HomeMy WebLinkAbout9/3/2014 - STAFF REPORTS - 2.Y. V PAM So
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Cq<1FORN,p CITY COUNCIL STAFF REPORT
DATE: September 3, 2014 CONSENT AGENDA
SUBJECT: AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT
5720 WITH HNTB CORPORATION FOR ENVIRONMENTAL STUDY
PHASE OF AIRPORT MASTER PLAN IN THE AMOUNT OF $63,710.00
FROM: David H. Ready, City Manager
BY: Department of Aviation
SUMMARY
A contract amendment to the HNTB Corporation for the additional professional services
required for the completion of the Airport Master Plan Environmental Phase project.
RECOMMENDATION:
1. Approve Amendment No. 2 to Agreement 5720 with HNTB Corporation for the
Environmental Phase of the Airport Master Plan in the amount of $63,710.00 with
the agreement term extended to October 31, 2015.
2. Authorize City Manager to execute all necessary documents.
STAFF ANALYSIS:
In a precious action, City Council accepted a Federal Aviation Grant to fund the required
Palm Springs International Airport Master Plan Update. That plan was developed under
the criteria set forth by the FAA which allow the identification of facility constraints and
the development of plans necessary to address them according to generally acceptable
airport industry methods. HNTB Corporation, under the authorization of the FAA, was
the aviation specialty firm hired to perform the professional services necessary to
complete this project.
After the development of the Master Plan Update and according to the National
Environmental Protection Agency (NEPA) and California Environmental Quality Act
(CEQA) regulations, an environmental review of the master plan was required to be
undertaken with the applicable criteria per both NEPA and CEQA. Both processes have
are underway through a City Council authorized contract with HNTB Corporation, which
ITEM NO.�—
City Council Staff Report
September 3, 2014 -- Page 2
AMENDMENT NO.2 TO PROFESSIONAL SERVICES AGREEMENT 5720
WITH HNTB CORPORATION FOR ENVIRONMENTAL STUDY PHASE
includes the subcontracted services of a Palm Springs based environmental specialty
firm LSA Associates. The majority portion of the CEQA work is completed and will be
brought forward to the City Council in conjunction with the NEPA component which is
still ongoing with the FAA, and is expected to be completed over the next six months.
The action under consideration is for an amendment to the HNTB prime contract for
funding of additional work related to both the NEPA and CEQA professional services
stemming from unforeseen items, an extended timeframe, and FAA requests for
additional analysis and reporting. HNTB has coordinated closely with the FAA, which
has concurred the additional work is necessary to assist City staff in processing
progress reports, analyzing the 2020 noise contours reflecting anticipated fleet mix
forecasts, and completing the final documentation based on reviews and public
meetings.
FISCAL IMPACT:
The Master Plan Update was awarded through a professional services agreement with
HNTB Corporation and completed within the original $585,000 budget which was
funded in most part by an FAA Grant in the amount of $500,000. This first
environmental requirement phase work in the amount of $667,000 was funded with a
second FAA Grant in the amount of $516,000 and the remaining $151,000 was paid
from the Airport Fund which was anticipated and budgeted. The work for this second
amendment is also intended for FAA grant funding:
416-6601-56102 FAA Grant fund $46,905.00
416-6401-56110 Grant match and CEQA portion $16,805.00
Total $63,710.00
Thomas Nolan,
Executive Director, Airport
David H. Ready, City Manag
Attachment: HNTB Amendment No. 2 to Agreement 5720
HNTB Project Schedule
HNTB Project Scope
02
AMENDMENT NO. 2
TO AGREEMENT NO. 5720 —AVIATION CONSULTING SERVICES
PALM SPRINGS INTERNATIONAL AIRPORT
THIS SECOND AMENDMENT is made and entered into as of the 3rd day of September, 2014
(the "effective date") by and between the CITY OF PALM SPRINGS, a California charter city
and municipal corporation ("City"), and HNTB Corporation, a Delaware Corporation, (herein
"Consultant") as follows:
RECITALS
WHEREAS, the City owns and operates Palm Springs International Airport ("Airport")
located in Palm Springs, California, for the convenience of the general public.
WHEREAS, City and Consultant entered into that certain Consulting Services Agree-
ment No. 5720 for Aviation Consulting Services ("Agreement'), as duly amended from time to
time; and
WHEREAS, the parties wish to amend the Agreement to increase work assignments.
