HomeMy WebLinkAbout6/8/2005 - STAFF REPORTS (7) y
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City Council Staff Report
DATE: June 8, 2005 Legislative
SUBJECT: Contract Planning and Environmental Services
FROM: David H. Ready, City Manager
BY: City Manager's Office
SUMMARY
The City's Planning Department is currently processing in excess of 238 active
development applications. These applications range in size and complexity from very
small room additions and single-family residences to large, complicated subdivisions
which take significant time and resources to process. In order to better meet the needs
of our customers and to ensure that applications continue to be processed without
significant delay, the City Council has heretofore 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
February 16, 2005, is set to expire on June 30, 2005. Based on the current level of
development activity and the lack of available resources, staff is requesting that the City
Council approve an amendment to the existing agreement with PMC.
RECOMMENDATION:
1) Adopt Minute Order No. approving the Second Amendment to the Agreement
for Contract Services with Pacific Municipal Consultants; and
2) Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF PALM SPRINGS, CALIFORNIA AMENDING THE BUDGET FOR THE
2004-05 FISCAL YEAR"; and
3) 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
resulting in a high demand for planning services. Under normal circumstances, and at
our full complement of staff, the volume and complexity of development activity currently
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City Council Staff Report
June 8, 2005 -- Page 2
Continuation of Contract Planning and Environmental Services
being processed would be well within the Department's capacity. However, due to staff
turnover over the past 12 months and the relative inexperience of the staff that remains,
the Department has been unable to keep up with the demand 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 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 amended in February
2005 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
total cost for these services was estimated at $120,000.
The existing agreement with PMC is set to expire on June 30, 2005. Although the City
is making progress in filling the vacant positions within the Department, the Director's
position remains vacant and is not expected to be filled for another two months or more.
Until this position and the remaining vacancies are filled, staff is recommending that the
existing agreement be extended at least through the end of the calendar year. This will
ensure that the Department has the necessary resources to handle the current volume
of development activity. More importantly, by extending this agreement, the City will
continue to have access to various individuals with specialized expertise who have been
assisting the City on various special projects such as the Multi-Species Habitat
Conservation Plan that is currently under review.
The proposed Second Amendment extends the term of the agreement for an additional
six (6) months. In addition, the amendment names Norm Canchola as the Interim
Director of Planning Services until a permanent successor to Ms. Lottes is hired. Mr.
Canchola succeeds Mr. Wayne who has voluntarily stepped down due to other
commitments with the company. Mr. Canchola holds a Bachelors Degree in Geography
from California State University at Fullerton and has served as Planning Director for
several cities, including San Fernando, Brea and Winslow, Arizona. PMC understands
that the City needs a level of stability and continuity and is willing to make Mr. Canchola
available to the City full-time at a reduced rate. In addition to providing Mr. Canchola
until a new Director is hired, PMC has indicated that they will continue to provide the
same personnel that have been assigned to the City for the past few months through
the end of the calendar year. PMC is proposing a budget of$75,000 for these services.
FISCAL IMPACT:
The cost to provide the ongoing planning and environmental services is estimated at
$75,000 through the end of the calendar year. If approved, this will bring the total
contract sum with PMC to $233,700. It should be noted that much of this cost can be
City Council Staff Report
June 8, 2005 -- Page 3
Continuation of Contract Planning and Environmental Services
offset through salary savings from the vacant positions within the Department of
Planning Services and Department of Strategic Planning Services. In addition, staff is
in the process of creating a mechanism that will enable the Department to directly
charge an applicant for the cost of environmental planning services that are performed
by the contractor in conjunction with a specific project. This will further reduce the City's
overall cost under this agreement.
TrojL. Butzlaff � s lsint City Manager David H. Ready, City Mar3a�r
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Attackments:
1. Minute Order
2. Second Amendment to Agreement for Contract Services with Pacific Municipal Consultants
3. Budget Resolution
MINUTE ORDER NO.
