Mintier Harnish - General Plan Consultant (2013) - Amendment No. 4FOURTH AMENDMENT TO THE AGREEMENT FOR SERVICES BETWEEN THE CITY
OF GILROY AND MINTIER HARNISH
WHEREAS, the City of Gilroy, a California municipal corporation ("CITY"), and Mintier
Harnish ("CONSULTANT") entered into that certain Agreement for Services effective on July 13,
2013, hereinafter referred to as "Original Agreement"; and
WHEREAS, CITY and CONSULTANT have determined it is in their mutual interest to
amend certain terms of the Original Agreement.
NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth
below and for other valuable consideration, the receipt and adequacy of which is hereby
acknowledged, the parties hereto agree as follows
1. Article 1 ("Term of Agreement') of the Original Agreement shall be amended to read as
follows:
"This Agreement will become effective on August 1, 2013 and will continue in effect through
December 31, 2021 unless terminated in accordance with the provisions of Article 7 of this
Agreement."
2. Exhibit "B" ("Scope of Services") of the Original Agreement, as amended by prior
amendments, shall be removed and replaced with the attached Exhibit `B".
3. Exhibit "C" ("Milestone Schedule") of the Original Agreement, as amended by prior
amendments, shall be removed and replaced with the attached Exhibit "C".
4. Exhibit "D" ("Payment Schedule") of the Original Agreement, as amended by prior
amendments, shall be removed and replaced with the attached Exhibit "D".
5. Article 4. Compensation, A. Consideration shall be amended to read as follows:
"In consideration for the services to be performed by CONSULTANT, CITY agrees to pay
CONSULTANT, in addition to the amounts set forth under this Agreement, as amended by the
First, Second, and Third Amendments, the amounts set forth in Exhibit "D" ("Payment
Schedule"), provided pursuant to the Fourth Amendment to this Agreement. In no event shall
the total compensation paid to CONSULTANT pursuant to the Fourth Amendment exceed
$386,723.00." Total compensation paid to CONSULTANT under this Agreement as amended
by the Fourth Amendment and prior amendments, shall in no event exceed $2,847,002.00."
6. This Amendment shall be effective on August 26, 2019.
7. Except as expressly modified herein, all of the provisions of the Original Agreement shall
remain in full force and effect. In the case of any inconsistencies between the Original Agreement and
this Amendment, the terms of this Amendment shall control.
8. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
4843-3943-18460
CCHU104706083 ' 1'
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the dates set
forth besides their signatures below. I
CITY OF GILROY Mil
By: _ By:
[signature]
Gabriel Gonzalez
[employee name]
City Administrator
[title/department]
Date:
Date:
Approved as to Form
-kV
City Attdrney
Jim
[signature]
[name]
\ [title]
4845-8215-5540v1 _
MDOLINGER104706083 _2
City of Gilroy
GENERAL PLAN 3.0
REVISED WORK SCOPE
May 13, 2019
Community Engagement Strategy
Community Workshops
This work scope includes two community workshops and one open house. The
Consultant will take the lead for these events. One of the two workshops will include an added
focus on environmental justice. The Consultant will design the workshops and open house to
ensure effective and meaningful input for the General Plan 2040 process and to show the
community their input is important and being used to guide the decision -making process.
For each event the Consultant will prepare a Workshop Guide. The Guides will ensure that City
staff is aware of the details of the events as the Consultant carries them out. Each Guide will
detail the event purpose, desired outcomes, and timing; agenda, presentations, and exercises;
meeting facilitator directions; materials checklist; responsibilities schedule checklist; and
workshop summary steps. The Consultant, with staff support, will take the lead in preparing
notifications and advertising workshops, and in arranging meeting locations
The Consultant, with input from and coordination with City staff, will take the lead in carrying
out each event. We will set up for the meetings, greet participants, conduct meeting
presentations, facilitate discussions and workshop exercises, and document the workshop
through photos.
The Consultant will coordinate the topics and exercises from the workshop with the General
Plan 2040 Your Voice Site. The Consultant will post presentations, materials, and exercises on
the General Plan 2040 website. After the workshops the Consultant will summarize the
workshop results, post them on the General Plan 2040 website, and email blast them to the
project contact list along with thanks to those who participated. The workshop summary will
include an overview of the workshops, presentation, and exercises; summary of input from
participants, including graphs and charts illustrating pertinent input; key messages and
commonalities among participant feedback; and photographs of the workshops in process.
Translation Services
The Consultant will provide two types of translation services for the community events: verbal
translation and translation of written materials. The events will be held in English and.Spanish.
Presentations, posters, handouts, and all other written material will be available in two
languages, and translators will be present at each community event. The Consultant will work
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closely with local organizations and individuals to reach out to non-English speaking
communities and ensure they are engaged in the process.
Gilroy 2040 Website
The Consultant will continue to maintain content on the Gilroy 2040 General Plan website. The
website is dated. The consultants will upgrade the website on a new, better -performing
platform. The Consultant will coordinate with City staff to upload all meeting notices and
agenda packets, workshop summaries, and reports.
Eblasts
The Consultant will, in coordination with City staff, send eblasts to the General Plan 2040 email
contact list at key points in the process. The eblasts will inform the community about upcoming
General Plan events, availability of reports, key meetings, and public hearings.
Newsletters
The Consultant will prepare newsletters at key points in the General Plan 2040 process. The
newsletters will include a description of the General Plan project, the schedule, the most recent
available information, upcoming meetings, and how the community can participate in the
process.
