HomeMy WebLinkAbout06 - CC-5 - Exhibit A - 4/1/2014EXHIBIT A
ldovember 6.20 i 3
Gary Armstrong. Development Services Director
City of Costa Mesa
77 Fay Drive
Costa Mesa, Caliiomia 92628-12f70
Transmittal Via Email: GARY,ARMSTRONGOcostamesoca.gov
Subject: Statement of Qualifications for Planning Consulting Services
Dear Mr. AnTistrong:
Thank you for this opportunity to submit our response to the City of Costa Mesa's request to provide
planning consultant services at the SeNoUPrincipol leve[ planner. We understand the City has a need
for a full-time, senior/principal level staffing immediately. Our firm specializes in providing these services
to public agencies in California. We have professional staff available to assist the City of Costa Mesa in
a timely, professional and experienced manner. Given our expertise and background, we login work
immediately and we exc66d the expectations of our clients.
Introduction to the Firm:
The lslley Planning Group is a full service, professional consulting firm providing land use, building,
economic development and environmental services to cities throughout CaCfemia. Our mission is to
provide outstanding, quality service to the clients and communities we serve and ensure we add
value and make a positive impression with each assignment_ Our corporate office is located in the
City of Merton, Our President, Jennifer Lilley, AICP. has been a professional planner for over twenty-
four years and has focused the lost twenty yevrs of her Career assisting cities with their service needs
by providing, overseeing and managing contract services. In addition to Jennifer's experience we
have brought together a talented team to assist our clients and build the strength of resources and
skills our firm has to offer.
Statement of Qualifications:
We have assembled a team of experienced professionals with a tong history of providing high qual'it'y
contract services to public agencies. This gives our team a unique and thorough understanding of
the processes we will be implementing and the challenges faced in city departments. Our services
include all functions of a community development department -including:
Gathering, analyzing, and interpreting data related to local social, economic. population,
and land use trends:
Preparing written reports on various moderately complex planning matters and elements of
the comprehensive city plan,
• Assisting In the preparation of graphic materials concerned with pianriing problems and
elements of the comprehensive plan:
Preparing information and providing assistance to govemmental agencies and individual
cit¢ens on matters relating to property use regulations and other functions of pianning;
• Preparing graphic presentations and comprehensive reports on community characteristics as
related to zoning problems
■ Processing details of zoning and subdivision ordinances;
• Conducting or participating in special studies of land use, and land economics, and other
factors relating to zoning and current planning problems; and
• Performing related work as required.
I will be the project manager and ensure you receive the highest level of service and projects run
smoothly and stay on schedule_ I would Ike to introduce you to Mr. Jerry Guarracino. M% Guarrocino
has more than 25 years of experience providing current and long-range planning services to public
agencies. He is skilled in entitlement processing, project management. CEGA. plan review, zoning text
amendments and preparing professionol reports. He has an outstanding reputation for providing
excepiionaf service to the public and is a great addition to every agency he serves.
Our company is dedicated to adapting our services to your organization to gest suit your needs, meet
your standards and provide services that seamlessly fit inio your process. We appreciate your time in
reviewing our qualifications and fees. We are confident you will find aur copabiiifses, technical
expertise, and staff will add value to your team. I look forward to the opportunity to speak with you
about our services and the needs you anticipate immediately or in the future.
Sincerely.
Jennifer A. Lilley, AICD
President
Lilley Planning Group, Inc.
138 W Amerige
Fullerton. California 92832
www.lilleypianning.com
Company Profile
The Lilley Planning Group is a full service, professional planning firm providing land use,
environmental and on-site planning consulting exclusively to public agencies throughout
California. Our mission is to provide outstanding. quality service to the crents and the
communities we serve and ensure that we add value and make a positive impression With
each assignment.
Jennifer Lilley. AICD. President of the firm, has been a professional planner for over twenty-
four years and has focused the last twenty years of her career assisting more than 50
agencies with their planning needs. Because of our extensive experience and exclusive
dedication: to provide planning staff to public. agencies, Tilley Planning is uniquely qualified
to provide on-call services. We have assembled a team of experienced professionals to
deliver high quality contract services. Ail of our staff has professional planning experience in
the public sector, giving them a unique and thorough understanding of the processes we will
be implementing and the challenges faced in city planning departments.
We have a proven track record providing professionals that hove the technical competency
to meet the requested services of our clients as well as the ability to fit into the organization
that they are assigned. We believe you will find that we employ highly qualified and
experienced professionals whose skiils, qualifications and previous responsibilities are a s#rang
match to the needs of ony agency. We do this by employing the fallowing practices:
m Our clients have the opportunity to interview our sfaff before they are assigned.
