City Council Agenda Report
November 7, 2023
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: John P. Ramirez, AICP, Director of Community Development Christine Roberto, Public Services Manager
Sandra Duran, Senior Management Analyst
SUBJECT: AWARD OF CONTRACTS TO PROVIDE ON-CALL COMMUNITY
DEVELOPMENT CONSULTANT AND ADDITIONAL SERVICES
Background:
On December 1, 2020, City Council approved agreements with seven firms to provide on-call planning and/or building and safety services for a three-year term. The on-call consultants Building and Planning list streamlined the procurement of professional services needed for development projects and staff augmentation. The consultants supported the City with staff augmentation and services for the increase in development activity and projects, largely related to accessory dwelling units, commercial tenant improvements, and residential remodels, including additions. Additionally, the consultants helped update the City’s Housing Element, assisted with California Environmental Quality Act compliance and process entitlements for development projects. During the last three years, the on-call services helped enable the City to maintain service levels during staff changes by providing expedited entitlement processing for development projects and helped maintain service levels during temporary increases in activity.
The Building and Safety Division (Building) is responsible for the implementation and enforcement of City and State codes relating to the construction, remodeling, alteration, repair and demolition of buildings and structures located within the City to ensure that buildings and structures are built to minimum standards to safeguard life or limb, health, property and public welfare. Building is currently experiencing a staff shortage due to unforeseen circumstances and an increase in the volume of building permit applications. On-call building services are needed for building & safety inspection, building plan review, building permitting and Building Official services to meet the needs of current activity in the City.
The Planning Division (Planning) provides a high level of customer service by informing, educating, and assisting members of the community, the City Council, and the Planning
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On-Call Community Development Consultant and
Additional Services
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7 Commission on land use and development standards, as well as, preparation of long-range planning documents. Contract resources are needed to support Planning with current planning operations, priority projects, long-range planning projects, water efficient landscaping plan check services, technical review of wireless facilities, preparation and/or review of environmental review documents and historical consulting. Contract services will provide the expertise and knowledge necessary to offer a wide variety of services and help meet the needs of the community.
The Housing & Neighborhood Development Division administers the Housing Choice Voucher Program (Section 8), Community Development Block Grant (CDBG) and HOME Investment Partnerships funding that the City receives from the United States Department of Housing and Urban Development (HUD). In addition, the division also administers the City's bond funds and monitors Housing Successor agency covenants. The division funds a wide array of programs and services, including rental assistance, home improvement grants and loans, street and sidewalk repairs, graffiti removal, affordable housing, domestic violence, youth counseling, and other social services. Task orders will be assigned on an as-needed basis.
The City issued a request for proposals to provide on-call community development consultant services (“on-call services”) on August 3, 2023. The proposal due date was September 7, 2023 and twenty-seven (27) firms submitted proposals. Following is a list of the qualified bidders:
Qualified Bidders
1. 4LEAF, Inc. 2. Bowman Infrastructure Engineers Ltd.
3. Bureau Veritas North America, Inc. 4. Chambers Group
5. Civic Solutions 6. CSG Consultants, Inc.
7. De Novo Planning Group 8. EcoTierra Consulting Group
9. FirstCarbon Solutions 10. JWA Urban Consultants, Inc.
11. Linscott, Law, and Greenspan,
Engineers
12. LRM Associates, Inc.
13. LSA Associates, Inc. 14. Michael Baker International
15. MIG, Inc. 16. PlaceWorks
17. Psomas 18. Rincon Consultants, Inc.
19. RKA Consulting 20. RS Construction Services, Inc.
21. Sagecrest Planning+Environmental 22. Scott Fazekas and Associates, Inc.
23. The Arroyo Group 24. The Code Group, Inc.
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On-Call Community Development Consultant and
Additional Services
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7 25. Transtech Engineers 26. TRB and Associates
27. Willdan Engineering
City staff reviewed the proposals based on understanding of the project requirements, proposed scope of work, experience of firm and personnel, past performance and costs. During the review process, other City departments expressed the need to utilize on-call services; The Public Services Department will use the on-call services for multiple projects including, but not limited to modifying existing park parking lots, renovating City facilities, upgrading park walls and as- needed to complete City projects. The following twenty-seven (27) firms are needed based on their expertise, prior experience, availability of resources, special projects and staff augmentation to provide on-call community development consultant and additional services to multiple departments.
Firm Services
1. 4Leaf, Inc. Building and Planning Services
2. Bowman Infrastructure Engineers
Ltd.
Building and Planning Services
3. Bureau Veritas North America, Inc. Building Services
4. Chambers Group Planning Services
5. Civic Solutions Planning Services
6. CSG Consultants, Inc. Planning, Building and Engineering Services
7. De Novo Planning Group Planning Services
8. EcoTierra Consulting Group Planning Services
9. FirstCarbon Solutions Planning Services
10. JWA Urban Consultants, Inc. Planning, Housing and CDBG, HOME Services
11. Linscott, Law, and Greenspan,
Engineers
Planning and Engineering Services
12. LRM Associates, Inc. Planning - Landscape Plan Review and Inspection Services
13. LSA Associates, Inc. Planning Services
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On-Call Community Development Consultant and
Additional Services
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7 14. Michael Baker International Planning and Housing Services
15. MIG Inc. Planning Services
16. PlaceWorks Planning and Engineering Services
17. Psomas Planning and Engineering Services
18. Rincon Consultants, Inc. Planning Services
19. RKA Consulting Group Building Services
20. RS Construction Services, Inc. Building Services
21. Sagecrest
Planning+Environmental
Planning Services
22. Scott Fazekas and Associates, Inc. Building Services
23. The Arroyo Group Planning Services
24. The Code Group, Inc. Planning, Building and Engineering Services
25. Transtech Engineers Planning, Building and Engineering Services
26. TRB and Associates Building Services
27. Willdan Engineering Planning, Building and Engineering Services
The firms (Consultants) demonstrated the ability to augment City staff, provide needed expertize that will be utilized, as needed, to fulfill specific needs within the City. The Consultants will also be utilized to assist staff with development projects. Consultants shall provide consulting services on an “on-call” basis for various task orders to be determined during the minimum three- year contract term. There is no minimum or maximum number of task orders to be issued to each Consultant. The City will issue a purchase order for each individual task order based upon agreed-to task order proposals submitted by Consultant. City staff will review individual task order proposals, which will include the scope of services, assigned personnel, work schedule, and fee.
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On-Call Community Development Consultant and
Additional Services
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7 Fiscal Impact:
There is funding available in the current Fiscal Year 2023/24 Budget (Budget) for contract services, in addition to the Local Early Action Planning Grant Funds awarded to the City by the California Department of Housing and Community Development, and/or direct cost payment by applicants through a deposit for consultant service to the City. Additionally, personnel cost savings from vacant positions funded in the current Budget is available. Budget for these services is also included in the park renovation and building renovation funds.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goals: 1 - Provide high quality customer service to the community; 2 - Work in partnership with our community to achieve safe and livable neighborhoods; and 3 – Create and sustain a resilient and economically prosperous City.
Recommended Action:
Staff recommends City Council approve agreements with the 27 selected firms listed above to provide on-call Community Development Consultant Services and additional services for a term of three years from the date of execution, in an amount not-to-exceed $150,000 depending on the services needed by each department annually for each firm; and authorize the City Manager to execute agreements and any amendments, provided there is funding in the budget and it is within the City Manager’s signing authority, on behalf of the City, in a form approved by the City Attorney.
Attachments:
N/A