Your Voice On-line Forum
The Consultant will use Your Voice to augment community workshop and other related
outreach. Your Voice is a state-of-the-art, interactive, and online forum that allows users to
weigh in on a variety of topics of interest as part of the General Plan process. The On-line
Forum allows Gilroy residents to contribute to the conversation anytime from any computer. it
will allow community members to easily respond to surveys and polls, share new ideas, and
support ideas of fellow residents. The Your Voice On-line Forum site will be linked to the project
website produced by the Consultant. The application is also multi-lingual and can be accessed in
Spanish.
General Plan Advisory Committee
The Consultant, in cooperation with City staff will facilitate General Plan Advisory Committee
(GPAC) meetings. The GPAC, serving as a sounding board for City staff and the Consultant, will
review and provide input on the Alternatives process and the Revised Draft General Plan 2040.
The Consultant will prepare all information materials, PowerPoint presentations, and agenda
for the GPAC meeting.
City Council and Planning Commission
The Consultant will facilitate study sessions and public hearings with the Planning Commission
and City Council at key decision -making points in the process.
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Social Media Sites
The Consultant will assist City staff with providing content for social media, including Facebook,
Google+, Foursquare, and Twitter.
Phase 4: Preferred Land Use Alternative
During this phase the Consultant will work with staff, the GPAC, the Planning Commission, and the City
Council to select a preferred land use alternative for the new UGB plan area. We will facilitate two
community workshops, two GPAC meetings, and a Planning Commission study session to review the
Alternatives Report and make a recommendation for a preferred land use alternative. We will also
collect new traffic counts and update the existing traffic conditions data. The culmination of this phase
will be selection by the City Council of a Preferred Land Use Alternative.
Task 4.1 Newsletter: Alternative Futures
The Consultant will update a newsletter that summarizes the Public Review Draft Alternatives Report.
The newsletter will be used to educate community members on the alternatives process and generate
public interest and attendance for the Community Alternatives Workshop.
Task 4.2 Community Workshops: Recommending a Preferred Alternative
The Consultant will facilitate two community workshops to gather feedback on the land use alternatives.
The Consultant will present illustrations that depict the physical form and character of each of the
alternatives, and discuss the environmental, social, and fiscal implications of each alternative.
Interactive exercises will engage residents in ranking and selecting their preferred alternatives. One of
the workshops will include additional information and exercises focused on environmental justice. The
GPAC members will help facilitate group discussion. The exercises will be available for input through the
Your Voice On-line Forum. The Consultant will also prepare bilingual meeting materials, provide meeting
facilitators for the workshop, and prepare a bilingual meeting summary. The Consultant will produce a
summary report of the input gathered from participants at both the Community Workshop and the Your
Voice On-line Forum.
Task 4.3 GPAC Meetings #30 and #31
The Consultant will facilitate two meetings with the GPAC to review the results of the Community
Alternatives Workshops and build a consensus around a GPAC-preferred land use alternative for
recommendation to the Planning Commission and City Council. While the preferred land use alternative
may be one of the alternatives presented to the GPAC, it is likely that it will be a hybrid alternative of
components from more than one alternative.
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Task 4.4 Final Land Use Alternatives Report
Following selection of a GPAC-preferred land use alternative, the Consultant will prepare an evaluation
of the GPAC-preferred alternative and publish it in the Final Land Use Alternatives Report for review by
the community, Planning Commission, and City Council.
Task 4.5 City Council and Planning Commission Study Sessions: Land Use Alternatives
The Consultant will hold two study sessions, one with the Planning Commission and one with the City
Council, to review the Alternatives Report and the results and recommendations from the GPAC and
Community Alternatives Workshop. The Consultant will solicit input on their preferences for the city's
future growth and development and seek a recommendation on a preferred alternative. As a cost and
time savings option, the City Council and Planning Commission could meet in a single joint study session.
Task 4.6 Prepare Revised Land Use and Circulation Diagrams
Based on direction from the Planning Commission and City Council, the Consultant will work with City
staff to prepare revised Land Use and Circulation Diagrams based on the Preferred Land Use Alternative.
The Consultant will also prepare a description of the growth and development components that may
require refinement of the Draft General Plan goals, policies, and implementation programs. The
Consultant will update the existing traffic conditions with new traffic counts.
Phase 5: Prepare the Revised General Plan
During this phase the Consultant will revise the Draft General Plan as necessary to implement the
Preferred Land Use alternative. The Consultant will also address environmental justice, vehicle miles
traveled policy, and possible changes in LOS policy.
Task 5.1 Environmental Justice Analysis
Subtask 5.1.1 Identify Disadvantaged Communities
The Consultant will identify disadvantaged communities in Gilroy as part of the Environmental Justice
Analysis. The identification will include using CalEnviroScreen 3.0 in conjunction with the Gilroy
Neighborhood Revitalization Strategy Area (NRSA) and MTC Communities of Concern (2018) to refine
findings. The Consultants will prepare a description and summary of the methodology used to identify
DACs. Note: Disadvantaged communities, as defined by SB 1000, are different from disadvantaged
unincorporated communities identified for SB 244 compliance.
Subtask 5.1.2 Prepare Background Report Revisions
The Consultant will prepare a supplemental section of the Healthy Communities Chapter of Background
Report to address environmental justice. This section will include an overview of SB 1000, identification
of DACs and description of the methodology used to identify DACs, and a description of the
environmental and health impacts in the DACs according to CalEnvrioScreen 3.0.
Subtask 5.1.3 Policy Formulation
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The Consultant will prepare specific Environmental Justice goals, policies, and implementation programs
to address the issues in the identified disadvantaged communities including, but not limited to: the
reduction of pollution exposure, including the improvement of air quality; the promotion of public
amenities, food access, healthier homes, and physical activity; and community engagement in the
decision -making process.
