings, or consistent with current City policy. It is also assumed that EIP/PBS&J will prepare the Notice of Determination (NOD), if the project is approved, and file it with the Office of Planning and Research. It is assumed that the City will be responsible for filing fees. O Products ■ Forty 140) bound copies of the Final EIR • One (1) unbound, reproducible original of the Final EIR and MMP • One (1) electronic version of Final EIR and MMP in Microsoft Word XP, on CD ■ One (1) electronic version of the Final EIR and MMP in PDF format, suitable for posting on the City's website ■ One (1) Notice of Determination TASK 8 Meeting Attendance This task includes participation in the public scoping meeting and public hearing process on the Draft EIR and attendance at the Planning Commission and City Council certification hearings. EIP/PBS&J staff will attend a maximum of twelve meetings, including the following= • Five with City Staff EIP/PBS&J 16 Proposal to Provide Environmental Consu ing Services for the Huntington Beach Senior Center EIR • One Public Scoping Meeting (after issuance of NOP) ■ One Public Comment Meeting (during Draft EIR public review period) • One Community Services Commission Meeting ■ One Planning Commission Study Session • One Planning Commission Public Hearing ■ One City Council Study Session • One City Council Public Hearing - It is assumed that two EIP/PBS&J personnel will attend all public meetings, at the discretion of the City. As an optional task (only if requested in the future by the City), MIG staff will also attend two (2) public community meetings (EIR scoping meeting and the public hearing during the Draft EIR review) to engage the community in the discussion of its issues and comments on the proposed project At the public meetings, EIP/PBS&,J will be available to facilitate the meetings, present the findings of the Draft EIR, answer technical questions regarding the Draft EIR, answer general questions regarding the environmental review process, and make note of significant comments raised by the interested public. EIP/PBS&J for MIG as an optional task if requested by the City) will record public comments and provide a written synopsis of input gathered during the public scoping and public comment (hearing) meetings. It is assumed that the City will request that all public comments are also submitted in writing. EIP/PBS&J will consider the comments collected at the public hearing during preparation of the Final EIR. EIP/PBS&J Team subconsultants will attend select meetings as necessary. It is further assumed that each of the meetings will require a maximum of four hours, including travel time and preparation. TASK 9 Preparation of Certification/ Finding Documents EIP/PBS&J will prepare draft Findings of Fact for each significant effect identified in the EIR and prepare a Statement of Overriding Considerations, if unavoidable significant impacts occur. As required by the State CEOA Guidelines, one of three findings must be made for each significant effect and must be supported by substantial evidence in the record. The Statement of Overriding Considerations will rely on input from the City regarding the benefits of the project EIP/PBS&-) will consult with City staff to review and finalize the Findings and Statement of Overriding Considerations for the Cit3(s ultimate adoption. ■ Products • Two (2) copies of the Screencheck Findings and/or Statement of Overriding Considerations One (1) reproducible copy of the Final Findings and/or Statement of Overriding Considerations TASK 10 Project Management and General Coordination The purpose of this task is to review work efforts, discuss issue areas, manage the EIP/PBS&J project team, manage the EIR preparation effort, maintain close communication between City staff and project team members, and engage in interagency coordination. This task is also intended to ensure that the project is running on time and within budget, and that all work products are of the highest quality_ The EIP/PBS&J , Project Manager will communicate, as necessary, with the EIR project team members and City staff to ensure compliance with the schedule, scope of work, and budget The Project Manager will coordinate the team's work and provide management liaison between the project team and the City for communication of issues, transmittal of comments, financial management, and other project management matters. In general, approximately two hours per week are allocated for general management tasks (communication and coordination, financial/contract management, schedule management), in addition to necessary Quality Assurance review prior to document submission. The project kick-off meeting is assumed to occur separately, as part of Task 1. EIP/PBS&J 17 Proposal to Provide Environmenta/Consu/tingServices for the Newland StreetResideiWa/Project 6. SCHEDULE The following draft schedule assumes delivery of the Draft Technical Studies (with the exception of Biological Resources) for City internal review within 6 weeks of project initiation/receipt of requested data/reports from the City, and production of the Draft EIR for public review within 20 weeks from project initiation. One key constraint to the schedule is the need to conduct biological field surveys in May, during the appropriate bloom periods for potential sensitive plant species. As such, this technical study will be submitted at a later date than the other technical studies, and incorporated into the schedule as shown below. EIP/PBS&J understands the importance of meeting the schedule outlined below and has confirmed technical staff and subconsultant availability to meet this schedule, assuming that adequate information regarding the project, and an executed scope of services, is available when the City provides EIP/PBS&J with a notice to proceed. Other factors that could lengthen or shorten the schedule include dates of receipt of project information, length of City review, and unanticipated issues arising from City staff or public review of the environmental documents. Week Date Task 1 * Kick-off date anticipated March 5, 2007 