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CC - CONSENT ITEM: Approval of an Amendment to the Existing Professional Services Agreement with AECOM, Modifying the Scope of Services for the Hayden Tract Specific Plan for an Additional Amount Not-to-Exceed $100,000.
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Meeting Date: July 14, 2025
Contact Person/Dept.: Troy Evangelho, Planning & Development
Oscar Reyes Zapien, Planning & Development
Phone Number: (310) 253-5744 / (310) 253-5774
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (07/10/2025)
Department Approval: Mark Muenzer, Planning & Development Director (6/11/2025) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve an amendment to the existing professional services agreement with AECOM, modifying the scope of services for the Hayden Tract Specific Plan (HTSP) for an additional amount not-to-exceed $100,000.
BACKGROUND
The contract with the HTSP consultant, AECOM, was executed on December 3, 2024. The original project budget was $500,000 inclusive of a 10% ($50,000) contingency budget. The contingency budget has been expended for the creation of virtual open houses for the HTSP and the ongoing Fox Hills Specific Plan project as well as a historical resources study, both of which were included as optional tasks in the original proposed scope of work.
At its regular meeting on April 28, 2025, the City Council requested staff consider increased building heights and residential densities in the Hayden Tract project area. The California Environmental Quality Act (CEQA) process for the HTSP was anticipated to fall under the purview of the General Plan 2045 Environmental Impact Report, which studied the impacts of the current zoning and land uses. Increasing building heights and residential densities will require studying the environmental impacts beyond the approved scope of work. This additional work is estimated to cost $100,000.
On June 9, 2025, the City Council approved an additional $100,000 for the Planning and Development Department to support the ongoing HTSP project as part of the Adopted Budget for Fiscal Year 2025-2026. The $100,000 is sufficient to cover the requested amendment.
DISCUSSION
Should the City Council approve the requested modification to the HTSP scope of work, it would constitute the first amendment to the agreement. The following summarizes the tasks, with detailed descriptions in Attachment 1:
Amend Task 1.2: No updates to the scope of work are required with this amendment, however, additional hours will be needed for ongoing management and coordination of added subconsultant tasks, reflected in the fee update - $3,000.
Amend Task 7.1: The existing scope of work does not include a quantitative vehicle miles traveled (VMT) analysis. The additional VMT assessment will be documented in a technical memorandum and submitted to the project team for use in the California Environmental Quality Act (CEQA) documentation - $26,000.
Amend Task 7.2: The results from the additional technical analyses added in tasks 7.1, 7.4, 7.5, 7.6, and 7.7 will be incorporated into the CEQA documentation. AECOM will prepare the cultural resources section following the preparation of Task 7.3’s Cultural Resources Technical Memo - $12,260.
New Task 7.4: An air quality analysis technical memorandum will be provided to quantify emissions based on the buildout scenario. The HTSP project’s emissions will be compared to the emissions reported in the General Plan EIR to determine if there would be any new significant impacts - $16,500.
New Task 7.5: A greenhouse gas analysis technical memorandum will be provided to quantify emissions based on the buildout scenario. The HTSP project’s emissions will be compared to the emissions reported in the General Plan EIR to determine if there would be any new significant impacts - $11,000.
New Task 7.6: An energy analysis technical memorandum will be provided to quantify energy demand based on the buildout scenario. The HTSP project’s energy demand will be compared to the energy demand reported in the General Plan EIR to determine if there would be any new significant impacts - $8,000.
New Task 7.7: A noise analysis technical memorandum will be provided to quantify future noise levels based on the buildout scenario. The HTSP project’s noise levels will be compared to the noise levels reported in the General Plan EIR to determine if there would be any new significant impacts - $16,500.
FISCAL ANALYSIS
Sufficient funds for the amendment have been included in the Adopted Budget for Fiscal Year 2025-2026. At the June 9, 2025 public hearing on the budget, City Council approved an additional $100,000 to supplement HTSP funding. Should the City Council approve this amendment, the total HTSP contract would increase by $100,000 for a total of $600,000.
ATTACHMENTS
1. 2025-07-14_ATT1_Add Services Budget Detail
MOTION(S)
That the City Council:
1. Approve an amendment to the existing professional services agreement with AECOM, modifying the scope of services for the HTSP for an additional amount not-to-exceed $100,000;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.