Subtask 5.1.4 Disadvantaged Community Engagement
The Consultant will assist City staff to facilitate engagement with residents of a disadvantaged
community to get feedback on the Draft Environmental Justice goals, policies, and programs. We will
work with City staff to organize and facilitate one community workshop to present the Environmental
Justice goals, policies, and programs; discuss the City's overall planning efforts; and identify ways
residents can more effectively participate in the planning process. The Consultant and City staff will
work with community groups as necessary to coordinate the workshops and provide translation
services. We will provide written and verbal translation services for the workshop. We will summarize
the workshop results and refine the Environmental Justice goals, policies, and programs as necessary.
Task 5.2 VMT Methodology/Policy Assistance
The Consultant will provide assistance to the City to explore alternatives for addressing VMT in the
General Plan and the General Plan EIR as well as for development projects moving forward after
adoption of the General Plan. We will attend meetings with VTA staff to explore options for how VTA
plans to implement VMT analysis into traffic studies and EIRs. We will research what other agencies may
be doing to address VMT requirements and will provide that information to the City along with our
assessment of the likely implications for the City of Gilroy. The goal of this effort will be to provided
information and support to the City such that the City can make a decision as to the methodology and
standards that it will implement to address VMT requirements moving forward. If the City ultimately
decides to develop an analysis tool for VMT requirements, then additional time and budget would be
required for that work.
Task 5.3 LOS Policy Changes
The Consultant will evaluate the impacts to the intersections within the General Plan roadway network
resulting from changing the Citywide LOS to D. Currently most of the City has a LOS C standard with only
the areas east of US 101 having a LOS D standard. We will use the current model runs, already
completed for the General Plan Alternatives Analysis, which use the base General Plan transportation
network that was developed in December 2017. We will calculate intersection levels of service for all
study intersections based on those model runs. Mitigation measures and intersection configurations will
be developed for each intersection for the current LOS C/D standard as well as for a potential citywide
LOS D standard. We will summarize the results of the analysis in a technical letter report for use by City
staff. The report will illustrate the impacts to the intersection sizes that would result from changing the
LOS policy. We will summarize average intersection delays with each scenario for comparison.
Note that this analysis will not evaluate major roadway network changes such as removing roadway
connections from the network or reducing the number of lanes in existing or future corridors. That
would require more model coding and model runs. The scope and budget above do not include
conducting additional model runs to determine traffic pattern changes that could result from capacity
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restriction that may result from changes to LOS D citywide.
Task 5.4 Revised Draft General Plan
The Consultant will prepare a Revised Draft General Plan. The Consultant will work with City staff to
translate the preferred alternative into specific refinements to the Draft General Plan goals, policies, and
programs. The Consultant will include policies and programs to address any changes in State General
Plan requirements, including Climate Change Adaptation and Environmental Justice. The Consultant will
prepare a track changes version of the Revised Draft General Plan for review by City staff. Following City
staff review, the Consultant will prepare a track changes Revised Draft General Plan for GPAC review.
Task 5.5 GPAC Meetings ##32 and #33
The Consultant will facilitate two meetings with the GPAC to review, discuss, and refine the Revised
Draft goals, policies, and programs. This review will be limited to the changes to the prior Draft General
Plan 2040 and not a comprehensive document review.
Task 5.6 City Council and Planning Commission Study Sessions: Revised Draft General Plan
The Consultant will hold two study sessions, one with the Planning Commission and one with the City
Council, to review the draft goals, policies, and programs, as well as the results of the GPAC discussions.
As a cost and time savings option, the Council and Commission could meet in a single joint study session.
Task 5.7 Public Review Draft General Plan
Following direction from the Planning Commission and City Council, the Consultant will make
appropriate revisions and prepare the Revised Public Review Draft General Plan.
Task 5.8 Newsletter #5: Revised Draft General Plan 2040
The Consultant will prepare a newsletter summarizing the Public Review Draft General Plan 2040. The
newsletter will serve as an executive summary to the Draft General Plan 2040. It will include an
overview of the structure and organization of the Draft General Plan 2040, a summary of the goals and
policies of the Plan, the vision for the future of the city, and the land use and circulation diagrams and
other applicable graphics.
Phase 6: Environmental Review
During this phase the Consultant will prepare the General Plan Program EIR (EIR) to analyze the
potential significant environmental impacts of the Draft General Plan. The Consultant will revise the
current Administrative Draft EIR to reflect the revised land use and circulation diagrams and Revised
Draft General Plan. The EIR will meet all requirements of CEQA, State CEQA Guidelines, and relevant
court decisions, and will help the City streamline future environmental review of development and
public works projects consistent with the General Plan.
This scope of work covers preparation of an EIR that thoroughly addresses all CEQA-mandated
environmental topics and identifies the cumulative, growth -inducing, significant unavoidable, and
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irreversible significant effects that must be considered for General Plan adoption as well as subsequent,
General Plan -consistent, development proposals.
The Consultant will prepare the General Plan EIR as a Program EIR, consistent with State CEQA
Guidelines Section 15168. The goal of this approach is to establish the opportunity for the City to use the
Program EIR for environmental review of future, General Plan -consistent actions and projects, in
accordance with State CEQA Guidelines Section 15168(c) and (d). When a project is consistent with the
General Plan and all of its significant impacts have been addressed in the General Plan Program EIR, the
project may be determined to be "within the scope" of the Program EIR, and no additional
environmental document would be required. In other cases, the General Plan Program EIR may be used
to limit the topics that must be addressed in a later environmental document on a project consistent
with the General Plan.
