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AGENDA BILL Agenda Item No. 5(B) Date: February 3, 2015 To: El Cerrito City Council From: Melanie Mintz, Interim Community Development Director Subject: Amend Agreement with MIG, Inc. for the Urban Greening Plan ACTION REQUESTED Adopt a resolution authorizing the City Manager to amend the professional services agreement between the City of El Cerrito and Moore Iacofano Goltsman, Inc. (MIG) in an amount not to exceed $31,000, bringing the total contract to an amount not to exceed $200,400, and to extend the term of the Agreement through August 31st, 2015 to complete the grant-funded Urban Greening Plan. BACKGROUND On March 19, 2013 City Council authorized the City Manager to execute a Professional Services Agreement for an amount not to exceed $169,400 with MIG, Inc. (Consultant) to complete the Urban Greening Plan (Plan). Since then, City staff has worked closely with the consultant and the El Cerrito community to develop a plan that meets the goal of creating a master document that identifies projects, policies and strategies to create an interconnected network of green places, accommodate infill growth and improve the quality of life and the environment for existing and future El Cerrito residents. The Plan, funded by a $239,498 Urban Greening Planning for Sustainable Communities Grant program (Proposition 84), was recommended by the Environmental Quality Committee and the Parks and Recreation Commission in 2011. The first plan of its kind in El Cerrito, the project was designed to include early and extensive community engagement, a needs assessment and opportunity analysis, and best practice research to help shape the Plan. As a result, the consultant’s tasks have been adapted over the planning period to reflect planning needs, assigning additional tasks where appropriate. An additional $31,000 above the original authorization of $169,400 will be needed to complete the Plan. This additional spending authority includes budget to complete an Urban Greening brochure and map, to prepare for an additional Task Force meeting, to provide additional GIS services and for final Plan preparation. Because this was the City’s first Urban Greening Plan and it was expected that the shape of the Plan and consultant needs would change during the planning process, staff reserved grant budget at the onset for completion of tasks to be determined through the process. Therefore, the funds for the additional spending authority are fully contained within the grant budget. ---PAGE BREAK--- Agenda Item No. 5(B) Page 2 Original Authorized Agreement Amount $169,400 Additional Spending Authority Requested $31,000 Includes budget to complete Urban Greening Map/Brochure, Additional Task Force Meeting, GIS services and additional Plan preparation Total Revised Contract Amount $200,400 Proposition 84 Grant Amount $239,498 Note: The grant funds above the consultant contract amount have been allocated to cover City expenses associated with Plan development. Due to the simultaneous development of the San Pablo Avenue Specific Plan and Complete Streets Plan, City staff and the project consultant team have adjusted the project’s schedule to accommodate both efforts. The original Professional Services Agreement term was through April 1st, 2015. Staff now anticipates adoption of the Urban Greening Plan in early summer of this year and recommends extending the agreement through August 31st, 2015 to match the terms of the grant. ANALYSIS The Plan development process entailed an extensive community engagement process, including early surveys, community meetings and a community design charrette. Staff estimates that, with the proposed changes and additional spending authority, the draft Urban Greening Plan will be released to the public for comment in the early spring prior to going to the Parks and Recreation Commission and Environmental Quality Committee to consider recommendation of the Plan for adoption by the City Council. Staff anticipates that the Plan will then be brought to the City Council for consideration and vote this summer. A primary task to be added to the consultant budget is the preparation of an Urban Greening map and brochure. The product, which was included in the grant contract, will both be incorporated into the Plan and serve as a standalone document to continue to engage El Cerrito residents and visitors in experiencing, engaging with and stewarding the City’s green spaces, helping to bring the long-range Plan to fruition. Staff originally anticipated that this task would be completed by a map specialist, but because MIG will be preparing all graphics for the Urban Greening Plan and has exhibited a thorough understanding of the El Cerrito community, staff requested that they submit examples of their map/brochure work and has elected to add this task to their scope of services. ---PAGE BREAK--- Agenda Item No. 5(8) Staff and the consultant team will release the draft Plan to the public for comment in the spring and will bring the final draft for recommendation from the Environmental Quality Committee and the Parks & Recreation Commission in May. Staff anticipates that the Plan will be completed and all grant expenditures will be booked by summer of this year. STRATEGIC PLAN CONSIDERATIONS Development of an Urban Greening Plan, as previously approved by the City Council, will help to fulfill the following City of El Cerrito Strategic Plan goals: • Deepen a sense of place and community identity; • Develop and rehabilitate public facilities as community focal points; • Ensure the public's health and safety; • And, foster environmental sustainability citywide. Amendment of the existing Professional Services Agreement with MIG, Inc. will enable City staff and the consultant team to achieve the goals outlined in the Plan, in keeping with the Council's previous action. FINANCIAL CONSIDERATIONS Funding for the $31,000 amendment is available in the original grant allocation to the City's Grants fund included in the FY 2014-15 Community Development department's adopted budget. No new appropriations are needed. LEGAL CONSIDERATIONS The City Attorney has reviewed the proposed action and there are no legal issues. Scott Hanin, City Manager Attachments: 1. Resolution Page 3 ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 RESOLUTION 2015-XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF EL CERRITO AND MOORE IACOFANO GOLTSMAN, INC. (MIG) IN AN AMOUNT NOT TO EXCEED $31,000 AND TO EXTEND THE TERM OF THE AGREEMENT THROUGH AUGUST 31ST, 2015 TO COMPLETE THE URBAN GREENING PLAN WHEREAS, the City Council, by Resolution No. 2013-11 authorized the City manager to execute a Professional Services Agreement with Moore Iacofano Goltsman, Inc. in the amount of $169,400 for preparation of an Urban Greening Plan; and WHEREAS, preparation of a citywide Urban Greening Plan was recommended by the Environmental Quality Committee on April 12, 2011 and Parks and Recreation Commission on April 26, 2011; and WHEREAS, the City Council, by Resolution No. 2011–38, authorized staff to apply for grant funds from the Strategic Growth Council to prepare an Urban Greening Plan; and WHEREAS, the City of El Cerrito (City) was awarded a $239,498 Urban Greening Planning grant from the State of California’s Urban Greening for Sustainable Communities Grant Program by the Strategic Growth Council; and WHEREAS, the City and the State of California Natural Resources Agency executed a grant agreement on January 2, 2013 with a grant performance period of January 2, 2013 through August 31, 2015; and WHEREAS, community engagement, a needs assessment and opportunity analysis, and best practices research has helped shape the Plan’s goals and objectives, resulting in adaptations to the consultant’s scope, budget and timeline; and WHEREAS, additional tasks, are needed to bring the Plan to completion pursuant to the agreement with the State and whereas the additional tasks will total not more than $31,000; and WHEREAS, funding for the $31,000 amendment is available in the original grant allocation to the City’s Grants fund included in the FY 2014-15 Community Development Department’s adopted budget and no new appropriation of funds is required. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby authorizes the City Manager to amend the Professional Services Agreement with Moore Iacofano Goltsman, Inc. in an amount not to exceed $31,000, bringing the total contract to $200,400, to complete the Urban Greening Plan, and to extend the term of the Agreement through August 31st, 2015. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 I CERTIFY that at a regular meeting on February 3, 2015 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on February XX, 2015. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor