1 STAFF REPORT
DAT
E: March 16, 2021
T
O: Justin Hess, City Manager
F
ROM: Patrick Prescott, Community Development Director
Ken Berkman, Public Works Director
Marisa Garcia, Parks and Recreation Director
BY: Karen Pan, Administrative Officer
S
UBJECT: A doption of a Resolution Approving an On-Call Services Professional Services Agreement Template and Amending Fiscal Year 2020-2021 Citywide Fee Schedule for On -Call Planning, Transportation Planning, Building & Safety, Parks, and Public Works Consulting Services
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AMENDING ARTICLE III, SECTION 2 AND S ECTION 4, OF THE FISCAL YEAR (FY) 2020-2021
CITYWIDE FEE SCHEDULE FOR ON- CALL PLANNING, TRANSPORTATION
PLANNING, BUILDING & SAFETY, PARKS, AND PUBLIC WORKS CONSULTING
SERVICES, APPROVING AN ON -CALL SERVICES PROFESSIONAL SERVICES
AGREEMENT TEMPLATE WITH A T HREE-YEAR TERM, AND AUTHORIZING THE CITY MANAGER OR THEIR DESGNEE TO EXECUTE AGREEMENTS.
BACKGROUND
The City of Burbank does not have in- house resources for all technical expertise and some services are generally provided by a consultant or outside vendor. For t he Community Development Department, staff is often in need of assistance from land use and environmental consulting firms to provide expertise on the California Environmental Quality Act (CEQA) environmental assessment process and to prepare the necessary land use and environmental documents. For each individual development project, staff prepares a scope of work, solicits bids, review s proposals, and enter s into individual Professional Services Agreements. This current process ends up adding months to a project timeline for planning entitlement applications, plan check, and/or capital improvement projects. To improve efficiencies, staff plans in advance for the budget year and releases a formal Request for Proposal (RFP) for “on-call” services, and has been successful in evaluating and obtaining professional services while meeting the City
COMMUNITY
DEVELOPMENT
ATTACHMENT 1-1
2 bidding requirements listed in the Burbank Municipal Code (BMC). This RFP approach is essential in assist ing the City to find and enter into On -call Professional Services Agreements with qualified technical expertise for the budget year. These contracts with qualified consultants help save staff time by completing the bidding requirements and On- call Professional Services Agreements upfront for City Council approval, and assists the City in processing planning entitlement applications and plan checks in a timely manner.
Other cities in Southern California have also implemented similar practices for a variety of on-call city services such as Anaheim, Beverly Hills, Hermosa Beach, Long Beach, Los Angeles County Public Works, Pasadena, Rialto, and West Hollywood.
Due to the success of this bidding process and increasing workload demands, the RFP was extended to include additional departments covering multiple fiscal years . In late 2020, the Planning, Transportation, and Building & Safety Divisions of the Community Development Department ; the Parks & Recreation Department; and Public Works Department released an RFP for six weeks and received 56 proposals from qualified firms to perform professional services on an on-call basis for three years, plus up to two annual renewals.
DISCUSSION
Scope of Work
Staff is seeking to create a three-year on- call consultant list within the Community Development, Parks & Recreation, and Public Works d epartments. The On-call Professional Services Agreements will include the following services:
1. Community Development Department - Planning Division: Services of one or more outside organizations to help the City with all aspects of current and long range planning on an as-needed basis. Scope of work includes, but is not limited to the following: project manager for development applications including residential (e.g., single family residential and accessory dwelling units), commercial, and mixed- use development projects, including planned developments, design review, conditional use permits, plan check review, application of CEQA, and conformance with Federal, State, and local regulations. The selected consultant may also facilitate, lead, or assist planning staff with financial feasibility analysis of projects, long-range planning initiatives as well as grant application preparation and/or ongoing monitoring and reporting on awarded grants. Consultant(s) are expected to have expertise in multiple disciplines; including but not limited to: current and/or long-range planning, environmental review, project financial feasibility analysis, preparation and negotiation of Planned Developments/Development Agreements, staff report, plan check, grant management, and understanding of recent legislation related to planning.
