CITY COUNCIL: Resolution Amending Consultant Services Agreement with Pacific Municipal Consultants (PMC) for Carmel Sands Lodge Redevelopment Project

Meeting Date: 6 October 2009
Prepared by: Sean Conroy, Planning & Building Services Manager

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the City Administrator to amend the Consultant Services Agreement with Pacific Municipal Consultants (PMC) to prepare an Initial Study and subsequent environmental documents for the Carmel Sands Lodge redevelopment project in the additional amount of $18,524.

Description: On September 9, 2008, the City authorized a contract with PMC in an amount not to exceed $23,000 to prepare an Initial Study for the Carmel Sands redevelopment project, in accordance with the California Environmental Quality Act (CEQA). Since then, the project applicant revised the project description, necessitating a new Initial Study and an additional $18,524. Although the City hires the consultant to perform the analysis, the applicant pays for the contract, so no City funds are required as part of this contract. The City Attorney reviewed the original contract.

Overall Cost:
City Funds: N/A, since applicant pays for the contract.
Funds are deposited into Account #50-24050-2375.
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution.

Important Considerations: CMC Section 17.60 establishes the City’s standards for complying with CEQA. The proposed contract complies with these standards.

Decision Record: N/A

Reviewed by:

__________________________ _____________________
Rich Guillen, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2009-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO AMEND A CONSULTANT SERVICES AGREEMENT WITH PACIFIC MUNICIPAL CONSULTANTS (PMC) TO PREPARE AN INITIAL STUDY AND SUBSEQUENT ENVIRONMENTAL DOCUMENTS FOR THE CARMEL SANDS LODGE REDEVELOPMENT PROJECT IN THE ADDITIONAL AMOUNT OF $18,524

WHEREAS, The City of Carmel-by-the-Sea is a unique community that prides itself on
its unique character; and

WHEREAS, the City has adopted a General Plan and Municipal Code that strive to protect the village character through clear policies and regulations; and

WHEREAS, the property owners of the Carmel Sands Lodge propose to redevelop the
site; and

WHEREAS, the City Council adopted a Resolution authorizing the City Administrator to
execute a consulting services agreement with PMC in an amount not to exceed $23,000 on September 9, 2008, for the preparation of an Initial Study and subsequent environmental documents in conformance with CEQA; and

WHEREAS, the applicant has since revised the project description, requiring a new
Initial Study and an additional $18,524; and

WHEREAS, the City received the attached proposal from PMC for the environmental
review.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA does hereby:

Authorize the City Administrator to amend a contract with Pacific Municipal Consultants in the additional amount of $18,524 and place deposited funds into Account #50-24050-2375.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th day of October, 2009, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

________________________
SUE McCLOUD, MAYOR

ATTEST:

__________________________________
Heidi Burch, City Clerk

AMENDMENT TO CONSULTANT AGREEMENT BETWEEN THE CITY OF CARMEL-BY-THE-SEA AND PACIFIC MUNICIPAL CONSULTANTS
EXECUTED ON 9 SEPTEMBER 2008

II. COMPENSATION
A. City shall pay Consultant for the services identified in the attached Scope of Services in an amount not to exceed $23,000 $41,524 (includes a 10% contingency). Such amount shall constitute full and complete payment by City under this Agreement. Consultant agrees to perform all services required by this Agreement on an ongoing basis until this Agreement is amended or terminated.

CITY OF CARMEL-BY-THE-SEA, PACIFIC MUNICIPAL CONSULTANTS
CALIFORNIA
By: By:
__________________________ _________________________
Rich Guillen, Date Philip O. Carter Date
City Administrator President

SCOPE OF SERVICES
PMC has prepared this scope of work and budget proposal for a revised Initial Study (IS) for the demolition and redevelopment of the Carmel Sands Motel, as requested by the City. We understand the project will include the demolition of the existing 42-guest room hotel and 120-seat restaurant, and replacement with a new boutique hotel including 42 rooms, a small bar and lounge, a day spa, expanded conference facilities, and underground parking with approximately 76 parking spaces.

Based on our experience and conversations concerning the project, we understand that project aesthetics, parking demand (during both construction and operational phases) as well as potential air quality and noise impacts during the demolition and construction phase are the primary impacts anticipated for this project. Other issues that will be addressed include changes in the planned removal and relocation of oak trees on the site, as well as methods of on-site stormwater retention.

Because the project has been modified to address environmental concerns raised during the public hearing process for the previous version of the project, PMC anticipates the Initial Study will lead to the City’s issuance of a Mitigated Negative Declaration.

The following tasks are proposed:
Task 1 – Project Initiation and Data Collection
This task will confirm the scope of the Initial Study, involve one meeting with City staff and collection of any additional project materials from the City.

Task 2 - Prepare Initial Study
All sections of the previously-prepared initial study will be modified and augmented as necessary to reflect the revised project plans, as discussed below:
Introduction and Project Description. The formal project description will be modified to reflect changes to the project, summarizing all aspects of project design, construction and operation as proposed. The project description will be based on the project file and latest plans provided by the City, and will be included in a revised Notice of Preparation for the project for distribution by the City.

Aesthetics/Visual Resources. No significant changes are proposed for this section. It is not anticipated the City will require story poles and netting to be erected for the revised project.

