SECOND AMENDMENT
TO
PROFESSIONAL SERVICES AGREEMENT
[Staffing Services – Minute Clerk, Planning Aide and Associate Planner]
THIS SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT (the “Second Amendment”) is made and entered into as of ________________, 2022, by and between the CITY OF ORANGE, a municipal corporation ( “City”), and SAGECREST PLANNING AND ENVIRONMENTAL, a California corporation (“Contractor”), with reference to the following:
A. City and Contractor entered into a Professional Services Agreement (Agreement No. 6952.B) dated November 16, 2021 , which is incorporated herein by this reference (the “Original Agreement”); and
B. City and Contractor amended the Original Agreement to increase the compensation by a First Amendment to Professional Services Agreement (Agreement No. 6952.B.1) dated January 12, 2022, which is incorporated herein by this reference (the “First Amendment”); and
C. City and Contractor desire to further amend the Original Agreement to modify, amend and supplement certain portions of the Original Agreement to increase the compensation.
NOW, THEREFORE, the parties hereby agree as follows:
Section 1. Defined Terms. Except as otherwise defined herein, all capitalized terms used herein shall have the meanings set forth for such terms in the Original Agreement.
Section 2. Cross-References. City and Contractor agree that all references in this Second Amendment are deemed and construed to refer to the Original Agreement, as implemented by this Second Amendment.
Section 3 Compensation. The total not -to-exceed compensation for the services to be rendered as set forth in Section 2.a of the Original Agreement is increased by ONE HUNDRED TEN THOUSAND DOLLARS and 00/100 ($110,000.00) and Section 2.a is hereby amended in its entirety to read as follows:
“Contractor's total compensation for all services performed under this Agreement, shall not exceed ONE HUNDRED FORTY THOUSAND DOLLARS and 00 /100 ($140,000.00) without the prior written authorization of City.”
Section 4. Integration. This Second Amendment amends, as set forth herein, the Original Agreement and, except as specifically amended hereby, the Original Agreement shall remain in full force and effect. To the extent that there is any conflict or inconsistency between the terms and provisions of this Second Amendment and the terms and provisions of the Original Agreement, the terms and provisions of this Second Amendment shall control and govern the rights and obligations of the parties.
IN WITNESS of this Second Amendment, the parties enter into this Second Amendment on the year and day first above written.
“CONTRACTOR” “CITY”
SAGECREST PLANNING AND CITY OF ORANGE, a municipal corporation ENVIRONMENTAL, a California corporation
*By: By:
Printed Name: Mark A. Murphy, Mayor
Title:
*By: ATTEST:
Printed Name:
Title:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Mary E. Binning
Senior Assistant City Attorney
*NOTE: If CONTRACTOR is a corporation, the City requires the following signature(s):
-- (1) the Chairman of the Board, the President or a Vice -President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If o nly one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR -- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution , certified by the Secretary close in time to the execution of the Agreement, must be provided to the City.
27128 Paseo Espada • Suite 1524 • San Juan Capistrano, CA 92675 December 21, 2021
City of Orange
Attn: Anna Pehoushek, AICP, Assistant Community Development Director 300 E. Chapman Avenue
Orange, CA 92866
SUBJECT: City of Orange Contract Staffing Services- Scope of Work
Dear Ms. Pehoushek:
Thank you for the opportunity to submit a proposal in response to the City of Orange’s (City’s) request for planning and administrative consulting services. The team at Sagecrest Planning+Environmental (Sagecrest) provides planning and environmental review services to local jurisdictions throughout California. Our planners have expertise in discretionary case processing, preparation and review of zoning codes, specific plans, general plans, and other planning documents, code compliance, project management, and environmental analysis, documentation, and review. Our planners have all worked in various positions for local jurisdictions.
Sagecrest delivers the highest level of service with proactive solutions, ongoing communication and dependable coordination. We adapt our services to the City’s needs and complement its in-house resources as an extension of City staff. Our planners are trained on the latest planning, zoning and environmental legislation and case law and are adept at using public counter permit tracking and GIS systems.
