TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: MARCH 25, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH RINCON CONSULTANTS, INC. FOR COMPLETION OF THE GENERAL PLAN SAFETY ELEMENT (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
Assembly Bill 747 requires that all California Cities identify evacuation routes and their capacity, safety, and viability under a range of emergency scenarios. This evacuation analysis can be included in the Local Hazard Mitigation Plan (LHMP) or the City’s General Plan Safety Element. The City has determined that the most appropriate document is the Safety Element of the General Plan based on the recent and current work effort underway on the Safety Element.
The City previously hired Houseal Lavigne to prepare the 6th Cycle General Plan Housing Element Update along with an update of the Safety Element. Houseal Lavigne utilized Rincon Consultants, Inc. as a sub-consultant to prepare the Safety Element, conduct environmental studies and analysis, and prepare an Environmental Impact Review (EIR) as part of these two General Plan Element updates. Rincon has extensive experience with the City of Claremont and has prepared many of the required Safety Element items through their sub-consulting work. This agreement will allow Rincon to complete the necessary studies, add the AB 747 evacuation routes analysis, and attend public meetings during the Safety Element adoption process.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into a professional services agreement with Rincon Consultants, Inc. for completion of the General Plan Safety Element in the amount of $60,830, including a ten percent contingency in the amount of $6,083, for a total not to exceed agreement of $66,913; and
B. Appropriate $66,913 from the unassigned General Fund balance to fully fund the agreement.
Body
ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information.
FINANCIAL REVIEW
The proposed professional services agreement with Rincon Consultants, Inc. for the Safety Element update includes $66,913 in compensation, including a ten-percent contingency in the amount of $6,083. The funds for this agreement must be appropriated from the unassigned General Fund balance. The City collects a General Plan Maintenance fee, which is a percentage of Development Review fees, Building Permit, and Plan Check fees, to cover a portion of these costs over time. Since the inception of this fee in 2023-24, the City has collected approximately $150,000.
The staff cost to prepare this report and administer this contract is estimated at $1,573 and is included in the operating budget of the Community Development Department.
ANALYSIS
The General Plan is considered the City’s blueprint for the future. It lays out the vision for how the City will develop over a twenty to thirty-year timeframe. The plan contains many goals designed to help the community preserve our past while building a future that enhances the quality of life for all. The Safety Element is one of nine elements of the Claremont General Plan. The Safety Element addresses risks associated with natural and human-caused hazards, including wildfires, earthquakes, floods, and climate change. Recent California legislation, AB 747, has imposed additional requirements on the Safety Element, including the integration of hazard mitigation strategies and coordination with local hazard mitigation plans.
The City previously hired Houseal Lavigne to prepare the 6th Cycle General Plan Housing Element Update along with an update of the Safety Element. Houseal Lavigne utilized Rincon Consultants, Inc. as a sub-consultant to prepare the Safety Element, conduct environmental studies and analysis, and prepare an Environmental Impact Review (EIR) as part of these two General Plan Element updates. Rincon has extensive experience with the City of Claremont and has prepared many of the required Safety Element items through their sub-consulting work. This agreement will allow Rincon, under a separate contract, to complete the necessary studies, add the AB 747 evacuation routes analysis, and attend public meetings during the Safety Element adoption process.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Alex Cousins
Community Development Director Senior Management Analyst
Attachment:
Revised Proposal to Add Evacuation Services to the Safety Element Update