APPROVING THE SECOND AMENDMENT TO THE
AGREEMENT FOR CONTRACT SERVICES WITH PACIFIC
MUNICIPAL CONSULTANTS
---------------
I HEREBY CERTIFY that this Minute Order, approving the Second 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 8ch day of June,
2005.
James Thompson
City Clerk
RESOLUTION NO.
OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,
CALIFORNIA,AMENDING THE BUDGET FOR THE 2004-05
FISCAL YEAR.
WHEREAS Resolution 20973 approving the budget forthe fiscal year 2004-05 was adopted
on June 9, 2004; and
WHEREAS the City Manager has recommended, and the City Council desires to approve,
certain amendments to said budget;
NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record
inter-fund cash transfers as required in accordance with this Resolution, and that Resolution
20973, adopting the budget for the 2004-05 fiscal year is hereby amended as follows:
SECTION 1. ADDITIONS
Fund Activity Account Amount
001 Contractual Services 4151-43200 $75,000
Purpose
SECTION 2. SOURCE
Fund Activity Account Amount
001 Fund Balance ($75,000)
Adopted this day of 12005,
AYES:
NOES:
ABSENT:
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
By
City Clerk City Manager
REVIEWED AND APPROVED
SECOND AMENDMENT TO AGREEMENT
FOR CONTRACT SERVICES WITH PACIFIC MUNICIPAL CONSULTANTS
This Second Amendment to the Consultant Services Agreement with Pacific Municipal
Consultants ('First Amendment" or "Amended Agreement") is inade and entered into this 8th day
of June, 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. City continues to experience record levels of development activity resulting in a high
demand for plamring services.
D. City does not currently have adequate personnel resources to keep up with the higher
demand for plamring services forcing many development applications to be delayed.
E. City wants to minimize the delay in processing development applications and the
inconvenience it causes the development community.
F. 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.
G. City does not have the staffing or expertise necessary to adequately process these special
projects.
H. Contractor has agreed to continue to provide additional staff support for planning and
environmental services at the hourly rates established in their proposal dated January 26`"
2005.
I. City and Contractor desire to again amend the Agreement for the purpose of extending
the tern 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. In 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 Two
Hundred and Thirty Three Thousand Seven Hundred Dollars ($233,700)
("Contract Sum").
3. Section 5.0 "Tenn"is amended as follows:
5.1 Tenn. Unless earlier terminated in accordance with Section 5.2 below,
this Agreement shall commence on December 6, 2004 and continue in fall
force until December 31, 2005.
4. Except as expressly provided herein, all other terms and conditions of the
Agreement shall remain in fall 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 the following services:
• Provide staff support to assist in the processing of various development
applications including but not limited to: Conditional Use Permits, Land Use
Permits, Design Review applications and other development applications. At a
minimum, Contractor agrees to provide a senior level planner to serve as Interim
Director of Plan ling Services until such a time as the City retains a permanent
replacement. The Interim Director of Planning Services will manage the City's
Planning Department, including both City and contract planning staff. Unless
otherwise arranged in advance, the Interim Director shall be present in the City's
Planning Department during regular business hours each week and shall attend
the following regularly scheduled meetings:
Development Committee Meetings—Every Tuesday from 3 p.m. to 5:00 p.m.
Planning Commission —Meets in regular or study session every Wednesday at
1:30 p.m.
City Council—Meets in regular or study session every Wednesday at 6:00 p.m.
When requested by the City's Contract Officer, the Interim Director shall attend
Closed Session meetings (Wednesday at 5:00 p.m.).
The following employee of Contractor is hereby designated as the Interim
Director of Planning Services under this Agreement and is authorized to act on
Contractor's behalf with respect to the work specified herein and make all
decisions in connection therewith:
Nonn Canchola
It is expressly understood that the experience, knowledge, capability and
reputation of the foregoing employee was a substantial inducement for City to
enter into this Agreement. A copy of Mr. Canchola's resume is attached and
incorporated herein by this reference. Therefore, the foregoing employee shall be
responsible during the term of this Agreement for directing all activities of
Contractor and devoting sufficient time to personally supervise the services
hereunder. For purposes of this Agreement, the foregoing employee may not be
replaced nor may their responsibilities be substantially reduced by Contractor
without the express written approval of City.