Task 6.1 Revised Notice of Preparation
The Consultant will work with City staff to develop a revised project description and prepare a revised
draft Notice of Preparation (NOP) pursuant to CEQA Guidelines. The Consultant will submit the revised
draft NOP to City staff for review. The Consultant will then incorporate City comments into the final
NOP. It is assumed that City staff will distribute (mail) the NOP.
Task 6.2 Scoping Meeting
The Consultant will facilitate a public/agency scoping meeting to receive comments on the NOP and will
prepare a summary of comments made at the meeting.
Task 6.3 Revised Administrative Draft Program EIR
Based on the revised Project Description and public/agency comments on the NOP, the Consultant will
prepare a revised Administrative Draft Program EIR (ADEIR). The ADEIR will meet all CEQA requirements,
with easy -to -read text, maps, and tables in a user-friendly format.
Task 6.4 Draft Program EIR
Following receipt of comments from City staff on the ADEIR, the Consultant will incorporate revisions
and prepare a Screencheck Draft EIR for final City review. The Consultant will then prepare the Public
Review Draft EIR (DEIR) for public circulation, along with the associated public Notice of
Completion/Availability. It is assumed that the City will distribute the DEIR to the State Clearinghouse,
responsible agencies, and interested agencies, organizations, and persons. As required by CEQA, the
DEIR will require at least a 45-day public review period.
Task 6.5 Responses to Public Comments on the Draft Program EIR/Final Program EIR/Mitigation
Monitoring and Reporting Program/Notice of Determination
In collaboration with the City, the Consultant will respond to oral and written comments received during
public review of the DEIR and include the responses in the Final EIR. The Final EIR will also include: (1)
any necessary changes to the DEIR based on those responses, (2) the list of commenters, and (3) a
summary of their comments. Also, the Consultant will prepare a Mitigation Monitoring and Reporting
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Program (MMRP) in accordance with §21081.6 of CEQA; the MMRP will identify each mitigation
measure from the DEIR, mitigation responsibility, timing, and reporting procedures, to help monitor
mitigation progress pnd success. A Notice of Determination will be prepared for posting at the County
Clerk after the New General Plan is adopted.
Task 6.6 Findings of Fact and Statement of Overriding Considerations
The Consultant will prepare the Findings of Fact in collaboration with the City Attorney. If the Final EIR
identifies significant unavoidable environmental impacts, the Findings can be applied directly to the
CEQA-required Statement of Overriding Considerations, which the Consultant will prepare in
consultation with City staff and the City Attorney.
Task 6.7 Revised Draft Gilroy Initial Study Checklist and Revised Draft Thresholds of Significance
At no extra cost to the City, the Consultant will suggest revisions to both the City of Gilroy Initial Study
Checklist and Thresholds of Significance and provide drafts for review and consideration by City staff.
Suggested revisions will reflect applicable changes in General Plan policies and the analysis in the
General Plan EIR.
Phase 7: Plan Adoption
During this phase the Consultant will assist City staff in preparing for meetings with the Planning
Commission and. City Council to review the Draft General Plan, culminating in City Council adoption of
the General Plan. The Consultant recommends that the Planning Commission conduct one public
hearing to review the Draft General Plan and Draft Program EIR. After the hearing, the Planning
Commission will make a recommendation to the City Council regarding the Draft General Plan and Draft
EIR. The Consultant recommends the City Council then conduct one hearing to review the Draft General
Plan and Draft EIR. After the hearing, it is expected that the City Council will .direct City staff to
incorporate their recommendations and prepare the Final General Plan documents and Final EIR, which
will be adopted and certified, respectively, at a subsequent hearing.
Task 7.1 Community Open House: Celebrating the New General Plan
Upon publication of the Draft General Plan, the Consultant will facilitate a citywide celebratory open
house to present the New General Plan to residents. The open house will be set up in a format where
residents can visit stations or "booths" focused on each element of the Plan. City staff and the
Consultant will be stationed at each booth to discuss the elements, answer questions, and gather
feedback. The Consultant will promote the upcoming hearings for the New General Plan.
Task 7.2 Planning Commission Public Hearing
The Consultant will attend a public hearing with the Planning Commission to review the Draft General
Plan and Draft Environmental Impact Report (DEIR). The Planning Commission will consider the
comments made during the public hearing, and after the hearing will make recommendations to the City
Council regarding the Draft General Plan and PEIR.
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Task 7.3 City Council Public Hearing
The Consultant will attend a public hearing with the City Council to review the Draft General Plan and
DEIR. At the hearing the City Council will consider the Planning Commission's recommendations and the
comments made at the public hearing. After the hearing the City Council will direct the Consultant to
incorporate their recommendations and prepare the Final General Plan.
Task 7.4 Final General Plan Documents
Following public review of the Draft General Plan and the DEIR, the Consultant will prepare the Final
General Plan documents for adoption.
Task 7.5 City Adoption Hearing
The Consultant will attend one hearing with the City Council for adoption of the Final General Plan and
certification of the FDEIR.
Phase 8: Zoning Code Update
The Consultant will prepare an updated Zoning Code consistent with the New General Plan. The extent
of work required to prepare the Zoning Code will depend on the level of change proposed in the New
General Plan. The process for preparing the Zoning Code could include the examination and elimination
of zoning districts and development standards that are no longer relevant or functional. It could require
new development standards, land use descriptions, and zoning districts consistent with the New General
Plan.
