To: Sonoma County Board of Supervisors
Department or Agency Name(s): Permit Sonoma
Staff Name and Phone Number: Doug Bush (707) 565-5276
Vote Requirement: Majority
Supervisorial District(s): First
Title:
Title
De Novo Planning Group Third Contract Amendment
End
Recommended Action:
Recommended action
Authorize the Director of Permit Sonoma to negotiate, finalize, and execute a contract amendment with De Novo Planning Group for planning and environmental consulting services for the Springs Specific Plan, extending the agreement to August 2024 and increasing the contract amount from $493,305 to $555,905. (First District)
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Executive Summary:
On November 10, 2015, the Board of Supervisors authorized the execution of an agreement with De Novo Planning Group for the preparation of the Springs Specific Plan and programmatic Environmental Impact Report funded by a $450,000 grant. On January 8, 2019, the Board of Supervisors authorized an amendment to the agreement to extend its term to December 31, 2019. The Board of Supervisors subsequently approved contract extensions and supplemental appropriations to address updated environmental review requirements with a contract expiration of December 2022.
Staff recommends that the Board authorize the Director to execute an amendment to the agreement to extend the contract term to August 2024 and increase the contract amount by $62,600 to complete the project. The additional funding is required to update the Specific Plan and its Draft Environmental Impact Report (DEIR) to incorporate new wildfire evacuation analysis and allow for additional public comment on the revised sections of the DEIR.
Discussion:
The Springs Specific Plan will provide the foundation for sustainable development with land use policies supporting a vibrant, pedestrian-oriented main street, and increased opportunities for walking and cycling. The Specific Plan will build on the County’s previous efforts to improve conditions in the Springs by facilitating the development of a complete community through a mix of land uses, enhanced circulation for walking and biking, improved public spaces and support for a range of housing options.
On November 10, 2015, the Board of Supervisors authorized the Director of Permit Sonoma to execute an agreement with the De Novo Planning Group to provide planning and environmental consulting services for the creation of the Springs Specific Plan and programmatic Environmental Impact Report (EIR), which was funded by a $450,000 grant from the Sonoma County Transportation Authority.
The project has faced significant logistical challenges since it began in 2016, including repeated fires, floods, local housing emergencies and a global pandemic. Despite these challenges, the consultant has completed work that has enabled staff to produce an administrative draft of the EIR and a draft Springs Specific Plan. A Draft Environmental Impact Report was released in 2022, including public meetings to receive public comment on the document. The consultant proceeded with development of the Final Environmental Impact Report until contract expiration in December 2022. Through the course of the DEIR process and review of public comment, staff determined that additional analysis would be needed to adequately respond to public feedback and incorporate newly available data. It was clear prior to December 2022 that a contract amendment would be required to complete the deliverables originally contracted for, however, staff turnover and the timeline for contract amendments made it infeasible to accomplish prior to expiration.
The Springs Specific Plan is anticipated to be heard by the Planning Commission in December 2023 and the Sonoma County Board of Supervisors by April 2024, with additional opportunities for public review in Fall 2023. Under the County’s standard contract language for extra or changed work that is updated by the proposed amendment, if there are additional delays and as needed to bring a final Specific Plan and EIR to the Board, the Director of Permit Sonoma will have the authority to increase the not-to-exceed amount by up to an additional $50,000 and extend the term by up to three years.
Staff requests the proposed contract amendment to accomplish the objectives listed below.
1. Extend the term of the contract for the consultant to complete the remaining project tasks including the incorporation of evacuation analysis in the Draft Environmental Impact Report (DEIR), recirculation of the DEIR, completion of the Final Environmental Impact Report (FEIR) and preparation of materials for adoption of the Springs Specific Plan in accordance with the attached scope (Attachment B)
2. Increase the contract budget by $62,600, increasing the total not-to-exceed amount from $493,305 to $555,905 ($57,600 consultant estimate + $5,000 for contingencies).
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
May 25, 2021 - The Board authorized the Director of Permit Sonoma to execute an amendment to the contract with De Novo Planning Group to provide planning and environmental consulting services for the Springs Specific Plan extending the agreement to December 2022 and increase the contract amount by $43,305.
January 8, 2019 - The Board authorized the Director of Permit Sonoma to execute an amendment to the contract with De Novo Planning Group for a termination date of December 31, 2019, with no change in requested funding.
November 10, 2015 - The Board authorized the Director of Permit Sonoma to execute an agreement with the De Novo Planning Group to provide planning and environmental consulting services for the creation of the Springs Specific Plan and associated Environmental Impact Report funded by a $450,000 grant from the Sonoma County Transportation Authority.
February 25, 2014 - The Board approved a Resolution of Local Support (No. 14-0064) authorizing the filing of an application for funding, committing the necessary matching funds, and offering assurance to complete the project.
November 12, 2013 - The Board approved Resolution No. 13-0467 authorizing PRMD to apply for Priority Development Area (PDA) grant funds from the Sonoma County Transportation Authority (SCTA).
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY 24-25Projected |
FY 25-26Projected |
|
Budgeted Expenses |
$555,905 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$555,905 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$493,305 |
|
|
|
Fees/Other |
$62,600 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$555,905 |
|
|
Narrative Explanation of Fiscal Impacts:
The contract expenses, including the additional funding needed to complete the Springs Specific Plan project, are included in the FY 2023-24 Adopted Budget.
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment A: Amendment to Professional Services Agreement
Attachment A2: De Novo Springs Specific Plan Amendment
Attachment B: Updated Consultant Scope
Attachment C: Second Amendment to Professional Services Agreement
Attachment D: First Amendment to Professional Services Agreement
Attachment E: Original Contract and RFP
Related Items “On File” with the Clerk of the Board:
N/A