Receipt of Authorization to Proceed Refine Scope and Schedule Prepare Project Description Receive all Necessary Data & Reports from City/Compile Background Data Project Kick-off Meeting 2 March 14, 2007 Submit Draft initial Study (IS) to City 3 March 21, 2007 City provide comments on Draft IS to EIP 4 March 28, 2007 Submit Final IS to City 4-8 March 29, 2007 - April 27, 2007 30-day IS/NOP comment and scoping period Hold Public Scoping Meeting 6 April 13, 2007 Submit Draft Technical Studies to CityArchaeology, Vewshed, Geology, Traffic 9 May 1, 2007 Conduct Biological Resources Survey 9 May 4, 2007 City Provide Comments on Draft Technical Studies — Archaeology, Vewshed, Geology, Traffic 12 May 23, 2007 Submit Draft Biological Resources Technical Study to City 13 June 1, 2007 Submit Administrative Draft EIR to City 15 June 15, 2007 City Provide Comments on Biological Resources Technical Study to EIP 16 June 22, 2007 City Provide Comments on ADEIR to EIP 18 July 6, 2007 Submit Screencheck Draft EIR to City 19 July 13, 2007 City Provide Comments on Screencheck Draft EIR to EIP 20 July 20, 20.07 Produce and Circulate Draft EIR 20-27 July 20, 2007 - September 3, 2007 45-Day Draft EIR Public Review/Comment Period Community Meeting (Public Comment Meeting) on DEIR 29 September 21, 2007 Submit Administrative Final EIR/MMP to City City Review 31 October 5, 2207 City Provide Comments on AFEIR/MMP to EIP .33 October 15, 2007 Submit Final EIR/MMP to City TBD Planning Commission EIR certification/project approval as appropriate City Council EIR certification/project approval as appropriate EIP/PBS&J Is EXHIBIT "B" A. Hourly Rate W. C. Payment Schedule (Hourly Payment) CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: See attached rate sheet and cost schedule. Travel 2. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. consultants that are outside of the area, CITY is very conscious of travel costs. Subject to agreement otherwise, CONSULTANT will be held to charging no fees on travel time to or from Huntington Beach. As CITY sometimes uses nearest metropolitan 3. Automobile expenses are limited to the IRS standard business mileage rate. All other travel expenses must be approved in advance by CITY in writing. Requests for approval shall be submitted at least fourteen (14) days in advance, to allow for reduced transportation fares. Meals are not billable to CITY, without prior written consent of CITY. Billing I. All billing shall be done monthly in one -fifteenth -hour (0.15) increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. Minimum billing charges are unacceptable. CONSULTANT shall only charge for actual time spent. For example, minimum of 0.2 hours for phone calls or 0.4 hours for letters is unreasonable unless that is an accurate measure of tune spent. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the case or matter. 3. ,Telephone, cellular phone and postage charges are billable at actual cost. A copy of all service bills/costs should accompany the billing for each single item that exceeds Seventy -Five Dollars ($75.00). The fee for the sending or receiving of facsimiles agree/fomis/exB-hourly fee/i/11/07 EXHIBIT B Hourly Payment EXHIBIT "B" Payment Schedule (Hourly Payment) shall not exceed Twenty-five Cents ($0.25) per page. CITY will not pay a fee or charge for telephone calls or facsimiles to CITY. Photocopier costs should be no more than the actual cost of duplication, or Ten Cents ($0.10) per page, whichever is less. 4. CITY will not pay for secretarial time or secretarial overtime. CITY will not pay for secretarial tasks or tasks that should be subsumed into CONSULTANT's overhead. For example, time spent for faxing, mailing, arranging for messengers and calendaring are not acceptable charges. 5. CITY will not pay for word processing charges. This includes per page or hourly charges. 6. CITY will not pay for billing or discussion of bills. If CITY has questions about billing or needs additional information on bills, that is not a chargeable event; CONSULTANT should respond without charging CITY for the time required. 7. CITY appreciates when CONSULTANT has researched an issue previously and uses that research on the present case. CITY has retained CONSULTANT because of its past experience. CONSULTANT shall not charge CITY for work it has done and billed another client for in the past. 8. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 9. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the agree/fonns/exB-hourly fee/III 1/07 EXHIBIT B 2 Hourly Payment EXHIBIT "B" Payment Schedule (Hourly Payment) parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 10. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. agree/forni0ex8-hourly fee/l/11/07 EXHIBIT B 3 Hourly Payment .,� .... �...., r.,, y,,.�..._,,,.-.,, w..•,.,..r �.....--aw ►.........wr r..,.rr>..,.i w,�...,w w,-,.,..T..r �.+m..J w..�....,.�.»w u.....w.,.,s Proposal for City of Huntington Beach a Senior Center Project MR Labor and Cost Estimate Project TItIA Project Director Project Manager Deputy Project Manager Initial Study, Studies, cal EIR Teohnirsl StudiesEIR AirQuality, Not". Goo, Biology Word DPP r� IIng/ flours Per Task Cost Per Cost Per Cost Per Task BillingTitle Senior Program Manager Prged Manager Ass clots Prolset Manage Env Prof aaeional II Associate Manager II Senlor 8elentiat II Senlor Scientlsl IV Adminlstretive Support Task 1 Pro set Initiation and Organization 6 4 20 2 2 2 36 $ 4 700 $ 4 700 Task 2 Research and Anal Is/ Preparation of Technical Reports $ 19,040 Arehaeol Ica, -Technical Report 11 41 0 5 650 Biological Resources -Technical Report 6 4 60 4 2 76 8.560 Geology, Soils Seismicity -Technical Report 1 4 4 0 9 $ 1,230 Trafflo--Technical Report 1 4 0 5 B50 Vlewshed-Technical Reports 2 8 30 36 2 78 S 7.950 Task 3 Pre are Initial Study/ Facilitate Scopjna Meeting 2 20 30 4 8 64 6,670 6 670 Task 4 Prs re Administrative Draft EIR 40 40 4,000 S 71,b10 Aesthetica 1 2 6 11 1120 Air Quail 1 2 1 32 8 43 4,720 Biological Resources 1 2 20 2 25 S 2,690 Cultural and Historic Resources 1 2 16 19 1.880 Geology, Soils Seismicity 