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Home My WebLink About- - Additional Documents - 4/1/2014WARRANT INFORMATION April 1, 2014 Payment Date Remittance to: Remittance Payment Explanation of payment Ref. ID: Amount 0178675 /14/14 ASB Estancia Youth & 4953 $1,200.00 What is this for? Government Costa Mesa Foundation — This is a grant given to Estancia Youth & Government Club to be used to send students to the annual CA Mock Legislature and Court Program in Sacramento. 0178709 /14/14 Costa Mesa Community Run 21583 500.00 What is this for? Costa Mesa Foundation — Donation to Costa Mesa Community Run 2014. The foundation will be a sponsor for the run that benefits the schools in Costa Mesa besides being a well -attended community event. 0178720 /14/14 Effective Communications 22442 $99.00 What is this for? Inc. Human Resources - Personal cellphone policy raining on how to develop an airtight smartphone policy. 0178756 /14/14 Mr. Crane 22465 $848.00 Where is this for? Maintenance Services — Crane to relocate Fire Dept. #2 disaster relief bin and place new 40' storage container. 0178777 /14/14 SBSD EVOC training Center 17396 $2,080.00 What was this for? Fire Dept. driver training for eight employees on ambulance updates. 0178800 /14/14 West Coast Fence Co 21495 $13,712.00 What is this? Maintenance Services — Fire Station #2 Fence Improvements 0178892 /21/14 Republic Engines 3792 $1,647.21 What is this? Maintenance Services — Fleet Services Light tower generator parts. From: Corinne Stover Sent: Friday, March 28, 2014 5:15 PM To: BRUCE, MICHELLE Subject: RE: Committee Appointments Dear Michelle Bruce, With regrets, I must withdraw my name from candidacy for the Cultural Arts committee. Other family commitments have surfaced which I find take precedence over this service at this time. Please relay my regrets to the City and the City Clerk for the opportunity to engage in serving the city. I'm sure there are more citizens willing to step up. With regards, Corinne Stover From: ARMSTRONG, GARY Sent: Monday, March 31, 2014 10:02 AM To: HATCH, THOMAS; CITY COUNCIL Cc: SHELTON, KELLY; TOM DUARTE; GREEN, BRENDA; FRANCIS, RICK Subject: Question on Agenda; Consent Calendar Item 5; Lilley Planning Group Tom, I understand there was a question on the process we went through to obtain consulting assistance. Attached is an email to Lance Nakamoto dated 11 -1 - 13 that briefly describes this effort. Due to the urgency of the need I personally contacted several firms that I know provide interim staff services. Through the five firms listed in the attachment I interviewed twelve applicants in person and spoke to several others by telephone between mid-September, 2013 and early November 2013. 1 had second interviews with two candidates and chose the finalist, Jerry Guarracino, from that group. Mr. Guaracino is affiliated with the Lilley Planning Group. The five firms that provided the most candidates included: Civic Solutions MIG/ Hogle- Ireland Jennifer Lilley Planning RBF Consulting Diamond Star Consultants Prior to conducting final interviews I discussed my findings with Tom Hatch, Rick Francis and Lance Nakamoto. The contract for this effort was approved by City Council on November 19, 2013 in the amount of $100,000. This amount covers Mr. Guaracino's, (Jerry's); costs for approximately six months. Jerry's night meeting attendance, especially Planning Commission, makes it difficult to precisely define the number. It is important to note that we also lost Planner Aaron Hollister, and Management Analyst Hilda Veturis, during this time. Development Services was understaffed for the workload we were experiencing and senior staff was spending an inordinate amount of time at the Planning counter. We also requested that the Lilley group provide an Assistant Planner level person to provide help at the counter. After several interviews I chose Ms. Jessica Magana, (Jessica); also from the Lilley Group, for this position. We did not require a new contract at this time as she could use the previously approved Lilley Planning Contract, however this further reduced existing budget for Jerry. The reorganization of Development Services was approved by the City Council on February 2, 2014 and appropriated $150,000 to Development Services for General Consulting Assistance. The Consent Calendar item 5 proposes to raise the Contract cap for Lilley Planning contract using these approved funds for the continuing services of Jerry and Jessica. Also attached is a PowerPoint presentation on that item should it be pulled and an explanation requested. We have had the Lilley Group under contract previously for interim planning services. In June of 2012 the Lilley Group provided a Statement of Qualifications for Planning Consulting Services to Claire Flynn and was chosen to provide those services. The original contract amount in 2012 was $25,000 and this contract was amended subsequently. This contract had expired prior to the November 2013 contract approval. Please contact me if I may provide any additional information Gary Gary Armstrong, AICP Economic and Development Services Director / Deputy CEO City of Costa Mesa (714) 754-5182 /r--/- AT Lance, I am providing a brief overview of the process we have gone through to select a Consultant Planner to assist with the workload in Development Services. We put the word out to several consulting firms and associates in the planning profession and received the following resumes and leads: Civic Solutions; Contact: Tom Merrill • Jerry Hittleman • Darrell Gentry • Mary P. Wright • Brian Wallace MIG, Hogle Ireland, Contact: Rick Zimmer • Carmen Cave • Catherine Johnson • Mike Theile Jennifer Lilley Planning Group, Contact: Jennifer Lilley • Tamara Campbell • Jerry Guarracino RBF Consulting, Contact: Margit Alien • Margaret "Peggy" Schneble (Independent) • Duane Morita (independent) Diamond Star Associates, Contact: Don Lamm • Grant Taylor I also had informal discussions of our needs with various professionals in the industry. From that search and a round of first interviews we have chosen two candidates for second interviews and hope to choose at least one finalist for HR Screening. This email is provided as a record of our process to indicate that we have given several qualified firms the opportunity to provide qualified candidates to fill this consulting position. Please let me know if I may provide any additional information. Gary Development Services Dept. April 1, 2014 CITY COUNCIL MEETING Background Development Services Department is comprised of the following divisions: — Administration — Planning — Building Safety/Code Enforcement — Housing and Community Development (HCD) The Planning Division provides: — Assistance to the City's elected and appointed officials, residents, developers, business owners, and many other individuals — General Plan amendments, Master Plans, Specific Plans — Interpretation of State/Federal laws, City Council policies, and the Zoning Code Analysis • November 19, 2013 Council approved $100,000 from salary savings in the General Fund to contract The Lilley Planning Group. • February 4, 2014 Council appropriated $150,000 from the General Fund balance to Development Services for general consulting. • HCD is requesting to allocate $5,000 from HOME funds to be appropriated to The Lilley Consulting Group for consulting services. • Adjustment is needed because although Council authorized filling vacancies with the Department, it will be several months before the positions can be filled due to Human Resources' current workload. • Based on current staffing needs, workload, and increase in projects, staff believes that planning consultant assistance is essential to keep pace with customer visits and requests. Fiscal and Legal Impact • No fiscal impact because funding for the agreement Fund and budgets. is already accommodated in Housing and Community current the General Development • Any expenditures in excess of existing approvals will be required to be pre -authorized with total expenditures not to exceed the approved cap. • 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. Recommendation • Staff recommends approval of Amendment Three, revise the existing cap to the total compensation not to exceed $255,000 to the Professional Services Agreement.