Sagecrest is a local Southern California-based firm with corporate offices in San Juan Capistrano. Our clients are located in Orange, San Diego, Riverside, San Bernardino and Los Angeles Counties, which allows us to be accessible to our clients at a moment’s notice. We are accustomed to being proactive and anticipating the needs of our clients and recommending practical solutions to complex planning issues. In addition, due to our efficient structure, we are competitive on price while adhering to stringent budgets and schedules.
Sagecrest looks forward to your favorable review of our firm’s proposal. For additional information or to further discuss our qualifications, please contact me directly at the phone numbers or email below.
Sincerely,
Amy Vazquez, President
Office: (714) 783-1863 x705
Mobile: (714) 914-5605
E-mail: [email protected]
Project Approach
Sagecrest’s approach to providing planning and administrative services, including representative tasks as appropriate for the class title assigned, is described below:
Review, analyze and process
discretionary case s consistent
with City codes, policies and
standards. Utilize City
electronic and paper files to
research previous and/or
related cases.
Sagecrest provides entitlement processing services for
development applications and management of City-initiated projects that may require general plan amendments, specific plans, reclassifications, Conditional Use Permits, subdivision maps, variances, design review, annexations, and other discretionary and administrative actions. Sagecrest planners are skilled project managers who provide excellent customer service to the applicant and the City. We guide the applicant through the entitlement process, timelines, technical studies, interdepartmental comments, revisions to the application, and the review and approval process. Team members utilize the
City’s historical files,
Geographic Information Systems, permit tracking software, and zoning code to respond to inquiries at the public counter and to research entitlements.
Prepare environmental
analysis, including, but not
limited to, Initial Studies and
Negative Declarations, as
required by the California
Environmental Quality Act
(CEQA).
Sagecrest planners are well versed in current environmental law and preparing CEQA documents for discretionary projects or City- initiated plans and programs. The Sagecrest team includes planners who can prepare streamlining checklists, Initial Studies, (Mitigated) Negative Declarations, EIRs, Mitigation Monitoring and Reporting Programs, and all required CEQA notices. Sagecrest planners have also managed CEQA consultant teams. We have reviewed and commented on numerous CEQA documents from
outside agencies to ensure
the City’s comments and concerns
are represented. Christine Saunders, Principal, previously served as the CEQA planner for the City of Anaheim and provides CEQA technical support to the entire Sagecrest team.
Route plans to City
departments; consolidate
comments; and present
recommendations and
revisions to the applicant.
Work with other departments
to ensure consistency of
comments. Prepare staff
reports and presentations to
citizen committees and
decision-making bodies.
Sagecrest planners are experienced project managers.
Entitlement case processing generally entails routing plans to various City departments; consolidating comments; resolving internal inconsistencies; and presenting recommendations and revisions to the applicant. Once the application is complete, our planners will write clear, concise, and accurate staff reports and manage the project through public outreach, reviews and approvals by staff, Planning Commission, any other required approval body, and the City Council.
Maintain communication with
applicants, interested parties,
property owners, homeowner
associations, etc. Respond to
inquiries about projects from
residents and applicants.
Sagecrest takes pride in our communication and customer service with applicants, interested parties, property owners, homeowner associations, various governmental agencies, and other City departments. Our planners quickly learn the frequently asked questions (i.e. business license, special events, building inspection requests, etc.) and provide “one-stop shopping” at the public counter.
Prepare notices for public
meetings and hearings in
accordance with City and
CEQA requirements.
Sagecrest understands the importance of preparing timely, clear, concise and accurate public notices. We are experienced in preparing publications for the newspaper, posting on and/or near the project site and mailing notices to interested parties who may be affected by a proposed action.
Attend community meetings
and public hearings, as
required, and present reports
to various Boards,
Commissions, and the City
Council.
Sagecrest planners have solid presentation skills and have presented entitlement applications and reports to city councils, commissions, and community groups. We are often
commended for the ability our staff has to take complex issues and present them in a way that is clear and concise. We are passionate about working with stakeholders to communicate the direction of the City early in the process so they understand what the goals are and how to be a part of the ultimate solution.
Open, maintain and close
electronic and paper files in
accordance with City
procedures.
