To: MAYOR AND CITY COUNCIL
From: SEAN SCULLY, ACTING COMMUNITY DEVELOPMENT DIRECTOR
TITLE
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APPROVE A SIXTH AMENDMENT TO THE AGREEMENT WITH PLACEWORKS, INC. FOR CONSULTING SERVICES ASSOCIATED WITH THE GENERAL PLAN UPDATE FOR AN ADDITIONAL COST OF $295,225 TO BE FUNDED BY THE GENERAL PLAN MAINTENANCE FUND AND THE LOCAL EARLY ACTION PLANNING (LEAP) GRANT FOR A NEW TOTAL CONTRACT AMOUNT NOT TO EXCEED $2,272,372
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EXECUTIVE SUMMARY
In October 2016, the City Council approved a contract with PlaceWorks, Inc. (PlaceWorks) to update the Redondo Beach General Plan. In December 2016, the City Council established the General Plan Advisory Committee (GPAC) to guide the project.
The GPAC conducted a total of 27 meetings since April 27, 2017, with their final meeting being held on January 31, 2024. At the final meeting, GPAC completed their discussions and recommendations for the final draft General Plan, which includes a consistently formatted, comprehensive General Plan document with a new Introduction, along with updated Goals, Policies, Implementation Measures for the Land Use, Open Space and Conservation, Safety, and Noise Elements.
The draft General Plan document has now been released for public review and comment and a public workshop is scheduled for Wednesday, March 20, 2024, at 6:00 p.m. in the Main Library 2nd Floor Meeting Room, 303 N. Pacific Coast Highway, Redondo Beach. A second public workshop will be scheduled for the end of April to present the necessary changes to the City’s Zoning Ordinance and Local Coastal Program for consistency purposes. Following the public workshops and open houses, public hearings will be held before the Planning Commission and the City Council later in 2024.
This sixth amendment to the contract is necessary to update the scope of the required Article XXVII traffic impact analysis and mitigation recommendations, and to update the General Plan environmental analysis resulting from the City Council’s direction to study increasing the Floor Area Ratio (FAR) to 1.5 within the Artesia & Aviation Corridor Area Plan (AACAP). Additionally, budget updates are necessary to cover costs related to some items that were originally scoped in 2016, along with project management and meeting-related costs that will cover the balance of the 2024 calendar year. The sixth amendment also includes a new task for “As-Needed Staff Support” and additional work associated with ballot measure preparation and support.
Upcoming GPU schedule milestones are noted below:
• March-April 2024 - Community Workshops
o General Plan Update
o Zoning and LCP Amendments (Consistency)
• March-September 2024 - CEQA Review Process
o Screencheck Draft EIR - March/April
o Draft EIR Public Review (45 Days) - May/June
o Final EIR - September
• August-October 2024 - Public Hearings
o August/September - Planning Commission
o September/October - City Council
• January 2024 - Article XXVII Ballot Measure (Tentative)
The net cost of the additional services outlined in the sixth amendment is $295,225, which includes $8,000 in optional tasks. With approval of the sixth amendment, the total cost for the Agreement will increase from $1,977,147 to an amount not to exceed $2,272,372. Funding for the amendment is available through the Local Early Action Planning (LEAP) Grant and from the General Plan Maintenance Fund.
BACKGROUND
The City’s three-year Strategic Plan goal to update the General Plan was first approved by the City Council on March 29, 2016, and continues to be a key element of the City’s long-term planning efforts.
GPAC Completed Tasks - Schedule Going Forward: On December 13, 2016, the City Council approved Resolution No. CC-1612-122 establishing the GPAC to provide direct community stakeholder input to the update of the General Plan, including analysis and recommendations addressing concerns regarding density and development associated with the City’s mixed-use zoning and development standards, and addressing concerns related to the availability and amount of recreation and parks and open space in the City. Additionally, per the Resolution, the GPAC was responsible for performing any other functions that may be designated by motion or resolution of the City Council.
The GPAC was originally comprised of 27 City of Redondo Beach residents appointed on February 21, 2017. The Mayor selected two members, one of whom is designated to serve as the Chair. Each City Council Member selected five members, three of whom reside in their District. There have been some changes in the GPAC membership over time. There are currently 21 Commissioners, with attrition caused mostly by members moving out of Redondo Beach. The current membership has remained dedicated and diligent in their commitment to this effort, which has spanned nearly 7 years.