1 2 16 4 23 2 460 Hazards and Hazardous atertels 1 2 40 43 4,160 Hydrology and Water Quality 1 2 40 43 6.160 Land Use and Planning 1 2 40 43 4,160 Nose 1 2 40 4 47 4,940 Public Services 1 2 40 43 4160 1 40 43 4160 hRecreation rene o latlon 8 CirculatIon 2 1 2 24 29 S 3.060 UNlitles end S rvlCe Systems 1 2 40 43 4160 Cumu a e l d 4 8 16 4 8 4 44 6,180 Other CEQA Sections: Summary, Long-term Implications, Alternatives, Append ces 36 40 36 4 4 4 124 $ 14,600 Task 6 Prepare Draft EIR 24 40 36 8 8 8 16 140 16,060 S 16,060 Tas Proper* Responses to Comments and Administrative Final EIR 4 24 40 40 20 4 4 20 156 17,640 17,640 ask Prepare Flns EIR 8 36 40 2 2 12 100 10.570 10,570 Task 8 Meeting Attendsnee/Preparation (Includes facilitation of DEIR Public Comment ti 12 54 64 4 4 128 $ 17,080 $ 17,080 Task 9 Preparation of Certification/ Finding Documents 2 8 24 2 36 3,640 $3,640 Task PM Project Management and General Coordination 8 50 100 16 8 182 22,000 $ 22,000 Task Aeet. Aceountina Tasks 36 38 3,600 S 3.600 Total Hours 4 219 416 534 232 88 30 160 Ho rl Rate 210 140 110 $ 95 100 145 185 $ 100 Total P Labor 9,450 30,860 45,760 50,730 23,200 12,760 $ 4,950 $ 15,000Subconsultants Nino & Moore Geolo Soils Seismld - Technical Re ort 5i7 SWCA Archaeo/Paloo-Technical Re rt Urban Crosar ads Inc. rang ortation & Circulation - Technical Re ort Other Dlreet oats ODCs assumes number of copies listed In the RFP $ 13,500 .Printing/Reproduction EDR Database Search is 200 GPS Rental assumes 2 dayrental $ 400 Travel 900 Miscellaneous (DeliveryCharges, Photos etc 1,200 EIP Administration Foe 15% of OOCs and Subco ultanta 10.062 10% Contln eno Bud et This will onl be used f necessary and With prior approval from the CI 27 655 Total budget (tax ludin 0 lion I Task A Id+wsion of PW 1/6105 I A S S O C I A T F. S EIP, a division of PBS&J California Science and Planning HOURLY BILLING RATES AND JOB CLASSIFICATIONS Senior Division Manager/ Principal Technical Professional $190-$260/hour Senior Program Manager/ Senior Project Director/ Senior Planner IV/ Senior Scientist IV $175-$220/hour Program Manager/ Senior Environmental Manager III/ Project Director/ Senior Planner III/ Senior Scientist III $150-$190/hour Senior Environmental Manager/ Senior Planner II/ Senior Scientist II/ Senior Engineer II $120-$160/hour Associate Environmental Manager /Associate Planner/ Senior Scientist I $95-$125/hour Environmental Specialist / Planner II/ Scientist II $85-$110/hour Environmental Analyst / Planner I/ Scientist I $65-$90/hour Senior Administrator $90-$120/hour Senior Word Processor $754100/hour Word Processor $65-$90/hour Administrative $55-$80/hour Technical Aide I / Technical Intern I $45-$65/hour Mileage $.485/mile In addition, identifiable, non -salary costs that are directly attributable to the project (i.e., travel, meals, lodging, auto rentals, printing and copies, graphic materials, phone charges, equipment and specialized computer charges, etc.) and subcontractor fees include a 15% administration charge to cover overhead and administration. 1. This schedule is effective until January 1, 2008 and is subject to annual and/or periodic revisions thereafter, as necessary to accommodate inflationary trends, salary adjustments, and the general costs of business. 2. Invoices will be submitted by Consultant monthly. Client will notify Consultant, in writing, of any objections to an invoice within ten (10 days) of the date of invoice. Otherwise, the invoice shall be deemed acceptable by the Client. Amounts indicated on invoices are due and payable immediately upon receipt. 3. A late payment finance charge at a rate of 18% per annum (or the maximum amount allowed per law if lower) will be applied to any unpaid balance commencing 30 days after the date of the original invoice. 4. Fees for litigation and expert witness services will be charged at $450.00 per hour with a 4-hour minimum per day _ PBS&J Billing Rate Schedule- 10/06/06 S it' INSURANCE AND INDEMNIFICATION WAIVER Hunfin i Beach® MODIFICATION REQUEST AXE JE 1. Requested by: Chris Davis JAN 12 2007 2. Date: January 11, 2007 Beach 3. Name of contractor/permittee: EIP/PBS&J3 ity A�tcrney s C7iffice 4. Description of work to be performed: Prepare EIR for new Senior Center 5. Value and length of contract: 3 years/nte $363,487 6. Waiver/modification request: 1.Incorporate changes to indemnification clause per attachmentS 7. Reason for request and why it should be granted: Vendor request, City has allowed similar modifications 8. Identify the risks to the City in approving this waiver/modification: Moderate. Vendor has performed similar studies for high profile projects without incident. However, this is a highly sensitive project and will be under heavy scrutiny. nt Head Signature /- / - 012 Date: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval from the City Administrator's Office is only required if Risk Management and the C' ttorney's Office disagree. 1. Risk Management Approved ❑ Denied 664��7 Signature Date 2. City Attorney's Office proved ❑ Dead j• 3ii-" Signatur Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/modification request is to be submitted to the City Attorney's Office along With the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services insurance waiver 1/11/2007 2:08:00 PM A DM CERTIFICATE OF LIABILITY INSURANCE 02/02/200 ) PRODUCER (305)822-7800 FAX (305)827-0585 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Collinsworth, Alter, Fowler, Dowling ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR & French Group Inc. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P. 0. Box 9315 Miami Lakes, FL 33014-9315 INSURED Post, Buckley, Schuh, & Jernigan, Inc. d/b/a PBS&J 2001 NW 107 Avenue Miami, FL 33172-2507 11n%/00 A fr CQ INSURERS AFFORDING COVERAGE I NAIC # INSURERA: Llovds of London A XV INSURER B: INSURER C: INSURER D: INSURER E: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BYTHE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR DD' TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION DATE (MMIDDMQ LIMITS GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED $ CLAIMS MADE ❑ OCCUR MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ POLICY PROECT LOC J AUTOMOBILE LIABILITY ANY AUTO COMBINED SINGLE LIMIT (Ea accident) $ BODILY INJURY person) $ ALL OWNED AUTOS SCHEDULED AUTOS P VED A T FORM(Per BODILY INJURY (Per accident) $ HIRED AUTOS NON -OWNED AUTOS 1VIC H, Cit}#dMey �6 7 PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ F I ANY AUTO $ AUTO ONLY: AGG EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ $ DEDUCTIBLE $ RETENTION $ WORKERS COMPENSATION AND TH- OR I IMIT ER EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYE $ If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT 1 $ A OTH�R ProYessional/ Pollution Liability LDUSA0600811 09/30/2006 09/30/2007 $1,000,000 Limits Ea Claim and Annual Aggregate CLAIMS -MADE FORM 11/11/1961 Retrodate DESCRIPTION PF OPERATIONS / L CATIONS,/ VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS E: Huntington Beach Senior Center EIR contract issuing company will provide 30 days written notice of cancellation; 10 days for non-payment. amed Insured Includes: EIP Associates, a division of PBS&J f�C�TICIP`ATC Ur%1 f100 f`AWf`CI 1 ATInAI SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL Huntington Beach, City of 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, Attn • Director of Planning BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY 2000 Main Street OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Huntington Beach, CA 92648 Meade Col l i nsworth/FVM- ACORD 25 (2001/08) PDF created with pdfFactory Pro trial version www.pdffactory.com ©ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001/08) PDF created with pdfFactory Pro trial version www.pdffactory.com Consultant List Senior Center EIR Distributed: December 8, 2006 Due: January 5, 2007 EIP Associates 12301 Wilshire Blvd., Suite 430 Los Angeles, CA 90025 310.268.8132 Michael Brandman Associates 220 Commerce, Suite 200 Irvine, CA 92602 714.508.4100 Chambers Group 17671 Cowan Avenue, Suite 100 Irvine, Ca 92614 949.261.5414 1. Date: 2. Department: CITY OF HUNTINGTON BEACH Professional Service Contracts Purchasing Certification 2/5/2007 Planning 3. Requested by: Chris Davis 4. Name of consultant: EIP/PBS&J 5. Attach the written statement of the specification, conditions and other requirements for the requested services that was provided to solicited consultants in your answer to 11 of this form. see attached 6. Amount of the contract: $363,487 7. Are sufficient funds available to fund this contract?' ® Yes ❑ No 8. Is this contract generally described on the list of professional service contracts approved by the City Council'? ® Yes ❑ No 9. Company number and object code where funds are budgeted: 10060201.63965 10. Is this contract less than $50,000? ❑ Yes ® No 11. Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 12. Is this contract over $100,000? ® Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to contract.) 13. Were formal written proposals requested from at least three available qualified consultants? Yes Nq C 14. Attach list of consultants from whom proposals were requested (including a contact telephone number). see attached ✓ 15. Attach proposed scope of work. See attached 16. Attach proposed payment schedule. ' s attached DeKrth4ent Head Signature RICHARD AMADRIL, Wanage Purchasing/Central Services 1. If the answer to this question is "No," the contract will require approval from the City Council. HUNTINGTON BEACH CITY OF HUNTINGTON BEACH REQUEST FOR PROPOSAL TO PREPARE AN ENVIRONMENTAL IMPACT REPORT FOR - THE HUNTINGTON BEACH SENIOR CENTER nATF DECEMBER 8, 2006 DISTRIBUTED BY: CITY OF HUNTINGTON BEACH PLANNING DEPARTMENT 2000 MAIN STREET HUNTINGTON BEACH, CA 92648 (714) 536-5271 TABLE OF CONTENTS TITLE PAGE I INTRODUCTION 1 I.I. Background 1 1.2. Project Objectives 1 1.3. Role of Consultant 1 II PROJECT BACKGROUND 2 2.1 Site Description 2 2.2 Site Background 2 2.3 Project Description 3 III SCOPE OF SERVICES 4 3.1 Environmental Documentation 4 3.2 Content and Submission of Proposals 6 3.3 Schedule 7 3.4 Meeting Attendance 7 3.5 Deliverables 8 IV BUDGET 9 4.1. Insurance/Indemnification Requirements 9 V SELECTION PROCESS 10 5.1 Evaluation Criteria 10 5.2 Interviews 10 5.3 Recommendation to City Council 10 5.4 Disclaimer 11 VI PROPOSAL SUBMITTAL DEADLINE 11 VII CONTACT 12 VIII ATTACHMENTS 12 I. Introduction 1.1 Background The City of Huntington Beach is seeking proposals from qualified consultants who are interested in being considered for completion of an environmental impact report (EIR) for the Huntington Beach Senior Center. The EIR will need to include Biological, Traffic Impact, Archeological, Viewshed and Geological technical studies. The consultant team must have demonstrated experience in processing environmental documentation pertaining to recreational/open space uses and have experience working with affected regional agencies. The City of Huntington Beach Planning Department will be the lead agency pursuant to the California Environmental Quality Act. The environmental consultant selected will have the primary responsibility of preparing the environmental documentation necessary for processing the project and must have adequate technical ability and resources to prepare the environmental documents in an accelerated and timely manner. The consultant will also be responsible for participating in study sessions and public hearings needed to prepare and adopt the documents. 1.2 Project Objectives The key objecting in undertaking this project is to analyze the potential environmental impacts associated with the construction and operation of the new Senior Center. 