NOW, THEREFORE, for good and sufficient consideration, the parties agree as follows:
1. Schedule of Performance Section 3.4 Term is hereby amended to add the following
sentence:
The term for the completion of the Environmental Assessment will be extended to
October31, 2015.
2. Exhibit "A", Scope of Services is hereby amended to add the following project elements.
The deliverables, meetings and tasks are detailed on the attached Exhibit 1, as de-
scribed in Consultant proposal , dated August 7, 2014.
Task 1: Task Management/Coordination Meetings and Project Completion
Task 2: Noise Analysis/CFR (Code of Federal Regulations) Part 150 NEM
(Noise Exposure Map) Update Documentation
Task 3: Incorporation of Additional Traffic Data
Task 4: Finalization of California Environmental Quality Act (CEQA) requirements
3. The agreement shall allow the additional scope of services sum not to exceed
$63,710.00 for professional services relating to the Environmental Assessment (EA)
project in conjunction with the Airport Master Plan. Total EA $730,530.00.
Except as previously modified herein, all other provisions of the Agreement shall remain un-
modified in full force and effect.
[SIGNATURE PAGE FOLLOWS]
03
HNTB Inc. Amendment No. 2
September 3, 2014— Page 2
Agreement 5720—Amendment 2
IN WITNESS WHEREOF,the parties have executed and entered into this Lease as of the date first written above.
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
AIRLINE: Check one:_Individual_Partnership_Corporation
Corporations require two notarized signatures: One from each of the following:
A. Chairman of Board, President,or any Vice President:AND
B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer, or Chief Financial Officer.
By: By:
Signature(notarized) Signature(notarized)
Name: Name:
Title: Title:
State of State of
County of
County of
On before me, On before me,
Personally appeared proved to Personally appeared proved to
me on the basis of satisfactory evidence to be the person(s) me on the basis of satisfactory evidence to be the person(s)
whose name(s)islare subscribed to the within instrument and whose name(s)is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in acknowledged to me that helshe/they executed the same in
his/herltheir authorized capacity(ies),and that by his/her/their his/herltheir authorized capacity(ies),and that by his/her/their
signature(s)on the instrument the person(s),or the entity up- signature(s)on the instrument the person(s),or the entity up-
on behalf of which the person(s)acted,executed the instru- on behalf of which the person(s)acted,executed the instru-
ment. ment.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signa- Notary Signature:
ture:
Notary Seal: Notary Seal:
04
PSP EA schedule
ID Task Name constrain H FINsh Pred Resource Names usl tember Ocl m December lama Februa March HI
B M E B M E B M E B M E 1 B 1 M I E I B I M I E 1 B 1 M IE B M B
1
I Environmental Assessment Ill days Fri 8/1/14 Fri 3/27/15
3 Completion of Preliminary Draft EA Edks 3.2 wks Fri 8/1/14 Fri 8/22114 11111
4 Completion of Updated NEM for 2014 15 days Tue 8112/14 Mon 9/1/14
5 Deliver Draft EA to FAA Iday Tue 9/2/14 Tue 9/2/14 3,4 9/2
6 FAA review of Revised Preliminary Draft EA 21 days Wed 9/3114 Wed 30/1/14 5
7 �'�� HNTB Edits 4 days Thu 10/2/14 Tue 10/7/14 6
8 Deliver Draft EA to FAA for LOB Review Iday Wed 10/B/14 Wed 10/8/14 7 wig
9 FAA line of Business Review-Pre.Draft EA 30 days Thu 10/9/14 Wed 11/19/148
10 HNTB revisions 4 days Thu 11/20/14 Tue 11/25/14 6.9
11 Publish Draft EA for Agency and Public Review and 1 day Wed 11/26/14 Wed 11/26/1410
Comment 145 calendar days)
12 Comment period 145 calendar days) 34 days Thu 11/27/14 Tue 1/13/15 11
13 Public Workshop and Hearing(30 days from Publish) Iday Wed 2/7115 Wed 1/7/15 IIFS+
14 Response to Comments/Prepare Preliminary Final 5 days Wed 1/14/15 Tue 1/20/15 12
15 Deliver Preliminary Final EA to PSP and FAA 1 day Wed 1/21/15 Wed 1/21/15 14 1/=L
16 P5P and FAA Reviewof Preliminary Final EA 30 days Thu 1/21/15 Wed 3/4/15 15
17 HNTB revisions 5days Thu 3/5/15 Wed 3111/15 16
1s Deliver Final EA to PSP/FAA 1 day Thu 3/12/15 Thu 3/12/15 17
19 FAA provides FONSI 10 days Fri 3/13/15 Thu 3/26/15 18
30 Issue Notice of Availability of EA/FONSI 1 day Fri 3/27/15 Fri 3/27/I5 19 3/21
Page 1
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CA
Palm Springs International Airport
Airport Master Plan
