HomeMy WebLinkAbout2/18/2009 - STAFF REPORTS - 2.I. �°�PALMsA4
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Cq`IF°ea�P CITY COUNCIL STAFF REPORT
DATE: February 18, 2009 CONSENT
SUBJECT: APPROVAL OF CONTRACT AMENDMENT #1 WITH KAY HAZEN AND
COMPANY FOR SUSTAINABILITY MASTER PLAN OWNER'S
REPRESENTATIVE SERVICES AND INTERIM SUSTAINABILITY
STAFFING ASSISTANCE
FROM: David H. Ready, City Manager
SUMMARY
This action extends the availability of Kay Hazen and Company on an interim basis,
through May 2009, for additional sustainability services in relation to the Sustainability
Master Plan coordination, Sustainability Commission (formerly the RCC), the
Leadership Council, Eco-Tourism, Clean Tech Committee, etc.
RECOMMENDATION:
1) Authorize the City Manager to execute Amendment #1 with Kay Hazen and Co.,
in an amount not to exceed $20,000 through May 2009, for owner's
representative coordination services of the sustainability master plan process
and other sustainability programs and activities.
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In March 2008, during the City Council priority setting session, sustainability was
identified as one of five top priority issues for focused attention and action by the city.
Shortly thereafter, the City Council unanimously approved a set of "twenty" first steps
toward making Palm Springs a sustainable city.
While staff has already begun work on many of the identified first steps toward a
sustainable community, the step calling for development of an overall master plan for a
sustainable city required focused time, resources and community outreach, as well as
STEM NO. 2 •:r'
City Council Staff Report
February 18, 2009 -- Page 2
Kay Hazen and Company Contract Amendment
specialized in-depth knowledge and experience. Hence, Council had previously
approved a contract with Cogen, Owens, Cogen for the development of a City
Sustainability Master Plan, and the approval of a contract with Kay Hazen and
Company for owner representative services to coordinate the overall plan process.
As Ms. Hazen and Cogen, Owen, Cogen worked together through the early stages of
the Master Plan process, opportunities to reduce the City's project costs and expedite
delivery of the plan became apparent. Specifically, by utilizing Kay Hazen and
Company to perform several of the "local" tasks, in addition to coordinating the draft
report with staff and the Sustainability Commission, the City will realize a $30,000
savings from the Cogen, Owen, Cogen contract. Additionally, the plan will be ready for
Council's review at the March 25�h Council Meeting, compared to the original mid-to-late
April timeframe.
As part of the upcoming Sustainability Master Plan discussion, we will also recommend
to Council a Sustainability Office staffing plan. In the meantime, Kay Hazen and
Company will continue to provide interim staff assistance and coordination with a range
of sustainability efforts. The scope of the proposed Amendment is as follows:
• Working with the City sustainability master plan consultants, finalize the
sustainability master plan for review and consideration by staff, stakeholders
and City Council by April 2009.
• Coordinate preliminary implementation of the master plan during the
recruitment period for permanent sustainability staff member(s).
• Facilitate interaction with, and provide support for, Leadership Council
meetings and communications.
• As directed by the City Manager, provide analysis, oversight and/or
management of sustainability projects.
• Attend meetings and participate in teleconferences as needed.
• Provide review and comments on plans, documents and related material, as
required.
• Other related tasks as assigned
FISCAL IMPACT:
The $20,000 funding for the contract amendment will be paid with accrued savings from
the Cogen, Owens, Cogen contract, through the Sustainability Fund.
David H. Ready, Citager
Attachments: Scope of Services
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TO: David Ready, City Manager
FROM: Kay Hazen
DATE:February 5, 2009
RE: Consultant Engagement— Sustainability Support Services
PROPOSED SCOPE OF SERVICES
As the City Sustainability representative, the Consultant shall provide the following
services:
A. Working with the city sustainability master plan consultants, finalize the
sustainability master plan for review and consideration by April 2009.
B. Coordinate preliminary implementation of the master plan during the
recruitment period for permanent sustainability staffinember(s).
C. Facilitate interaction with and provide support for Leadership Council
meetings and communications.
D. Attend meetings and participate in teleconferences as needed.
E. Provide review and comment on phuis, documents and related material as
needed.
F. Other related tasks as assigned
FEES AND TERMS:
The proposed tern of this agreement is the four months February—May 2009.
$20,000 contract fee payable$5,000 per month upon receipt of invoices for Services
performed under this Agreement. Company shall reimburse Consultant for all reasonable
out-of-pocket expenses that Consultant actually incurs in the; course of performing
Services.
100 South Sunrise - Smite 296
Palm Springs, CA 92262
760-320-0165 phone 760-320-7054 fax w