Proper records management and organization is crucial. Our planners have all worked for public agencies and understand the importance of working diligently to maintain the public record, proper publications, filing, indexing, and safekeeping of all proceedings of the Planning Commission and City Council. We work with the City Clerk to ensure the public record is kept permanently and is set up for efficient retrieval.
Review grading and building
plans for consistency with
discretionary approvals and
environmental mitigation, if
applicable.
Plan checking is completed in accordance with conditions of approval associated with each discretionary approval and applicable codes, ordinances and standards adopted by the City.
Company Information
Sagecrest is an award winning, full service, professional planning firm providing contract planning, land use, and environmental consulting to public agencies throughout California. The American Planning Association (APA) recently awarded Sagecrest the 2018 Emerging Planning & Design Firm by the Orange Section and the 2019 Grassroots Initiative Award by the California State Chapter and the Orange Section.
With considerable experience in Southern California, the Sagecrest team has strong working relationships with key staff, applicants and public officials. Our mission is to provide outstanding service at competitive rates to the clients and communities we serve while adding value and making a positive impression with each assignment. Because of our extensive experience and focus on providing planning staff to public agencies, Sagecrest is uniquely qualified to deliver high-quality on-call services.
We have assembled an exceptional team of experienced planners and administrative services staff. Our staff has professional planning experience in the public sector, giving them a unique and thorough understanding of the processes and the challenges faced by planning departments. We employ highly qualified and experienced professionals whose skills, qualifications and previous responsibilities are a strong match to the needs of the City of Orange. We ensure this high level of quality by employing the following practices:
• City contract managers interview proposed staff before they are assigned. • Our staff has experience working for public agencies prior to working with us, allowing them to integrate seamlessly into department operations.
• We know that our reputation is our most valuable asset. With that in mind, we do not overcommit our staff and only accept work that our staff has the qualifications to perform. • Our staff maintains ongoing professional development and we provide extensive training in project management, land use law, California Environmental Quality Act (CEQA), writing and public presentation skills.
• We are based in San Juan Capistrano, maintain regular office hours, and are accessible as needed.
• We reliably meet departmental standards, including: deadlines, quality of work products, courtesy and accessibility, accuracy of reports and information given to the public, and responsiveness.
• We ensure we have a clear understanding of expectations and maintain consistent communication with our clients.
• We are committed to providing services that are cost effective while maintaining high standards of quality and productivity.
Provide staff at the public
information counter.
Our team members are skilled at reviewing a City’s historical files, zoning map, zoning code and other data and files to respond to inquiries at the public counter. Our planners are well versed in determining when a project is ready for plan submittal.
We quickly learn the frequently asked questions
(i.e. business
license, special events, building inspection request, etc.) that are typical to customers visiting City Hall to provide as much assistance as possible and help provide “one-stop
shopping” for questions and needs. We take pride in our exceptional customer service skills.
The Sagecrest contact for this contract is:
Amy Vazquez, President
27128 Paseo Espada, Suite 1524
[email protected]
Office: (714) 783-1863 ext. 705
Mobile: (714) 914-5605
Experience and References
The team at Sagecrest includes a collaboration of managing principals and staff who have extensive experience in performing work of a similar nature to that solicited in this request for services.
Assignment /
Project Description Term Location /
Client Client Contact
Contract Planning
Services
November 2017-
present
City of
Huntington
Beach
Jane James
Planning Manager
[email protected]
(714) 536-5271
Contract Planning
Services July 2017-present City of Santa Fe
Springs
Wayne Morrell
Director of Planning
[email protected]
(562) 868-0511
Contract Planning
Services
August 2017-July
2018
City of Newport
Beach
Jaime Murillo
Senior Planner
[email protected]
(949) 644-3209
Pricing
Classification/Title and Hourly Rates
Sagecrest will perform consulting services based on the following breakdown of classification of hourly rates for key personnel:
Position Hourly rate
Planning Director $200.00
City Planner $180.00
Principal Planner $140.00
Senior Planner $120.00
Associate Planner $100.00
Assistant Planner $80.00
Planning Aide $70.00
Minutes Clerk/Planning Administration $50.00