HomeMy WebLinkAbout4439 RESOLUTION N0. 4 4 3 9
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN WASHINGTON AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN
AMENDMENT TO AGREEMENT AG-C-347 WITH
ICF JONES & STOKES, ING. TO ASSIST THE CITY
IN UPDATING THE CITY'S DEVELOPMENT CODES
WHEREAS, the City of Auburn zoning, subdivision and other related
codes and associated design standards are in need of a comprehensive review;
and
WHEREAS, incremental amendments made over the years have made it
increasingly diffic.ult for City s#aff and the public to easily and efficiently utilize the
existing development codes; and
WHEREAS, an update of 4he Gity's development regulations will further
the Gity's objective to improve the permit process; and
WHEREAS, the City Council has determined that a comprehensive code
review and upcJate effort is required; and
� WHEREAS, the City has previously executed professional services
agreement AG-C-347 with ICF Jones & StoKes Associates, Inc for short-term
pro.fessional planning services to assist the City with the code review and update
effort; and
WHEREAS, the consultanYs provision of additional services desired by
the City to complete the code update project requires amendment of the ezisting
agreement.
Resolution No. �4439
Janyary 12, 2009
Page 1 of 2
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS.
Section 1. The Mayor and the City Clerk of the City of Auburn are hereby
authorized to execute Amendment No. 2 to Agreement AGG347 for
Professional Services with ICF JONES & STOKES ASSOCIATES, INC. for the
purpose of upda4ing the City's development codes, which amendment shall be in
substantial conformity with the Agreement a copy of which is attached hereto,
marked as Exhibit "A" and incorporated herein by this reference.
Section 2. The Mayor is hereby authorized to implement administrative
procedures as may be necessa.ry to carry out the directives of this legislation.
Section 3. This Resolution shall take effect and be in full force upon
passage and signatures hereon.
Dated and Signed this�day of � , 2009.
CI OF UBU
l___, -�
PETE B. LEWIS
MAYOR
ATTEST:
� �
Danielle E. Daskam, City Clerk
APP OVE AS TO FOR .
niel B, ' , City Attorney
Resolution No. 4439
January 12, 2009
Page 2 of 2
AMENDMENT #2 TO AGREEMENT NO. AG-C-347 BETWEEN
_ _ ___ _
THE CITY OF AUBURN AND ICF JONES & STOKES ASSOCIATES, INC.
RELATING TO THE AUBURN CODE UPDATE PROJECT
THIS AMENDMENT is made and entered info this�day of ,
200 `1 , by and between the CITY OF AUBURN, a municipal corpor ion of the tate of
Washington (hereinafter referred to as the "CITY"), and ICF JONES STOKES
ASSOCIATES, ING, (hereinafter referred to as the "CONSULTANT"), as an
Amendment to the Agreement between the parties for AG-C-347 executed on the 24�n
day of November 2008, and amended by agreement dated fhe 29th day of December
2008.
The changes to the agreement are described as follows:
1. CONTRACT TERM: The term of the Ag�eement for Professional 8ervices is
eictended to October 15, 2009.
2, SCOPE OF WORK: The scoPe of work is amended to include the tasks
described in Exhibit A1, which is attached hereto and bythis reference made
part of this Amendment.
3. COMPENSATION: The amount of fhis amendment is $102,251. The total
contract amoun4 is increased to a total of$126,991. Costs will be based on
Exhibit A to the original agreement and Exhibit B, which is attached hereto and
by this reference made part of this Amendment.
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement
between the parties for AG-C-347 executed on the 24th day of November2008 shall
remain unchanged, and in full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Ag�eement as of the
day and year frst above written.
ICF JONE$ 8� $TOKES ASSOCIATES, INC. I
�i �
BY�
Authorized sig ture Peter B. Lewis, Mayor
------------------------------------------------------------
Amendment No. 2 for AgreementNo. AG-C-347
ICF Jones 8 Stokes As§ociates, Inc.
