HomeMy WebLinkAbout11 - CC-11 - Professional Services Contract for Plann - 7/5/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: JULY 5, 2016
ITEM NUMBER: CC -1 1
SUBJECT: PROFESSIONAL SERVICES CONTRACT FOR PLANNING CONSULTANTS
DATE: JUNE 24, 2016
FROM: DEVELOPMENT SERVICES DEPARTMENT
PRESENTATION BY: GARY ARMSTRONG, DIRECTOR OF ECONOMIC & DEVELOPMENT
SERVICES/DEPUTY CEO
FOR FURTHER INFORMATION CONTACT: KATIE.ANGEL, MANAGEMENT ANALYST
katie.angel@costamesaca.gov
RECOMMENDATION
1. Approve the Professional Services Agreement with Kimley-Horn, not to exceed
$199,000; and
2. Authorize the City Chief Executive Officer to sign the attached Amendment One with
Kimley-Horn and Associates.
BACKGROUND
On October 18, 2015, the City of Costa Mesa issued a request for proposal for a Planning
Consultant to work under the direction of the Development Services Director to plan,
organize, direct, review, and coordinate the work of the Community Improvement
Division within the Development Services Department; to assist in the coordination,
implementation and monitoring of community improvement programs; to report to
management, governing bodies and community groups; and to do other work as
required. Current ongoing programs include the Group Home Enforcement Program,
Hotel/Motel Enforcement Program, and Neighborhood Stabilization Program.
On May 19, 2016, the City entered into a Professional Services Agreement (PSA) with
Kimley-Horn in an amount not to exceed $49,999. There is currently one vacant
Assistant Director position in the Development Services Department. Pursuant to the
PSA with Kimley-Horn, Sherri Vander Dussen, a consultant at the firm, is currently
fulfilling the duties and responsibilities of that position until a permanent Assistant
Director can be recruited by the City.
ANALYSIS
Following the adoption of Ordinance 15-11 by the City Council on November 17, 2015,
Development Services has received a large volume of land -use applications to operate
group homes or residential care facilities in multifamily residential zones, including 32
Conditional Use Permit (CUP) applications and 5 Special Use Permits (SUP).
Additionally, CUP and SUP applicants have submitted reasonable accommodation
requests for 20 facilities and have subsequently filed 19 appeals for reasonable
accommodation determinations. Those appeals must be heard by the Planning
Commission.
Key components of the Interim Assistant Director's scope of work include the
supervision and preparation of a variety of comprehensive plans, complex research
studies, statistics, and reports for written and verbal presentation necessary for
Planning Commission hearings of CUP application requests and appeals of
Reasonable Accommodation determinations.
Additional components of the Interim Director's scope of work include:
• Work with Code Enforcement on the enforcement and abatement efforts related
to the R1 Group Home Ordinance 14-13 (there are currently 25 pending SUP
applications in the R1 Single Family Residential Zone).
• Work with local and state agencies to recognize our Ordinances and cooperate
with the City in their respective implementation.
• Coordinate with the City Attorney's Office in responding to Group Home litigation
and Requests for Accommodations, Directors Hearings, and other legal aspects
of Ordinance implementation.
• Coordinate with City Attorney's Office related to the Motel Long Term Stay
Ordinance litigation, and ongoing Motel Inspections by the Fire Department.
• Make presentations to the Public, Elected, and Appointed Officials on the status
of Group Home and other Community Improvement activities.
• Coordinate with Code Enforcement on preparation of a "Dilapidated Apartment"
Ordinance and work with Apartment Owners on standards for apartments in the
city.
• Assist the city's Homeless efforts.
• Coordinate with other Divisions in the Development Services Department on
Community Improvement activities as necessary
• Provide leadership on other Community Improvement issues as assigned by the
City Council and City CEO>
Based on current staffing needs, workload, and increase in projects, staff believes that
planning consultant assistance is essential to functions of the Development Services
Department. Attached is the Amendment One to the Professional Services Agreement
(PSA) with Kimley-Horn to maintain Ms. Vander Dussen as the interim Assistant
Development Services Director and for additional support staff to provide professional
services until a permanent Assistant Development Services Director can be hired by the
City.
FISCAL ANALYSIS
Amendment One to the existing PSA is being funded through the City's contingency fund
for FY 16/17. Consequently, any expenditures in excess of existing approvals will be
required to be pre -authorized with total expenditures not to exceed the approved cap.
LEGAL ANALYSIS
There is no adverse legal impact anticipated by the Council's taking the recommended
action(s), based upon the documents and information provided to this office.
CONCLUSION
Due to the current vacancy and large increase in land use permits and related activity
pertaining to group homes and residential care facilities, staff is seeking authorization to
amend the PSA with Kimley-Horn and Associates.
GARY ARMSTRONG STEPHEN DUNIVENT
Director of Economic & Development Interim Finance Director
Services/Deputy CEO
Attachment A: Kimley-Horn and Associates Amendment
Attachment B: One Purchase Requisition
ATTACHMENT 1
AMENDMENT NUMBER ONE
TO PROFESSIONAL SERVICES AGREEMENT
WITH KIMLEY-HORN AND ASSOCIATES, INC.
