HomeMy WebLinkAboutStaff Report 12 06/18/2001CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
Agenda Title:
Meeting Date:
Provide Direction and Authorization to City Management to
Amend the Professional Services Contract with Dyett & Bhatia for
18 June 2001
Preparation of the General Plan, in an Amount Not to Exceed
$1,357,000.
Department:
Director:
Contact Person:
Phone Number:
City Manager — General
Plan Administration
Pamela Tu
Pamela Tu
(707) 778-4345
Cost of Proposal:
Account Number:
Approximately $1,357,000 for professional contract services with
001-400-2001-6106
the firm of Dyett & Bhatia for the 21/2 to 3 year work effort.
Name of Fund:
Amount Budgeted:
General Plan Administration —
$343,000 (first year professional contract service funds).
Professional Services
Attachments to Agenda Packet Item:
Attachment A: Budget Funding Source Spreadsheets
Attachment B: Resolution Providing Direction and Authorization to City Management to Amend the
Professional Services Contract with Dyett & Bhatia for Preparation of the General Plan, in an Amount
Not to Exceed $1,357,000.
Summary Statement: Per Council discussion at the Budget Workshop of June 6th, City Management
has prepared a Resolution (see Attachment B) providing direction to recommence the General Plan
preparation effort with an amendment to the professional services contract with the firm of Dyett and
Bhatia. The amendment will reflect the reduction of Scope and Budget as contained in Scenario #1 of
the Agenda Bill presented to Council on June 611 with the additional reduction of scope to delete the
Traffic/Circulation River Ferry Feasibility Study. The resulting reduction is budget is approximately
$250,000. City Council further indicated interest in directing City Management to pursue professional
contract services to assist in the preparation of new General Plan implementation regulations (Zoning and
Subdivision Ordinances) concurrently with the completion of the General Plan.
Spreadsheets illustrating the revised budget appropriations by funding source are attached (Attachment
A). These spreadsheets reflect the revised not to exceed budget of $1,357,000 for the professional
contract work with Dyett & Bhatia and other team firms.
Council Priority: THIS AGENDA ITEM IS CONSIDERED TO BE PART OF, OR NECESSARY TO, ONE OR
MORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY THE CITY COUNCIL ON JANUARY 30, 1999
AND MARCH 18, 2000,
Priority(s): Implement and Revise General Plan
New General Plan Items: Economic Development Plan, Surface Water Management (Drainage) Plan,
Regional and Local Transportation Plan
General Plan Implementation: The River Plan, The Central Petaluma Specific Plan, The Bicycle Plan
2001: Economic Vision; General Plan Update
Recommended City Council Action/Suggested Motion:
Adopt Resolution Providing Direction and Authorization to City Management to Amend the Professional
Services Contract with Dyett & Bhatia for Preparation of the General Plan, in an Amount Not to Exceed
$1,357,000.
Reviewed by Finance Director:
Reviewed by City Attorney:
Date:-
Approved by City Manager:
Date:
Date:
Today's Date:
Revision # and Date Revised:
File Code:
#
7 June 2001
H:pt/GP2000/reports\CC 0601 contr authorization
Agenda Bill —General Plan Contract 18 June 2001
Page 2
CITY OF PETALUMAq CALIFORNIA
18 JUNE 2001
AGENDA REPORT
FOR
Providing Direction and Authorization to City Management
to Amend the Professional Services Contract with Dyett & Bhatia
for Preparation of the General Plan,
in an Amount Not to Exceed $1,357,000.
EXECUTIVE SUMMARY:
Per Council discussion at the Budget Workshop of June 6th, City Management has
prepared a Resolution (see Attachment B) providing direction to recommence the
General Plan preparation effort with an amendment to the professional services contract
with the firm of Dyett and Bhatia. The amendment will reflect the reduction of Scope
and Budget as contained in Scenario #1 of the Agenda Bill presented to Council on June
6th with the additional reduction of scope to delete the Traffic/Circulation River Ferry
Feasibility Study. The resulting reduction is budget is approximately $250,000. City
Council further indicated interest in directing City Management to pursue professional
contract services to assist in the preparation of new General Plan implementation
regulations (Zoning and Subdivision Ordinances) concurrently with the completion of the
General Plan.
Spreadsheets illustrating the revised budget appropriations by funding source are attached
(Attachment A). These spreadsheets reflect the revised not to exceed budget of
$1,357,000 for the professional contract work with Dyett & Bhatia and other team firms.
2. BACKGROUND:
At the City Council Budget Workshop on June 6th, the City Council discussed options for
reduction of the scope of work and budget for completion of the General Plan 2000 —
2020. Following the discussion it was consensus of the majority of the Councilmembers
present that Scenario #1 was preferred with the additional reduction of the Petaluma
River ferry feasibility study. The City Council also discussed the opportunity presented
by the potential reduction in budget to initiate work effort on the preparation of a new
Zoning Ordinance and Subdivision Ordinance to be undertaken in concert with the
General Plan and adopted concurrently. The City Council supported the concept of
utilizing the cost savings associated with the reduction of work scope to undertake the
completion of the implementation regulations.