Page 1 of 2
ATTEST (Optional): ATTEST`.
By: �11���%�l �kJ1����
Its: Danielle E. Daskam, Aubum City Glerk
App�oved as to form (Optional): Ap ov or
--- - - - - �
Attorney for(Other Party) Daniel B. Heid, Auburn City Attorriey
Amendment No. 2 for Agreement No. AG-C347
ICF Jones 8 Stokes Associates, Inc.
Page 2 of 2
Exhibit Al
Scope of Work
�
' SCOPE OF WORK
i -
� Auburn Development Code Update
i
� This scope of work covers a contract amendment that,in conjunction with the initial Aubum
� Development Code Update contract,is intended to cover the all consultant work on Phase I
Residential and Subdivision Code Amendment update and Phase II Non=esiiiential and Process
Code Amendment update. This scope of work covers anticipated level of effort for assisting city
staff in updating the City's Zoning Code(Title 18)and associated development regulations.
Since many of the issues,particulazly related to PHase 2 non-residential coile updates are not
specifically la►own at this time,tlris scope of work is based on a series of assumptions about this
project descnbed in the"Overall Assumptions"section below.. In addit'►on,tim�and effort
estimates arc c6nservative, assuming a primary leyel of effort by consultant staff. This level of
effort may be reduced in a numbe.r of ways,including increased city staff roles,revisions to the
assump.tions about the tasks,incieased operating efficiencies,such as use of conference calls
instead of in-person meetings,and other measures.
Ove�all Assumptions:
■ Consultaat staff will pnepare research and anatysis,draft code sactions,and revisions
tequested based upon city staff,advisory body,public,and Couacil review to the level of
budgeted houes. .
� AIl meexings except weekly project management meetin�gs will be held in-person at Aubum
City Hall.ReadyConference conf�ce call system ii+ill be ut'ilized for those unable to attend
the meetlngs in persbn
� Weekly project management meerings will be held via ReadyConfer�ce coqference call.
� Budget may be transferred between tasks based upon consultant judgneat and prior
ag�eement with city staf�so long as all tasks are completed to the clienYs satisfadioa and the
overall project budget is not exceeded.
■ If levels of effort are identified which exceed the anti«pated budget and scope of work,then
' the consultant and city statf will work together to Snd solations for oontinaation of project
work with as little disruption to schedule as possible,incladiag but nof limited to trensferring
some remaining responsibilities from cbnsultant.staffto city staf� seeking budgex '
amendatent,or other measufes to be mutually agreed dpoa �
■ The consultant retains the discrexion and internal flezibility to assig�n appropriate consultant �
staff in order to meet scheduled deadlines,so loag as the biulget is not excceded. City staff ;
will be consulted prior additional consultant staffbeing added to the projed.
I
AG-G347,ExLibit A1 I
Page 1 of 9 �
I
i
;
� • Consultant will provide deliverables in an electronic format unless othenvise agraed upon by
i city staff and consultant. City is responsible for reproduction and distriburiqn.
�
�
I
Task 1 . Research and Analysis
ICF Jones&Stokes(Consultant)will resezcch deVelopment code update issues by examining
data already collected by the City,the development codes of other Washington State
jiuisdictions,eicamining professional litgrature on the subjects that aze readily available from the
American Planning Associariqn and similar professional sources,other Internet researbh, and
lamufed follow-up conversations with planning staff at local jurisdictions and other entities
related to identified issµe azeas with local govemment contacts occurring after notification to
Aubutn city staff
C'►tywili provide a priority-oider list of topics to be tesearched. For cost estimating purposes,
Consultant has assumed 242 hours of reseazch and atialysis. Upon r�eipt of the City's list of
topics,Consuitant will review and advise tkie City of tlie estimated hours needed to complete the
analysis. If additional houcs beyoad those assumed in the wst estimate a;e required,the City and
Consultant shall jointly determine how/whether to adjust budget or tasks.