1.3 Role of Consultant The role of the consultant is to be an extension of the City's staff. The consultant(s) are expected to keep an open dialogue and to work closely with staff in completing all project objectives. As an extension of staff, the consultant will be expected to function in the following capacities: • Provider of technical information and unbiased recommendations • Provider of solutions to potential conflicts Public educator of the CEQA process • Solicitor of public input Organizer, facilitator & consensus builder • Available to City staff via phone, fax, meetings, etc. • Preparer of environmental documents, letters, memos, applications, meeting minutes, staff reports, etc • Presenter of CEQA issues, staff reports, etc The City of Huntington Beach Planning Department will be the lead agency for the proposed scope of work. - I - (g:AEnvironm\RFPtemplate) II. Proiect Background 2.1 Site Description The Senior Center would be constructed on a maximum of five acres of an undeveloped 14-acre parcel in the 356-acre Huntington Beach Central Park, generally located west of the intersection of Goldenwest Street and Talbert Avenue, between the disc golf course, which is at a higher elevation, and Shipley Nature Center. McCracken Meadow (Group picnic area and open turf area) is located directly to the West. (See map) Approximate location of Senior Center 2.2 Site Background In 1999 the City certified a Master EIR for the Master Plan of Recreation Uses for Central Park. This EIR analyzed program and project level improvements for a 157.5 acre study area (attachment No. 3). One of the program level components was future development of a Low Intensity Recreation Area, which is now the proposed location of the subject Senior Center. The Low Intensity Recreation Area is currently slated for picnic and passive activity areas, as well as restrooms, tot lot, and shade structures. The Master EIR identified numerous mitigation measures for the subject site (attachment No. 4). Since certification of the EIR, the Sports Complex project was constructed and is located on the East side of Goldenwest directly opposite the proposed Senior Center site. -2- (g:\Environm\RFPtemplate) In November 2006, residents of the City of Huntington Beach approved Measure T with 51.1 percent. Measure T asked the following question: "Shall a centrally located senior center building, not to exceed 4 7, 000 square feet, be placed on a maximum of five acres of an undeveloped 14-acre parcel in the 356- acre Huntington Beach Central Park, generally located west of the intersection of Goldenwest Street and Talbert Avenue, between the disc golf course and Shipley Nature Center, following City Council approval of all entitlements and environmental review? " The catalyst for the City to consider the subject location for the Senior Center was the availability of funds to construct a new building, as a result of an owner participation agreement for a downtown development. In addition, the City's existing senior center is inadequate to meet current and future needs of residents. It is comprised of two buildings that total 14,000 square feet. 2.3 Project Description The Senior Center building is proposed to be approximately 45,000 square feet and will house a multi -purpose, senior citizens center for recreation and social services. Access to the site will be from the intersection of Goldenwest Street/Talbert Avenue. There is a signal at this location that would have to be modified for traffic to enter this currently undeveloped site. The street is elevated above the site; therefore, it will be necessary to provide ADA ramp access from the site to the intersection as well as from the OCTA bus stop located near the Goldenwest/Talbert intersection. The building will be used for a variety of recreational programs and activities serving senior citizens. The city will also conduct its Seniors Outreach Program from this facility. The Seniors Outreach Program includes transportation, meals, and counseling/visitation. When recreational and social service programs are not utilizing the various rooms in the center, the rooms could be used for public meetings or receptions. The normal operating hours for senior services is 8:00 a.m. to 4:30 p.m., Monday through Friday. Additional recreational classes and activities will be scheduled evenings and weekends up to 10:00 p.m. Periodic reservations of the multi -purpose room/hall would be up to 10:00 p.m., Sunday through Thursday, and midnight, Fridays and Saturdays. These reservation hours are comparable with those of the city's community centers, while the Central Library permits reservations until 3:00 a.m. for its meeting rooms. It is anticipated that in addition to the 45,000 square foot building, there will also be an outdoor patio off the multi -purpose rooms onto which the recreational programs, meetings, and/or receptions could be extended. There will also be parking to serve not only visitors, but also authorized city vehicles, which would include sedans to small buses that accommodate the senior transportation program. It is anticipated that there will be approximately 8 - 13 vehicles on site for this purpose. Space estimates include approximately 1.0 acre for the building; 1.8 acres for public parking, which is estimated to be approximately 200 spaces; transportation program vehicles 0.2 acres; 0.8 acres of landscaping; 1.0 acre of courtyards, gardens; and 0.2 acres of service area. The landscaping around the building and parking lot will be drought -tolerant, low -3 - (g:\Environm\RFPtemplate) water usage -type vegetation that will blend into the surrounding park area. The building will include multi -use rooms, community hall, group exercise room, fitness room, arts/crafts room, multi -use classrooms, kitchen, dance room, lobby, and administrative area that will include offices, resource center and transportation area, and other associated operational areas. The goal is to create a one-story, aesthetically appealing, non -institutional building with a dramatic entrance, which will blend into the overall park setting and minimize impacts on view corridors from Goldenwest Street as well as from the park interior. III. Scone of Services In general, the consultant shall perform the necessary research, investigation and documentation to complete the environmental documentation. The Scope of Services shall include the following: 3.1 Environmental Documentation The environmental documentation shall discuss environmental effects in relation to their severity and probability