HomeMy WebLinkAbout9/7/2005 - STAFF REPORTS (39) UFOUO��
City Council Staff Report
DATE: September 7, 2005 Unfinished Business
SUBJECT: Contract Planning and Environmental Services
FROM: David H. Ready, City Manager
BY: City Manager's Office
SUMMARY
The City's Planning Department is presently processing the largest number of active development
applications within recent history. These applications range in size and complexity from very small
room additions and single-family residences to large, complicated subdivisions and complex, in-fill,
mixed-use projects. In order to continue to meet the needs of our customers and to ensure that
applications are timely processed, the City Council has previously approved an Agreement with an
outside contractor, Pacific Municipal Consultants (PMC), to provide ongoing planning and
environmental services. The current Agreement,which was last amended on June 8,2005,expires
on December 31, 2005. Based on the continuing increased level of development activity and the
impact of recent staff resignations, it is necessary to request that the City Council approve another
Amendment to the existing Agreement with PMC to provide additional funding for PMC services.
RECOMMENDATION:
1) Adopt Minute Order No. approving the Third Amendment to the Agreement for
Contract Services with Pacific Municipal Consultants; and
2) Authorize the City Manager to execute all documents to effectuate this Agreement.
STAFF ANALYSIS:
The Planning Department continues to experience record levels of development activity. For
example, during the three month period of May, June, and July, 2004, the City received 20
applications for large and/or complex projects. For the same period this year, the City received 27
>uch applications - - a 30%+ increase in the most demanding type of work. For all types of
applications, May, June, and July of 2004 produced 186 total applications. For the same period
this year, the total number of applications rose to 233 - - a 25%+ increase.
Under normal circumstances, these increases would stretch the Planning Department's capacity.
However, due to the continuing turnover of staff(there are currently three planner vacancies), the
Department is unable to meet the demands of its workload without the support of an outside
contractor.
The City entered into a Contract Services Agreement with Pacific Municipal Consultants to provide
temporary staffing in the form of an Interim Director following the resignation of the City's Planning
Services Director, Kathryn Lottes, in December 2004. The cost of this initial Agreement,which was
(TEM NO �0.k
City Council Staff Report September 7, 2005
Continuation of Contract Planning and Environmental Services Page 2 of 2
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originally scheduled to last through the end of January 2005 was $38,700.
Because the City was unsuccessful in hiring a candidate to replace the former Director of Planning
Services, the Agreement was first amended in February 2005 adding $120,000 to provide
additional planning and environmental support services, as well as assistance with several special
projects including the Coachella Valley Multi-Species Habitat Conservation Plan and a
comprehensive update of the City's General Plan.
The Second Amendment extended the term of the Agreement for six(6)months through December
31, 2005, named Norm Canchola as the Interim Director of Planning, and added $75,000 to the
Contract budget bringing the total Contract sum to $233,700.
The proposed Third Amendment would add $310,400 to the Contract sum making the new total
Contract sum $544,100. The City Council approval is requested to increase the Contract sum to
provide ongoing PMC services as necessary.
FISCAL IMPACT:
The additional cost to provide the PMC ongoing planning and environmental services is estimated
Ito not exceed $310,400 through the end of the Contract Agreement term, December 31, 2005. If
approved, the Amendment will make the total Contract Agreement with PMC not to exceed
$544,100. Funds are available in the Contract Services Account (Acct. No. 4151-43200). In
addition, significant portions of the Contract cost will be offset by continuing salary savings, and
applicant charges. It is noteworthy that for the first sixty (60) days of the new 2005106 fiscal year,
the City has received more than $250,000 in development fees.
Thomas J. Wilsgk' David H. Ready
Assistant City Manager- City Manager °
Development Services
Attachments:
1. Minute Order
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MINUTE ORDER NO.
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APPROVING THE THIRD AMENDMENT TO THE
AGREEMENT FOR CONTRACT SERVICES WITH
PACIFIC MUNICIPAL CONSULTANTS
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I HEREBY CERTIFY that this Minute Order, approving the Third Amendment to the
Agreement for Contract Services with Pacific Municipal Consultants was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof held on
the 71h day of September 2005.
James Thompson
City Clerk
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IMINUTE ORDER NO.
APPROVING THE THIRD AMENDMENT TO THE AGREEMENT
FOR CONTRACT SERVICES WITH PACIFIC MUNICIPAL
CONSULTANTS
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i HEREBY CERTIFY that this Minute Order, approving the Third Amendment to the Agreement
for Contract Services with Pacific Municipal Consultants was adopted by the City Council of the
City of Palm Springs, California, In a meeting thereof held on the 71h of September 2005.
James Thompson
City Clerk
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THIRD AMENDMENT TO AGREEMENT
FOR CONTRACT SERVICES WITH PACIFIC MUNICIPAL CONSULTANTS
This Third Amendment to the Consultant Services Agreement with Pacific Municipal
Consultants ('Third Amendment" or "Amended Agreement") is made and entered into this 71h
day of September, 2005, by and between the CITY OF PALM SPRINGS, a municipal
corporation('City") and PACIFIC MUNICIPAL CONSULTANTS, a California Corporation
('Contractor") and amends that certain "Contract Services Agreement with Pacific Municipal
Consultants" (the "Agreement") dated December 8, 2004 between the same parties.
