PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.E
Meeting Date: October 7, 2025
TITLE:
Amendment #2 to the Agreement with Urban Planning Concepts, Inc. for In-House Planning Services
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Amendment #2 to the agreement with Urban Planning Concepts, Inc. in the amount of $357,760 for Fiscal Years 2026 and 2027 for in-house planning services in support of the General Plan/Local Coastal Land Use Plan and Zoning Code/Coastal Implementation Plan update.
DISCUSSION:
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. 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 6, 2022 and served to continue project management functions for the GP/LCP update and to provide additional general planning services to cover unexpected vacancies in the Planning Division of the Community Development Department.
Amendment 1 to the UPC contract, authorized by the City Council on December 19, 2023, added $91,200 to the contract and those funds have been expended. During the timeframe covered by Amendment 1, UPC has performed the following work:
•Coordinated the GP/LCP update which originally went to Planning Commission for recommendation to City Council in August of 2023.
•Coordinated the change to a phased GP/LCP update approach extracting the Safety Element. UPC continues to assist to the GP/LCP update. •Assisted the City in obtaining $900,000 in grant funding from the California Coastal Commission (CCC) to update the Safety Element using a neighborhood- based approach to adaptation planning.
•Assisted the City with submittal of grant application for $750,000 to the Ocean Protection Council to augment the CCC grant funding for update of the Safety Element.
•Assisted with preparation and submittal of a CDP extension request to the CCC for the City’s 4th of July fireworks event. A five year CDP extension was recently granted by CCC.
•Assisted with preparation and submittal of a CDP application to the CCC for use of beach cleaning equipment on City beaches. Application is pending.
Council Agenda 10-7-2025 9.E-1
•Assisted with evaluation of the City owned 4th Street lot for potential use as a new affordable housing site.
•Prepared the annual GP/LCP report to the State Department of Housing and Community Development.
The City also received grant funding from the California Coastal Commission in 2023 for update of the GP/LCP in the amount of $500,000, with approximately $260,000 of the funds remaining.
The City will continue to need assistance with management of the GP/LCP update process, including drafting of new GP/LCP policies. Accordingly, staff recommends that the City Council authorize the City Manager to execute Amendment #2 to the current agreement with UPC for an additional $357,760 for a total contract amount of $626,560.
The increased contract amount will be covered through grant funding.
Conclusion and Recommendation
Due to the ongoing GP/LCP update the City needs contract services to assist in that effort, staff recommends that the Council adopt a Resolution (Attachment 1) authorizing the City Manager to execute Amendment #2 (Attachment 2) to the Agreement with UPC for these services.
FISCAL IMPACT:
The fiscal impact of adopting the Resolution approving Amendment #2 with UPC is an additional $357,760 of expenditures for a total contract amount of $626,560. There is sufficient budget in the FY 2026 General Fund Community Development Department Planning Division GP/LCP update project account to support this Amendment. The increased contract amount will be covered through grant funding. Table 1 illustrates the budget, proposed contract amendment cost, and the remaining balance.
Table 1. Fiscal Impact of Amendment #2
Item Amount
FY 2026 GP/LCP Update project budget $975,242
Amendment #2 (357,760)
Remaining Budget $617,482
ATTACHMENTS:
1. Resolution
2. Amendment
Submitted by: Scot Graham, Community Development Director City Manager Approval:
Council Agenda 10-7-2025 9.E-2
RESOLUTION NO. R-2025-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT #2 TO THE AGREEMENT WITH URBAN PLANNING CONCEPTS, INC. IN THE AMOUNT OF $357,760 FOR FISCAL YEARS 2026 AND 2027 FOR IN-HOUSE
PLANNING SERVICES
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, 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; and
WHEREAS, the most recent agreement with UPC was authorized by the City Council on September 6, 2022, and Amendment 1, authorized by the City Council on December 19, 2023, added $91,200 to the contract and those funds have been expended; and WHEREAS, there is sufficient budget in the FY 2026 General Fund Community Development Department Planning Division General Plan/Local Coastal Program Update project account to support this Amendment.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Amendment #2 to the agreement with Urban Planning Concepts, Inc., in substantially the form attached to staff’s report dated October 7, 2025, for in-house planning services in an amount of $357,760, for a resulting contract total of $626,560.
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 7th day of October 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Council Agenda 10-7-2025 9.E-3
Attachment 1
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 10-7-2025 9.E-4
Attachment 1
AMENDMENT # 2
to the
SEPTMEBER 10, 2023 AGREEMENT BETWEEN THE CITY OF PISMO BEACH
AND URBAN PLANNING CONCEPTS
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 September 25, 2025, 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 three- hundred and fifty-seven thousand seven-hundred and sixty dollars ($357,760.00), without prior written approval of the City.
3.The revised fee under the September 10, 2023 contract, plus this addendum, is six-hundred and twenty-six thousand five-hundred and sixty dollars ($626,560.00).
4.The term end date of the agreement is hereby revised to June 30, 2027.
5.All other provisions of the subject agreement between City and Vendor shall remain in full force and effect.
