DATE: November 17, 2015
SUBJECT:
Title
RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO AGREEMENT WITH HKS ARCHITECTS, P.C. FOR AS-NEEDED INTEGRATED PLANNING SUPPORT SERVICES TO INCREASE THE AGREEMENT AMOUNT BY $380,000, INCLUDING $180,000 COMMITTED FUNDS FOR ON-GOING SUPPORT SERVICES, PLUS $200,000 FOR AS-NEEDED SERVICES AT THE DISTRICT’S OPTION, INCREASING THE AGGREGATE TOTAL OF THE AGREEMENT FROM $1,300,000 TO $1,680,000, AND EXTENDING THE CONTRACT TERM FROM JANUARY 31, 2016 TO JANUARY 31, 2019.
Body
EXECUTIVE SUMMARY:
In 2013, the Board of Port Commissioners (Board) directed staff to initiate the Integrated Planning Port Master Plan Update effort. The Port Master Plan Update is intended to proactively and constructively address land use compatibility issues within the District and adjacent jurisdictions, and requires a multi-disciplinary, multi-phased work effort.
The Port Master Plan Update is a value-added effort that will allow the District to react nimbly to market demands, create an expedited path forward for development, enhance conservation and access to the tidelands, and comply with the District’s obligations under the Port Act and California Coastal Act. It will allow the District to move away from ad-hoc, project-specific planning and instead move toward a more holistic approach to longer-term planning that incorporates an economically driven objective. The update is being accomplished through a comprehensive, integrated, bay-wide approach that will guide development, recreation and conservation throughout the District’s tidelands and submerged lands well into the second half of the 21st century.
To assist with this effort, the District retained HKS Architects, P.C. (HKS) after an extensive and competitive Request for Qualifications (RFQ) process. The agreement with HKS was authorized in August 2013 for $500,000 with an expiration date of June 30, 2014. To facilitate the progression of Integrated Planning, a first amendment to the agreement was authorized by the Board in July 2014 to amend the scope of work, increase the maximum expenditure of the agreement to $1,300,000, and extend the termination date to June 30, 2015. A second amendment was approved in June 2015 to extend the termination of the agreement to January 31, 2016.
Staff is requesting the Board authorize a third amendment to the HKS agreement to allow for on-going, as-need Integrated Planning support services to provide oversight and ensure future steps of the Port Master Plan Update are consistent with the Board accepted Integrated Planning Vision and Framework Report. Of the $380,000 proposed to be added to the agreement, only $180,000 is committed funding for on-going support services; the remaining $200,000 is intended to support optional long-range planning support tasks subject to prior authorization at staff’s discretion.
RECOMMENDATION:
Recommendation
Adopt resolution authorizing Amendment No. 3 to agreement with HKS for as-needed Integrated Planning support services to increase the agreement amount by $380,000, including $180,000 committed funds for on-going support services, plus $200,000 for as-needed services at the District’s option, increasing the aggregate total of the agreement from $1,300,000 to $1,680,000 and extending the contract term from January 31, 2016 to January 31, 2019.
Body
FISCAL IMPACT:
Funds for these as-needed services are budgeted in the FY 15/16 Environmental and Land Use Management (ELUM) Professional Services account. Any funds required for future years will be budgeted for in the appropriate fiscal year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the Strategic Goals adopted by the Board in 2012. The Integrated Planning efforts, including the Port Master Plan Update, will bring the District’s current practices into conformance with best management practices with considerations of sustainable fiscal growth for the District and environmental stewardship while proactively addressing future impacts to assets on tidelands.
This agenda item supports the following Strategic Goal(s).
• A Port the public understands and trusts.
• A thriving and modern maritime seaport.
• A vibrant waterfront destination where residents and visitors converge.
• A Port with a healthy and sustainable bay and its environment.
• A Port with a comprehensive vision for Port land and water uses integrated to regional plans.
• A financially sustainable Port that drives job creation and regional economic vitality.
DISCUSSION:
Background
At the Board’s February 4, 2013, Special Meeting, District staff gave a presentation entitled “Long-Range/Integrated Planning,” which included a definition for the term Integrated Planning: “The link of vision, priorities, people and the physical institution in a flexible system of evaluation, decision-making, and action.” The working definition continues to be applied as the Integrated Planning process evolves.
At that meeting, the Board articulated specific goals for a coherent overall vision for the future development and uses of tidelands. The Board consensus was that a comprehensive update to the Port Master Plan would be one of the mechanisms for achieving a coherent overall vision for the tidelands. The Board acknowledged that the Integrated Planning process would result in a Port Master Plan Update and would require a multi-disciplinary, multi-phased work effort in order to complete the entire process.
Integrated Planning Process Overview
The Port Master Plan Update will be based on a long-range integrated planning framework and will consist of several components, as depicted in Attachment A. The list below summarizes the component steps in this process:
• Vision Process: Guiding Principles (completed). The initial step in the process was to define and conduct a “Vision Process: Guiding Principles” involving a high-level assessment of District-wide assets and extensive public engagement resulting in a Vision Statement and Guiding Principles for the entire Integrated Planning framework.
• Framework Report. The Vision Process is further refined by consideration of key bay-wide issues and concepts that will shape the “Framework Report” for the updated Port Master Plan document.
• Draft the Port Master Plan Update. The next step in the process will be to create a “Draft the Port Master Plan Update” document.
• California Environmental Quality Act (CEQA) Environmental Review. Creation of the Draft Port Master Plan Update will be followed by conducting the requisite “CEQA Environmental Review.”
