REPORT TO DOWNTOWN COMMUNITY TASK FORCE
SUBJECT
Title
Discussion on the budget and scope of work for the Downtown Precise Plan. Item continued from the March 18, 2021 meeting.
Report
BACKGROUND
On October 8, 2019 the City Council authorized the City Manager to execute an agreement with Wallace Roberts & Todd, LLC (WRT) to provide Downtown Precise Plan Consultant Services for an initial three-year term ending September 30, 2022, for a maximum compensation not to exceed $578,346, subject to annual appropriation of funds.
The agreement is fixed price with payments tied to the successful completion of the milestones listed in the table below. The cost elements include the tasks from the scope of work that were identified in the RFQ, as well as the optional tasks identified by the Consultant in their RFQ response.
|
COST ELEMENTS: |
|
|
Project Initiation |
$67,025 |
|
Issue Identification and Vision |
$58,270 |
|
Financial Analysis |
$31,260 |
|
Development Scenarios/Conceptual Plans |
$74,740 |
|
Workshops |
$22,121 |
|
Draft Precise Plan Chapter Development |
$68,380 |
|
Public Services and Implementation |
$10,520 |
|
Draft Precise Plan Refinement |
$12,880 |
|
CEQA Clearance |
$72,880 |
|
Planning Commission & City Council Public Hearings |
$20,000 |
|
Reimbursable Expenses |
$14,295 |
|
Services Subtotal |
$452,371 |
|
Optional Services |
$125,975 |
|
GRAND TOTAL |
$578,346 |
In June 2020, a budget request was approved by the City Council for additional funding in the amount of $100,000 for additional work that will focus on market feasibility, retail strategy and connectivity, and which includes additional review and testing of the land use/design options, a larger context study to understand compatibility and competition from other large development projects, added stakeholder meetings, added Downtown Community Task Force (DCTF) meeting with subconsultants, added DCTF Workshop with consultants, and a Financial Memo Addendum to the Existing Conditions Report, as well as, a contingency budget.
DISCUSSION
Information in this report is being provided to the DCTF to support the February 18, 2021 DCTF meeting.
The preparation of the Precise Plan includes the following key Scope of Work program elements.
• Analysis of existing conditions;
• Development of a public outreach strategy for the planning process;
• Analysis of potential market demand for housing, commercial, office, and mixed-use development in the Precise Plan area;
• Development of three (3) long-term vision scenarios that represent the planned build out of the Plan area including, land use and development intensities, multi-modal connectivity improvements, open space plans, and streetscape and public space improvements;
• Analysis of the economic feasibility of each land use scenario, along with a summary of community input, to inform the selection of a preferred scenario;
• Design guidelines that build upon the City’s existing General Plan design policies, as well as the information gathered during the community outreach activities; and
• The Precise Plan document, including the preferred land use scenario and development standards and guidelines.
To date, a majority of the work to develop the Precise Plan’s preferred land use plan has been done with work on placemaking and urban design in progress. The remaining key tasks in the Precise Plan process include developing the draft chapters of the Precise Plan and conducting the environmental clearance. Below is a breakdown of the Scope of Work, deliverables and budget.
|
Task # |
Cost Elements |
Deliverables |
Status |
Cost |
|
1 |
Project Initiation |
Kick-off meeting attendance; Base map; Existing Conditions/Opportunities & Constraints Report |
Completed |
$67,025 |
|
2 |
Issue Identification and Vision |
Public Outreach Strategy Memo; Meeting attendance and meeting materials |
Majority Complete |
$58,270 |
|
3 |
Financial Analysis |
Financial Feasibility Memo |
Completed |
$31,260 |
|
4 |
Development Scenarios/Conceptual Plans |
Land Use Scenarios Memo; Plan Framework |
Majority Complete |
$74,740 |
|
5 |
2 Community Workshops |
Online Engagement website conducted May-June 2020; Outreach Summary documents |
1 Completed |
$22,121 |
|
6 |
Draft Precise Plan Chapter Development |
|
|
$68,380 |
|
7 |
Community Open House |
|
|
$10,520 |
|
8 |
Draft Precise Plan Refinement |
|
|
$12,880 |
|
9 |
CEQA Clearance |
|
|
$72,880 |
|
10 |
Planning Commission & City Council Public Hearings |
Used these funds for 9-24-20 DCTF mtg and prep for Nov Mtg |
Partially Completed |
$20,000 |
|
11 |
Reimbursable Expenses |
|
Partially Completed |
$14,295 |
|
|
Subtotal |
|
|
$452,371 |
|
Optional Services |
Developer Round Table |
2/26/2020 |
Completed |
$8,320 |
|
|
Student Engagement |
1/29/2020 |
Completed |
$7,500 |
|
|
Meeting in A Box |
December 2019; June 2020 |
Completed |
$2,940 |
|
|
Retail "101" Workshop |
1/16/2020 |
Completed |
$2,500 |
|
|
Phase 1 Environmental Assessment |
|
|
$14,375 |
|
|
Environmental Impact Report |
|
|
$70,000 |
|
|
Summer Event Pop-Ups |
|
Not Greenlighted |
$8,020 |
|
|
Ground-Floor Retail Best Practices Guide |
|
Not Greenlighted |
$4,000 |
|
|
Support Preparation of Developer RFP |
|
Not Greenlighted |
$8,320 |
|
|
Total Optional Services |
|
|
$125,975 |
|
|
Subtotal Tasks and Optional Services |
|
|
$578,346 |
|
June 2020 Budget Request for Additional Services |
Attendance of all consultants at DCTF meeting #1 |
10/30/2019 |
Completed |
$10,000.00 |
|
|
Consultant Team Charette |
2/3/2020 |
Majority Completed |
$25,000.00 |
|
|
Stakeholder Added Meetings |
|
|
|
|
|
SCU Leadership |
1/24/2020 |
Completed |
$2,350.00 |
|
|
Call w/ Prometheus |
1/27/2020 |
Completed |
$750.00 |
|
|
ROD Meeting |
3/3/2020 |
Completed |
$1,500.00 |
|
|
DCTF Meeting w/ subs |
Sargent Town Planning 2-3-20; EPS 3-10-20 |
Completed |
$2,980.00 |
|
|
DCTF Workshop - Nov 19, 2020 |
11/19/2020 |
Completed |
$12,500.00 |
|
|
Financial Feasibility of Land Use Options based on iterative design process |
|
Majority Completed |
$15,000.00 |
|
|
Context Study |
|
Partially Completed |
$10,000.00 |
|
|
Financial Memo Addendum to Existing Conditions Report |
3/10/2020 - Addendum Memo |
Completed |
$5,000.00 |
|
|
Contingency |
|
|
$14,920.00 |
|
|
Total Additional Services |
|
|
$100,000.00 |
|
|
Grand Total Tasks, Optional Services, Added Services |
|
|
$678,346.00 |
|
|
Total Remaining Budget (Less Completed, Majority, and Partially Completed Tasks) |
$356,264.42 |
RECOMMENDATION
Recommendation
There is no staff recommendation.