March 16, 2004      

SUBJECT: Authorization for Additional Expenditures under an Existing Contract to Prepare a Subsequent Environmental Impact Report for the Downtown Specific Plan Update (F0303-52) 

REPORT IN BRIEF

Council is requested to authorize additional expenditures in the amount of $19,985 for services outside the original scope of work set forth in an existing contract with Wagstaff & Associates of Berkeley.  This contract, which was awarded by Council on June 11, 2002 (RTC 02-226), was for the preparation of a Subsequent Environmental Impact Report (SEIR) for the Downtown Specific Plan Update.  The authorized contract amount of $85,674 has been fully expended.

BACKGROUND

During the preparation of the Downtown Specific Plan Update SEIR, three issues arose which required Wagstaff & Associates to complete additional tasks outside the original scope of work.   This additional work was required to meet the City's desired schedule and produce an accurate and consistent document; and the work has been completed.

DISCUSSION

The required additional services included three tasks:

1.  Traffic Analysis - The traffic study was more complex than originally anticipated; and more time was required than previously estimated to review, modify and finalize the traffic analysis results. 

2.  Alternatives Analysis - Due to the community's high level of interest in the result of the SEIR and the possible project alternatives, staff requested a very detailed alternatives analysis for use in making land use decisions.  This level of analysis was not included in the original scope of work. 

3.  Communications with the School District - During the course of the SEIR preparation, there were some concerns about the City's communications with the Sunnyvale School District regarding impact on the City's schools.  Wagstaff assisted City staff by preparing a letter detailing all communications with the school district.

These additional services were performed at the request of the City, and staff recommends that Council authorize an additional payment to Wagstaff & Associates in the amount of $19,985.

FISCAL IMPACT

Funds are available in Project 823120 - Downtown Specific Plan Update Project.  Authorization of additional expenditures in the amount of $19,985 will result in a total contract amount of $105,659.

RECOMMENDATION

It is recommended that Council authorize additional expenditures under an existing contract with Wagstaff & Associates to prepare a Subsequent Environmental Impact Report for an update to the Downtown Specific Plan. 

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director, Finance

Reviewed by:

Robert Paternoster
Director, Community Development

Approved by:

Amy Chan
City Manager

Attachments

A. Draft Amendment to Consultant Services Agreement
B. Consultant Services Agreement (pdf format)