0 Our planners have experience working for public agencies prior to working with us.
The Lilley Planning Group knows that our reputation is our most valuable asset. To
protect it we do not over commit our staff and we only commit to work that our staff
has the qualifications to perform.
stacearent pave1
it Our staff maintains their professional development and we provide extensive training
in project management, land use law. CEQA, writing and public presentations sUls.
® We maintain regular office hours to be accessible and available when needed.
We consistently meet departmental standards including; deadlines, duality of work
products, courtesy and accessibility, accuracy of reports and information given to
the public, and responsiveness by gaining a firm understanding of expectations and
maintaining consistent communication with our clients.
The Lilley Planning Group is committed to providing planning services that are cost
effective while maintaining productivity standards.
Added benefit of using the Lilley Planning Group:
Our firm only bills for the tune our staff spends doing the work of the city. We do not
ball you for invoice preparation, supervision or training of our team, travel, our
administrative functions or our internal management.
We do not charge our clients for commuting, clerical service. resolving issues or
meeting to discuss assignments with our Contract Manager.
° Our invoices wilt provide for you a review of the case history, summary of the total
amount of time and cast incurred and the remaining funds available on account to
keep applicants and city staff apprised of the status of each project.
® We meet all deadlines and standards of quality for the client.
Our staff integrates seamlessly into department operations.
We effectively contain consulting costs and provide billing support for the city's cost
recovery system.
t- we have established excellent customer relations on behalf of the city with citizens and
applicants.
0 We work po ensure we never have even the appearance of conflicts of interest.
Stacerrenr of Quakificat-ions page
services
Planning Services: we provide on -tail staff on an as -needed basis to public agent=.es. We
employ journey level experienced assistant, associate and senior level staff avc(iloble for
part-time and/or full-time work. We also have seasoned professionals avallobte to provide
interim management for planning, community development or city management
assignments. Car staff is experienced with both advanced and current panning
assignments. We offer environmental analysis, review, documentation and management.
We manage cases and conduct all levels of review from field inspections, plan analysis,
production of reports and resolutions, develop recommendations and supporting findings for
action by staff or city officials. We provide entMement processing for conditional use
permits, site development permits, subdivision maps, sign programs, varionces and other
discretionary and administrative applications. we are skriled at working with applicants to
help them find solutions to meet the code or conform to design guidelines or other special
policies. We approach this work by-
* Reviewing and processing all aspects of current planning applications
Advising and assisting the public and other City departments
Assisting with issues and problems for projects
Assisting with establishing General Plan goals, policies and implementorion programs
Reviewing. analyzing and coordinating related planning activities
6 Preparing written staff reports for consideration by the Commissions and City Council
A Managing ap aspects of assigned projects including noticing and CEQA
® Conducting research and special studies
Prepare zoning code amendments, General Pian updates and other policy
documents as necessary, including research and public workshops
g Attend and make presentations to the Planning Commission and/or City Council and
respond to questions as requested
Provide guidance and oversight to City Planning staff.
SteteM.'3_1 Of Quazificationa page3
1, We offer interns to assist cities at no charge and with our supervision.
Bultding Urv€ces: We offer our clients full building department. plan check and inspection
services including:
a Department Counter Services: our staff offer customer oriented assistance to the
general public with filing applications and submitting necessary documents for all
building department services and permits, to ensure compliance with applicable
laws, codes and ordinances. We work with the pubic to help them with their
requests, solve issues and find appropriate options where possible.
Plan Check Services: we have capable and knowledgeable professionals that
can censultcrhon with the public and contractors as needed to assist in the
design process. Plan checking is completed in a professional, efficient, and
accurate manner and accordance with all state and federal regulations, as well
as codes and ordinances adopted by City.
Inspections: our field teams is knowledgeable with what it takes to review the
work in the field for compliance with approved plans, as well as ali federal, state
and local codes, ordinances or regulations. We represent the City and ensure
that we are customer friendly and compliance based. Problem salving and
creatine where possible and professional and approachable at all times.
Review of Documents: all certifications, test reports, manufacturers'
specifications, surveys and any other applicable documents will be collected,
reviewed and utilized to assure the proper use of methods and materials during
the construction process will be ensured through our team. We take steps to
properly record our findings and maintain records for future information.
Record Keeping: pian and permit files will be maintained in an organized and
accessible manner. Ail original plans and permit records will be kept in City offices
at all time and logs and communication is maintained to ensure that other staff
has the ability to find necessary documents in our absence.
5�arerrent O. page 4
Interlacing with Other Agencies: our team has strong relationships in the industry
and offer our clients predictive interface with other agencies to obtain approvals
prior to issuance of permits when it is determined that the scope of worts
proposed faits in part within the jurisdiction of other agencies.