2. Community Development Department - Transportation Planning Division: Services of o ne or more outside organizations to help the City with all aspects of transportation planning, parking management services, and engineering services on an as-needed basis. Scope of work includes, but is not limited to the following: data collection including traffic counts and parking surveys for all transportation modes; project management; cost estimates; grant application preparation and/or ongoing monitoring and reporting on awarded grants; bicycle, greenway, transit facilities ATTACHMENT 1-2
3 planning and design; traf fic impact stud y preparation and review; development project site plan review for vehicle parking, bicycle, and pedestrian circulation, travel demand modeling, construction inspection/engineering review, and corridor and intersection analysis needed for City and/or private development projects.
3. Community Development Department - Building & Safety Division: Services of one or more outside organizations to help the City with all aspects of building and safety services on an as -needed basis. These services may include one or more of the following: plan review, building and code enforcement inspection, environm ental review, and building code instruction. Though not an exhaustive list, the selected consultant(s) are expected to have expertise in one or more of the following disciplines: California Building Code Standards, building material and equipment standards, engineering principles and application, California Contractor State License Law, code enforcement principles and procedures, inspection procedures and standards, building inspection duties, and plan check services, and environmental review. The environmental review duties include, but are not limited to: National Pollution Discharge Elimination System (NPDES), Low Impact Development (LID), Standard Urban Stormwater Mitigation Plan (SUSMP), permit requirements related to the Municipal Separate Storm Sewer System permit (MS4 permit), Model Water Efficient Landscape Ordinance (MWELO), or other environmental-type review.
4. Public Works Department: Services of one or more outside firms to provide civil engineering support, plan check and other services listed below on an as -needed basis. These services may include one or more of the following: offsite plan check (sewer, storm drain, streets, traffic), land surveying and right-of-way documentation, sewer and storm drain design, project management, construction management, civil and offsite construction inspection services (sewer, streets, traffic), CEQA and environmental document review, Americans with Disabilities Act (ADA) compliance, NPDES compliance, grant writing and administration, street design, and hydrology/hydraulic reports/calculations with site drainage plans.
5. Parks and Recreation Department: Services of one or more outside firms to provide landscape architectural services, including planning, design, and construction observation, as well as urban forestry/City Arborist support services.
While the RFP encompasses five different topics, the consultants selected via this RFP process cannot be used in all circumstances. For example, restricted State and Federal grant funded projects may have specific requirements on how consultant services are solicited. Another example would be large projects that may require a consultant to create a team with subconsultants to manage multiple tasks . This occurred recently when City Council approved a Profes sional Services Agreement for the Transit Oriented Development (TOD) Specific Plan in May 2020, which necessitates a consultant or subconsultants for unique tasks such as project management, public outreach, opportunity site analysis, traffic analysis, economic analysis, preparing of the planning document, and environmental analysis. The TOD Specific Plan project has a specific scope of work and this RFP would not be applicable since it does not cover all needed tasks.
ATTACHMENT 1-3
4 Selected Consultants
After reviewing and scoring all proposals, staff selected qualified firms and is requesting authority for the City Manager or their designee to enter into On-call Professional Services Agreements (Attachment 1) for three years (i.e. three years, plus up to two annual renewals) with the following consultants listed below when the need for their respective services arises. The not-to-exceed amounts vary based on the submitted proposals, type of work the consultant can perform, and operational needs of each department.
No. Selected Consultant Division Not-to-Exceed
Amount
1 CSG Consultants, Inc. Building & Safety $225,000
2 Jason Addison Smith Consulting Services, Inc, Building & Safety $450,000 3 J Lee Engineering, Inc. Building & Safety $450,000
4 NV5, Inc. Building & Safety $225,000
5 TRB & Associates, Inc. Building & Safety $225,000
6 Willdan Engineering Building & Safety;
Transportation
$225,000;
$250,000
7 AECOM Technical Services, Inc. Parks & Recreation;
Planning
$500,000;
