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HomeMy WebLinkAbout2/16/2005 - STAFF REPORTS (22) DATE: February 16, 2005 TO: City Council FROM: Assistant City Manager - Administration SUBJECT: Request for Additional Contract Planning and Environmental Services RECOMMENDATION: It is recommended that the City Council approve the First Amendment to the Contract Services Agreement with Pacific Municipal Consultants for Additional Planning and Environmental Services. SUMMARY: The City's Planning Department is currently processing over 100 active development applications. These applications range in size and complexity from very small room additions and single-family residences to large, complicated development projects which take significant time and resources to process. Under normal circumstances, the volume and complexity of development activity currently 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 reached a critical point. In addition, the department is now involved in several special projects, including a comprehensive update to the City's General Plan, which have further drained resources. The lack of available resources has caused delays in processing applications and other problems. In order to better meet the needs of our customers, staff is recommending the retention of additional contract planning staff to assist with the processing of development applications, as well as to provide technical expertise on various special projects the department has undertaken. BACKGROUND: The Interim Director of Planning Services, Gary Wayne, has completed a comprehensive evaluation of the Planning Department's current workload, major planning projects already underway, potential improvements to the City's codes and procedures and the ability of the existing planning staff to meet these challenges. Based on this evaluation, Mr. Wayne is concerned that the department has insufficient resources to handle the significant volume of development activity that is currently being processed. In addition to the routine processing of development applications, the Planning Department is also involved in several special projects including the preparation of a comprehensive update to its General Plan and reviewing the Coachella Valley Multi-Species Habitat Conservation Plan. These projects are very complicated, time-consuming and require a level of expertise that exceeds the department's current ability. In light of the these issues, the City Manager's Office requested a proposal from Mr. Wayne's firm, Pacific Municipal Consultants (PMC), to provide additional staffing to help in the processing of development applications, as well as to provide professional expertise on the 1 —L—y A p t r various special projects the department is working on. PMC has submitted a proposal to provide assistance in the following areas: ■ On-going planning services including the processing of Conditional Use Permits, Design Review applications and other development applications; ■ Environmental planning, project management and lead agency compliance; ■ Staff assistance and technical oversight of the General Plan Update process; and ■ Technical review and analysis of the Coachella Valley Multi-Species Habitat Conservation Plan and associated environmental documentation. The personnel that PMC has proposed to perform these services are all seasoned planners or environmental experts with a minimum of five (5) years experience in their field of study. PMC proposes a straight cost-for-services compensation structure based on the following hourly rates: ■ Senior Associate -- $120 per hour ■ Senior Planner-- $100 per hour ■ Associate Planner-- $85 per hour Based on the current volume of development activity, staff believes that both a Senior and Associate Planner are needed on a full-time basis (40 hours per week) through the end of the fiscal year. Assuming there are 18 weeks remaining in the current fiscal year, it is estimated that a budget of$70,000 will be needed for general planning support. In addition to the budget for general planning support, staff is recommending that an additional $50,000 be allocated for technical assistance on special projects such as the General Plan Update, Multi- Species Habitat Plan, code review and environmental planning. The total budget needed for all services is $120,000. Since this was not a budgeted expense, a budget resolution will be necessary to appropriate the required funds from fund balance. Staff has prepared the attached First Amendment to the existing Contract Services Agreement with PMC. This amendment modifies several provisions of the existing agreement including the term, scope of services to be performed and the contract sum to reflect the additional budget that is needed. Staff is recommending approval of this amendment. Troy L. B zlaff, Assistant Ci anager- Administration APPROVED City Manager Attachments: 1. Minute Order 2. First Amendment to Contract Services Agreement(Under Separate Cover) 3. Budget Resolution (Under Separate Cover) 2 FIRST AMENDMENT TO AGREEMENT FOR CONTRACT SERVICES WITH PACIFIC MUNICIPAL CONSULTANTS This First Amendment to the Consultant Services Agreement with Pacific Municipal Consultants ("First Amendment" or "Amended Agreement") is made and entered into this 16`i' day of February, 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 Plamling Services ("Project") at a fixed monthly rate of $12,990 for a limited teen a not-to-exceed maximum cost of$38,700 ("Contract Sum") without the expressed written consent of City. B. City is experiencing record levels of development activity resulting in a high dernand for plamling services. C. City does not currently have adequate personnel resources to keep up with the higher demand for plamling services forcing many development applications to be delayed. D. City wants to minimize the delay in processing development applications and the inconvenience it causes the development community. E. City is also currently 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. F. City does not have the staffing or expertise necessary to adequatelyprocess these projects. J U� .� MPh177n �k i �2�fLL.S oz�mG��zao� G. Contractor has submitted a proposal dated January 26, 2005 to provide additional staff support for planning and environmental services. H. City and Contractor desire to amend the Agreement to modify the scope of services and increase 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 terms 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 marmer 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 One Hundred and Twenty Thousand Dollars ($120,000) ("Contract Sum"). 3. Section 5.0 "Tern" is amended as follows: 5.1 Term. Unless earlier terminated in accordance with Section 5.2 below, this Agreement shall commence on December 6, 2004 and continue in full force until June 30, 2005. 4. Except as expressly provided herein, all other tenns and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto executed this First 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 associate to serve as Interim Director of Planning 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 planting staff. Unless otherwise arranged in advance, the Interim Director shall be present in the City's Planning Department during regular business hours each week, Tuesday through Thursday, and shall attend the following regularly scheduled meetings: Development Committee Meetings—Every Tuesday from 9 a.m. to Noon 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 7:00 p.m. The Interim Director shall be available the remainder of the City's workweek via phone, fax and email. When requested by the City's Contract Officer, the Interim Director shall attend Closed Session meetings (Wednesday at 5:00 p.m.). Based on the qualifications information provided to the City by Contractor, the City approves the selection of Gary Wayne as Interim Director of Planning Services. Contractor shall not substitute other persomiel for Mr. Wayne unless approved in advance by City. • In addition to the senior associate, Contractor agrees to assign one (1) senior level planner and one(1) associate level planner to the City on a full-tine basis (40 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 Plarming 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 enviromnental planning, project management and lead agency compliance with the California Enviromnental 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 $120,000 without first obtaining the written permission from City. CONTRACTOR SCHEDULE OF RATES Position Employee Hourly Rate Senior Associate Gary Wayne, Eric Norris, $120 per hour Joyce Hunting, Patrick Angell Senior Planner Kevin Grant, Rich Galvin, John Nadolski $100 per hour Associate Planner Melanie Halajian, Cherie Danoff $8 5 per hour 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 for the 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 4151 43200 $120,000 General Planning Services Contractual Services Purpose To provide additional funds for contractual planning services. SECTION 2. SOURCE Fund Activity Account Amount 001 29301 $120,000 General Fund Balance Adopted this day of 2005. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED AND APPROVED s, MINUTE ORDER NO. APPROVING THE FIRST AMENDMENT TO THE CONTRACT SERVICES AGREEMENT WITH PACIFIC MUNICIPAL CONSULTANTS FOR ADDITIONAL PLANNING AND ENVIRONMENTAL SERVICES --------------- I HEREBY CERTIFY that this Minute Order, approving the First Amendment to the Contract Services Agreement with Pacific Municipal Consultants was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 16th day of February, 2005. JAMESTHOMPSON City Clerk 3