Public Relations/City Representations; we take great pride in representing our
clients. All interaction with the public and any other public agency will be
provided with professionalism and in a manner that best represents your agency.
Our staff ensure that all technical interpretations are made in a professional and
courteous manner, whether in the office, field, or at public hearings.
Code Compliance/Enforcement Services: our professional staff has worked in municipal
government throughout the State of Caliromio for many years. We have the ability to come
into your organization and make interpretations, findings and assessments for code
compliance cases. Some of our clients are very proactive when it comes to enforcement
and some prefer to take a more reactive approach. Our team is familiar with the steps,
process and approach in either case. They will warts to ensure the issues ase addressed in a
professional manner, with respectful and productive tools to achieve the best results. Any
written communications will take the torte and style of your organization to reflect the
intention of the organization. We use clear language that is information and heipfui while
including code references to provide context and clarification where appropriate. Our
team has provided field inspections. meetings and site visits for many years on complex and
simple code issues and we work to resolve the matter in a timely and productive manner.
Finally, we ensure that proper and accurate records are kept consistently and
comprehensively throughout all cases. This ensures that there are appropriate means to
follow the process. understand alt the steps that have been taken and provide the
necessary follow up along the way. we are comfortable working with other city
departments including: planning, building, engineering, fire, police, finance, city atiomey or
the City manager's office when necessary to bring all the right people into the matter to
Statement of Qualifications pages
ensure a complete resolution is found.
Environmental Review: we prepare initial studies, negative declarations, environmental
impact reports and mitigation monitoring programs. We provide peer review of other
agency documents and prepare responses to comments and conduct scoping meetings
with the public and stakeholder groups.
Project Management- we proactively manage our caseload to ensure that all deadlines are
kept and projects stay on schedule. We coordinate with various city departments for
comments and build relationships with department representatives to ensure good
communication and coordination is maintained throughout the fife of each project. We
ensure that ail files and pians are kept in your offices. We create a tracking log so that
anyone in the city can identify where a case is in the process and what deadlines and next
steps are necessary. We also ensure that we keep an accurate log of communications with
the applicants so that we have backup if there is a question on information provided.
Customer Service: our staff sees this as their top priority. We take responsibility for each
visitor to City Hall and take pleasure in ensuring that they have the information they need.
Our team compiles a procedure handbook for each city we serve so that we have the
ability to know special policies, processes and responses to inquiries at a glance. These
handbooks are provided for each of our clients so they have them as a resource for new
staff in the future as well.
5pecfatized Expertise: we after a highly capable team of professionals that are speciarists in
grant writing, design review, housing and CDBG program odministrotion, building plan
review, engineering services, redevelopment staffing, meeting transcription, administrative
support, historic preservation and architectural review.
Statement of pageb
Professranat DevelopmW Training: We believe that professional development is a high
priority and are oWays looking for opportunities to contribute to the professional growth and
development of others. Our firm has taken hest practices that are in use throughout the
industry and have developed a series of training programs that are geared to the public
sector. As on added value to the clients that we serve we offer one free training for staff
and/or planning commissioners annually at no charge. We provide the handouts,
curr culurn, presentation materials and even participation prizes at no additional cost to our
clients. We believe this is a service that we can provide to add value to the organizations
that we have the privilege of serving.
We use fresh, interactive. engaging methods of training and offer hands on experience with
the topics covered. Our trainings are relevant and interesting so that participants walk away
prepared and with the skis they need to be successful. Some of the topics that we have
developed include:
Customer Service
Improving Public Speaking/Presentation Skills
° Fine Tuning and Improving Report Wriiing
Conflict Management and Dispute Resolution
New Commissioner/Councilmember Training
Ethics
EffectlNe Negotiating Techniques and Tools
Goal Setting
Creating an Effective Public Outreach
Becoming an Outstanding Project/Case Manager
Dealing with Difficult People
ssatemen" Q. 0sailfications page?
Facilifation/Pvb1c Oufreacla we have provided facilitation and public outreach to many
different groups throughout California and share with our clients the tools and techniques
that are most effective. We enjoy working with people and we see the public as a useful
resource and not a barrier to the public process. As a facilitator, we are neutral and our role
Is to lead the discussion, to listen to input and €eam from the experts, the citizens. Our goal as
the facifitctor Is to spend more time listening and less time talking_ The Lilley Planning Group
has trained and experienced professional facilitators on our team that are available to help
your community with public outreach efforts of any kind. We have provided this service for
small groups dealing with neighborhood Issues to large visioning efforts with more than 500
participants.
