Staff Report - Terra Nova Amend 1 Housing ElementCity of La Quinta
CITY COUNCIL MEETING: May 5, 2020
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR
CONTRACT SERVICES WITH TERRA NOVA PLANNING & RESEARCH, INC TO
EXPAND ON-CALL PLANNING SERVICES
RECOMMENDATION
Approve Amendment No. 1 to the Agreement for Contract Services with Terra
Nova Planning & Research, Inc. to expand on-call planning services in the
amount of $69,975, to include preparation of an update to the Housing,
Land Use and Safety Elements of the General Plan; authorize the City
Manager to execute the agreement.
EXECUTIVE SUMMARY
•The State requires all cities to update their Housing Elements for
compliance in implementing the sixth cycle of the regional housing needs
assessment (RHNA). The City’s Housing Element update is due by
October 2021. In addition, Government Code requires an update to the
Safety Element and the addition of policies regarding environmental
justice.
•Terra Nova Planning & Research, Inc. (Terra Nova) is currently contracted
with the City to provide on-call planning services during peak workloads
and as needed for expertise on special and complex planning projects.
•Amendment No. 1 (Amendment) would include additional on-call
planning services to prepare updates to the Housing, Land Use and Safety
Elements which is a special and complex planning project.
FISCAL IMPACT
The current three-year contract with Terra Nova is a not-to exceed amount of
$60,000 annually. The Amendment would add a one-time amount of $69,975
to prepare the Housing, Land Use and Safety Element update, bringing the total
to $249,975 over the life of the contract. The City is applying for Local Early
Action Planning (LEAP) Grant funding available from the State Department of
Housing and Community Development. LEAP provides funding to jurisdictions
on a reimbursement basis for the preparation and adoption of planning
documents in compliance with implementing the sixth cycle of the RHNA. Funds
are budgeted in the Planning Division Professional Services budget for FY 20/21
for these services (101-6002-60103).
CONSENT CALENDAR ITEM NO. 5
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BACKGROUND/ANALYSIS
All cities in the State of California are required to update their Housing Elements
on a periodic basis. The City is required to update the Housing Element by
October 2021 for the sixth cycle (2021-2029) planning period. Additionally,
pursuant to Government Code Section 65302, the City is also required to review
and update the Safety Element to address the risk of fire for state responsibility
areas and very high fire hazard severity zones and to address climate
adaptation and resiliency strategies. Since the update of two General Plan
Elements is required, Environmental Justice policies must be incorporated into
the City’s General Plan.
Terra Nova currently provides on-call planning services to the City and prepared
the current Housing Element and General Plan. Terra Nova has experience
working on Housing Elements and General Plans throughout the area as well as
institutional knowledge of working with the City. Since Terra Nova already has
background and base information on La Quinta's demographics, housing data,
and land use characteristics, Terra Nova is uniquely qualified to prepare the
Housing, Land Use and Safety Element update.
ALTERNATIVES
Council may elect not to approve the Amendment and require a Request for
Proposals be issued.
Prepared by: Cheri L. Flores, Planning Manager
Approved by: Danny Castro, Design and Development Director
Attachment: 1. Amendment No. 1 to Agreement for Contract Services
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AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT
WITH TERRA NOVA PLANNING AND RESEARCH, INC.
This Amendment No. 1 to Contract Services Agreement (Agreement) is
made and entered into as of the ______ day of May, 2020 ("Effective Date") by
and between the CITY OF LA QUINTA ("City"), a California municipal corporation
and TERRA NOVA PLANNING AND RESEARCH INC., a Corporation (“Contracting
Party”).
RECITALS
WHEREAS, on or about September 9, 2019, the City and Contracting Party
entered into an Agreement to provide on-call planning services for the City. The
term of the Agreement expires on June 30, 2022; and
WHEREAS, Section 1.1 – Scope of Services is amended to include
additional services related to preparing an update to the Housing, Land Use, and
Safety Elements of the General Plan and environmental documentation required
by the California Environmental Quality Act (CEQA), described in detail in Exhibit
A; and
WHEREAS, Section 2.1 – Contract Sum is amended by an additional
$69,975 to be paid out during the Initial Term of the Agreement for the additional
services listed above, in accordance with Exhibit B.