of occurrence and shall identify appropriate modifications to the project to mitigate any environmental impacts to the extent feasible. The consultant will be expected to prepare and carry out the following: I. Completion of necessary technical studies, including Biological, Traffic, Archeological, Viewshed Analysis, and Geological, as well as any other studies needed as identified by the consultant. Regarding the geological technical study, in addition to the EIR level of geotechnical analysis, the proposal should include an optional task that includes primary data collection with respect to soils, so site specific recommendations can be made with respect to building construction feasibility. This is in response to the previously identified mitigation measures and the fact that the city may not have an engineer retained in time to complete this work when needed for the EIR. It is the City's goal to resolve the geology questions through the EIR process. 2. As necessary, confer and meet with regulatory agencies (U.S. Fish and Wildlife Service, Department of Fish and Game) regarding results of technical studies. 3. Provide alternative recommendations (as necessary) based on results of items 1 and 2. 4. Preparation and distribution of the Draft Environmental Impact Report in accordance with the provisions of the California Environmental Quality Act and State Environmental Guidelines, as amended. The City will be responsible for internal distribution and to groups located within the City of Huntington Beach. -4- (g:\Environm\RFPtemplate) The City's Environmental Assessment form will be used for the checklist. 5. Complete Environmental Documentation consistent with CEQA statutes and guidelines. 6. Preparation of the Notice of Availability and Notice of Completion for the Initial Study. The Consultant will be expected to distribute the notices to the appropriate County, State and Federal agencies and provide the City with the list. The City will be responsible for distribution of notices to area property owners and organizations within the City, publication in newspapers and transmitting notices to the County for posting. 7. Provide an electronic copy of the Initial Study and Environmental Document formatted in Microsoft Word and Portable Document Format (PDF). The document converted to PDF shall be indexed and searchable by chapter. 8. Attendance at project meetings with staff. 9. Preparation of all graphic exhibits and handouts necessary for meetings, study sessions, and public hearings on the Environmental Documents with the exception of the following GIS graphics which will be available from the City in a JPEG file: vicinity map, General Plan land use map, zoning map, assessors parcel map, aerial photo, and existing utilities (except for storm drain). 10. Preparation of Responses to Comments received during the public comment period and distribution to commenting parties. (Contract augmentation for "excessive" numbers of responses is not typically considered by the City. Therefore, your proposal should be conservative in this regard). The consultant shall also prepare any other written responses to letters or verbal comments received during the preparation and processing of the document (as deemed necessary by City). 11. Preparation of the Final Environmental Document. 12. Provide an electronic copy of the Final Environmental Document formatted in Microsoft Word and Portable Document Format (PDF). The document converted to PDF shall be indexed and searchable by chapter. 13. Preparation of certification documents (draft resolutions, statement of findings of facts, statement of overriding considerations, notice of determination, etc.), as necessary. 14. Preparation of a Mitigation Monitoring Program, as necessary. 15. Meet regularly with City staff to review work efforts, schedules, and issue areas as identified and necessary during the process. -5- (g.\Environm\RFPtempla(e) 16. Presentations at meetings, and public hearings. The firm's Principal or a representative of the environmental firm who has demonstrated ability in presenting Environmental Impact Reports to Committees, Planning Commissions and City Councils will be required to attend the public meetings or other meetings as deemed necessary by City staff. The City will make available to the consultant all previously prepared reports for this project (including those noted above) as well as related projects. In addition, the City completed a comprehensive update of its General Plan in May 1996, which will also be available to the selected consultant. 3.2 Content and Submission of Proposals The City requests that proposals be organized and presented in a neat and logical format and be relevant to the Scope of Services. Proposals shall be clear, accurate and comprehensive. Excessive (written proposals more than 20 pages, excluding tables, charts or graphics) or irrelevant material will not be favorably received. The consultant shall identify the tasks required to complete 3.1 above. Each task should be responded to by the consultant team in the form of a technical work statement. Each major work item should be related to a cost figure. The technical work statement should contain the effort to be expended by the consultant in preparing each task, and the time frame in which the task will be completed. In addition, proposals should contain the following information: 1. Cover letter, not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the office located nearest to Huntington Beach and the office from which the project will be managed. 