CITY COUNCIL ACTION REQUEST
Department(s):
Planning, Building, and
Code Enforcement
CEQA:
Not a Project, File No.
PP17-003, Agreements/
Contracts (New or
Amended) resulting in no
physical changes to the
environment
Coordination:
City Attorney’s Office
and City Manager’s
Budget Office
Dept. Approval:
/s/
Christopher Burton
Council District(s):
Citywide
CMO Approval:
8/8/23
SUBJECT: AMENDMENTS TO THE URBAN VILLAGE MASTER AGREEMENTS FOR
CONSULTANT SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager or designee to negotiate and execute amendments to Urban Village master agreements to extend services for up to two additional one-year option terms through November 30, 2025 under the same material terms and conditions as the original agreement with aggregate maximum compensation not to exceed $9,000,000, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides continued on-call consulting services to the City on an “as required” basis.
BASIS FOR RECOMMENDATION:
In November 2015,1 City Council adopted a resolution approving staff’s recommendation to establish a pre- approved list of 23 on-call consultants to assist the Department of Planning, Building, and Code Enforcement and other City departments in the development of Urban Village master plans and other City projects to implement the City’s Envision San José 2040 General Plan. City Council approved staff’s recommendation to authorize the City Manager to negotiate and execute master agreements with initial five-year terms; execute amendments to adjust maximum compensation for each agreement, not-to-exceed the approved $3,000,000 maximum aggregate compensation for all agreements; and execute three one-year options to extend the term of the agreements, subject to the appropriation of funds. In September 2017,2 City Council adopted a resolution approving an increase to the maximum aggregate compensation from $3,000,000 for all agreements to $6,000,000, subject to the appropriation of funds. In June 2020 3, City Council adopted a
resolution approving an increase to the maximum aggregate compensation from $6,000,000 for all agreements to $9,000,000, subject to the appropriation of funds.
Planning, Building, and Code Enforcement is currently developing the scope of work and requirements for a new solicitation for on-call consultants to assist with a number of technical areas. These development efforts have been delayed for several reasons, including unfilled staff vacancies and onboarding periods for new employees. Planning, Building, and Code Enforcement plans to complete initial development efforts by the
1 Resolution No. 77586
2 Resolution No. 78349
3 Resolution No. 79600
COUNCIL AGENDA: 8/22/23
FILE: 23-1078
ITEM: 2.10
end of October 2023 and return to City Council for authorization to negotiate and execute a new set of master agreements.
Approval of this recommendation will authorize staff to amend the agreement to add two additional one-year options to ensure ongoing access to on-call consulting services for the existing master agreements that are currently on their last options ending November 30, 2023, and allow staff sufficient time to complete a new competitive solicitation and execute a new contract. In the event this work is completed before November 30, 2024, the City may elect to not exercise the final option or terminate for convenience in accordance with the terms of the agreement.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
Office of Equality Assurance: Prevailing wage is not applicable to this agreement.
COST AND FUNDING SOURCE:
Fund
#
Appn
# Appn Name
Total
Appn
Amt. for
Contract
2023-2024
Proposed
Operating Budget
Page*
Last Budget
Action (Date,
Ord. No.)
001 0582 Planning, Building
and Code
Enforcement - Non-
Personal/Equipment
$967,061 N/A 435 06/20/2023
Ord. No.
30933
* The 2023-2024 Adopted Operating Budget was approved on June 13, 2023 and adopted on June 20, 2023 by the City Council.
FOR QUESTIONS CONTACT: For procurement and contract-related questions, please contact Page Benway, Senior Analyst, at [email protected].