$100,000
8 RJM Design Group, Inc. Parks & Recreation $100,000
9 David Evans and Associates, Inc.
Parks & Recreation;
Transportation;
Public Works
$100,000;
$250,000;
$500,000
10 NUVIS Parks & Recreation $100,000
11 Evan Brooks Associates, Inc. Planning;
Transportation
$500,000;
$100,000
12 Arup North America, Ltd. Planning $500,000
13 Environmental Science Associates Planning $500,000
14 MIG, Inc. Planning $500,000
15 Dudek Planning $500,000
18 BAE Urban Economics, Inc. Planning $250,000
19 Ardurra Group, Inc. Public Works $500,000
20 BKF Engineers Public Works $500,000
21 CWE Public Works $500,000
22 MNS Engineers, Inc. Public Works $500,000
23 Stantec Consulting Services, Inc. Public Works $500,000 24 Fehrs & Peers Transportation $500,000
25 Toole Design Group, LLC Transportation $250,000
26 Gibson Transportation Consulting, Inc. Transportation $250,000 27 General Technologies & Solutions Transportation $100,000 28 Iteris, Inc. Transportation $250,000
FY 2020-2021 Citywide Fee Schedule Changes
Staff recommends amending the FY 2020-2021 Citywide Fee Schedule by adding a new fee in Article III - Land Use and Zoning. The purpose of the amendment is to incorporate an additional fee category for special studies or contractual services required for a particular development application. The fee will be the actual c ost of the contractual services plus the City’s adopted overhead charge to administer the agreement. For example, this process is already in place for proposed development projects that require ATTACHMENT 1-4
5 an Environmental Impact Report (EIR) or any type of environmental assessment prior to City Council review. The applicant is currently required to pay a fee, which is the entire cost of the EIR plus 15% overhead, and the City enters into a Professional Services Agreement with a selected consultant to conduct the environmental assessment and prepare the EIR. The amendment to the FY 2020-2021 Citywide Fee Schedule would add contractual or consulting services that are non-environmental related such as landscape architectural services when such services are triggered for the development proposal as part of the application review period.
FISCAL IMPACT
There is no fiscal impact to the General Fund or the current City budget. Each budget year, the On-call Professional Services Agreements will be subject to Council approval of the departments’ Material, Supplies and Services (MS&S) budget. Funding for the current fiscal year is currently available and no further budget appropriation is needed. If the cost of services is related to applicants’ fees, then the fees collected would be transferred from a revenue account number to an expenditure account number to track expenses . Per Resolution 20-29,141, “The Financial Services Director is authorized to amend the Fiscal Year 2020-21 Annual Budget by appropriating development and associated consultant fees listed under Article III. Land Use and Zoning of the Adopted Citywide Fee Schedule, which have been deposited for the purpose of offsetting the cost for professional services, services and goods.”
If the scope of any particular consultant service needed for a development proposal or any City-sponsored project falls outside of the scope of the RFP or is not planned during the budget process, the affected City department will be required to follow the City’s bidding requirements in the Burbank Municipal Code and may, depending upon cost and budget authority, be required to present the matter for the City Council’s consideration and approval at a future City Council meeting .
CONCLUSION
Staff recommends City Council adopt a Resolution amending FY 2020-2021 Citywide Fee Schedule and approve the Agreement template with a three- year term for on-call planning, transportation planning, building & safety, parks, and public works consulting services. This process improvement ultimately shortens project timelines, conserves staff time and r esources, and facilitates the efficient delivery of services despite increasing workload demands.
ATTACHMENT
Attachment 1 – A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AMENDING ARTICLE III, SECTION 2 AND SECTION 4, OF THE
FISCAL YEAR 2020-2021 CITYWIDE FEE SCHEDULE FOR ON-CALL
PLANNING, TRANSPORTATION PLANNING, BUILDING & SAFETY,
PARKS, AND PUBLIC WORKS CONSULTING SERVICES,
APPROVING AN ON -CALL SERVICES PROFESSIONAL SERVICES
AGREEMENT TEMPLATE WITH A THREE- YEAR TERM, AND
AUTHORIZING THE CITY MANAGER OR THEIR DESGNEE TO
EXECUTE AGREEMENTS
Attachment 2 – On-call Services Professional Services Agreement Template ATTACHMENT 1-5