2. Information on which staff and subconsultants will be involved in the work, to include background/resume on the individuals (and subconsultants), team organization and the relationship of their capabilities and experience to the tasks undertaken. A project manager and an alternate project manager shall be named who shall be the prime contact and be responsible for coordinating all actions with the City. Any changes in project team membership shall be approved by the City. 3. At least five references that received similar services. Include client name, project manager, start/end date and telephone number. -6- (g:\Environm\RFPtemplate) 3.3 Schedule Because funding for this project derives from an Owner Participation Agreement, the City is obligated to meet the deadlines of that agreement. As a consequence, the schedule for this EIR is critical, as well as accelerated. The City is requesting that the project commence upon notice to proceed and that the background technical studies and Initial Study be completed as soon as possible. The consultant needs to demonstrate that the Final EIR and Responses To Comments will be ready for distribution by October 15, 2007. This is in preparation for a certification hearing by the Planning Commission on November 13, 2007. This means an accelerated preparation process, because we do not expect the EIR contract will be approved by the City Council until February 20, 2007. The City will look most favorably on proposals that meet or exceed the identified timetable. Proposals should include a schedule with major project milestones. It is imperative that the consultant review both the City's standard contract languageand insurance requirements (both attached) and notify the City requested changes as part of the proposal. Late changes could result in significant delays to the process. 3.4 Meeting Attendance The consultant team shall assume the following minimum number of meetings. More meetings may be suggested in the proposal. Payment for meetings will be based upon the actual number of meetings. The proposed fee for meetings shall be segregated by type of meeting and should include all necessary personnel (including sub -consultants) and presentation materials. MEETINGS NUMBER Meetings with staff 5 Community Services Commission 1 Planning Commission Study Sessions 1 Public Hearings 1 City Council (in the event of an appeal) Study Session 1 Public Hearings 1 Meetings required with other agencies in the preparation of the technical studies and environmental documents are not included in the above numbers but should be accounted for in the consultant's budget. -7- (gAEnvironmTMemplate) 3.5 Deliverables All documents and plans shall be the property of the City of Huntington Beach. Documents shall be organized so that they can be easily revised and reprinted, are adequately illustrated, are computer compatible, and are easily understood by diverse public interests. The number of documents and plans shall be as follows: Environmental Documentation 1. A minimum of five (5) screencheck copies of technical reports and the Draft Initial Study. 2. A minimum of one (1) screencheck copy of the Notice of Availability and Notice of Completion. 3. 40 bound copies of the public review environmental documents and 25 Technical Appendices plus one (1) unbound reproducible original copy shall be provided to the City. Note: these copies are in addition to the copies that the Consultant shall transmit to the State Clearinghouse and County, State and Federal agencies. a. All graphics, charts, maps, and tables shall be on 8 %2 X 11 white paper. b. All studies, surveys results, data, and agency comments and responses shall be included in the technical appendices. 4. Provide an electronic copy of the Draft Environmental Documents formatted in Microsoft Word and Portable Document Format (PDF). The document converted to PDF shall be indexed and searchable by chapter. 5. A minimum of 10 screencheck copies of the Draft Response to Comments. 6. Copies of the Response to Comments to be distributed to commenting parties and agencies per CEQA. 7. 40 bound copies of the Final Environmental Document plus one unbound, reproducible copy containing Response to Comments and any other additional or revised text of the Environmental Document. 8. Provide an electronic copy of the Final Environmental Document formatted in Microsoft Word and Portable Document Format (PDF). The document converted to PDF shall be indexed and searchable by chapter. 9. A minimum of two (2) screencheck copies of the Certification documents and one reproducible final electronic copy. 10. Preparation of environmental analysis for memos and letters for City staff and public. -8- (g:\Environm\RFP1emp1ate) 11. A minimum of four (4) screencheck copies of the Mitigation Monitoring Program and one reproducible final copy. IV. Budget Proposed budget must be provided. There will be a fixed price contract. A "not to exceed" amount must be provided for all miscellaneous expenses such as mileage, printing, etc. so that there are no costs to the City which are not identified in the proposal. There will be no compensation to consultant for hours expended resulting from consultant's errors and omissions. A breakdown of labor hours by employee billing classification together with the cost of non -labor and subconsultant services shall be included. The labor breakdown shall be compiled based on a listing of work tasks that correlates with the consultant's defined scope of work for the project proposal. 4.1 Insurance/Indemnification Requirements Consultant shall maintain and provide proof of the following minimum insurance during the duration of the project: Professional Liability Coverage - $1,000,000 per occurrence. A claims -made policy is acceptable if the policy further provides that: a) The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). b) Consultant will make every effort to maintain similar insurance during the required extended period of coverage following project completion, including the requirement of adding all additional insureds. c) If insurance is terminated for any reason, consultant agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with the contract. d) The reporting of circumstances or incidents that might give rise to future claims. A sample contract and the City's insurance requirements are included as an attachment for reference. The City strongly encourages all bidders to review the Sample Agreement and Insurance Requirements before responding to the Request for Proposals. Notify the City of any exception to the requirements. -9- (g:\Environm\RFPtemplate) V. Selection