REPORT TO CITY COUNCIL
SUBJECT
Title
Action on Amendment No. 6 to the Agreement for Professional Services with Perkins + Will for the Tasman East Specific Plan and Approve Related Budget Amendment
Report
COUNCIL PILLAR
Promote and Enhance Economic, Housing, and Transportation Development
BACKGROUND
In 2016, the City conducted a competitive Request for Proposals (RFP) for professional services to assist City staff with preparation of a Specific Plan and an associated Environmental Impact Report (EIR) for the Tasman East Focus Area. Through this process, Perkins + Will was selected and awarded an agreement with a completion date of September 30, 2017. (See attached Attachment #2 for Executed Original Agreement.)
The City’s initial contract with Perkins + Will has been amended five times to address changes in the project scope and to allow for the continued delivery of services beyond the original agreement timeframe. The agreement was most recently amended in September 2022 so that Perkins + Will could assist the City in the preparation of an amendment to the Specific Plan to allow up to 1,500 additional units in the Tasman East area, as well as preparation of the associated environmental clearance, and extension of the term of the agreement.
DISCUSSION
As the City undertook implementation of the Specific Plan, it further became apparent that modifications to the Plan would be helpful to achieve the City’s objective of supporting the near-term development of much needed housing and the respective transportation analysis while also maintaining the overall Plan goals and objectives. The current amendment is desirable as it would allow the City to further achieve those goals and objectives by expanding the scope of the traffic analysis resulting from changes to the Related Santa Clara project immediately to the North of Tasman East. Amendments to Specific Plans are not unusual as issues can be identified through implementation of the Plan that were not anticipated at the beginning of the planning process when the original scope was developed. In this case, the success of the Plan has resulted in the need to amend the consultant contract to make amendments to the Plan.
The scope of tasks and budget to update the Specific Plan Amendment to expand the scope of the traffic analysis in Tasman East include:
• $21,280 for the preparation of the Specific Plan Amendment document including necessary revisions;
• $19,000 to conduct traffic analysis on Calle Del Mundo and Lick Mill Blvd;
• $22,064 to update the Environmental Impact Report for the project in accordance with the California Environmental Quality Act; and
• $30,000 to be available for contingency purposes.
Staff is proposing approval of Amendment No. 6 to the agreement with Perkins + Will to increase the maximum compensation by $92,344 to fund the items detailed above and extend the contract timeline to June 2026. This additional time is needed to complete the final traffic report for the Specific Plan amendment. Staff anticipates that some billing and close-out activities will extend beyond the completion of the Specific Plan amendment and thus is proposing the June 2026 deadline.
ENVIRONMENTAL REVIEW
The Tasman East Specific Plan was analyzed under an EIR adopted and certified by the City Council on November 13, 2018. An addendum to the Environmental Impact Report that provided additional analysis related to the Calle del Sol paseo was prepared in conjunction with Amendment No. 3, which was adopted by the Council on November 17, 2020. A Subsequent Environmental Impact Report (SEIR) that details the changes to the environment based on the expanded scope will be prepared in accordance with the scope of work proposed under this Amendment.
FISCAL IMPACT
The anticipated cost of Amendment No. 6 is $92,344. Staff recommends a General Fund budget amendment to allocate funding from the Advanced Planning Reserve to the Community Development Department’s operating budget, as detailed in the budget table below.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditures |
|
|
|
|
Community Development Department |
$6,039,535 |
$92,344 |
$6,131,879 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Advanced Planning Fee Reserve |
$4,919,795 |
($92,344) |
$4,827,451 |
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute Amendment No. 6 to the Agreement with Perkins + Will for professional services to prepare the Amendment to the Tasman East Specific Plan by increasing the amount of the agreement by $92,344, including the contingency to update the final traffic report, for a revised not-to-exceed maximum compensation of $1,553,776, and extending the term of the agreement through June 2026 in a final form approved by the City Attorney; and
2. Approve the FY 2025/26 budget amendment in the General Fund, increasing the Community Development Department budget in the amount of $92,344 and decreasing the Advanced Planning Fee Reserve in the amount of $92,344 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Afshan Hamid, Director, Community Development Department
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Amendment No. 6 PW TESP
2. Perkins and Will Fully Executed Agreement for Tasman East 5-3-16
3. Fully executed agreement - Perkins and Will Contract Amendment No 1
4. Fully Executed Amend 2 Perkins+Will Tasman East
5. Fully Executed Amendment No 3 - TESP Perkins and Will
6. Fully Executed Amendment No 4 and RTC 21-757
7. Amendment No. 5 PW TESP SB2_P&W signed