ADDITIONAL SERVICES REQUIRED FOR COMPLETION OF
ENVIRONMENTAL ASSESSMENT FOR THE MASTER PLAN
UPDATE AND MASTER PLAN UPDATE MODIFICATIONS
Scope of Professional Services
By:
HNTB Corporation
Preamble to the Second Amendment
In development of the Environmental Assessment (EA) and Initial Study (IS) to review
potential environmental impacts associated with implementing the initial program for
Palm Springs International Airport (PSP), as defined within the Master Plan Update
(Draft 2010), additional coordination, analysis and meetings are necessary. As HNTB
has worked through development of the EA/IS, multiple areas of our original scope
associated with the EA and Master Plan require additional effort:
• Additional management and coordination,
• Noise analysis to address differing years for development of Noise Exposure
Map contours to meet 14 CFR Part 150 requirements
• Master Plan and Initial Study/Mitigated Negative Declaration Support
HNTB Corporation (HNTB), the Executive Director of PSP, and the FAA discussed the
scope of the project and recent comments on the Draft EA during a conference call on
June 25, 2014. This scope of work amendment for additional services to address
additional requirements necessary to complete the EA /Master Plan Update process is
respectfully submitted by HNTB.
Task 1 Task Management / Coordination / Communication (HNTB)
The initial timeline for developing the EA spanned approximately two years with work
initiated in mid-December 2010. In consideration of issues that have been uncovered
during the environmental review and agency review times, the new schedule for
completion is anticipated to be mid-2015. Subtasks within this Task include the
participation in project calls with the City of Palm Springs, PSP, LSA, and various City
departments as needed. Project conference calls are anticipated to include coordination
to assist the City in the processing of the Master Plan Update, the Initial Study, and the
Environmental Assessment. Task management activities include the development of
progress reports as well as the management of the budget for each task. Specific project
issues that HNTB anticipates will be subject to additional coordination efforts include
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coordination with the SHPO and Native American Tribes, as well as issues related to the
local designation of the Terminal as a historic resource. Also, as the Preliminary Draft
document transitions into the Draft and Final EA, we anticipate additional coordination
between the City, FAA, and HNTB will be needed to coordinate public involvement and
review of the document.
Total estimated costs for this effort are $28,370, which includes $250 in expense budget.
Conference Calls, Conference calls will be held ad hoc as necessary to discuss
progress reports, documentation concerns, schedules and other needs.
etc:
Deliverable: Conference call meeting notes. Monthly status reports between City of
Palm S rin s and HNTB.
Funding It is anticipated that portions of this task would be eligible for FAA AIP
funding.
Task 2 Initial Study Support(LSA)
Tasks associated with the Initial Study completed by LSA Associates as a subconsultant
to HNTB for completion of the CEQA Initial Study were completed and the City has
agreed to compensate LSA for the continued support of the study. The City approved of
an amended work plan on April 3rtl, 2014. LSA's efforts are associated with two tasks
from the original scope:
Proiect Management (Original Scope of Services Task 1)
The original contract included eight quarterly review meetings with approval by the City
Council in October 2010. The contract is in its sixth quarter beyond the original deadline.
This updated task includes project management activities for an additional three months
period estimated to start July 1, 2014, extending through September 30, 2014. This task
covers coordinating contractual issues, invoicing, project status reports, communication
with the client on overall project-related issues, and communication/coordination with
other consultants on the project.
Meetings: One team meeting as necessary, with the City of Palm Springs and
HNTB, as necessary
Deliverable: Monthly status reports.
Funding: Costs associated with this task would be borne by the City of Palm
Springs.
Level of participation: A total of fourteen hours is budgeted for Project Management.
