200 S. Anaheim Blvd.
Suite #162
Anaheim, CA 92805
Tel: (714) 765-5139
Fax: (714) 765-5280
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
PLANNING AND BUILDING DEPARTMENT
DATE: JUNE 21, 2022
FROM: PLANNING AND BUILDING DEPARTMENT
SUBJECT: APPROVAL OF AGREEMENTS FOR ON-CALL
PROFESSIONAL CONSULTING SERVICES TO SUPPORT THE
PLANNING AND BUILDING DEPARTMENT, PLANNING
SERVICES DIVISION
ATTACHMENT: YES ITEM # 09
RECOMMENDATION:
That the City Council, by Motion, take the following actions:
1) Approve Professional Services Agreements between the City of Anaheim and Civic Solutions, Inc., CSG Consultants, Inc., and Interwest Consulting Group, Inc., each for an initial term of three years in an amount not to exceed $600,000 with two one-year optional extensions each in the amount of $100,000; and 2) Authorize and direct the Planning and Building Director or his designee to administer the agreements on behalf of the city.
DISCUSSION:
The Planning and Building Department, Planning Services Division utilizes professional on-call consultant support to provide core services to its customers. Consultant firms provide contract personnel to process land use applications such as conditional use permits and tentative tract maps. The use of contract personnel on an as-needed basis benefits the Planning Services Division and its customers by ensuring responsive and timely service, while simultaneously providing the division with the flexibility it needs to meet fluctuations in workload.
Following a comprehensive Request for Proposals (RFP) process, staff has selected three highly qualified consulting firms to provide the contract services. The consultants would be pre-qualified for a three-year period, with the possibility of extending each agreement for two additional one-year terms, for a maximum contract length of five years.
Approval of Agreements for as-needed Professional Consulting Services to Support the On-Call Services for Planning Division June 21, 2022
Proposal Evaluations
In January 2022, the City issued an RFP for professional services for On-Call Planning Services for the Planning Services Division. Seven proposals were received and reviewed by Planning Services Division staff, and five firms were selected for interviews. Interviews were scored based upon criteria set forth in the RFP as follows:
Experience and Qualifications of the key personnel who will work on projects; Approach and understanding of services;
Proposal organization and completeness;
Evidence of good relationship with City or other agencies on services of a similar nature; Acceptable, verifiable references;
Degree of compliance with terms and conditions of the RFP and its appendices; and Schedule of compensation.
Based upon interview scores and the firm’s demonstrated ability to provide professional planning services, staff recommends that the City Council approve agreements with three consulting firms: Civic Solutions, Inc., CSG Consultants, Inc., and Interwest Consulting Group, Inc.
There is no guarantee of work for any consultant firm, and consultant assistance would be provided at the sole discretion of the City. When staff identifies the need for consultant assistance, each of the three firms would be contacted to determine available personnel. The firm with available personnel whose qualifications best match staff’s need will be asked to provide services to the Planning Services Division for an agreed-upon duration.
Agreement Terms
The proposed agreements would be in place for an initial term of three years and include a not to exceed amount of $600,000 per agreement. Staff’s recommendation would give the Planning and Building Director or his designee the ability to extend the term of the agreement to a maximum of five years through the approval of two one-year extensions, with an increase in the not-to-exceed amount of $100,000 for each additional term.
IMPACT ON BUDGET:
The cost of consultant services is primarily paid for by project applicants for work performed on an as-needed basis. Funding for consultant personnel is included in the Department’s General Fund operating budget.
Approval of Agreements for as-needed Professional Consulting Services to Support the On-Call Services for Planning Division June 21, 2022
Respectfully submitted,
Ted White
Planning and Building Director
Attachments:
1. Professional Services Agreement with Civic Solutions, Inc.
2. Professional Services Agreement with CSG Consultants, Inc.
3. Professional Services Agreement with Interwest Consulting Group, Inc.