The Consultant will prepare a Zoning Code that is far more user-friendly and context -sensitive by
rethinking the existing format and content, including the use of diagrams and graphics to illustrate
concepts such as building envelopes, setbacks, parking location and design, and the relationships of
buildings, streets, sidewalks, and landscape features.
The following tasks provide a general idea of the steps necessary to prepare a new Zoning Code. This
scope of work will be refined once staff determines the precise needs of the update. Form -based code
tasks are not included.
Task 8.1-8.2 COMPLETED
Task 8.3 Sign Regulations
The Consultant will prepare Administrative Draft Sign Regulations. The Consultant will prepare
contemporary development standards pertaining to sign placement, construction, content neutrality
and commercial messaging, innovative sign types, permitting requirements, and electronic billboard
standards. Following City staff review of the Administrative Draft, the Consultant will prepare revised
and screencheck drafts for City staff review.
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Task 8.4 Zoning Code Restart Meeting
The Consultant and City staff will conduct a Zoning Code restart meeting. This meeting will provide an
opportunity to discuss conceptual development standards, City priorities that have shifted since the
start of the project, consistency with the approved General Plan Land Use Alternatives designations,
reaffirm roles and responsibilities, and confirm the project schedule.
Task 8.5 Objective Design Standards
The Consultant will prepare objective design standards for streamlining multi -family residential project
review. We will base the objective standards on project conditions of approval typically imposed by the
City when approving residential projects. The Consultant will prepare Administrative Draft Objective
Design Standards for City staff review, and a Public Review Draft for Planning Commission and City
Council approval. The intent is to incorporate the Objective Design Standards into Article 4 of the
updated Zoning Code.
Task 8.6 Administrative Draft Zoning Code
The Consultant will prepare an Administrative Draft of the Zoning Code. The Consultant recommends
preparing and delivering the draft revisions in segments, rather than as a single deliverable. Our
experience indicates that it is easier for City staff to give timely feedback on the revisions when
reviewed in segments. The Zoning Code will address the following topics:
Zoning Districts and Related Standards. The Consultant will prepare the regulations applicable
in specific zoning districts that address the following topics:
• A land use classification system to identify use types that may be allowed in each zone
organized into user-friendly tables. This classification system will consolidate and
refine the City's current use categories and descriptions by using clear, up-to-date
terms to define each allowable and appropriate combination of specific and generic
land use types and provide a clear definition of each land use type.
• An expanded description and purpose statement for each zone, the uses allowed
within it, and the type of ministerial or discretionary zoning permit required for each
use. The Consultant will review each zoning district with City staff to ensure that
specific allowable uses are appropriate in each zone and consistent with the purpose
statement specified in the New General Plan. New or modified (e.g., consolidated)
zoning districts with appropriate uses and standards will be added as needed to
implement any new or modified land use designations in the New General Plan.
• Zone -driven standards for each zone (e.g., building envelope, setbacks, height, lot
coverage), will be reviewed, modified as determined to be needed, and organized into
user-friendly tables, if appropriate.
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General Zoning Standards. The Consultant will prepare the general zoning standards and
regulations that apply in multiple zones and overlay or combining zones. The Consultant will
address the following topics:
• General site planning and zoning standards, including site access requirements; fences,
hedges, walls, and screening; noise regulations; outdoor lighting standards;
performance standards (e.g., air quality, glare, vibration); and other topics determined
to be appropriate by City staff.
• Affordable housing requirements, housing density bonus provisions, and related
incentives, consistent with State law.
• Landscaping standards, including specific requirements for preliminary and final
landscape plan submittal and review, as well as AB 1881-related regulations and
procedures (i.e., water -efficient landscaping).
• off-street parking and loading standards organized into user-friendly tables, including
parking and loading area design, landscaping requirements, pedestrian circulation
requirements, and bicycle and motorcycle parking.
Specific Use Standards. The Consultant will prepare the regulations that address standards for
specific land uses, that may include, but are not limited to, alcoholic beverage sales, backyard
chickens, child daycare facilities, home occupations, mobile homes and manufactured housing,
recycling areas, second dwelling units, senior apartments and senior independent living centers,
self-service and partial -service gasoline/refueling stations, wireless and telecommunications
facilities, yard/garage sales, and other uses as directed by City staff.
Administrative Provisions. The Consultant will prepare and submit an administrative draft of
the administration and development application filing and processing procedures. The
Consultant will address the following topics:
• Purpose and applicability of the New Zoning Code, administrative responsibility and
authority, interpretation procedures, zoning permit fees, and provisions addressing
pipe -line applications.
• Definition of the roles of each project review authority, including the Director of
Planning and Environmental Services, Planning Commission, and City Council, and any
other necessary project review or decision -making bodies.
• Procedures for discretionary permits (both administrative and Planning Commission
level), Home Occupations Permits, Reasonable Accommodations, Temporary Use
Permits, Variances (both minor and major), and other desired project review
procedures (e.g., Site Plan and Architectural Review), appeals, and public hearings.
Proposed procedures will emphasize efficiency, simplicity, and streamlined processing,
while ensuring thorough and effective project review to achieve City objectives and
comply with all applicable Federal and State laws.
• Enforcement provisions, including legal remedies, permit revocations and
modifications, procedural requirements, cost recovery related to enforcement actions,
and the identification of the property owner/violator rights and procedures for appeal.
• Definitions of technical terms and phrases used in the Zoning Code, including
abbreviations. An initial set of definitions will be included with the first submittal and
will be supplemented in subsequent drafts.