Final IS and MND/Public Meetings (Original Scope of Services Task 6)
This task has been modified. LSA will support City Staff in preparing the revised IS/Draft
MND as necessary to circulate. Upon completion of the public review period, LSA will
review all comments received, prepare a summary of such comments, and prepare
responses to the comments as required under CEQA. LSA will support HNTB and City
staff at the following public meetings to review the Master Plan and IS/MND, including
one team meeting to prepare for such public meetings:
Historic Site Preservation Board
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Planning Commission
• City Council
Meetings: Preparation Meeting, Historic Site Preservation Board, Planning
Commission, City Council
Deliverable: Final IS, Responses to Comments
Funding: Costs associated with this task would be borne by the City of Palm
Springs.
Level of participation: A total of 70 hours is budgeted for Task 6: Final IS and
MND/Public Meetings.
Total estimated costs for this effort are $12,600, which includes $100 in expense budget.
Task 3 Additional CFR Part 160 NEM Noise Analysis (HNTB)
HNTB interprets Part 150 requirements that the Existing NEM be representative of
existing conditions at the time of the submittal. The EA baseline noise contour
represents conditions in 2010, while the forecast 2015 (and 2020) condition includes
noise exposure contours for both a No Action and a Proposed Action condition. As
originally scoped and timed, the date for noise exposure maps to be used for submission
of 14 CFR Part 150 noise exposure maps would have been 2011 and 2016. The
reasonableness of using 2010 and 2015 contours to represent 2011 and 2016 would
require minor analysis and narrative for use in NEM documentation.
Due to the extended time frame for the EA, 2011 and 2016 noise exposure contours
would not meet the requirements of 14 CFR Part 150, and as such, HNTB proposes to
develop a revised 2014/2015 noise exposure contour for submission as the existing year
NEM. HNTB proposes the 2020 noise exposure contours prepared for the EA be used
as the five-year forecast noise contour for the purposes of updating the future NEM. The
existing appendix in the EA will include all necessary documentation and graphics,
including maps at a scale of 1"=2,000' per 14 CFR Part 150 requirements.
HNTB proposes to use existing INM input to the extent practical, including noise model
flight tracks and general assumptions regarding runway use. The most recent 12-months
of data available will be used to determine operations for the existing condition, with fleet
mix assumptions validated through use of landed fee reports. Revisions to military
operations will be included as necessary.
Meetings: Conference calls as necessary.
Deliverable: Draft and Final 14 CFR Part 150 NEM Update data included in an EA
a endix.
Funding It is anticipated that portions of this task would be eligible for FAA AIP
fundin .
Total estimated costs for this effort are $15,520.
Task 4 Additional FAA Review (HNTB)
HNTB will provide the FAA with an additional review inclusive of FAA comments prior to
Line-of-Business review.
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Meetings: Consultation with FAA on changes to the initial Preliminary Draft.
Deliverable: Additional version of the Preliminary Draft EA for FAA review.
Funding It is anticipated that portions of this task would be eligible for FAA AIP
funding.
Total estimated costs for this effort are $4,780.
Task 5 Master Plan Update Support(HNTB)
HNTB will provide Master Plan Update support to the City of Palm Springs for
presentation of the Master Plan Update to City Council anticipated to occur in
September 2014. This task will include one HNTB staff person to present the Master
Plan Update to City Council.
Meetings: Planning meeting prior to City Council presentation, City Council
meeting.
Deliverable: I Presentation to City Council
Funding It is anticipated that portions of this task would be eligible for FAA AIP
funding.
Total estimated costs for this effort are $2,340.
The tasks identified above total $63.710, of which a portion is anticipated to be eligible
for FAA AIP grant funding.
Anticipated Schedule
The anticipated schedule for the completion of the Master Plan Update and IS/MND is
following City Council approval in September 2014. The anticipated schedule for
completion of the EA is July 2015, which is dependent upon 30-day FAA review times for
the Draft, FAA Line-of-Business, and Preliminary Final EA, and includes a 45-day public
comment period. The attached schedule provides additional details.
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PALM SPRINGS INTERNATIONAL AIRPORT
ADVITIONAL SERVICES REQUIRED FOR COMPLETION OF THE ENVIRONMENTAL ASSESSMENT AND INITIAL STUDY FOR THE MASTER PLAN UPDATE AND MASTER PLAN UPDATE MODIFICATONS
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