HomeMy WebLinkAbout2/20/2008 - STAFF REPORTS - 2.G. D� PALM S,e�
x iy
V N
e
City Council Staff Report
DATE: February 20, 2008 CONSENT AGENDA
SUBJECT: APPROVING AMENDMENT #1 TO A LETTER AGREEMENT WITH
HOGLE-IRELAND, INC. FOR THE CONTINUATION OF A CONTRACT
PLANNER'S SERVICES FROM OCTOBER 18, 2007 THRU FEBRUARY 8,
2008,
FROM: David H. Ready, City Manager
BY: Planning Services Department
SUMMARY:
Due to a staff shortage of three vacant positions in Planning Services, Planning Services
entered into a $23,400.00 Letter Agreement on August 17, 2007 with Hogle-Ireland, Inc.for
a Contract Planner to provide assistant planning services, staff report writing, plan reviews,
planning counter time, and to assist the Planning staff with various daily projects. At the end
of that Letter Agreement, additional planning services were required and were continued
until February 7, 2008 at the additional cost of $38,606.10 for a total Agreement of
$62,006.10.
RECOMMENDATION:
1) Approve Amendment #1 to Letter Agreement with Hogle-Ireland, Inc. for a
Contract Planner to assist the Planning Services Staff not to exceed
$62,006.10.
2) Authorize the City Manager to execute all necessary documents in a
form acceptable to the City Attorney.
STAFF ANALYSIS:
There was and is a staff shortage in the Planning Services Department: one Associate
Planner left the City in December 2007, another Associate Planner is only working 15 hours
per week due to a medical condition, one of the Planning Technicians left the City in
January, and another Planning Technician position is vacant. In order to provide and
Item 2 . G .
maintain good customer service, it was necessary to hire and continue the services of an
outside Contract Planner.
In the past, the City successfully contracted with Hogle-Ireland and has used the services of one
of their Associate Project Managers I. Staff is recommending that Hogle-Ireland Letter
Agreement be amended to cover the additional hours worked by the Contract Planner from
October 18, 2007 thru February 7, 2008,
FISCAL IMPACT:
The funds being saved in the Regular Employee account 001-4151-40000 by the vacant
positions will cover the cost of services that have been provided by this Contract Planner
and were budgeted for the fiscal year 2007/2008 Budget.
g Thomas J.Wilton,Assistant City Manager—
Direct of Planning ervi es Development Services
David H. Ready, Esq. Prr6
City Manager
Attachments:
1. Hogle-Ireland, Inc. Letter Agreement and Amendment 91
000002
AO�ppLMSA'P� City of Palm Springs
V �
* Department of Planning Services
3200 East Tahquitz Canyon Way • Palm Springs, CA 92202
cq�tena V. Tcl:760-323-5245 •F= 760,322.9360
February 21, 2008
Hogle-Ireland, Inc.
Attn: Ms. Pamela Steele
4280 Latham Street, Suite C
Riverside, CA 92501
RE: Amendment#1 - $38,606.10 to Letter Agreement of August 17, 2007 for
Associate Project Manager I —Chris Brown
Dear Ms. Steele:
This is Amendment #1 to the original Letter Agreement dated August 17 in the amount of $23,400.00
for the continuation of Contract Planner Chris Brown's services through February 7, 2008 under the
supervision of Edward Robertson, Principal Planner, and Craig Ewing, Director of Planning.
The term of this Amendment #1 was for a period from October 18, 2007 through February 7, 2008 for
an additional $38,606.10 (406.38 hours x $95/hr), for a total Letter Agreement of$62,006.10.
The City and Consultant both acknowledged their respective duties and responsibilities. As a condition
to this Agreement Amendment, Consultant maintained at all times through-out the entire term of the
Contract Planner's work the following policies of insurance:
a) General Liability Insurance: For all operations of the Consultant or any sub-contractor in per-
forming the work outlined herein, the Consultant shall obtain and maintain in full force and effect
a broad form comprehensive general liability (occurrence) policy with a minimum limit of One
Million Dollars ($1,000,000.) aggregate and One Million Dollars ($1,000,000.) per occurrence
for bodily injury and property damage. The insurance shall protect the contracted consultant
representatives and the City from any claim for damages for bodily injury, including accidental
death, as well as from any claim for property damage which may arise from operation performed
by the contracted consultant representative, its agents, employees, and/or sub-grantees.
Copies of policies or endorsements evidencing the required insurance coverage shall be filed
with the City Clerk and Planning Services Department prior to beginning work.
b) Business Automotive Insurances A policy of comprehensive business automobile liability
insurance written on a per occurrence basis with a single-limit liability in the amount of$500,000
bodily injury and property damage. Said policy shall include coverage for owned, non-owned,
leased, and hired cars.
Post Office Sox 2743 • Palm Springs, CA 92263-2743 • Web: www.palmsprings-ca.gov
OO ON
Hogle-Ireland, Inc. February21, 2008
Amendment#1 Letter Agreement for Contract Planner Page 2 of 2 pages
The contracted consultant representative performed all services required by as an independent
consultant engaged by the City and not as an officer or employee of the City, nor as a partner of or joint
venture with the City. In addition to the coverage described above, Contractor agreed to hold harmless,
indemnify, and defend City, its officers, employees, agents, representatives, and successors-in-interest
against any and all loss, damage, cost, or expenses which City, its officers, employees, agents,
representatives, and successors-in-interest may incur or be required to pay by reason of any injury or
property damage caused or incurred by Contractor, its employees, subcontractors, or agents in the
performance of this Letter Agreement and Amendment#1.
It was understood and agreed by the City that all staff assigned by Hogle-Ireland are Hogle-Ireland
employees. Hogle-Ireland does not use temporary workers, independent contractors, or consultants.
Hogle-Ireland has invested time and financial resources for recruiting, hiring, back-grounding, training,
and mentoring their employees. As a result, they are known for providing high quality planning staff.
Therefore, if at any time during a Hogle-Ireland employee's assignment at the City of Palm Springs, or
for a period of 90 days following the employee's last assignment day at the City, City hires a Hogle-
Ireland employee, then the City agreed to pay Hogle-Ireland as follows:
Project Technician $10,000.00 Assistant Project Manager 1 $11,000.00
Assistant Project Manager II $12,000.00 Associate Project Manager 1 $15,000.00
Associate Project Manager 11 $17,000,00 Senior Associate Project Manager $20,000.00
Project Manager $21,000.00 Senior Project Manager $25,000.00
Principal $30,000.00
These fees represent lost billing revenue, plus the costs for Hogle-Ireland to recruit, train, and reassign
new staff.
This Agreement Amendment #1 is acceptable to Hogle-Ireland, an authorized officer/representative of
Hogle-Ireland has affixed their signature in the space provided below, and returned the original to Craig
Ewing, Director of Planning Services, City of Palm Springs. A copy of this Amendment #1 to the Letter
Agreement has been provided to all parties.
DATED, this day of February, 2008, in the City of Palm Springs, California.
CITY OF PALM SPRINGS HOGLE-IRELAND, INC.
By
Craig A. Ewing, Director of Planning Authorized Representative
Title:
David H. Ready, City Manager
Post Office Box 2743 • Pabn Springs, CA 92263-2743 • Web: www.palmsprings-ca.gov
00000