TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Isidro Figueroa, Community Development Director
Alexis Huerta, Management Analyst
DATE: July 25, 2025
SUBJECT: APPROVAL OF AMENDMENT NO. 2 WITH RINCON
CONSULTANTS, INC. TO PROVIDE CONTRACT
PLANNING SERVICES THROUGH SEPTEMBER 14, 2028
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
On April 27, 2022, the City Manager signed a Professional Services Agreement (PSA) with Rincon Consultants Inc., (Rincon) in order to provide contract planning services in the amount not to exceed $30,000 with a term to expire on August 31, 2022, (attached hereto as Exhibit A).
On September 14, 2022, the City Council approved Amendment No. 1 (attached hereto as Exhibit B) to the PSA, extending the contract term through September 14, 2025, and increasing the not-to-exceed amount to $180,000.
Rincon has supported the Community Development Department since 2021, primarily during periods of staffing shortages. Most recently, the Planning Division experienced the departure of two staff members, leaving only two Planners to manage the City’s Planning Division workload. Rincon has played a critical role in supplementing City staff, assisting with a wide range of professional planning tasks. Their support has enabled the department to continue delivering high-quality customer service and to avoid delays in processing key projects, including accessory dwelling unit (ADU) applications, Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
plan check reviews, and various discretionary planning projects that require advancement. In addition to project-based support, Rincon has also assisted with technical initiatives such as the creation of updated zoning maps and other long-range planning efforts.
DISCUSSION
The agreement with Rincon will expire on September 14, 2025. An amendment to the current agreement is necessary so the Community Development Department can maintain a high level of service to the public, particularly during times of limited staffing. As demonstrated in recent years, Rincon has provided critical support to the City by assisting with a wide range of planning tasks during periods of staff turnover and transition.
The City primarily utilizes planning consulting services to augment staff , particularly in Assistant and Associate Planner roles, during periods of staffing shortages. In preparation of the contract renewal, staff took the opportunity to solicit proposals from other planning consulting agencies that offer similar services. As a result, staff received proposals from JDJ Consulting Group, Civic Solutions, Inc., MNS Engineers, Inc., and Willdan Financial Services. • JDJ Consulting Group: $195/hour for Associate Planner (Assistant Planner rate not provided)
• Civic Solutions, Inc.: $135/hour for Assistant Planner and $145/hour for Associate Planner
• MNS Engineers, Inc.: $135/hour for Assistant Planner and $155/hour for Associate Planner
• Willdan Financial Services: $167/hour for Assistant Planner and $181/hour for Associate Planner
• Rincon’s proposed rates: $113/hour for Assistant Planner and $135/hour for Associate Planner
While all firms demonstrated relevant experience and qualifications, staff recommends continuing with Rincon based on their proven performance, familiarity with City processes, and competitive rates for the staffing levels most frequently utilized. Staff recommends Rincon as the strongest combination of quality, experience, and cost-effectiveness.
Rincon brings proven expertise in the City’s Municipal Code and planning policies, and their familiarity with the City’s procedures enables them to deliver efficient and high-quality service. Their prior work with the City has allowed them to seamlessly support staff operations, helping the Planning Division maintain continuity of service during periods of staff turnover and reduced staffing levels.
Staff has been highly satisfied with the quality and reliability of services provided by Rincon during their time providing Planning consulting services.
Given their strong qualifications, extensive experience with the City, and costefficient pricing structure, staff recommends approving a new three-year agreement with a total contract amount not to exceed $100,000. To avoid service disruptions and better prepare for potential staffing challenges, the proposed three-year term will allow Rincon to support the Planning Division in addressing the current backlog of discretionary projects, filling gaps during staffing shortages, and assisting with complex planning efforts on an asneeded basis.
FISCAL IMPACT & PROCUREMENT REVIEW
A budget amendment to the FY 2025-26 operating budget is not required as the City Council approved an appropriation of $25,000 in Community Development Department Other Contract Services Account #101-14-4150- 0000. The additional funding needed to complete the three-year agreement will be included for consideration during the FY 2026-27 and FY 2027-28 budget adoption process. The fees charged by Rincon are partially offset by Planning permit fees paid by applicants.
The Finance Director has reviewed this report and concluded that this agreement is in the best interest of the City.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendment No. 2, direct the City Attorney to prepare the amendment, and authorize the City Manager to execute the amendment. If Council concurs with staff’s recommendation, the appropriate motion would be:
“I move to approve Amendment No. 2 in the not to exceed amount of $100,000 with Rincon Consultants, Inc., for Planning consulting services, direct the City Attorney to prepare Amendment No. 2 consistent with the scope outlined in the staff report, and authorize the City Manager to execute said amendment.”
ATTACHMENTS
1. Professional Services Agreement with Rincon Consultants, Inc. dated April 27, 2022
2. Amendment No. 1 to Professional Services Agreement with Rincon Consultants, Inc. dated September 14, 2022
3. Proposed Amendment No. 2