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: Scot Graham
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: Dean J. Pucci
Title: City Attorney
VENDOR:
Urban Planning Concepts
Signed:
Name: ________________________________
Title: _________________________________
Dated: ________________________________
Address for giving notice:
(if changed from prior agreement)
______________________________________
______________________________________
Email address for official communications:
(if changed from prior agreement)
______________________________________
Vendor Representative:
(if changed from prior agreement)
Name/Title: ____________________________
Attachment: Scope/Cost Proposal
Council Agenda 10-7-2025 9.E-5
Attachment 2
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
September 25, 2025
Scot Graham
Community Development Director
City of Pismo Beach
760 Mattie Road
Pismo Beach, CA 93449
Re: Proposal for Planning Services
Dear Mr. Graham,
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. UPC currently assists the City with both the update to the General Plan and Local Coastal Program (GP/LCP) and also assists on a variety of planning projects as needed.
Background
In August 2023, the Planning Commission unanimously recommended approval of the updated General Plan/Coastal Land Use Plan (GP/LCP) to the City Council. Since then, the City experienced delays in moving the GP/LCP update process forward due to staff turnover and public concern expressed over revisions to the coastal hazards policies in the draft Safety Element.
More recently the City is embarking on a phased approach to LCP certification. This approach will consist of removing the Safety Element from the proposed GP/LCP. This work involves coordinating and reviewing edits to the GP/LCP and EIR, meetings with City staff, team consultants, and Coastal staff, document revisions, additional public hearings including staff reports and presentations to both the Planning Commission and City Council, and submittal for certification to the Coastal Commission.
Coastal Commission Grants
In 2023, UPC assisted in obtaining a Coastal Commission grant (LCP23-04) in the amount of $500,000.00 for the GP/LCP and also work on an updated zoning code/implementation plan. There is still approximately $260,000.00 remaining in grant funds with the majority of the funds devoted to the update of the zoning code/coastal implementation plan. The estimated cost of the remaining work for the zoning code consultant is $113,000, leaving approximately an additional $147,000 for staff review and edits, public hearings, and overall project management.
This year UPC assisted the City to obtain a $900,000 Coastal Commission grant (LCP25-01) to update existing sea level rise(SLR) studies, perform economic analysis, and create an updated SLR adaptation plan. This grant will focus on a ‘neighborhood scale’ approach to planning for coastal hazards, leading to an updated Safety Element, Parks, Recreation, and Access Element, and zoning code. Approximately $230,000 is budgeted specifically for updates to the Safety and Parks, Recreation, and Access Elements, and project management, of which UPC can assist with.
This month UPC assisted the City with a grant application for $750,000 to the Ocean Protection Council. This grant funding will provide a greater level of detailed studies for enhanced SLR adaptation planning and community outreach. Although this grant has not yet been approved, City staff is confident it will be awarded in December.
Council Agenda 10-7-2025 9.E-6
Attachment 2
Scot Graham
City of Pismo Beach
September 25, 2025
Services
Urban Planning Concepts will continue to provide the following services for the overall project management for the GP/LCP and Zoning Code / Coastal Implementation Plan including but not limited to:
• Document Preparation and Policy Support
- Edit and update documents to reflect feedback from staff, the public, and decisionmakers - Assist with writing key sections of the Safety Element and Parks, Recreation, and Access Element, and Conservation and Open Space Element
- Review and provide input on all documents, including zoning ordinances, environmental documents, technical studies, and policy drafts
• Meetings and Public Hearings
- Attend and present at Planning Commission and City Council study sessions and hearings - Prepare staff reports, PowerPoint presentations, and meeting summaries - Participate in regular coordination meetings with City staff, consultant teams, and Coastal Commission staff
- Assist with preparation and presentations at public workshops
• Project Management and Coordination
- Maintain the project schedule, track costs, and identify potential issues early - Coordinate with City staff and the project team to keep deliverables on track - Provide ongoing planning support for related City projects as needed
• Grant Management and Reporting
- Track budgets and expenditures for Coastal Commission and related grant funds - Prepare invoices, financial reports, and progress updates as required - Ensure compliance with grant terms and maximize use of reimbursable funding
General Plan/Local Coastal Plan Estimate
We propose a not to exceed budget of $357,760.00 This budget will provide approximately two days (16 hours) a week as needed of dedicated planning services per week at $215 per hour for the next two years. This reflects a reduced rate based on our appreciation of our working relationship.
All work performed in support of the GP/LCP is fully reimbursable through Coastal Commission grant funds. With the remaining funds from the $500,000 grant, the $900,000 grant recently awarded (including $230,000 budgeted for the Safety Element, Parks Recreation and Access Element and project management), and the anticipated $750,000 Ocean Protection Council grant, there is sufficient funding to cover the proposed services. This ensures UPC’s services are fully reimbursed through existing and anticipated grant funding, with no additional impact to the City’s general fund.
Additional Planning Tasks
In addition to project planner duties for the GP/LCP we have assisted with other projects including the General Plan Annual Report, Short-Term Rental Ordinances, Downtown Parking Management Plan, Bello Street / Price Canyon intersection improvements, 4th Street affordable housing, CDBG funding, Beach Cleaning and 4th of July permits. UPC will be available to assist City staff with other planning projects apart from the General Plan/Local Coastal Program as needed on an hourly time and materials basis.
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Attachment 2
Scot Graham
City of Pismo Beach
September 25, 2025
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 10-7-2025 9.E-8
Attachment 2