The GPAC’s 27th and final meeting was conducted on January 31, 2024 and resulted in the Commission’s final recommended draft General Plan update document. The Council-approved draft Land Use Plan will be presented to the public to collect feedback at two community meetings. Following these meetings, formal public hearings will be conducted by both the Planning Commission and the City Council. Below is a summary of the upcoming schedule for the draft General Plan update, including the associated Zoning Ordinance and Local Coastal Plan amendments:
Winter 2023/2024
• Release the GPAC’s completed draft updated General Plan Land Use, Noise, Safety and Parks/Recreation/Open Space/Conservation Elements document to the public for review and comment, inclusive of an “Introduction” and reformatted General Plan elements that are not being updated
o <https://www.redondo.org/departments/community_development/planredondo/index.php>
• Prepare Zoning Code revisions and Local Coastal Plan amendments required in order to be consistent with the amendments to the General Plan
• Finalize all elements and Zoning Code revisions and LCP amendments.
• Preparation of Draft Environmental Impact Report (EIR)
Spring 2024
• Completion of Draft Environmental Impact Report (EIR)
• Public Workshop - 1: Presentation of draft land use map, and General Plan goals and policies at first open house/public workshop
o Wednesday, March 20, 2024, at 6:00 p.m. in the Main Library 2nd Floor Meeting Room
• Public Workshop - 2: Presentation of Zoning Ordinance and LCP revisions/amendments required to be consistent with General Plan at second open house/public workshop
o Targeted for the end of April 2024
Spring/Summer 2024
• Issue Draft EIR
• Issue Final EIR
Summer/Fall 2024
• Planning Commission and City Council Public Hearings: Adoption hearings and actions for ballot measures
Winter 2024
• Citywide Vote and Coastal Commission Review
The sixth amendment to the PlaceWorks contract adds a number of tasks and additional scope to the Agreement, which are summarized below:
Task 2.4: Community Workshops and Survey/Online Feedback - $6,000
This request supplements the General Plan workshop amount, which was budgeted 7 years ago at the outset of the project.
Deliverable(s):
Ÿ Additional time to prepare and facilitate the General Plan Community Workshop and the online comments/feedback
Task 4.6: Prepare GP/Article XXVII MOU - $2,500
PlaceWorks shall prepare a detailed memorandum providing an overview of the difference between General Plan CEQA buildout analyses needed and those needed for Article XXVII as well as the proper application to be placed on the ballot.
Additional budget necessary to revise assumptions and scope of the analyses to comply with Article XXVII requirements (as compared to CEQA Buildout Analysis) used to update Traffic Model Inputs that resulted from a change to the AACAP assumptions to a 1.5 FAR as directed by City Council.
Deliverable(s):
Ÿ Updated buildout comparison memorandum and calculation revisions to include AACAP 1.5 FAR changes as directed by City Council
Task 7.3: Element Production - $21,000
Additional budget to address edits and refinements to the General Plan from City Departments and any final revisions as directed by City Council upon adoption.
Deliverable(s):
Ÿ Updated Draft General Plan and Final General Plan Document (digital)
Task 8.3: Program Environmental Impact Report - $10,600
This task includes adjustments for rate changes and additional analysis for Zoning and Local Coastal Program Amendments not previously included in the scope of the Program EIR and prior authorizations.
Deliverable(s):
• Additional section within Program EIR to address changes to the Zoning Code and Local Coastal Program
Task 8.9: CEQA Project Management - $9,120
This task covers the additional time needed for routine project management, including regular project progress calls and check-ins related to the efficient completion of the environmental analysis and Program Environmental Impact Report in support of the zoning changes and LCP Amendment, in addition to the General Plan discussions. No in person meetings are assumed at this time.
Deliverable(s):
Ÿ Bi-weekly virtual meetings (through November 2024)
Task 9.6 Article XXVII Traffic Impact Analysis - $152,020
Article XXVII stipulates specific analysis methods that exceed the level of analysis required by the City of Redondo Beach’s transportation impact study guidelines.
In the fourth amendment, Fehr & Peers, an approved PlaceWorks subcontractor, estimated 33 total study intersections for Article XXVII based on direction from the City on anticipated areas of change that would meet the Article XXVII thresholds. The locations were predominantly within the 3,000 feet radius of the Housing Element inventory sites.
However, based on the final draft land use plan approved by City Council, and the City’s reading of the Article XXVII requirements, many additional parcels have been determined to have the potential for a major change in allowable land use from what was evaluated in July 2022.
Fehr & Peers conducted a 3,000-foot buffer analysis of all final parcels/areas that could potentially qualify as a major change in allowable land use. The combined buffers include all of the City of Redondo Beach, as well as additional locations in the City of Hermosa Beach.
As a result, Fehr & Peers will collect counts at a total of 101 locations, inclusive of peak period (four hour) intersection turning movement traffic volumes, pedestrian/bicycle, and/or 24-hour roadway segment volumes, a net increase of up to 68 study locations from what was approved in the fourth amendment. The net direct cost increase for data collection is $4,000 beyond what was previously authorized.
Fehr & Peers will develop a Synchro traffic analysis model for existing conditions to be used by Public Works staff for future studies and infrastructure planning.
Fehr & Peers will provide future conditions analysis for the locations needed for the Article XXVII analysis, which will be inclusive of the HCM, ICU and HCM Urban Arterials methodologies as required by Article XXVII.