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency
and receipt of which are hereby acknowledged, the parties hereto agree as
follows:
1.Section 1.1 Scope of Services is amended to read as follows:
In compliance with all terms and conditions of this Agreement, Contracting
Party shall provide those services related to on-call planning services and
additional services related to preparing an update to the Housing, Land
Use and Safety Elements of the General Plan and environmental
documentation required by CEQA, as specified in the "Scope of Services"
attached hereto as "Exhibit A" and incorporated herein by this reference
(the "Services").
ATTACHMENT 1
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2. Section 2.1 Contract Sum is amended to read as follows:
For the Services rendered pursuant to this Agreement, Contracting Party
shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed Two Hundred Forty-Nine
Thousand Nine Hundred Seventy-Five Dollars ($249,975.00) for the life of
the Agreement, and Sixty Thousand Dollars ($60,000.00) per year for any
extended terms ("Contract Sum"), except as provided in Section 1.7.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA a California TERRA NOVA PLANNING &
municipal corporation, and charter city RESEARCH, INC.
____ _________
JON MCMILLEN, City Manager NICOLE SAUVIAT CRISTE
City of La Quinta, California Principal
Dated: _____________________ Dated: _________________
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
___
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A
Scope of Services
Housing, Land Use and Safety Element Updates
• Task 1 - Meetings & Consultation: Terra Nova will prepare for and attend
one Kick Off meeting and three (3) meetings with staff during the
preparation of the Housing, Land Use & Safety Element Updates.
• Task 2 - Community Workshops: In coordination with City Staff, prepare
for, coordinate and staff two community workshops (one at the beginning
of the process, and one when the Draft Housing Element is complete) and
document the input received from all parties.
• Task 3: Research and Data Collection:
o Review the City’s General Plan, Zoning Ordinance and approved
projects and develop clear understanding of the land use context for
the Housing Element. This review will include checking existing
Zoning standards and requirements which may have been affected
by recent State legislation, including accessory dwelling units and
junior accessory units and density bonus provisions. This task will
result in a compiled list of required amendments, as needed.
o Review existing policies and programs of the Housing Element and
develop analysis of progress made in addressing each of them.
Identify policies and programs that require carry-over into the
Update, eliminate those that have been completed, and determine
new programs that may be necessary for the 2021-2029 planning
period.
o Update demographic section to include current (2019 and 2020, as
available) information, such as US Census annual Community
Surveys, SCAG, California Department of Finance, current housing
stock and values, etc.
o Work with staff to determine what sites will be needed in the vacant
lands inventory to meet the City’s RHNA. Sufficient sites are
expected to be available for above moderate-income households,
and potentially for moderate income households in the City’s lower
density designations. For very low- and low-income households, high
density and mixed use lands will need to be identified. As required
by the State’s 2018 Housing Package (AB 1397), the inventory will
include assessor’s parcel numbers, demonstrate that the sites are
serviced by utilities and infrastructure, and include an analysis of
realistic density. Given the increase in the City’s RHNA, it is
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anticipated that changes to the General Plan Land Use Map will be
required.
o Expand constraints analysis as required by AB 879, including review
of Municipal Code requirements that may impact the cost of housing,
non-governmental constraints related to reduced density proposals,
etc. Assure that programs are included in the revised Element, if
necessary, to remove constraints.
o Review Safety Element and develop understanding of additional
information needed to bring flooding, fire and climate resiliency
components up to date with State requirements. Collect data and
GIS information from State sources, and update maps as needed.
Develop additions and revisions to policies and programs and
prepare recommendations for City staff review.
o Review and amend Land Use, Economic Development and
Sustainable Community Elements to address environmental justice
requirements per SB 1000. It is expected that language describing
the issue and policies and programs would be added to multiple
elements to address the requirements of law.
o Review other General Plan elements and assure internal consistency.
Propose amended language or mapping as needed and provide to
City staff for review.
• Task 4 - Element Drafting: Incorporate research and documentation from
Task 3 into revised Element documents. Develop new and amend existing
goals, policies and programs to reflect the research and documentation
described above. Also draft any amendments to other elements of the
General Plan as needed, and in coordination with City staff package as one
City-initiated General Plan Amendment. This task will also include drafting
of zoning text amendments identified under Task 3, to be processed
concurrently with the General Plan Amendment.