This Amendment is made and entered into this of June, 2016, ("Effective Date") by
and between the CITY OF COSTA MESA, municipal corporation ("City") and KIMLEY-HORN
AND ASSOCIATES, INC., a North Carolina corporation registered to do business in California
("Consultant").
WHEREAS, Consultant and City entered into an agreement on April 22, 2016, (the
"Agreement") for Consultant to provide services more fully described in City's Fast Track RFP
attached as Exhibit "A" and Consultant's responsive Proposal attached as Exhibit "B"; and
WHEREAS, Consultant and City desire to amend the Agreement to adjust the amount of
compensation from the existing compensation limit of Forty Nine Thousand Nine Hundred and
Ninety Nine Dollars ($49,999.00), to a not -to -exceed amount of One Hundred Ninety Nine
Thousand Nine Hundred and Ninety Nine Dollars ($199,999.00).
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the Parties agree as follows:
Section 2.1, Compensation, shall be amended to read, "As compensation for the
provision of services outlined in Exhibit "A" and "B" in accordance with this
agreement, Consultant shall be paid in accordance with the fee schedule set
forth in Exhibit "C," attached hereto and incorporated by reference. Consultant's
total compensation shall not exceed One Hundred Ninety Nine Thousand Nine
Hundred and Ninety Nine Dollars ($199,999.00).
2. All terms not herein defined shall have the same meaning and use as set forth in
the Agreement.
3. All other terms, conditions, and provisions of the successor Agreements not in
conflict with this Amendment, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their respective authorized officers, as of the date first above written.
CITY OF COSTA MESA,
A municipal corporation
Chief Executive Officer
Gary Armstrong, Development Services Director
Date:
Date:
Date:
Kimley Horn - Amendment One
Interim Finance Director
CONSULTANT
Date:
Signature
Name and Title
Social Security or Taxpayer ID Number
APPROVED AS TO FORM:
Date:
City Attorney
APPROVED AS TO INSURANCE:
Date:
Risk Management
APPROVED AS TO CONTENT:
Date:
Project Manager
ATTEST:
City Clerk and ex -officio Clerk
Of the City of Costa Mesa
Kimley Horn - Amendment One
,k 6
ATTACHMENT 2
CITY OF COSTA MESA, CALIFORNIA
Ir
Purchase Requisition
❑ Purchase Order ❑Change Order . Amendment
(Leave Blank for Time
Stam
Purchase Order
Number
(Assigned by Purchasing)
Business Unit: City Date Requisitioned: 06/24/16
Department: Development Services Division: Community
Improvement
Ship To Address: 77 Fair Drive, CM 92626
Contact Person: Silvia Kennerson Phone Number: 5023
Send Copy of P.O. to: ® Contact Person and / or Gary Armstrong
® Request is for Budgeted item(s)
❑ Request is for UNBUDGETED item(s)-(Memo Attached)
❑ Item(s) Pending Budget Amendment Request #_
❑ Requesting Sole Source (Justification Form Attached)
❑ Fixed Asset Tag Request
Item
No.
Qty Unit
Items (Give Full Description: Size, Catalog No. Etc.)
Unit Price
Estimated
Amount
1
1
Amendment One 1 to the Existing Professional Services Agreement
$150,000
Confrmed By:
Between the City of Costa Mesa and Kimle -Horn and Associates
Add $150,000 From the City's Contingency Fund for FY16/17;
Not to Exceed $199,999.00
If additional lines are needed, please attach a second sheet. Sales Tax (8.00%):
Const./Prof. Svs. Agmt. Completion Date: 04/21/17 Include Shipping Fee:
Insurance Required: ® Yes (Certificate attached) ❑ No Estimated Total Cost:
$0.00
$0.00
$150,000.00
Item #
Account
Fund
Dept./Org.
Program
Project
Amount
(°$ytaC7 a+
Total: $150,000.00
Suggested Vendor: Kimlev-Horn
Address: 765 The Citv Dr Suite 200
City, State, Zip Code: Orange, CA 92868
Phone: 714-939-1030 Fax: 714-936-9488
Contact Person/Email: Serine Ciandella
Seri ne.0land elIa(aKlmley-Horn.com
Proper approvals are required before requisition
Ordered By: f� a
Departmen irector/f uthorized Signature
Approved By:
Director of Finance/Purchasing Officer
Approved By:
Chief Executive Officer (when required)
PURCHASING DIVISION USE ONLY
Vendor ID:
Buyer:
Insurance valid thru
Ship To/Location:
I Due Date:
Standard Comments: ACC -ALL - ARR -BLA- CON
-DCP- DIS - FCA -FCI- FIX- INS - IS - IST -ORG-QTR - REM - SUB -T&C
FINANCE DEPARTMENT USE ONLY
-
Available Appropriation: ❑ Yes ❑No
As of:
Confrmed By:
REV.2I29I1E