Deliverable(s):
• Citywide Synchro signalized intersection traffic analysis model for Article XXVII needs and for future use by Public Works for infrastructure development and future studies
• Counts at up to 68 additional study locations (101 total)
• Article XXVII analysis at up to 68 additional study locations (101 total)
TASK 10.1: Project Management - $5,000
Extend Project Management budget for PlaceWorks for an additional 12 months, with anticipated project completion in November 2024. This task covers the additional time needed for routine project management, interdepartmental coordination, and follow-up related to the efficient completion of the General Plan, CEQA documents, zoning changes, and LCP Amendment. As needed virtual coordination through November 2024 is assumed.
Deliverable(s):
Ÿ Project Management coordination time through November 2024
TASK 10.2: Project Teams Meetings - $22,440
Extend Team Meeting budget for PlaceWorks for an additional twelve months, with anticipated project completion in November 2024. This task covers the additional time needed for regular project progress calls and check ins related to the efficient completion of the General Plan, CEQA documents, zoning changes, and LCP Amendment. Bi-weekly virtual meetings through November 2024 are assumed. No in-person meetings are assumed at this time.
Deliverable(s):
Ÿ Bi-weekly virtual meetings through November 2024
(New)Task 14. Article XXVII Analysis - $38,145
Preparation of studies and identified measures required to meet the provisions Sections 27.4 b and 27.5 a. 3 & 4 of Article XXVII (was not previously scoped). Analysis includes a description of the mitigations/measures identified/recommended to minimize neighborhood impacts and incompatibility as it relates to the Article XXVII buildout calculation assumptions. This assumes up to 60 hours of time for PlaceWorks staff and additional traffic analysis for the following.
Fehr & Peers will test up to 8 prototypical intersection operational improvements (not CEQA traffic mitigation measures as they no longer apply to CEQA) to address intersections that are determined to operate at LOS E or F based on the Article XXVII analysis. These operational improvements will be tested in the Synchro software program using the HCM methodology, so that the benefits of signal phasing, roadway restriping, and other improvements that can be accommodated within existing rights of way can be determined.
The 8 prototypical mitigation measures will then be qualitatively evaluated to determine the types and locations of intersections that are applicable, and the potential benefit will be described. Mitigation measures will be described in narrative form, with a map indicating the potential locations where the prototypical measures may also apply.
Only qualitative mitigation measures at all intersections that are ultimately determined to operate at LOS E or F are included. Conceptual traffic improvement plan graphics for impacted intersections requiring mitigation could be provided, if requested, for a separate scope and fee.
Deliverable(s):
Ÿ Report/document/memorandum to accompany Article XXVII ballot materials
(New) Task 15: As-needed staff support services for the General Plan - $16,000
Time and materials as needed due to existing, internal staffing shortage in the Planning Division to prepare necessary documents in support of the General Plan update, Zoning Ordinance, and LCP consistency updates that are not otherwise identified in this scope. Assistance may include, but is not limited to, preparation and posting of website content, interdepartmental coordination, research, and follow-up actions needed to resolve questions or issues as directed by the Community Development Director.
Deliverable(s):
• Meeting attendance or preparation of materials as needed and directed by the City
(New Optional) Task 16: Ballot Measure Preparation Support - $8,000
Time and materials as needed to prepare necessary documents in support of required ballot measure for the General Plan update and Zoning Ordinance and LCP consistency updates.
Deliverable(s):
• Meeting attendance or preparation of materials as needed and directed by the City
COORDINATION
The proposed sixth amendment to the Agreement for consulting services with PlaceWorks was prepared in consultation with the City Attorney’s Office.
FISCAL IMPACT
The net cost of the additional services outlined in the sixth amendment is $295,225, which includes reimbursables and proposed optional expenses. The total cost for the Agreement will increase from $1,977,147 to a total not to exceed amount of $2,272,372. With the inclusion of anticipated LEAP Grant funds to be reimbursed by the State, $245,000, plus anticipated General Plan Maintenance Fund revenue in excess of $50,225, sufficient funds will be available to cover this sixth amendment. The General Plan Maintenance Fund typically receives $125,000 each year.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Sixth Amendment to Agreement with PlaceWorks
• Agmt - Fifth Amendment to Agreement with PlaceWorks, February 21, 2023
• Agmt - Fourth Amendment to Agreement with PlaceWorks, October 4, 2022
• Agmt - Third Amendment to Agreement with PlaceWorks, March 17, 2020
• Agmt - Second Amendment to Agreement with PlaceWorks, April 16, 2019
• Agmt - First Amendment to Agreement with PlaceWorks, December 19, 2017
• Agmt - Original Agreement with PlaceWorks, October 4, 2016
• General Plan Update/EIR Schedule
• Certificate of Insurance - PlaceWorks