HomeMy WebLinkAboutG-5 Contract Amendment General Plan Manager Lisa Brownfield AZUSA
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
lb
FROM: ROY BRUCKN `'RECTOR OF COMMUNITY DEVELOPMENT
VIA: RICK COLE, CITY MANAGER
DATE: JANUARY 22, 2002
SUBJECT: CONTRACT AMENDMENT WITH GENERAL PLAN MANAGER LISA BROWNFIELD
RECOMMENDATION
Approve Contract Amendment No. 1 with Lisa Brownfield, and authorize the City Manager to execute
on behalf of the City Council.
BACKGROUND
In 1999, the City embarked on a comprehensive General Plan Revision program, using a unique
approach, and an unprecedented citizen participation process. Rather than turning the project over
entirely to outside consultants, the City chose to have more direct involvement in the leadership and
creation of the General Plan,by using an in-house project manager under contract,coordinating a team
of consultants. The City entered into a contract with Lisa Brownfield for this purpose in March, 1999,
which provides for an hourly rate of$48,with a flat fee not-to-exceed $142,500. Ms. Brownfield has
thus far done an outstanding job in managing the General Plan Revision program.
One of Ms. Brownfield's early tasks was to review the citizen participation process in the work
program, which had a Citizen Congress component. This resulted in a significantly broadened scope
to include an even more comprehensive and expanded citizen outreach process, as well as other
additional tasks. Exhibit 1 is a summary of the tasks that were accomplished above and beyond the
original scope of work, as well as those tasks that are remaining. Please note that this also includes
the planning and coordination work necessary for the Monrovia Nursery site. Exhibit 2 is the original
contract, and Exhibit 3 is the proposed Contract Amendment.
As can be noted from Exhibit 1, the bulk of the additional work was due to added public participation
events and related coordination and preparation. These tasks and expenses had not been originally
budgeted nor were they contained in Ms. Brownfield's original scope of work, but have nevertheless
been undertaken by her as directed by the City. While these represent extra costs, Staff believes that
the investment was extremely worthwhile, as the level of participation in the General Plan process by
the residents has been beyond expectations. By going the extra mile in the collaborative process with
our citizens, the General Plan has received significant credibility and the community has learned the
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importance of addressing community issues through sound advance planning.
We are nearing the conclusion of the General Plan project, but there is still a lot of work remaining.
Staff has reviewed the proposed amended budget and scope of work, and believes it is reasonable.
FISCAL IMPACT
The additional tasks were assigned to Ms. Brownfield by the City, which she has completed in a
professional manner. In order to complete the remaining work,the contract with Ms. Brownfield must
be revised accordingly. The additional funding required in the amount of$115,680 has been budgeted
and was considered in the recent CIP budget amendment.
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Exhibit 1
Paid To Date(December 31, 2001) $164,000
Paid on tasks originally anticipated $71,000
Paid on tasks not orignally anticipated (1) $90,000
Work originally anticipated but not yet performed $71,500
Work not originally anticipated but anticipated to occur(2) $25,680
New Contract Total (Unanticipated Tasks+Anticipated Tasks) $258,180
(1) Tasks not originally anticipated but performed include but not limited to:
Azusa At A Glance
BlueLine Meetings
Citizens'Congress Results Meeting
City Council Programming Work Session
Community Mapping
Dia De Musica
Downtown Plan Coordination
Expanded Citizens'Congress 1
Expanded Citizens'Congress 2
Expanded Consultant Selection Process
Expanded Project Management
Future Fiesta 1
Future Fiesta 2
General Plan Storefront Unveiling and Operations
Golden Days Parade
Housing Element 2001
LGC Harrison Bright Rue Event
Library/Civic Center Master Plan Coordination
Monrovia Nursery Charrette Phase 1
Neighborhood Meetings 2001
Neighborhood Meetings 2002
Park Master Plan Proposal/Interview/Coordination
Public Education Videos
SCTLC Outreach Grant
Student Outreach
Town Hall
Winter Fiesta
Working to set up the GIS system
(2) Tasks not originally anticipated and not yet performed: Est. Hours
BlueLine Meetings 40
Citizens'Congress 5 80
Development Code 80
Expanded Citizens'Congress 4 20
Expanded Urban Design Coordination 30
Mineral Resources Element 15
Monrovia Nursery Phase 2 and Subsequent Guidelines 150
Public Services Policy Sections 40
SCTLC Outreach 20
Word Processing/Editing/Coordination 60
Total 535