Process 5.1 Evaluation Criteria Of primary importance in the selection of a consultant or team of consultants will be the overall quality of the proposal as evidenced by previous accomplishments and a demonstrated willingness to work with City officials, staff, and agencies. In general, proposals will be evaluated based upon the following criteria: ➢ Understanding of the Scope .10 ➢ Identification of Critical Scope Elements and Key Issues .10 ➢ Technical Approach, Work Plan, Innovative Approach .25 ➢ Clarity and Completeness of Proposal .05 ➢ Qualification of Firm/Subconsultants .15 ➢ Knowledge and Experience of Project Manager/ key staff .20 ➢ References .15 5.2 Interviews If warranted, consultants may be selected for interviews to be held the week of January 15 2007. Should interviews be held, consultants will be notified of the interview time by January 10. The interview shall consist of a presentation by the consultant and will allow the consultants an opportunity to demonstrate their understanding of the City's needs toward meeting its objectives. Any form of presentation may be used; however, the most effective presentation will demonstrate the experience and ability of key personnel and samples of the proposed product. Interview will be limited to one hour. The interview will begin with the proposer's presentation and will be followed by questions from staff. 5.3 Recommendation to City Council The staff will evaluate all eligible proposals and make the final recommendation for selection to the City Council based upon the following criteria: 1. Adequate technical and financial resources for performance prior to award of this contract. 2. Experience and organizational, technical and editorial skills and facilities prior to award of this contract. -10- (g:\Environm\RFPtemplate) 3. Demonstrated qualification of the project leader(s) and assurance of his or her principal involvement in the project until its completion. 4. Ability to perform the required tasks within an acceptable time schedule. 5. A satisfactory record of ability and performance in other similar projects, and familiarity with issues pertaining to the project. 6. Ability and experience to work closely with City staff and advisory bodies. 7. Regularly and easily available to City staff and for day and evening meetings, as required. 8. An equal opportunity employer and qualified and eligible to receive and fulfill award of this contract under all applicable laws and regulations. 9. Information provided by references. 10. Ability to estimate and identify hidden and unforeseen costs. 11. Consultant's enthusiasm and creativity. 12. Past performance record with the City (if applicable). 13. A reasonable contract price. 5.4 Disclaimer This Request for Proposal does not commit the City to award a contract, or to pay any costs incurred in the preparation of the proposal. The City reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this Request for Proposal in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations. VI. Proposal Submittal Deadline Written proposals are due by January 5, 2007 by 5:00 p.m. Send or deliver six (6) copies of the proposal to: Mary Beth Broeren, Principal Planner City of Huntington Beach Planning Department 2000 Main Street Huntington Beach, CA 92648 -1 1- (gAEnvicvnm\RFP(emplate) VII. Contact Person Questions regarding the project and consultant selection process should be directed to: Mary Beth Broeren, Principal Planner at (714) 536-5550. VIII.Attachments 1. Sample Contract 2. City Insurance Requirements 3. Proposed Project Map from 1999 Central Park Master Plan EIR 4. Mitigation Measures Applicable to Subject Site from 1999 Central Park Master EIR -12- (gAEnvironm\RFPtemplate) ATTACHMENT #2 1 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION FINANCE DEPARTMENT TO: PENELOPE CULBRETH-GRAFT, DPA, CITY ADMINISTRATOR FROM: DAN T. VILLELLA, CPA, FINANCE DIRECTOR SUBJECT: FIS 2006-07-13 Approve Professional Services Agreement with EIP/PBS&J Associates for Preparation of Environmental Impact Report for the New Senior Center and Appropriate $363,487 for this Contract DATE: FEBRUARY 1, 2007 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for " Approve Professional Services Agreement Wwith EIP/PBS&J Associates for Preparation of Environmental Impact Report for The New Senior Center and Appropriate $363,487 for this Contract" If the City Council approves this action there will be no effect on the fund balance of any fund since the amount will be funded by revenues not anticipated during the adoption of the 2006-07 budget.. Z'V ��" Dan T. Villella Finance Director RCA ROUTING SHEET INITIATING DEPARTMENT: Planning SUBJECT: Senior Center EIR Contract COUNCIL MEETING DATE: February 20, 2007 RCA ATTACHMENTS TATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable E Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Ap licable Contract/Agreement (w/exhibits if applicable) Attached (Signed in full by the City Attorne) Not Applicable ❑ Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached Not Applicable ❑ Fiscal Impact Statement (Unbudgeted, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attt educable A Staff Report (If applicable) Attached p t Applicable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable E Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable E EXPLANATION FOR MISSING ATTACHMENTS � REVIEWED �� � RETURNS ;�"e� TORVVARDEQ Administrative Staff Deputy City Administrator (Initial) City Administrator (Initial) VIE ) City Clerk ( ) RCA Author: M. Broeren/C. Davis CITY OF HUNTINGTON BEACH 2000 MAIN STREET OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK February 23, 2007 EIPJPBS&J Attn: Terri Vitar 12301 Wilshire Boulevard, Ste. 430 Los Angeles, CA 90025 Dear Ms. Vitar: CALIFORNIA 92648 Enclosed for your records is an original Professional Services Contract Between the City of Huntington Beach and EIP Associates/PBS&J for Preparation of an Environmental Impact Report for the Senior Center Site. Sincerely, tJn Flynn rk JF:pe Enclosure: Agreement G:followup:agrmtltr 1 Telephone: 714536-5227)