AGENDA REPORT
Meeting Date: March 18, 2025
Item Number:
To: Honorable Mayor & City Council
From: Masa Alkire, Assistant Director/City Planner
Cindy Gordon, Principal Planner
Evelin Welch, Community Development Manager
Subject: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS AND CIVIC SOLUTIONS, INC. TO PROVIDE ASNEEDED PROFESSIONAL PLANNING SERVICES; AND
APPROVAL OF A CHANGE PURCHASE ORDER TO CIVIC
SOLUTIONS, INC. FOR A TOTAL NOT-TO-EXCEED AMOUNT OF
$299,950.00; AND
APPROVAL OF A ONE-TIME GENERAL FUND APPROPRIATION OF
$200,000.00 TO PAY FOR THESE PROFESSIONAL SERVICES
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends that the City Council:
1. Approve Amendment No. 1 to the Agreement with Civic Solutions, Inc. to provide as-needed professional planning services and continue assisting with the processing of builders’ remedy applications.
2. Approve the corresponding change purchase order to Civic Solutions, Inc. for a not-to-exceed amount of $299,950.00.
3. Approve a one-time appropriation of $200,000 from the General Fund to pay for the as-needed professional services.
INTRODUCTION
In October 2024, the City contracted with Civic Solutions, Inc. to provide as-needed professional planning services to aid in the processing of a significant increase in the number of discretionary planning entitlement applications, particularly related to the influx of builder’s remedy projects. The original Agreement, approved under the City Manager’s contracting authority, was established with a contract capacity of $99,950, E-12
Meeting Date: March 18, 2025
and was absorbed within the existing budget for the Community Development Department. However, due to the number of builders’ remedy applications and the substantial time and effort required to process the applications, additional assistance is necessary from Civic Solutions, Inc. as the workload exceeds the staffing capacity of the Planning Division. Therefore, there is a need to appropriate an additional $200,000 in order to continue Civic Solutions staff augmentation services and assist the City in processing the applications consistent with both state and City requirements.
It is estimated that the additional $200,000 will allow for services to continue into the Fall of 2025.
DISCUSSION
The proposed Agreement Amendment No. 1 with Civic Solutions, Inc. includes a consideration increase of $200,000. Staff estimates that this amount will fund the current level of consultant services through Fall 2025, including:
• Reviewing application materials for completeness and preparing completeness determination letters;
• Responding to inquiries from the project applicants and the public; • Performing the necessary research and analysis for each application; • Completing tasks associated with the environmental review of each project; • Completing tasks associated with public noticing on each project; and • Preparing staff reports and supporting materials for public hearings Civic Solutions, Inc. is committed to continue to provide these professional consulting services by assigning a dedicated staff person to complete the tasks. Beverly Hills Municipal Code 3-3-112 (G) allows an exception to the bidding requirement when the agreement is for professional services such as attorneys, physicians, architect, engineers, consultants, accountants, specialized printers or other individuals or organizations possessing a high degree of professional, unique, specialized or technical skill or expertise. In this case, Civic Solutions will provide professional planning services, which falls within an exception to the bidding requirement.
FISCAL IMPACT
The fiscal impact to the City for Amendment No. 1 with Civic Solutions, Inc. is a one-time General Fund appropriation of $200,000. The original Agreement included a contract capacity of $99,950 which was absorbed within the existing budget for the Community Development Department.
Jeff S. Muir
Director of Finance
Michael Forbes, AICP
Director of Community Development
Approved By Approved By
ATTACHMENT 1
B0785-0001\3078607v2.doc
AMENDMENT NO. 1 TO AN AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND CIVIC SOLUTIONS, INC. TO PROVIDE
AS-NEEDED PROFESSIONAL PLANNING SERVICES
NAME OF CONSULTANT: Civic Solutions, Inc.