Assumptions:
■ Tlus task assuutes that up to 2 memos or issue papers will be developed for each identified
issae—one consisting of a background review of an issue and some potenrial options;and a
secondmemo that idenUfies preliminary recommendations ar fiuther analysis that will help
with drafting the code.
■ To the extent possible,this task will draw upon relevant materials previously prepared for .
this project
DeliVera6les:
■ Up to I 1 research topics requiring22 memos or issue papess related to various development
code updaYe issues.
Task 2. Code Drafting/Preparation
, Consultant shall prepare drafts of code sections,and/or reformafting and revising existingmde
; sections in a new p=oposed format for the Auburn Zoning Code. This task assumes adherence to
ia single format for review aad analysis of draft code sections.
I
i
, AG-G347,Exhibit A1 O
Page 2 of 7
j Assumptions:
' ■ For budget pwposes,consultant has assumed there will be 3 drafts of code sections: an
inifial dratt for city staff review, a draft responding to staff-level edit that is presented to
; Council and advisbry cbmmittees, and a dtaft that responds to public and City Council review
� comments. If tixne is available from other tasks,resources may be shifted as described in
g'enetal assumptions of this scope.
■ Drafts of code will be prepared in a mujually agreed upon and consistent format for review
Purposes.
• Gode drafiing in Task 2 will be based upon the findings from memos and issue papers in
Task 1.
� To the extent possible,city staff and cirizen advisory group comments related to code d�fts
will be consolidated by city staff for ease of incorporatioa
DeliVerables:
■ For budgeting pucpases,this scope assumes up to 3 drafts of each section of newly revised
Aubum City Code Zoning Chaptec('t'ide 18)along with necessary edits and cross-references
to otlier sedions of City Code based upon recommended chsnges.
Task 3. Regulatory Review Assistance
In accordance with statutory requitements,the City is required to follow the procedural
requuements of the State Environmental Policy Ad(SEPA)aad the Growth Managesnent Act.
Since this pcoject contemplates changing development regulations,which do not constitute a site
specific project,state SEPA rules provide for a nonpmject SEPA review to be conducted. In
addition,the Growth ManagementAct requires that cities submit auy proposed development
regulation amendments to the State Department of Comniunity Trade and Economic
Development(CTED)and other state agencies for a 60-day reyiew and comment period,during
wlrich the City may not act upon a proposal.
+ The consultant will assist City with p;eparing a nonpmject SEPA checklist and a lead agency
threshold det�ination fomi as well as a CTED 60-day review packet for a draft=ecommended
; Aubum Development Code Update. Task 3 also includes a level of effort estimate for
responding to any comments arising finm the CTED 60-day review.
Assumptions:
■ Ttris Task assumes two nonproject SEPA checklists and forms(one for Phase 1 and one for
Phase 2)be developed. '
AG�-347,Exhibit A1 �
Page 3 of 7
; �
I • 'fhis Task assumes two 60-day review packets will be prepared(one for Phase 1 and one for
i Phase 2).
; ■ This Task assumes 2 draft responses to CTED comments(one per phase)•
i ■ Each delive�able assumes one mund of city staff review comments.
DeliVerables:
• Up to 2 Nonproject SEPA checklist and SEPA deteiminations
� Up to 2 60-day review packets
■ LTp to 2 responses to 60-0ay review comments
Task 4. Public Involvement Assistanee
Consultant shall support City with public involvement assistance. This task includes consultaut
staff preparation for and attendance at one Code Working Group meeting per month from
7anuary tlirodgh August;up to three publicopen houses or other public ouh�each eveuts;and
assistauce with preparation of informational materials for use and&stribution in public
involvements efforts thmugh phase 1 and 2 of the project,
Assumptions:
■ PreparaUon and attendance at up to 8 Code Working Group meetings by one consultant staff
me,mber:
� ■ Preparation for and attendance at up to 3 public open house or other public outreach meetings
by up to two consultant staff members.
