PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.F
SUBJECT/TITLE:
AMENDMENT #1 TO THE AGREEMENT WITH URBAN PLANNING CONCEPTS, INC.
FOR IN-HOUSE PLANNING SERVICES
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Amendment #1 to the agreement with Urban Planning Concepts, Inc. in the amount of $91,200 in Fiscal Year 2024 for in-house planning services, and appropriating related budget adjustments.
BACKGROUND:
Since February 2018, the City has contracted with Urban Planning Concepts, Inc. (UPC) for various professional planning services. When the City began undertaking the update to the General Plan/Local Coastal Program (GP/LCP) in mid-2019, this work was being managed by Brian Schwartz of UPC. At the beginning of the COVID-19 pandemic, the UPC contract was temporarily suspended and work on the GP/LCP was managed by staff. Previous contracts were resumed beginning July 1, 2021, and Mr. Schwartz has continued management of the GP/LCP update project since that time to ensure a continued high-level quality of services. The most recent agreement with UPC was authorized by the City Council on September 5, 2023. As a result of unexpected vacancies in the Planning Division of the Community Development Department, a need for additional in-house planning services was identified. Accordingly, staff recommends that the City Council authorize the City Manager to execute Amendment #1 to the current agreement with UPC for an additional $91,200, for a total contract amount of $268,800.
This amount would cover the costs of the contract to maintain efforts on the GP/LCP update and additional planning-related work efforts during the recruitment process for both the Community Development Director and Planning Manager. Should recruitments prove to be successful on an expedited timeline, these services would be reduced and return to the existing GP/LCP contract.
During his time with the City, in addition to work on the GP/LCP update, Mr. Schwartz has managed several important City initiatives through adoption, including the Circulation Element Update and Accessory Dwelling Unit ordinances of 2018, the 5th Cycle Housing Element Update, and previous review of development projects. Mr. Schwartz is currently focused on the GP/LCP in all aspects, including assisting staff in the successful grant application to the Coastal Commission for funding in the amount of $500,000. Those reimbursement funds are available to the City to facilitate this contract, as well as any other work eligible under the grant criteria.
Conclusion and Recommendation
Due to current and anticipated staffing levels in the Planning Division, the City is in need of contract services to fill various roles while the recruitment process is completed. It is recommended that the Council adopt a Resolution (Attachment 1) authorizing the City Council Agenda 12-19-2023 9.F-1
Manager to execute Amendment #1 (Attachment 1.A) to the Agreement with UPC for these services.
FISCAL IMPACT:
The fiscal impact of approving the Resolution approving Amendment #1 with the UPC is $91,200 from the General Fund, for a total contract amount of $268,800. Staff recommends that Council transfer budget of $91,200 from the General Fund general contingency account to the General Fund Community Development Department Planning Division Professional Services account in FY 2024 to support this cost.
ALTERNATIVES:
1. Do not adopt the Resolution; direct staff to explore other options.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Amendment #1
Submitted by: Meeting Date: December 19, 2023
Matthew Downing, Community Development Director
City Manager Approval:
Council Agenda 12-19-2023 9.F-2
RESOLUTION NO. R-2023-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT #1 TO THE AGREEMENT WITH URBAN PLANNING CONCEPTS, INC. IN THE AMOUNT OF $91,200 IN FISCAL YEAR 2024 FOR IN-HOUSE PLANNING
SERVICES, AND APPROPRIATING RELATED BUDGET ADJUSTMENTS IN FISCALYEAR 2024
WHEREAS, since February 2018, the City has contracted with Urban Planning Concepts, Inc. (UPC) for various professional planning services; and WHEREAS, the City is continuing the update to the General Plan/Local Coastal Program and Zoning Code/Implementation Plan, which has been managed by UPC, and there is a need for continued project management; and
WHEREAS, on September 5, 2023, the City Council adopted R-2023-064, authorizing an agreement with UPC to perform these contract services for a limited term and limited budget beginning on September 10, 2023; and
WHEREAS, an unforeseen vacancy in the Planning Division presents a need for the City to contract for such in-house planning services until the vacancy is filled; and WHEREAS, UPC has been providing personnel with a high level of skill and experience for in-house planning services to the City and the City seeks to continue to use UPC for these services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Amendment #1 (Exhibit A) to the agreement with Urban Planning Concepts, Inc. for in-house planning services in an amount of $91,200, for a resulting contract total of $268,800.
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby deappropriates $91,200 from the General Fund general contingency account and appropriates $91,200 in the General Fund Community Development Department Planning Division professional services account in Fiscal Year 2024.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 19th day of December 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Council Agenda 12-19-2023 9.F-3
Attachment 1
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 12-19-2023 9.F-4
Attachment 1
AMENDMENT # 1
to the
SEPTEMBER 10, 2023 AGREEMENT BETWEEN THE CITY OF PISMO BEACH AND URBAN PLANNING CONCEPTS, INC.