RESPONSIBLE PRINCIPAL OF CONSULTANT: Thomas Merrell, President CONSULTANT’S ADDRESS: 27362 Calle Arrollo
San Juan Capistrano, CA 92675
Attention: George Buell, Senior Vice
President
CONSULTANT’S E.I.N./TAX I.D. NO.: 33-0689860
CITY’S ADDRESS: City of Beverly Hills
455 N. Rexford Drive
Beverly Hills, CA 90210
Attention: Michael Forbes, Director of
Community Development
COMMENCEMENT DATE: September 16, 2024
TERMINATION DATE: September 30, 2025, unless extended
pursuant to Section 2 of the Agreement
CONSIDERATION: Original Agreement:
Not to exceed $99,950.00 based on the
rates set forth in Exhibit B
Amendment No. 1:
An additional not to exceed $200,000.00
Total Not to Exceed:
$299,950.00, based on the rates set forth in
Exhibit B
Docusign Envelope ID: 2B14098B-AACD-4759-BF80-5CC77A42A3FF B0785-0001\3078607v2.doc
2 AMENDMENT NO. 1 TO AN AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND CIVIC SOLUTIONS, INC. TO PROVIDE
AS-NEEDED PROFESSIONAL PLANNING SERVICES
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and Civic Solutions, Inc. (hereinafter called "CONSULTANT") dated October 2, 2024, and identified as Contract No. 531-24 (the “Agreement”).
RECITALS
A. CITY and CONSULTANT entered into a agreement for as-needed professional planning services.
B. Due to a greater than anticipated need for services, CITY and CONSULTANT desire to amend the Agreement to increase the Consideration and amend the Schedule of Payment and Rates to compensate CONSULTANT for these services.
NOW, THEREFORE, the parties agree as follows:
Section 1. The Consideration shall be amended as set forth on the cover page.
Section 2. Exhibit B, “SCHEDULE OF PAYMENT AND RATES,” shall be amended as attached hereto and incorporated herein.
Section 3. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the day of 20___, at Beverly Hills,
California.
[Signatures on following page.]
Docusign Envelope ID: 2B14098B-AACD-4759-BF80-5CC77A42A3FF B0785-0001\3078607v2.doc
3 CITY OF BEVERLY HILLS
a Municipal Corporation
LESTER J. FRIEDMAN
Mayor of the City of Beverly Hills, California
ATTEST:
(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: Civic Solutions, Inc.
THOMAS MERRELL
President
APPROVED AS TO FORM:
TROY L TATE, ESQ.
General Counsel for Civic Solutions, Inc.
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
MICHAEL FORBES
Director of Community Development
SHARON L’EUREUX DRESSEL
Risk Manager
[Signatures Continue]
Docusign Envelope ID: 2B14098B-AACD-4759-BF80-5CC77A42A3FF B0785-0001\3078607v2.doc
4 ANTHONY RODSTEIN
Purchasing Services Manager
Docusign Envelope ID: 2B14098B-AACD-4759-BF80-5CC77A42A3FF 5 EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed Two Hundred Ninety-Nine Thousand Nine Hundred Fifty Dollars ($299,950.00) including all labor, materials and reimbursable expenses at the rates described below.
Rates are in effect only for Fiscal Year 2024-2025, and are subject to annual review and adjustment on July 1 each year thereafter. CONSULTANT shall provide CITY with thirty (30) days prior written notice of any modification to the rates.
CITY shall reimburse CONSULTANT for the following reimbursable expenses reasonably incurred in the performance of the Agreement.
REIMBURSABLE EXPENSES INCLUDE:
• Reproductions of plans
• Large duplication or document publishing projects
• Specialized graphic projects
• Transmittals sent via USPS, FedEx, UPS, etc.
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
Docusign Envelope ID: 2B14098B-AACD-4759-BF80-5CC77A42A3FF Certificate Of Completion
Envelope Id: 2B14098B-AACD-4759-BF80-5CC77A42A3FF Status: Sent Subject: Complete with Docusign: CLEAN Amendment No. 1 - Civic Solutions, Inc. (as needed svcs) (531-24).pdf Source Envelope:
Document Pages: 5 Signatures: 6 Envelope Originator:
Certificate Pages: 3 Initials: 0 Evelin Welch
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Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.166
Record Tracking
Status: Original
3/10/2025 1:32:23 PM
Holder: Evelin Welch
[email protected]
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Thomas G. Merrell
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Troy L Tate
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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Deborah R. Hakman
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Michael Forbes
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Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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Nancy Hunt-Coffey
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Lester J. Friedman
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Huma Ahmed
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