• California Coastal Commission Certification. If the Board certifies the Environmental Impact Report and adopts the Port Master Plan Update, it will be processed for “California Coastal Commission Certification” as the final step.
All of these components will require public input, stakeholder outreach, and agency coordination throughout.
In order to ensure each of the components described properly inform each other, the work efforts for each should be conducted in a progressive and concurrent manner so that the multi-disciplinary team of consultants are working in harmony and providing momentum-building feedback in real-time through collaborative and synchronized working relationships. This concurrent approach will also support an expedited work effort for the overall process.
HKS Agreement and Amendments
Vision Process-
At the February 12, 2013, Board meeting, staff was directed to initiate a RFQ process to obtain professional consulting services to assist with the Integrated Planning effort. In April 2013, the District issued RFQ 13-15 seeking consultant teams. After an extensive RFQ and consultant interview process, at the Board meeting on August 13, 2013, the Board selected HKS. Upon selection by the Board, staff finalized an agreement with HKS for an amount of $500,000 with an expiration date of June 30, 2014.
Integrated Planning was officially initiated in September 2013 and included a detailed scope for a 9-month-long process leading to formation of an “Integrated Planning Vision.” The public engagement process involved a broad spectrum of stakeholders, including government agencies, organizations, long-serving waterfront stakeholders, and many first-time participants.
At the August 12, 2014 meeting, the Board accepted the final draft of the Integrated Planning Vision, which included a Vision Statement, Guiding Principles, and Assessment Report. The Integrated Planning Vision Statement and Guiding Principles represented a culmination of an open and meaningful civic engagement process and an effort to achieve a balance of all bay-wide interests. The Integrated Planning Vision Statement and Guiding Principles is intended to be applied to the future phases of the Integrated Planning effort, ultimately resulting in, among other things, a draft Port Master Plan Update for the Board’s future consideration.
Framework Report-
As work on the Integrated Planning Vision was concluding, in July 2014, staff requested the Board’s authorization of the first amendment to the agreement with HKS to initiate work on refining the accepted vision. The amendment increased the maximum expenditure under the agreement to $1,300,000 with an extended termination date of June 30, 2015.
The scope of work under the first amendment was an essential extension of the visioning work to produce a Framework Report that, when coupled with the Integrated Planning Vision, will inform the drafting of the Port Master Plan Update document and provide a bridge with the visioning conducted for Integrated Planning.
A second amendment to the HKS Agreement was authorized in June 2015 to extend the term of the agreement to January 31, 2016.
Proposed As-Needed Integrated Planning Support Services-
At the Board’s July 22, 2015 Study Session on Integrated Planning, staff presented a concurrent work approach that allows for an expedited overall time frame and ensures a coordinated feedback loop between the various consultant teams involved with each step of the Integrated Planning effort. As detailed in Attachment B, the proposed scope of work for the third amendment to the HKS agreement defines the on-going, as-needed services to be provided consistent with the tasks and budget presented at that July meeting.
As proposed, HKS will provide on-going visioning and advisory services for the District's various long-range planning efforts to ensure consistency with the Board-accepted Integrated Planning Vision and Framework Report. The work anticipated to be provided by HKS will overlap with work to be completed by a new team of planning consultants assigned to draft the content of the Port Master Plan Update document and will serve to complement refinement of the vision as drafting of the Port Master Plan Update begins.
The proposed third amendment to the HKS agreement would extend the termination date to January 31, 2019, and would also increase the maximum expenditure under the agreement to $1,680,000. Of the $380,000 proposed to be added to the agreement, only $180,000 is committed funding for on-going support services; the remaining $200,000 is intended to support optional long-range planning support tasks subject to prior authorization at staff’s discretion.
The proposed amount is reflective of typical long-range planning support services for efforts of this magnitude. In addition, the aggregate total of the agreement is less than or comparable to other large-scale master planning efforts.
Recommendation
The proposed amendment will supplement limited staff and budget resources as future phases of Integrated Planning progress, and will ensure that subsequent phases are consistent with the Board-accepted Integrated Planning Vision and Framework Report, for which HKS has extensive knowledge and relevant experience. Amending the existing agreement with HKS will ensure continuity and consistency throughout the drafting of the Port Master Plan Update. Also, amending the current agreement to include visioning oversight will allow the Integrated Planning process to flow contemporaneously in a clear and efficient manner.
Staff requests the Board authorize the third amendment to the HKS agreement to allow for as-needed support services for future phases of Integrated Planning.
General Counsel’s Comments:
The General Counsel’s Office has reviewed the agenda sheet and attachments as presented to it and approves them as to form and legality.
Environmental Review:
The proposed Board action to authorize an amendment to the agreement with HKS for Integrated Planning professional support services does not constitute an “approval” of a “project” under the definitions set forth in the California Environmental Quality Act (CEQA) Guidelines Sections 15387 and 15352 and is therefore, not subject to CEQA. The Board’s authorization of this amendment does not constitute a binding commitment to implement or approve future development projects, but instead simply authorizes staff to utilize HKS’ professional design services to support the on-going Integrated Planning effort. No further action under CEQA is required.
The proposed Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit (CDP) Regulations. Therefore, issuance of a Coastal Development Permit or exclusion is not required for the proposed Board action.
Equal Opportunity Program:
There was no SBE goal established for this agreement. The HKS team does include small businesses.
PREPARED BY:
Lesley Nishihira
Department Manager
Environmental & Land Use Management
Attachment(s):
Attachment A: Integrated Planning Port Master Plan Update Timeline
Attachment B: Draft Amendment No.3 to Agreement No.101-2013 with
HKS Architects, P.C.