DATE:
May 7, 2024
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Nathan R. Freeman, Director of Development Services
Ryan Leonard, Principal Planner
SUBJECT:
Award Professional Services Agreements for On-Call Landscape and Irrigation Plan Check Services
RECOMMENDED ACTION
It is recommended that the City Council approve the award of two (2) Professional Services Agreements (PSAs) to Architerra Design Group and Community Works Design Group each in the not to exceed amount of $150,000 for on call landscape and irrigation plan check services for a term of three (3) years.
BACKGROUND
Currently, landscape plans are submitted to the Building and Safety Division for all new developments including commercial, industrial, other non-residential developments, single-family, and multi-family projects. The Planning Division is responsible for reviewing landscaping plans during the plan check process to ensure compliance with the Development Code, applicable Specific Plan regulations, conditions of approval, and the City’s approved Plant List.
The Planning Division is also responsible for reviewing landscape plans that are processed as a part of the Tapestry Specific Plan (referred to as Silverwood). The Silverwood project is an approved Specific Plan that includes over 9,000 acres and is entitled for more than 15,000 homes. Phase 1 of the Silverwood development has already commenced, with model homes anticipated to be constructed within the first quarter of the 2025 calendar year.
The Planning Division needs professional services to assist in the review of landscaping and irrigation plans, in order to meet the demands of the Silverwood project. Staff is recommending that the City award “on-call” service contracts to the top two ranked firms. This is a practice followed by many cities. Work will primarily be assigned to the top ranked firm. However, as the workload increases, the City will be able to assign work to either firm to ensure the timely completion of plan checks and inspections.
ISSUES/ANALYSIS
The Public Contract Code requires contracts for professional services to be awarded based on qualifications of a firm. Staff solicited professional on-call landscape plan check and irrigation plan check services by issuing a Request for Proposals (RFP) through a formal process utilizing Public Purchase, the City’s online site. A total of five (5) Proposals were received and reviewed by a selection committee. The proposals were evaluated based on criteria such as experience, technical expertise, and approach to the scope of work. Architerra Design Group and Community Works Design Group were deemed the top ranked firms. Staff desires to contract with the two top rated firms to provide flexibility in assigning projects to be managed.
Contract plan review services are necessary to allow the City to continue to provide a high level of service to the development community. Awarding the two contracts does not mean the entire contract amounts will be used, but available for use when required. Contract utilization is based upon the volume of plans that are submitted to the City. Each consultant has timeframes within their contract for plan reviews to be completed, which is typically 14 days.
CITY GOAL SUPPORTED BY THIS ITEM
Future Development: facilitate balanced growth to ensure cohesive community development and pursue economic development.
FISCAL IMPACT
Adequate funding will exist within the FY 2024-25 Proposed Budget. Awarding the two contracts does not require the City to expend each contract in its entirety.
ALTERNATIVE(S)
1. Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and Council Members
Award Professional Services Agreement for On-Call Landscape and Irrigation Plan Check Services May 7, 2024