� Prepararion of up to 9 display boards for Code Worldng Group and public outreach meetings.
I � It is assumad that written materials pmvidod for Code Working Crroup mcetings will be the
isame as issue papers/memos and/or oode drafts found in Tesks 1 and 2.
• Wricten materials for the three other putilicmeetings wili be based upon memos/issue papers
and draft code secrions included ia Tasks 1 and:2:
= City responsible for meeting logistics inclpding room arcengements,meetin8 notices,
re&eshments,and similar tasks.
DeOverables:
� Consul4ant staff attendance at up to i l publicmeexings;
� Up to 9 display boazds for public ineetings(thrce boards on average per open house format
meeting).
AG-G347.ExlubicAl �
Page 4 of 7
', • A summary of issues andlor code amendments prepared to date for each of the 3 public open
, houses or meerings.
i
I Task 5. Code Adoption Assistance
' Consultant shall attend and patticipate in a seleot numbei of Planning Commission,Council
committee and City Council meetings in snpport of city adoption of Phase 1 and Phase 2 code
aznendments.
Assumptions:
■ Attendance of up to one consultant staff at up to two workshop-oriented special meeting for
the Planning and Community Deyelopment Committee meetings for each phase{total of fow
workshop-oriented special meetings).
■ Assume:attendance of up to one consultant staff at up to two Planning Coinmission meetings
per phase(four Planning Commission meetings total).
■ Assume attendance of up to one consultant.staff at up to two public hearings per project
phase: one Planning Commission public hearing,and one City Council public hearing per
project phase(for a total of four public hearings tluoygh phase 1 and 2 of project),
� It is assumed that city staff will take the lead in adoption process for the City Developmenf
Code project,and fliat consultant staffwill be present to eitha presenf an issue or issues,or
to support city staff in answaring Council questions.
■ Assume tliat materials provided for Council Committee or City Council meetings will be tlie
same provided in Tasks 1 and 2.
i
�' Deliverables:
!, ■ Up to one consultant staffmember's attendance at up to foiir City Council committee
' workshop-oriented special meetings during the life of the project.
�� ■ Up to one consultant staff inember's attendance at up to fow Planning Commission meetings
� during the life of the project.
' � Up to one consultant staff membes's att�dance at up to two Planning Commission public
� hesiirtgs during the life of the project
� Up to one consultant staff member's attendance at up to two City Council public hearings
duriag the life of the project.
AG-G347,Exhtbrt A1 �
Page 5 of 7
Task 6. Engineering Standards Update Coordination
I Consultant will coordinafe the Development C.ode Update effoR with the parallelpmcess of
updating City of Autiuin Engineering Design Standards. 'I'his effor[will involve meetings with
� City Planiiing&Commnnity Development and Public Works stsff,as well as meetings with
City's engineering consultant staff to coordinate efforts on these update projects.
Assumptions: "
� Up to three meetings by up to two consultant staff over phase 1 and 2 of the project to
idenrify potential areas of overlap;review written materials for both update efforts,and
ensure that the two efforts are mutually supportive and not duplicating efforts.
■ Assumes consultant staff review and comment on up to two Public Works Design Stendards
deliverables andLor othet written matetials submitted for the engineering design standards
related to the Development Code Update project.
Delfverables:
■ Up to tbree meetings liy two consultant staff related to proposed;evision to engineering.
desi�n standazds related to the Developm�t Code Update project.
■ Review and written cbmtnent on up to two engineering design standards related deliverables
sssociateil with the Developmeat Code Update project.
i
Task 7. Project Management
T'he purpose of this task is the coordination of Aubum Developmerit Code Update effoits,
accurate and timely recording of efforts in monthly progess reports and billing invoicas,and
associated time and effort to work with city staf�'and infemal and extetnal stakeholders in
moving the project forward. The goal of tivs task is to minimize disruptions to pmject schedule
based upon uiifoleseen factors and miscommunicarion.