We have provided recent facilitation and training services to the County of Sonoma, City of
Citrus Heights, City of Fullerton, City of Ventura, City of Anaheim, County of Ventura - Harbor
Commission, Pasadena Heritage, Pasadena Pfayhouse District Association, Country of Los
Angeles Bike Coalition. City of Glendale, and City of San Gabriel. The following is an
overview of the services we offer as part of our public outreach efforts:
* Planning and preparing for community meetings;
m Developing materials, agenda, scripts, guidelines for participants and staff,
presentation toots and time blocking of the event;
Holding and leading team meetings to ensure that all steps have been considered
and the event is well thought through and the program is thoroughly developed;
Training other facilitators and conducting walk through and MBA's on the agenda
and the recording steps if necessary;
Q Room set-up and preparation to ensure that all accommodations have been
considered, that the room is conducive to the audience that is expected and that
the audio and visual needs have been addressed;
Guiding participants through interactive agendas and meeting materials;
Leading keypad poling and respond to technical issues and other changes in real
time;
Providing problem solving and feedback to all team members including technical
support, facilitators and recorders throughout the event;
�, statemenr of Quaiif cations vage8
5olicifing 'feedback from table porticipants and clarifying with there to ensure we
have captured their feedback,
Conducting follow up evaluation meefings to review progress and make adjustments
prior to next steps;
Preparing Mow up moteriais and conducting debrief following the event; and
Preparing summary reports and recommendations.
Of Qualifications page 9
REFERENCES
The following are same of the public agencies we have provided services for over the last
year. Additional references can be provided upon request. We have maintained a solid
reputafion for providing outstanding service with all the clients we have served. We are
proud of the relctionships that we have built.
Service: On -Call Planning Services -rPtanning
Cityn Viejo
Customer Service, Discretionary Caseer
Management.
ager
949-470-3024
200 Civic Center
Mission Viejo, CA 92691
elister@cityofmbsionviejo.org
Service: Ori -Call Planning Services -
City of West Hollywood
Discretionary Case Management,
Mr. John Keho
Environmental Documentation, Project
Planning Manager
Management, Special Projects.
323848.6393
8300 Santa Monica Boulevard
West Hollywood, CA 90069
jkeho@weho.org
Service: On -Call Planning Services -
City of Bevedy Hills
Discrellonory Case Management.
Mr. Jonathan fait
Environmental Documentation, Project
Planning Manager
Management, Special Projects.
310-285-1118
455 North Rexford Drfve
Beverly Fulls, CA 90210
ilo it4beverlyhilis. org
Service: On -Call Staffing, Policy Document
City of Villo Paris
Preparation, Project Management, Zoning
Mr. Jarod Hildenbrand
Code/General Plan Preparation, Facilitation
City Manager
Services - Facilitation, Recornmendotions.
714.998.1500
17855 Sonticgo Boulevard
\Mo Park, CA 92861
j hildenbfand@Vtllopark.org
Service: On -Call Planning Services, Project
City of Orange
Monagernent, CEQA. Special Projects_
Ms. Alice Angus
Community Development Director
714-744-7242
300 East Chapman Avenue
Orange, CA 92866
aangu s@cityoforange.org
Service: Ori -Cali Services.
City of OceansWe
Mr. Richard Greenbauer
Senior Planner
760-4335.3519
300 North Coast Highway
Oceanside, CA
yeenbouer@r-Loceanside.ca.us
statement of Ouallficazions Aageto
... Statement of Qualifications pags II
Service., On -Coli Services. Policy Document
City of San Gabriel
Preparation, Project Management, ironing
Mr. Steven Preston. FAiCP
Code/General Plan Consistency Study,
City Manager
Facilitation Services - Strategic Planning,
626.308.2806
Recommendations
425 Mission Avenue
Scan Gabriel. CA 91776
5preston*sgch.org
Service: On -Call Planning Services -
City of Brea
Customer Service, Discretionary Case
Mr. David Crabtree, AICP
Management and Other Related Services.
Deputy Development Services Director/
City Planner
714,990,7674
One Civic Center Circle
Brea, CA 92821
cIcrabtree@cI.breo.co.us
Services: On -Call Services, Special Studies,
City of Lake Forest - Redevelopment Agency
Design Guidel nes and Conformance Policies
Mr. David Belmer
Assistant City Manager
949.451,3567
25550 Commercentre Drive Suite 100
Lake Forest, CA 92630
db etmer@llrakefore stca _gov
Services: On -Call Services.
City of Lake Forest - Dev. SerAceS Department
Ms. Gayle Ackerman
Director
949.461.3500
25550 Commercentre Drive Suite 100
Lake Forest. CA 92630
ga ckerma n@la keforestc a.gov
... Statement of Qualifications pags II