Air Quality. Construction-phase air emissions will be recalculated based on the revised project design. The specific truck route to be used for transport of excavated materials will be identified, and mitigation measures included addressing potential air quality impacts along this route. The discussion on greenhouse gases and climate change will be augmented to reflect consistency with the most current Statewide efforts for reducing GHG emissions. Since the project was last reviewed, the Air Resources Board has formally adopted the Climate Change Scoping Plan. This
plan incorporates previously identified early-action items, as well as additional measures intended to reduce emissions, which may be applicable to the Carmel Sands project. This section of the initial study will include discussion on the Scoping Plan, as well as project conformance with applicable plan measures.

Secondly, in January of this year, the Office of Planning and Research issued Preliminary Draft CEQA Guideline Amendments for Greenhouse Gas Emissions, as required by SB97. While these guidelines are in draft form at present, it is appropriate to address these guidelines in the initial study to the extent practical.
Biology. The discussion in this section will reflect changes in the proposed tree
removal/relocation for the project, and will incorporate any applicable requirements included in the Forest and Beach Commission approval documents for these changes.

Hydrology and Water Quality. The Planning Commission requested that additional on site stormwater retention information be provided. PMC will prepare additional discussion, and any associated mitigation measures, based on project drainage information anticipated to be provided by the project applicant in the form of a letter by the architect or engineer.

Land Use and Planning. The project will no longer cause the City’s hotel room cap to be exceeded, therefore, this discussion will be removed from this section.

Noise. The primary noise issue identified during the public hearing process was short term impacts of construction noise on adjacent businesses and restaurants. Following the Planning Commission hearing for the project, we discussed preparing a quantitative noise study which would identify existing noise levels within the immediate area, estimate noise levels during the grading and construction phase of the project, and compare these noise levels to existing levels, as well as applicable noise standards in the general plan. Mitigation measures would be developed to minimize noise to the greatest extent feasible. We propose to subcontract with AMBIENT Consultants, Inc., to prepare this study. AMBIENT’s proposal also includes similar quantitative analysis for the operation of the hotel, however, this may not be necessary based on revisions to the design that have addressed concerns raised during the hearings. If the City desires, the scope can be adjusted to eliminate this task.

Transportation/Traffic. The previous traffic analysis identified only a small number of additional vehicle trips associated with the project, and these were associated with the increase in the number of hotel rooms over the existing number. The revised project proposes a small amount of retail space and net increase in conference space over the existing area, however, these uses are not anticipated to generate substantial vehicle traffic. The traffic discussion will be revised from a quantitative to a qualitative discussion, since the number of hotel rooms (the primary traffic generator) is not proposed to increase, and a formal traffic study is not justified.

Concern was raised during the hearing process about construction traffic impacts on the nearby businesses. It is our understanding the City is working with the project applicant to identify a staging area for construction vehicles to minimize parking impacts to the neighborhood. We will discuss the staging area plan in the initial study.

Geology, Soils and Archaeology, Utilities and Services. No changes are proposed to these sections, as they are not affected by the change in the project design.

PMC will submit the following to the City:

Ten (10) copies each of drafts and screenchecks of the Initial Study.

Twenty (20) copies of the Public Review documents.

Two (2) CDs formatted in WORD for each of the environmental review documents and
one (1) CD) in print ready form.

Task 3 –Monitoring Matrix
As required by CEQA, final documentation will include a Mitigation Monitoring and Reporting Program (MMRP) which identifies the timing, responsibility and monitoring of any adopted mitigation measures and conditions of approval. The MMRP, required by CEQA for any project that has mitigation measures, will be in table format for ease of use by the City during project implementation and construction.

Task 4 – Response to Comments
Although not required by CEQA, due to the potential for community concern, we have also provided an estimate for responding to public comment on the Initial Study. Our estimate is based on a reasonable number of comment letters.

Task 5 - Meetings
PMC assumes a total of two (2) staff-level meetings to discuss the project and/or the findings of the environmental review (one of these being at project initiation as outlined under Task 1). PMC assumes that the City will take the primary role in the preparation and presentation of the project and environmental information to the public and the City’s decision making bodies. If the City decides during the course of the project to have PMC take on this role, we can adjust the scope of work as needed.

Other Tasks
PMC will consult with, coordinate with, prepare, and file all necessary documentation with appropriate agencies consistent with CEQA requirements.
In the interest of cost savings, if the City would like to assume any of the tasks outlined above, PMC
is happy to modify the scope. Alternatively, if the City requests additional assistance for these or
other tasks, PMC will scope them separately.
Continued >
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PROJECT BUDGET
For budgeting purposes, all tasks utilize an averaged billing rate of $120 hour. This averaged rate
assumes staff resources at the Assistant Planner, Senior Planner/Project Manager, Specialist and
Principal levels.
Project Initiation/Data Collection 3 hours $ 360
Initial Study Revision 50 hours $ 6,000
Response to Public Comments 10 hours $ 1,200
Monitoring Matrix 4 hours $ 480
Meetings (2 Meetings with Staff) 5 hours $ 600
Management/ Coordination/Noticing 10 hours $ 1,200
Sub Total 82 Hours $ 9,840
Noise and Vibration Analysis (including 10% mark-up) $ 6,600
Direct Costs (Copies/mailings/incidentals) $ 400
TOTAL $ 16,840
PROJECT SCHEDULE
PMC anticipates the following schedule for preparation of the revised initial study for this project.

All timeframes are from issuance of the Notice to Proceed by the City. A total of 17 weeks are anticipated to be required.

Complete Technical Evaluations / Review Project Reports 3 weeks
Submit Draft Environmental Initial Study 6 weeks
City Review and Comment 10 weeks
Submit Public Review Copy of Environmental Initial Study 12 weeks
Public Review Period (21 days) 15 weeks
Respond to Public Comments (if required) 17 weeks