Assumptions
� A weekly project progress conference call for up to 2 consultant staff over the cowse ofa 40-
week pexiod.
■ Prepararion of monthly pro�reports and invoices that document efforts expended to date
and provide assessments of efforts upcoming within the next month,as well as identifying
any upcoming issues or problems in accordance with City's contracting procedures.
� Assumes manag�ent of schedule;o track ct►anges in project,with a montkily schedule
update assumed for budget putposes.
AG-C-347,���A� o _ _
Page 6 of 7
; ■ Coordination with intemal consultant staf'f assigned to work on various issues and materials
I being pmvided to the City.
� Deliverables
• Monthly progress re7mrts and invoices.
� • For budget pwposes,assume a monthly update to schedule.
�
I
AG-C-347,Exhibit A1 �
Page 7 of 7
Exhibit B_- Budget for Aubum Code Update Project, Contract AGC-347
Consultin SteH
Empfoyee Name Givater L Cerise G MunkDerg D GHtord K O'Leary M Bartley D CrosWe L
ProJect Assistant Project Reseearch Pubtic� Grephlo-
Pro/ecl Rde Manager PM Dlrec6or and GIS Outreach Design
Aseoc Admin Direct Total
Task ,ICF J&S�Laba•ClassMcedon S�Consult III Sr Consult I Pro�.Dh Cwisult 111 Sr Consult I Asst Consult� Tech Labor Total E�enses Price
Task7.Re9eer6h�endMalysis_..........._..._... 88:. N0 � 7 .......B6�y. �7 7 . 529:700�
..__ .... ---'.:--.. . . .......................... ..-.-...........----.......--...... �..----'---'-
Task2.CodeDroftln$ardPreparatlon................ 18�� 120: � .......80�. � 327 525;800�
-�--• ...... . .................................. ...........................----'--- --^•_------
� Task3.Rapulataty�RevlewAssisfenca ... . 24� 40 � � � � ; .E8,180.
..._ ...........••'•••.......... ...........;...........i......--'••••}-•-•-----••{•-••-......-{••••••....._}...._..... ...•---'-••-
Task4.PublkinvolvementAsslstance ••---•-•-??+-••.....52.--•••-••••8: : � ...•••• 20�• --••$10,720�
••••••••..........•••'•••................................. . ._........,..•••••••••... ......_._
TaskS:CodeAdcPtlonAsaistance •----•--28�...""'ZBL•""""' 8� t : � �
..""" ' ""'-" "' ....... .. 58�480'
..""..........................""".......... " ' ' ""'-""' "'•""' "'^'• • ' "
Task 8.EnQineer(na3tandards Update Coordinallon 8 � .•'••••?8'•-...........t........................L .......C. �54,480�.
•-•'•-.._. . ........-•---'--•..... .............. .... ......... .....-•-•••-
Taek 7:Pro ect Mana emeM � 27 � M � 4� 9 513:715�
. . ' --..-....... '
TOtalhour8 781 460 18 128� 0 52 9
ICFdorres'BStokesMll �.rates � $140 $720 $200 5110 $120 $80 �$55
Subtotals� �$25,340 554000 §3200 $13880 SO E4,160 E49$ $101,055�
Direct Ezpenses � � �
P0.4tape e1M 0811Very $100
Travel,Auto,�InGd.,Mil�ge��et arreM�IRS rate(.583/mile) $846 �
Project.Supplies 5100 �
OMer,RehnbursableE ses �$150
Direct naesubtotal $1,198 ,
� Cost for Eztended Contract - 5102,251�.
Aubum�Develo mentCoAeU� atelnftlalContractAmouM 1 $24;740'
Grend Tofal� $128,991..
Dateprinted�l/132009 1�1:20AM AppmvedbyFinance{ eh ) AGL-349Exhibit6(2)
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