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F CITY OF CARMEL-BY-THE-SEA

Council Report

April 7 , 2015

To: Honorable Mayor and Members of the City Council andDouglas J. Schmitz, City Administrator

From: Rob Mullane, AICP, Community Planning and Building Director

Subject: Consideration of a Resolution Authorizing the City Administrator toExecute a Professional Services Agreement with PMC Consultants forEnvironmental Services for the Rio Park Pedestrian/Bicycle Path Project

RECOMMENDATION:

Adopt a resolution authorizing the City Administrator to execute a professional servicesagreement with PMC for environmental services, in an amount not to exceed $30,230.

__________________________________________________________________________EXECUTIVE SUMMARY:

Improving the City’s and the regional trails network has been a key initiative of the CityCouncil for the last few years One of the specific needs that was identified is a new


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demonstrated their qualifications for the requested services. City staff are recommending thatthe City select PMC for the environmental analysis as the lowest responsive bidder. Theproposed professional services agreement covers a one-year period; however, staffanticipates that the environmental review process may take substantially less than one year.The total not to exceed cost of the agreement is $30,230, and a more detailed breakdown ofthis cost as well as a description of the scope of the analysis is included in PMC's Proposal(included as part of Attachment 2). A resolution authorizing the City Administrator to retainPMC for these services is included as Attachment 1, and the draft Professional Services

Agreement is included as Attachment 2.

FISCAL IMPACT:

The Fiscal Year 2014-15 Adopted budget includes $40,000 within the capital budget for theRio Park Improvements and $50,000 for the Bikeways Project.

Budgeted (yes/no) Funding Source( general fund, grant,state)

Yes General Fund: Adopted CapitalImprovement Program

PREVIOUS COUNCIL ACTION/DECISION HISTORY:

• Council adopted the FY 14-15 budget on June 10, 2014


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CITY OF CARMEL-BY-THE-SEACITY COUNCIL

RESOLUTION 2015-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A PROFESSIONAL

SERVICES AGREEMENT WITH PMC FOR ENVIRONMENTAL ANALYSIS FOR THERIO PARK PEDESTRIAN/BICYCLIST TRAIL PROJECT FOR AN AMOUNT NOT TO

EXCEED $30,230

WHEREAS, improving the City’s and the regional trails network has been a keyinitiative of the City Council for the last few years ; and

WHEREAS, one of the specific trail connection needs that was identified is a newpedestrian and bicyclist trail behind Larson Field and the Carmel Mission along portionsof Rio Park; and

WHEREAS, the City issued a Request for Proposals (RFP) to obtainenvironmental analysis services in support of the proposed project and through acompetitive manner; and

WHEREAS, the City wishes to utilize the services of PMC to assist with theenvironmental analysis of the project with the cost of the agreement exceeding $25,000


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Exhibit "A"

january 9, 20 IS

Rob Mullane, AICPDirector of Community Planning and BuildingPO DrawerGCarmel-by-the-Sea, CA 9392 I

RE PROPOSAL FOR SERVICES RIO PARK/LARSON FIELD TR IL PROJECT CEQCOMPLI NCE

Dear Rob:

Thank you for the invitation to provide this concise letter proposal for your consideration. W eappreciate that your department has a full workload, so we are glad to provide this assistance tocomplete the necessary environmental review for the Rio Park/Larson Field TraiL PMC concurs that theproject should have minor environmental consequences, with the intent that potential impacts can bemitigated through design, avoidance, or standard measures.

PMC currently has the technical resources available to complete the project in a timely manner . Tosupp ort PMC s environmental staff, we are partnering with Hatch Mott MacDonald (traffic and safety)and Holman Associa tes (cultural resources) to ensure that all resource and safety issues areadequately addressed.

Please contact me if you have questions regarding the attached materials. We look forward to workingwith you and MBPS on this project.

Sincerely, n1 n i 1 -- · ·· -_ /· o; c...._ //1.. l

. :...v

I


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Rob Mullane, AICP, Directo r of Community Planning and BuildingJanuary 9 20 SPageS

sidewalks to the bus stop to the west and existing sidewalk to the east as well as crosswalksacross Rio Road .

Report Preparation: HMM will document all analysis and findings in a draft and final report.

HMM has also budget limited to respond to public or agency comments following public reviewof the C EQA document.

• Land Use Compatibility This section of the Initial Study will focus on compatibility of the trailwith the adjacent mission, Carmel River, recreation facilities/playing fields, and Carmel AreaWastewater District. Analysis and consistency with relevant City and County planningdocuments and programs will also be provided.

• Recreation The project should result in beneficial impacts to recreation as a Class Ibicycle/multi-use path. This section of the Initial Study will document the positive aspects of theproposal, but also ensure that the project will have no seco ndary effects on existing recreational

facilities .

Upon review and comment by City staff, PMC will revise the administrative draft Initial Study documentand prepare the analysis for public review and distribution. One round of comments and revisions isanticipated in this scope of work Based on the Initial Study, an environmental determination will bemade to confirm that an ND or MND should be prepared. PMC will prepare the declaration, to beattached to the Initial Study.

Following public review, responses to comments will be made as part of the staff report process. At thistime, comments are assumed to be minor in scope . Should significant public comments be received, thistask may need to be revised to respond to the level of effort.

PMC assumes that the City will prepare and d istr ibute all required notices . Limited p roject managementand coordination time is included in PMC s budget for phone calls coordination with City staff, and filemanagement.

3. ublic Meetings PMC s project manager will assume participation in two public meetings .


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Rob Mullane AICP Director of Community Plann in g and BuildingJanuary 9, 2015

age 6

PROJECT UDGET

PMC will provide the above services for a not-to-exceed cost of 30,230 as itemized below.

Task Hour . Rata/Hour-

I. Review Project Plans and Site Reconnaissance 10 150

2. Prepare Initial Study/NO o r MND* 70 150

3. Public Meetings 10 150

PMC Biological Resources 30 150

Holman - Cultural Resources n/a n/a

H M M - Traffic and Safety (optional tasks)

Tota l

120

udget

1,500

10,500

1,500

4,500

2,500

9,730

30,230This is a not-to-exceedbudget Budget assumes that no new significant issues will arise during environmental review and/or

the project will not cause controversy that warrants further analysis. Should drcumstances alter these assumptions,additional hours and budget may be warranted

PROJECT SCHEDULE

An estimated scheduled is provided below. PMC will work with County staff to revise/refine theprocess ing schedule as necessary.

Notice to Proceed

Application Review/Site ReconnaissanceBiology/Cultural Resource Reviews CompleteTraffidSafety Analysis CompleteAdmin Draft Initial Study CompleteStaff Review/CommentsPublic Review of Initial Study/NOCity Action

Week I

We e k IWeek 4Week6

WeekS

Week 10Week 11-15Per City Calendar


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8b pmc consultants 04-07-15

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