Pursuant to the September 10, 2023 Agreement for Professional Services between the City of Pismo Beach, hereinafter referred to as “City,” and Urban Planning Concepts, Inc., hereinafter referred to as “Vendor,” City and Vendor hereby agree as follows:
1.Additional services shall be performed as set forth in the proposal dated December 11, 2023, which is attached hereto and by this reference made a part hereof.
2.Compensation for and timing of the additional services shall be as set forth in the referenced proposal. Compensation for the additional services shall not exceed the amount of ninety-one thousand two hundred dollars ($91,200.00), without prior written approval of the City.
3.The revised fee under the September 10, 2023 contract, plus this addendum, is two hundred sixty-eight thousand eight hundred dollars ($268,800.00).
4.All other provisions of the In-house Planning Services agreement between City and Vendor shall remain in full force and effect.
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: Matthew Downing
Title: Community Development Director
Dated: ________________________________
Signed:
Name: Jorge E. Garcia
Title: City Manager
Dated: ________________________________
ATTEST:
Signed:
Name: Erica Inderlied
Title: City Clerk
APPROVED AS TO FORM:
Signed:
Name: David M. Fleishman
Title: City Attorney
VENDOR:
Urban Planning Concepts, Inc.
Signed:
Name: Laurie Tamura
Title: Principal Planner / President
Dated: ________________________________
Address for giving notice:
(if changed from prior agreement)
2624 Airpark Drive
Santa Maria, CA 93455
Email address for official communications:
(if changed from prior agreement)
[email protected]
Vendor Representative:
(if changed from prior agreement)
Name/Title: Brian Schwartz / Principal Planner
Attachment: Scope/Cost Proposal
Council Agenda 12-19-2023 9.F-5
Attachment 1.A
2624 AIRPARK DRIVE ● SANTA MARIA, CALIFORNIA 93455 ● 805/934-5760 ● FAX 805/934-3448 www.urbanplanningconcepts.com
upc
URBAN
PLANNING
CONCEPTS, INC.
URBAN DESIGN ● LAND PLANNING ● ENVIRONMENTAL ANALYSIS
December 11, 2023
Mathew Downing, AICP
City of Pismo Beach
760 Mattie Road
Pismo Beach, CA 93449
Re: Proposal for Additional Planning Services
Dear Mr. Downing,
It has been a pleasure working with you and your staff at the City’s Planning Division. UPC was hired by the City to assist with a variety of tasks including project managment for the General Plan / Local Coastal Program (GP/LCP) update. The GP/LCP update is currently targeted for a City Council hearing early 2024. An update of the City’s zoning ordinance/coastal implementation plan is also underway with study sessions currently ongoing.
Existing Contract
Urban Planning Concepts current contract for project management duties for the GP/LCP is for $175,000.00. This contract assumes approximately 16-20 hours per week and is largely funded through a recently approved Coastal Commission grant in the amount of $500,000.00. With the departure of key personnel, it has been requested UPC provide additional hours to help support planning division staff until vacant positions can be filled.
Services
In addition to the overall project management for the GP/LCP and zoning ordinance/coastal implementation plan, Urban Planning Concepts is pleased to provide additional services including but not limited to:
• Provide support for the overall management of planning division
• Review Staff Reports, presentations
• Attend and present projects at public meetings and public hearings
• Produce staff reports and prepare powerpoint presentations.
• Attend regularly scheduled meetings with City Manager and planning staff to review and discuss planning issues and work products .
• Manage planning staff work loads
• Respond to public inquiries on planning matters
Council Agenda 12-19-2023 9.F-6
Attachment 1.A
Mathew Downing, AICP
City of Pismo Beach
December 11, 2023
Cost Estimate
We propose a contract addendum not to exceed $91,200.00. This budget will provide for an additional 16-20 hours of dedicated planning services per week at a rate of $190.00 per hour for approximately six months. This reflects a 10% reduced rate based on our appreciation of our working relationship.
Combined with the existing contract for the management of the General Plan/Local Coastal Plan, this addendum provides for an average of four days a week at City offices and attendance at Planning Commission and City Council hearings as needed. After the first three months, we will review this additional service arrangement with the City.
We have greatly enjoyed our working relationship and look forward to continued opportunities. Please contact me if you have any questions or would like additional information.
Sincerely,
Brian Schwartz, AICP
Principal Planner
Council Agenda 12-19-2023 9.F-7
Attachment 1.A
FEE SCHEDULE
2024
Per Hour
POSITION RATE AFTER HOUR RATES
President $ 235 $ 245
Principal Planner $ 210 $ 220
Senior Planner $ 185 $ 195
Associate Planner $ 160 $ 170
Assistant Planner $ 145 $ 155
Permit Specialist $ 140 $ 150
Effective January 1, 2024
2624 AIRPARK DR.∙ SANTA MARIA, CALIFORNIA 93455 ∙ 805/934 -5760 ∙ FAX 805/934-3448 HTTP://WWW.URBANPLANNINGCONCEPTS.COM
Council Agenda 12-19-2023 9.F-8
Attachment 1.A