REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 5 to the Agreement for Professional Services with Perkins + Will for the Tasman East Specific Plan
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 and Agenda Report.)
Since 2016 the agreement has been amended three times to address changes in the project scope and to allow for the continued delivery of services beyond the original agreement timeframe (Attachments #3, #4 and #5). The agreement was most recently amended in July 2021 so that Perkins + Will could assist the City in the preparation of an amendment to the Specific Plan to add residential capacity for up to 1,500 additional units in the Tasman East area, along with preparation of the associated environmental clearance. The amendment to the Specific Plan was undertaken by the City because the City had received permit applications for nearly all of the 4,500 units provided for in the adopted Specific Plan while additional land area within Tasman East remains available for development. This Amendment was funded through the State’s Planning Grants program with a budget of $310,000. (See Attachment #6 for the Executed Amendment No. 4 and Report to Council.)
DISCUSSION
Staff is proposing approval of Amendment No. 5 to the agreement with Perkins + Will to extend the contract timeline to December 2023. This additional time is needed to complete the Specific Plan amendment and environmental clearance due to the workload capacity of both staff and the consultant. The proposed timeline will align with the State grant funding for the project which currently requires completion of the Specific Plan in August 2023. Staff anticipates that some billing and close-out activities will extend beyond the completion of the Specific Plan amendment and thus is proposing the December 2023 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 Agreement as Amended.
FISCAL IMPACT
The project is being funded through the State’s Planning Grants program. There is no fiscal impact for this Amendment No. 5 as it only extends the term of the consultant agreement.
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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute Amendment No. 5 to the Agreement with Perkins
+ Will for professional services to prepare the Amendment to the Tasman East Specific
Plan to allow up to 1,500 additional units in the Tasman East area, along with
preparation of the associated environmental clearance, by extending the term of the
agreement through December 2023.
Staff
Reviewed by: Andrew Crabtree, Director, Community Development
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Amendment No. 5 with Perkins + Will
2. Original Executed Agreement and Agenda Item #13.B
3. Amendment No. 1 and Agenda Item #13.B6
4. Amendment No. 2 and RTC 19-1515
5. Amendment No. 3 and RTC 19-736
6. Amendment No. 4 and RTC 21-757