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Zoning Map. After adoption of the New Zoning Code, the Consultant will prepare an
administrative draft Zoning Map. The Zoning Map will reflect any necessary modifications based
on the New General Plan Land Use Diagram and/or any change in zoning district titles or
designations.
COMPLETED
Task 83: Preliminary Draft Zoning Code
Based on comments and direction received during earlier tasks, the Consultant will revise the
administrative draft segments that have been reviewed by City staff and prepare the remaining parts of
the preliminary draft Zoning Code, including a detailed table of contents and appropriate graphics. The
Consultant will submit the preliminary draft Zoning Code to City staff for review and comment. The
Consultant will meet or have a conference call with City staff to discuss any comments.
Task 8.8: Public Review Draft Zoning Code
Based on comments received from City staff, the Consultant will prepare a public review draft of the
Zoning Code. The Consultant will submit the draft revisions to the City for distribution to and review by
the general public, Planning Commission, and City Council. The Consultant will also make available the
draft Zoning Code on the New General Plan website.
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Phase 11: Infrastructure Master Plans (IMP)
The City of Gilroy Water, Sewer, and Storm Drainage master plans were last updated in May 2004. This
project includes updating the master plans to address the impact of the new General Plan update and
recent trends in water consumption and sewer flows and storm drainage regulations.
Wastewater flow projections at the Wastewater Treatment Plant, including flows from both Gilroy and
Morgan Hill, were last updated and documented in a 2011 report for the South County Regional
Wastewater Authority (SCRWA). The flows in that report were based on 2010 planning conditions and
do not reflect the new general plan updates for both cities. The new report will update the previous
planning conditions and include a section on the recycled water distribution system and users, as
documented in a 2013 report prepared for the Santa Clara Valley Water District (SCVWD). The report
identified the existing and imminent future users and proposed short-term improvements.
The master plans were initiated in October 2013. In March 2016, Akel Engineering Group was directed
to stop work on the master plans due to a pending initiative that was included in the November 2016
ballot. In November 2016 Gilroy voters approved the ballot initiative that limited the potential for
growth outside of the defined urban growth boundary (UGB). As a result, the Draft 2040 General Plan
requires changes to maintain consistency with the ballot initiative.
This work scope supersedes the previous approved work scope and includes the tasks needed to revise
and complete the master plans based on the voter -approved UGB ballot initiative. The data on which the
infrastructure master plans is based is now six years old. The Consultant will restart the data evaluation
and validation process, including updating the work previously submitted, and bring that work to
current. Since the South County Recycled Water Master Plan covers the Recycled Water system, and
that task has been removed. Other than removing that task, the work scope remains unchanged. The
work scope includes preparation of the following documents:
• Water System Master Plan
Sewer System Master Plan
• Storm Drainage System Master Plan
• Wastewater Treatment Plant and Recycled Water
Task 11.1 Infrastructure Master Plans: Water System
Subtask 11.1.1: Update Water System Design and Planning Criteria.
Subtask 11.1.2: Update Demand Analysis based on Land Use and Population. The Consultant
will perform a demand analysis to reflect the land use and population projections from the new
General Plan. The demand analysis will summarize historical demands, and accounts for the
Water Conservation Act of 2009 targets as documented in the Urban Water Management Plan
(SBx 7-7).
Subtask 11.1.3: Update System Wide Storage Analysis. The Consultant will perform a system
wide storage analysis, by pressure zone, accounting for the updated growth documented in the
new General Plan.
13
Subtask 11.1.4: Update Hydraulic Model and Calibrate to SCADA at Wells, Storage Tanks, and
Booster Stations.
Subtask 11.1.5: Evaluate Existing Distribution System and Propose Improvements.
Subtask 11.1.6: Propose Improvements for Future Growth. The Consultant will use the
hydraulic model for extending the distribution system infrastructure to service future growth.
The Consultant will identify needed improvements to service growth and document in tables
and exhibits.
Subtask 11.1.7: Develop Phased Capital Improvement Program, with Cost Allocations Analysis.
The Consultant will prepare a Capital Improvement Program (CIP) based on the findings of the
previous tasks. The Consultant will prioritize proposed improvements based on the hydraulic
capacity deficiency. The Consultant understands that determining the structural condition is not
a part of this scope; however, should that information be available, this subtask will consider
that information in designating the construction priorities and urgency for replacement. The
Consultant will identify CIP projects as improvement projects to mitigate existing deficiencies
(existing customer) or capacity expansion projects to accommodate growth (future customers).
Where a proposed improvement accommodates both existing and future customers, the
Consultant will provide a percent of benefit to existing versus future customers. The Consultant
will use this percent benefit for cost sharing purposes.
Subtask 11.1.8: Prepare Master Plan Report. The Consultant will prepare a draft master plan
report that documents the development of the hydraulic model, the design and performance
criteria, the demand projections, the identified deficiencies, the proposed improvements, the
capital improvement programs, and cost -sharing suggestions. The master plan will also include
associated maps and exhibits. The Consultant will submit the draft copy of the report in
electronic PDF format for City staff review. Following the review period, the Consultant will
incorporate the changes in the final document.
Subtask 11.1.9: Project Management and Meetings. This task emphasizes continuous
communication between the project team members throughout the duration of the project. The
Consultant will schedule necessary face-to-face meetings and/or conference calls as needed by
City staff, depending on progress. Key meetings include the kickoff meeting and data collection,
performance criteria and demand allocation methodology, capacity analysis results, capital
improvements and cost sharing, and master plan report presentation to City Council.