• hr addition to providing the foregoing individual to serve as Interim Director of
Planning Services, Contractor agrees to assign one (1) senior level plainer and
one (1) associate level plainer to the City on a full-time 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.
• 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 Envirorunental 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 an 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 from City.
CONTRACTOR SCHEDULE OF RATES
Position Employee Hourly Rate
Senior Associate Gary Wayne, Eric Norris,
Joyce Hunting, Patrick Angell $120 per hour
Senior Planner Norm Canchola, Kevin Grant,
Rich Galvin, John Nadolski $100 per hour
Associate Planner Melanie Halajian, Joe Prutch $85 per hour
Norm Canchola
PO Box 0297, Wrightwood, CA 92397
(909) 210-9700
norm37002002@yahoo.com
Summary of Qualifications
Administrative Services Manager, a professional manager with over fifteen years
experience in city planning administration, project management and code enforcement.
Directed Planning, Building and Safety, Engineering, Human Services and
Parks and Recreation Departments.
A leader in the community and an effective catalyst in team environments;
promotes collaboration and teamwork.
Developed department strategic plan and coordinated implementation with
Multi-functional departments.
Effective liaison and negotiator between governnnent and private sector,
business community and general public, including public relations and
fiduciary responsibilities.
Accomplishments
Produced$2 million tax revenue through development of large shopping mall,
Industrial park and Professional development zone.
Managed a staff of six specialists to coordinate forty-five neighborhoods and specific
projects to upgrade old communities; involving housing rehabilitation,infill housing,
tenant awareness, property management, graffiti removal and community policing.
Administered entitlement process for residential and commercial projects in the
Inland Empire; 7,500 dwelling units and 200 acres of industrial development.
Instrumental in the General Plan and new zoning ordinance, budget, bid specification
And construction of a new City Jail.
Professional Experience
Pacific Municipal Consultant, San Diego, California, 2005 - to present
Consultant for public agencies must establish efficient and effective management
programs to respond to fluctuating workloads and local priorities.
Norm Canchola
Precious Moments, Wrightwood, California, 1996 - to present
CEO, manage all aspects of business. Photographic business, landscaping, portraiture
and family portraiture.
County of Riverside, Murrieta, California, 2004 -2005
Land Use, processing development in the County of Riverside, including zoning, uses,
building permits and variance and other application.
City of Winslow, Winslow, Arizona, 1998 -1999
Economic Development & Community Services Director managed all economic activities
for the City; including Planning, Building and Safety, Code Enforcement, Parks and
Recreation and the Library.
City of Santa Ana, Santa Ana, California, 1991-1996
Neighborhood Coordinator managed a staff responsible for various programs to upgrade
old neighborhoods.
Homestead Land Development Corporation, Corona, California
Project Manager/Planner, managed budget, contracts and administration on consultant
contracts for plarming, engineering and landscaping. Negotiated project development
agreements with the city, county, school district and interested parties.
City of San Fernando, San Fernando, California, 1983-1989
Planning Director managed all city plamiing, code enforcement and building and safety
activities. Negotiated project development agreements and acted as liaison with the City
Council, Agency, and Planning Commission.
City of Brea, Brea, California, 1980-1983
Senior Planner/Community Development Director managed Plamzing, Building and
Safety, Engineering, Human Services and Parks and Recreation departments.
Coordinated all grant applications for funding sources.
County of Orange, Santa Ana, California, 1974-1980
Planner, reviewed, development proposals emphasizing design and plan compliance.
Interpreted ordinances investigated complaints and issued permits.
Education
BA Geography/Planning, California State University, Fullerton, California
AA, Pre-Dental and Pre-Engineering, Fullerton College