Agenda Bill — General Plan Contract
3
Q
ALTERNATIVES:
18 June 2001
Page 3
A. Adopt attached Resolution providing direction to City Management to proceed
with conclusion of contract renegotiations and execution of a contract amendment
for an amount not to exceed $1,357,000 with a work effort that coincides with
Scenario #1 as discussed by the City Council on June 6, 2001. Further, provide
direction to City Management to initiate preparation of a Request for Proposals
for the completion of a new Zoning Ordinance and/or Subdivision Ordinance
concurrently with the completion of the General Plan.
This alternative will allow continuation of the data gathering and outreach effort
for development of the existing conditions, opportunities and constraints section
of the Plan; and recommencement of the community visioning exercises.
B. Provide alternative direction to City Management to continue renegotiation of the
General Plan contract services contract with Dyett & Bhatia, with specific
direction for scope of work and/or budget revisions.
This alternative will provide specific direction, from the City Council, for the
work of the City Manager and Director of General Plan Administration on
contract negotiations with Dyett and Bhatia to incorporate the specific revisions
as directed by the City Council.
FINANCIAL IMPACTS:
Anticipated budget expenditures for professional contract services (excluding the Water
Resources Element) over a 3 -year work effort, begun in the 2000-2001 budget year, are
approximately $1,357,000. Department of General Plan Administration costs for the 3 -
year work effort is estimated at $700,000. (Note: General Plan Administration
employees are not exclusively assigned to the General Plan; but for the purpose of
presenting a budget are entirely included herein).
Recommended three-year work effort allocations are as follows:
FY 2000-2001 $ 396,500 (30%)
FY 2001-2002 604,500 (45%)
FY 2002-2003 356,000 (25%).
Contract Services Total $ 1,357,000
General Plan Admin. 700,000
TOTAL $ 2,057,000
Agenda Bill — General Plan Contract
18 June 2001
Page 4
Attachment `A' illustrates funding source spread throughout the various funding accounts
(General Fund, PCDC, Enterprise and Special Revenue) for the amended contract scope
and budget.
5. CONCLUSION:
Professional contract services work on the General Plan 2000 — 2020, with the exception
of the transportation/circulation and water resources efforts, has been suspended per
Council discussion and direction. Work will recommence upon Council adoption of the
attached Resolution authorizing City management to amend the contract with Dyett and
Bhatia.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION'
Initiation of the General Plan 2000 — 2020 community outreach effort has begun this past
fall primarily with the refinement of the Scope of Work and commencement of data
gathering. Upon receiving Council direction, work will recommence with negotiation
and execution of a contract amendment for professional services with Dyett and Bhatia;
followed by re-initiation of work effort on Task 5 (Petaluma 2001: Existing Conditions,
Opportunities and Constraints) and Task 6 (Community Issues, Goals, Visions and
Strategies).
7. RECOMMENDATION:
Adopt attached Resolution providing direction to City Management to amend the
Professional Services Contract with Dyett & Bhatia for preparation of the General Plan,
in an amount not to exceed $1,357,000.
Attachments: Attachment A: Budget Funding Source Spreadsheets
Attachment B: Resolution Providing Direction and Authorization to City
Management to Amend the Professional Services Contract with Dyett &
Bhatia for Preparation of the General Plan, in an Amount Not to Exceed
$1,357,000.
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HI Mt N T _-
1
2
3 DIRECTING THE CITY MANAGER TO AMEND THE
4 PROFESSIONAL SERVICES AGREEMENT WITH DYETT & BIHIATIA FOR
5 CONTRACT SERVICES FOR THE PREPARATION OF THE
6 CITE' OF PETALUMA GENERAL PLAN 2000 — 2020
7 AND TO RECOMMENCE THE GENERAL PLAN
8 PREPARATION WORK EFFORT
9
10
11 WHEREAS, the City Council previously authorized, by Resolution No. 00-216 N.C.S.,
12 the preparation of a new General Plan through contract services with the firm of Dyett
13 and Bhatia; and,
14
15 WHEREAS, the City Council previously directed, by Resolution No. N.C.S.,
16 adopted on March 5, 2001, to suspend the work effort on the preparation of the General
17 Plan with the exception of the Traffic/Circulation Element.
18
4' 19 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
20 that the City Manager is directed to negotiate and execute an amendment to said
21 suspended professional services agreement with Dyett and Bhatia for professional
22 contract services for the preparation and completion of the Petaluma General Plan 2000 —
23 2020, in an amount not to exceed $1,357,000.
24
25 NOW, THEREFORE, BE IT FURTHER RESOLVED by the City Council of the City
26 of Petaluma that the City Manager is further directed to recommence the work effort
27 toward completion of the General Plan,
28
29
30
31
32
33
34 H:p"2000/resos ords\Reso — D&B contract recommence 061801.doe