Subtask 11.1.10: Water System Operational Enhancements — Time of Use. The Consultant will
evaluate enhanced operational strategies to take advantage of lower energy costs based on
Time of Use schedules. The Consultant will identify Specific Time of Use scenarios and use the
hydraulic model to determine the impact on storage and pump size requirements. Based on
discussions with City staff, the level of effort for this task was set at three days for identifying
preliminary findings. City staff will then decide if Time of Use should be pursued further.
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Review Packages and Deliverables
The deliverables include packages consisting of tables and exhibits to be submitted to City staff
for their review and approval at key milestones. These packages will be incorporated in the
master plan report.
• Review Package: Future System Expansion
• Review Package: Capital Improvement Program and Exhibits
• Deliverable: Draft Master Plan Report in Electronic PDF format
• Deliverable: Final Master Plan Report in Electronic PDF format and 5 hard copies
• Deliverable: Final Microsoft Excel file containing the CIP. CiP can be updated by updating
unit costs.
• Deliverable: GIS shape files and Hydraulic Model electronic files
Task 11.2 Infrastructure Master Plans: Sewer System
Subtask 11.2.1: Update Sewer System Design and Planning Criteria. COMPLETED
Subtask 11.2.2: Update Flow Projections based on Land Use and Population. The Consultant
will perform a sewer flow analysis to reflect the land use and population projections from the
new General Plan. The sewer flow analysis accounts for recent trends in water conservation.
Subtask 11.2.3: Sewer Flow Monitoring (2 weeks for wet weather at 10 sites). COMPLETED
Subtask 11.2.4: Update Hydraulic Model and Calibrate. COMPLETED
Subtask 11.2.5: Evaluate Existing Sewer Collection System and Propose Improvements.
COMPLETED
Subtask 11.2.6: Propose Improvement for Future Growth. The Consultant will use the hydraulic
model for extending the sewer collection system infrastructure to service future growth. The
Consultant will identify needed improvements to service growth and document in tables and
exhibits.
Subtask 11.2.7: Develop Phased Capital Improvement Program, with Cost Allocations Analysis.
The Consultant will prepare a Capital Improvement Program (CIP)based on the findings of the
previous subtasks. The Consultant will prioritize the proposed improvements based on the
hydraulic capacity deficiency. The Consultant understands that determining the structural
condition is not a part of this subtask, however, should that information be available, the
Consultant will consider that information in determining the construction priorities and urgency
for replacement. The Consultant will identify the CIP projects as. improvement projects to
mitigate existing deficiencies (existing customer) or capacity expansion projects to
accommodate growth (future customers). Where a proposed improvement accommodates both
existing and future customers, the Consultant will provide a percent of benefit to existing versus
future customers and use this percent benefit for cost sharing purposes.
Subtask 11.2.8: Prepare Master Plan Report. Consultant will prepare a draft master plan report
that documents the development of the hydraulic model, the design and performance criteria,
the sewer flow projections, the identified deficiencies, the proposed improvements, the capital
15
improvement programs, and cost -sharing suggestions. The master plan will also include
associated maps and exhibits. The Consultant will submit the draft copy of the report in
electronic PDF format for City staff review. Following the review period, Consultant will
incorporate the changes in the final document.
Subtask 11.2.9: Project Management and Meetings. The Consultant will emphasize continuous
communication between the project team members throughout the duration of the project. The
Consultant will schedule necessary face-to-face meetings and/or conference calls as needed by
City staff, and depending on progress. Key meetings include the kickoff meeting and data
collection, performance criteria and sewer flow calculation methodology, capacity analysis
results, capital improvements and cost sharing, and master plan report presentation to City
Council.
Review Packages and Deliverables
The deliverables include packages consisting of tables and exhibits, submitted to City
staff for their review and approval at key milestones. These packages will be
incorporated in the master plan report.
• Review Package: Future System Expansion
• Review Package: Capital Improvement Program and Exhibits
• Deliverable: Draft Master Plan Report in Electronic PDF format
• Deliverable: Final Master Plan Report in Electronic PDF format and 5 hard copies
• Deliverable: Final Microsoft Excel file containing the CIP. CIP can be updated by
updating unit costs.
• Deliverable: GIS shape files and Hydraulic Model electronic files
Task 11.3 Infrastructure Master Plans —Storm Drainage
Subtask 11.3.1: Update Hydrology and Hydraulic Criteria. COMPLETED
Subtask 11.3.2: Update Land Use. The Consultant will update the existing and proposed future
land use information and process the data for use in the hydrology model.
Subtask 11.3.3: Update Hydrology and Hydraulic Models. COMPLETED
Subtask 11.3.4: Evaluate Existing Storm Drainage System and Propose Improvements.
COMPLETED
Subtask 11.3.5: Propose Improvements for Future Growth. The Consultant will use the
hydraulic models for extending the storm drainage system infrastructure to service future
growth. The Consultant will identify needed improvements to service growth and document in
tables and exhibits.
Subtask 11.3.6: Develop Phased Capital Improvement Program, with Cost Allocations Analysis.
The Consultant will prepare a Capital Improvement Program (CIP) based on the findings of the
previous subtasks. The proposed improvements will be prioritized based on the hydraulic
capacity deficiency. The Consultant understands that determining the structural condition is not
16
a part of this subtask, however, should that information be available, the Consultant will
consider that information in determining the construction priorities and urgency for
replacement. The Consultant will identify the CIP projects as improvement projects to mitigate
existing deficiencies (existing customer) or capacity expansion projects to accommodate growth
(future customers). Where a proposed improvement accommodates both existing and future
customers, the Consultant will provide a percent of benefit to existing versus future customers
and use this percent benefit for cost -sharing purposes.