RECITALS
A. On or about December 6, 2004, City and Contractor entered into a "Contract Services
Agreement'pursuant to which Contractor agreed to provide interim professional staffing
for the position of Director of Planning Services (`Project').
B. The Original Agreement was amended on February 16, 2005, by the First Amendment,
which among other things increased the Contract Sum and extended the tern of the
Agreement to June 30, 2005.
C. On or about June 8, 2005, the City and Contractor entered into the Second Amendment,
which among other things increased the Contract Sum and extended the term of the
Agreement to December 31, 2005.
D. City continues to experience record levels of development activity resulting in a high
demand for planning services.
E. City does not currently have adequate personnel resources to keep up with the higher
demand for plamning services forcing many development applications to be delayed.
F. City wants to minimize the delay in processing development applications and the
inconvenience it causes the development community.
G. City is also working on several special projects including a comprehensive update to its
General Plan and a thorough review of the Coachella Valley Multi-Species Habitat
Conservation Plan.
H. City does not have the staffing or expertise necessary to adequately process these special
projects.
I. Contractor has agreed to continue to provide additional staff support for planning and
enviromnental services at the hourly rates established in their proposal dated January 26°i
2005.
J. City and Contractor desire to again amend the Agreement for the purpose of extending
the term and increasing the Contract Sum to provide the additional professional staff that
is needed.
AGREEMENT
The Agreement is hereby amended as follows:
1. Section 1.1 "Services of Contractor" is amended as follows:
1.1 Scope of Services. hi compliance with all of the tenns and conditions
of this Agreement, the Contractor shall perform the work or services
set forth in the"Scope of Services" attached hereto as Exhibit"A" and
incorporated herein by reference. Contractor warrants that all work
and services set forth in the Scope of Services will be performed in a
competent and professional manner consistent with this Agreement.
2. Section 2.0 "Compensation" is amended as follows:
2.1 Contract Sum. For the services rendered pursuant to this Agreement,
Contractor shall be compensated in accordance with the "Schedule of
Compensation" attached hereto as Exhibit `B" and incorporated herein by
this reference, but not exceeding the maximum contract amount of Five
Hundred and Forty Five Thousand One Hundred Dollars ($544,100)
("Contract Sum").
3. Except as expressly provided herein, all other terns and conditions of the
Agreement shall remain in firll force and effect.
IN WITNESS WHEREOF, the parties hereto executed this Second Amendment to be
effective as of the date first written above.
CITY OF PALM SPRINGS,
a municipal corporation
By:
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM: PACIFIC MUNICIPAL CONSULTANTS
City Attorney Name:
Title:
EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall provide qualified staff support to assist in the processing of various
development applications in the City's Planning Services Department. Typical work
includes,but is not limited to the administration of approved plans and ordinances,
providing assistance to developers in conforming to plan requirements, limitations, and
design standards, processing applications and providing recommendations and staff
reports on zoning matters, including variances, conditional use permits, zone changes and
general plan amendments. At a minimum, Contractor agrees to assign one (1) senior
level plainer and one (1) associate level planner to the City on a full-tine basis
(minimum of 30 hours per week). Contractor shall provide planners with a minimum of 5
years experience in urban and/or regional planning. Unless otherwise arranged in
advance, all personnel assigned by Contractor shall be present in the City's Planning
Department during regular business hours each week.
In addition to providing general planning services, Contractor agrees to provide the
following special services as needed:
• Assist staff in the management and coordination of a comprehensive update to the
City's General Plan.
• Provide technical review and analysis of the Coachella Valley Multi-Species
Habitat Conservation Plan and associated environmental documentation.
• Provide on an as needed basis environmental planning, project management and
lead agency compliance with the California Environmental Quality Act(CEQA)
and the National Environmental Policy Act(NEPA).
EXHIBIT `B"
SCHEDULE OF COMPENSATION
For the services provided hereunder, Contractor shall be compensated at air hourly rate as
set forth in Contractor's Schedule of Rates provided below. Invoicing will occur on a monthly
basis, as work is completed. City shall use reasonable business efforts to pay Contractor within
thirty(30) days of receipt of invoice for services rendered.
Total compensation for all services provided pursuant to this Agreement shall not exceed
$233,700 without first obtaining the written permission fiom City.
CONTRACTOR SCHEDULE OF RATES
Position Employee Hourly Rate
Senior Associate Gary Wayne, Eric Norris,
Joyce Hunting, Patrick Angell $120 per hour
Senior Planner Norrn Canchola, Kevin Grant,
Rich Galvin, John Nadolski $100 per hour
Associate Planner Melanie Halajian, Joe Prutch $85 per hour