• Task 5 – State Review and Revision: Submit the draft Housing Element
document for HCD review, coordinate response to comments from HCD
with City staff, and draft modifications to Update as necessary. For
purposes of this proposal, we have assumed two (2) reviews by HCD, not
including the certification review. Following adoption by the City Council,
Terra Nova will submit the document for certification by HCD, and
coordinate the process on behalf of the City. For the Safety Element, the
document will be submitted to State OES for review, and amended as
necessary to assure compliance.
• Task 6 - CEQA Review: Prepare CEQA Initial Study and Checklist and public
notice documentation. We propose an Initial Study likely leading to a
Negative Declaration.
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• Task 7 - Notices and Tribal Consultation: Prepare NOI, NOD, and other
CEQA notices as needed. Terra Nova will transmit notices to the County,
and provide notices to the City for posting at City Hall and publication in
the Desert Sun. Terra Nova will also prepare the required letters to Tribal
representatives, and transmit those letters on the City’s behalf. Should a
Tribe request consultation, Terra Nova will coordinate a meeting at City
Hall to include City staff.
• Task 8 - Public Hearings: Assist staff in the preparation of staff reports,
resolutions, and other presentation materials, and attend up to three (3)
public hearings (one Planning Commission and two City Council).
• Task 9 – Final Documents: Terra Nova will provide final General Plan
Elements to assure compliance of these documents with the adopted and
certified documents. Documents will be provided in Word and PDF formats
for the City’s use.
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Budget
Task Cost by Staff Person Total Cost
City Team Meetings , Internal Meetings,
etc.
$4,320.00
(16 hrs @ $195./Hr.) $3,120.00
(4 hrs @ $160./Hr.) $640.00
(4 hrs @ $140./Hr.) $560.00
Public Outreach - 2 Workshops $2,790.00
(10 hrs @ $195./Hr.) $1,950.00
(6 hrs @ $140./Hr.) $840.00
Review of City Documents & Existing
Elements
$6,640.00
(24 hrs @ $160./Hr.) $3,840.00
(20 hrs @ $140./Hr.) $2,800.00
Update Housing, Land Use & Safety
Elements
$29,520.00
(48 hrs @ $195./Hr.) $9,360.00
(56 hrs @ $160./Hr.) $8,960.00
(80 hrs @ $140./Hr.) $11,200.00
Zoning Code Amendments
(8 hrs @ $195./Hr.) $1,560.00 $4,120.00
(16 hrs @ $160./Hr.) $2,560.00
Exhibit Preparation - Safety Element,
General Plan & Zoning Map Amendments
$1,690.00
(26 hrs @ $65./Hr.) $1,690.00
HCD Reviews and Amendments (2
reviews)
$5,850.00
(30 hrs @ $195./Hr.) $5,850.00
CEQA Initial Study, SB 18 Consultation,
NOI, NOD
$5,480.00
(8 hrs @ $160./Hr.) $1,280.00
(30 hrs @ $140./Hr.) $4,200.00
Project Management, Staff Report Support $5,460.00
(28 hrs @ $195./Hr.) $5,460.00
Preparation and Attendance at Public
Hearings (3)
$1,755.00
(9 hrs @ $195./Hr.) $1,755.00
Administrative Support $1,350.00
(30 hrs @ $45./Hr.) $1,350.00
Miscellaneous Office Expenses: Bound
documents, copies, postage, etc.
$1,000.00
$1,000.00
Total Update Costs $69,975.00
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Exhibit B
With the exception of compensation, Additional Services provided for in
Section 2.3 of this Agreement, the maximum total compensation to be paid to
Contracting Party under this Agreement is Two Hundred Forty-Nine Thousand
Nine Hundred Seventy-Five Dollars ($249,975.00) for the life of the initial term,
and Sixty Thousand Dollars ($60,000.00) per year for any extended terms
("Contract Sum"). The Contract Sum shall be paid to Consulting Party for time
and materials based upon Contracting Party's rate schedule for the work tasks
performed and properly invoiced by Contracting Party in conformance with
Section 2.2 of the Agreement.
Initial Term:
On-Call Planning Consulting Services "Not to exceed" Year 1: $60,000.00
On-Call Planning Consulting Services "Not to exceed" Year 2: $60,000.00
On-Call Planning Consulting Services "Not to exceed" Year 3: $60,000.00
Additional General Plan Elements Update
"Not to exceed" Years 2 & 3:$69,975.00
Possible Extended Term:
On-Call Planning Consulting Services "Not to exceed" Year 4: $60,000.00
On-Call Planning Consulting Services "Not to exceed" Year 5: $60,000.00
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