Subtask 11.3.7: Prepare Master Plan Report. The Consultant will prepare a draft master plan
report that documents the development of the hydraulic model, the design and performance
criteria, the sewer flow projections, the identified deficiencies, the proposed improvements, the
capital improvement programs, and cost -sharing suggestions. The master plan will also include
associated maps and exhibits. The Consultant will submit the draft copy of the report in
electronic PDF format for City staff review. Following the review period, Consultant will
incorporate the changes in the final document.
Subtask 11.3.8: Project Management and Meetings. The Consultant will emphasize continuous
communication between the project team members throughout the duration of the project. The
Consultant will schedule necessary face-to-face meetings and/or conference calls as needed by
City staff and depending on progress. Key meetings include the kickoff meeting and data
collection, hydrology and hydraulic criteria, capacity analysis results, capital improvements and
cost sharing, and master plan report presentation to City Council.
Review Packages and Deliverables
The deliverables include packages consisting of tables and exhibits, submitted to City staff for
their review and approval at key milestones. These packages will be incorporated in the master
plan report.
• Review Package: Future System Expansion
• Review Package: Capital Improvement Program and Exhibits
• Deliverable: Draft Master Plan Report in Electronic PDF format
• Deliverable: Final Master Plan Report in Electronic PDF format and 5 hard copies
• Deliverable: Final Microsoft Excel file containing the CIP. CIP can be updated by updating
unit costs.
• Deliverable: GIS shape files and Hydraulic Model electronic files
Task 11A Infrastructure Master Plans —Wastewater Treatment Plant and
Recycled Water
Subtask 11.4.1: Update Wastewater Flow Projections by Land Use. The Consultant will update
the existing and future land use inventories, the wastewater flow coefficients, and the
wastewater flow projections for the cities of Gilroy and Morgan Hill and which are tributary to
the Wastewater Treatment Plant. These flows are currently documented in a 2011 SCRWA
report, and the Consultant will update them for consistencies with the Gilroy and Morgan Hill
new General Plans.
17
Subtask 11.4.2: Update Wastewater Flow Projections by Population and by Permits. For
comparison purposes, the 2011 SCRWA report included flow projections by population and by
permits. The Consultant will update these projections for consistency with the new Gilroy and
Morgan Hill General Plans.
Subtask 11.4.3: Update Wastewater Treatment Plant Triggers. The Consultant will update the
triggers for upgrading various components of the Wastewater Treatment Plant.
Subtask 11.4.5: Prepare Report. The Consultant will prepare a draft report that documents the
wastewater flow projections using the land use, population, and permits methods. The
Consultant will identify the Wastewater Treatment Plant required upgrades, previously
identified in a 2011 SCRWA report. The report will also include associated maps and exhibits.
The Consultant will submit the draft copy of the report in electronic PDF format for City staff
review. Following the review period, Consultant will incorporate the changes in the final
document.
Subtask 11.4.6: Project Management and Meetings. The Consultant will emphasize continuous
communication between the project team members throughout the duration of the project. The
Consultant will schedule necessary face-to-face meetings and/or conference calls as needed by
City staff and depending on progress. Key meetings include the kickoff meeting and meeting
presenting the updates the 2011 SCRWA report. The Consultant will present the final report to
City Council.
Review Packages and Deliverables
The deliverables include packages consisting of tables and exhibits, submitted to City staff for
their review and approval at key milestones. These packages will be incorporated in the master
plan report.
• Review Package: Future System Expansion
• Review Package: Capital Improvement Program and Exhibits
• Deliverable: Draft Master Plan Report in Electronic PDF format
• Deliverable: Final Master Plan Report in Electronic PDF format and 5 hard copies
• Deliverable: Final Microsoft Excel file containing the CIP. CIP can be updated by updating
unit costs.
• Deliverable: GIS shape files and Hydraulic Model electronic files
18
Project Management
The Consultant will support the project through a range of project management tasks. The
Consultant will facilitate regular communication with City staff through regular coordination
conference calls and, when necessary, meetings. For these calls and meetings, the Consultant
will prepare call or meeting agendas and provide a list of follow-up action items. The Consultant
will keep the City informed about the status of the project with monthly status reports and
budget summaries.
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Exhibit C
Gilroy General Plan Update Milestone Schedule
June 17, 2019
1. Identification of Preferred Land Use Alternative — November, 2019
2. Revised General Plan Policy Document — February, 2020
3. Preparation of Environmental Impact Report (EIR) — April, 2020
4. EIR Public Circulation — July — September, 2020
5. Plan adoption Fall 2020 —October— December, 2020
EXHIBIT "D"
PAYMENT SCHEDULE
The following are additional costs for services to be performed by CONSULTANT, pursuant to
the "City of Gilroy, General Plan/Zoning Code Update, Work Scope/Budget Amendment Request
Overview, revised June 3, 2019":
Community Workshops - $0.00
Traffic Conditions Update - $18,000.00
Vehicle Miles Traveled (VMT) Analysis - $12,460.00
Level of Service (LOS) Policy Analysis - $17,580.00
Plans for Addressing Any Disproportionate Environmental Impacts - $21,180.00
Sign Regulations Update - $23,040.00
Prepare Objective Design Standards for Multi -Family Residential Development - $20,480.00
Zoning Code Update - $49,580.00
Infrastructure Master Plan Evaluation Update - $132,397.00
Project Management Costs - $36,800.00
Outstanding Invoices - $55,206.00
TOTAL: $386,723.00
4834-5050-20540
CCHU104706083