City of San Ramon
FINANCE COMMITTEE
AGENDA
Mark Armstrong, Chair • Scott Perkins, Vice Chair
City Hall - Training Room, First Floor
7000 Bollinger Canyon Road
Regular Meeting
4:00 PM
June 12, 2023
AGENDA QUESTIONS: PLEASE CALL THE ADMINISTRATIVE SERVICES DIRECTOR AT (925) 973-2576 Documents received after publication of this Agenda and considered by the Finance Committee in its deliberation will be available for inspection in the Administrative Services Department located at 7000 Bollinger Canyon Road, San Ramon during normal business hours and in the red binder at the Finance Committee meeting.
1. CALL TO ORDER
2. PUBLIC COMMENT
At this time, members of the public are encouraged to address the Committee on any item not already included on the agenda. Comments should not exceed three (3) minutes. No Committee action can be taken at this meeting on issues raised during Public comment.
Written comments submitted were provided to the Committee prior to the start of this meeting and made a part of the public record. Written public comment will not be read aloud during the meeting.
3. APPROVAL OF MINUTES
3.1 Finance Committee Regular Meeting - May 8, 2023
4. UNFINISHED BUSINESS
5. NEW BUSINESS
5.1 Request for Qualifications (RFQ) – On-Call Planning, Economic, and Building and Safety Consulting Services
Staff Report by Lauren Barr, Planning Division Manager
6. COMMITTEE MEMBER COMMENTS
2 Finance Committee Meeting – June 12, 2023
7. ADJOURNMENT
The next Finance Committee Meeting is scheduled for July 17, 2023.
I hereby certify that the attached Finance Committee Meeting Agenda was posted 72 hours before the noted meeting. To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 48 hours in advance of the meeting at 925-973-2539 or [email protected].
Dated: June 9, 2023
ATTENDEE CONDUCT
There will be zero tolerance for any person addressing the Committee making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability. d. Respect all people that are present.
At the discretion of the Committee Chair, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Committee unable to continue the meeting;
c. Excessive profanity or slander; Specific threats or “fighting words” that incite violence; or
d. Speech that is outside the subject matter jurisdiction of the Committee or the specific agenda item in which you are speaking.
MINUTES OF THE
CITY OF SAN RAMON FINANCE COMMITTEE
May 8, 2023
1. CALL TO ORDER
The meeting was called to order at 4:00 PM.
Attendee Name Title Status Arrived
Mark Armstrong Chair Present
Scott Perkins Vice Chair Present
Candace Daniels, Finance Division Manager
Mark Holland, Police Sergeant
Adolfo Navarro, Accounting Specialist
Kelly Sessions, Administrative Services Director
Steven Spedowfski, Interim City Manager
2. PUBLIC COMMENT
Public Comment was received from Tywon Sacontrie who expressed her discontent that the City only provided the agenda in the binder and did not have the entire agenda printed out, and she questioned how the City can have transparency in government if it is unwilling to provide a printed copy of the agenda items to the public.
3. APPROVAL OF MINUTES
3.1 Finance Committee - Special Meeting - Apr 24, 2023 4:00 PM RESULT: ACCEPTED [UNANIMOUS]
AYES: Armstrong, Perkins
4. UNFINISHED BUSINESS
5. NEW BUSINESS
5.1 Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2022 Staff Report by Candace Daniels, Finance Division Manager Public Comment was received from Tywon Sacontrie regarding how the audit was performed, that GHAD funds were not included in the audit, and she requested GHAD to be audited. Ms. Sancontrie further questioned the long-term debt reserve and mentioned that there is no reason why the revenue decreased.
She also asked if the city uses the same auditor yearly, or if there is a bid for a new audit company.
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Minutes Acceptance: Minutes of May 8, 2023 4:00 PM (APPROVAL OF MINUTES) 2 Finance Committee Meeting – May 8, 2023
The Finance Committee accepted the report.
RESULT: APPROVED [UNANIMOUS]
AYES: Armstrong, Perkins
5.2 California Employer’s Benefit Trust (CERBT) for the Period Ending March 31, 2023
Staff Report by Candace Daniels, Finance Division Manager Public Comment was received from Tywon Sacontrie who expressed her displeasure for not receiving the staff report and stated that she had no confidence in the report.
The Finance Committee accepted the report.
RESULT: APPROVED [UNANIMOUS]
AYES: Armstrong, Perkins
6. COMMITTEE MEMBER COMMENTS
7. ADJOURNMENT
The next Finance Committee Meeting is scheduled for June 12, 2023.
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Minutes Acceptance: Minutes of May 8, 2023 4:00 PM (APPROVAL OF MINUTES)
FINANCE COMMITTEE STAFF REPORT
DATE: June 12, 2023
TO: Finance Committee/City Manager
FROM: Debbie Chamberlain, Community Development Director By: Lauren Barr, Division Manager
SUBJECT: Request for Qualifications (RFQ) – On-Call Planning, Economic, and Building and Safety Consulting Services
RECOMMENDED ACTION
Staff recommends that the Finance Committee review and accept the staff report and provide direction to staff as deemed appropriate.
BACKGROUND
The Community Development Department (“Department”) maintains a list of qualified consultants to provide on-call planning, economic, and building and safety consulting services to support the Department.
On April 19, 2023, the Department released a Request for Qualifications (RFQ) to update the list of qualified consultants to provide “on-call” planning, economic, and building and safety and related consulting services to support the Department. Cities, such as San Ramon, typically qualify a list of consultants to provide technical support for processing various development applications, specific plans, preparation of environmental documents, transportation studies, economic-fiscal analyses, or building and safety related activities. While the current list expired on January 1, 2023, it remains active until a new on-call consultant list is adopted.
ANALYSIS
As with the previous RFQ’s, the purpose of this RFQ list is to solicit and maintain a number of qualified consultants that will enable Department staff to select and obtain consultant services on an on-call basis. When required by the City’s Purchasing Policy, the Department will utilize the list of qualified consultants for a Request for Proposals in addition to general posting requirements (RFP) for a competitive bid process. Attachment A provides the list of the recommended on-call consultants until June 30, 2026. The individual consultants’ Statements of Qualifications are available upon request.
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Building and Safety Services
Building and Safety currently executes contracts with various Building Services consultants from the on-call list to support staffing needs for plan checks, office staffing, and inspection services as required by Building Division workload. Because the consultants are placed under contract, there is no need to do additional RFPs or contracts to initiate service unless additional funds are required, or the term of the contracts expires. These consultants are selected from the on-call list, and contract costs are offset by Building Services revenues.
Private Source Projects:
For projects initiated by private sources, such as development projects, Staff will also utilize the list of qualified consultants, thereby reducing the lengthy process from approximately three months to approximately one month to prepare, solicit and review the proposal(s), select a consultant, and negotiate the final terms of the contract. This process will continue to allow the Department to select an individual consultant or initiate a competitive bid process from the qualified list. The flexibility to select a particular qualified consultant allows the Department to respond quickly to project needs, such as permit streamlining requirements (i.e. certain housing projects) or to undertake a supplemental scope of work for a project for which a consultant has already done significant work on an earlier or related project. Private source (i.e. developer funded) projects pay the cost of the consultant contracts, plus a time and materials deposit to cover staff time for project administration.
New for FY 2023-24, Planning Services is adopting a similar model to Building Services for oncall planning and environmental services. Subsequent to the list being accepted, the Planning Division will place two to three firms under contract for planning and environmental services.
This is expected to save additional time in evaluating the proposal by simply going to those firms already under contract for a competitive scope of work and costs related to the specific need.
Staff has budgeted for these services, which are ultimately funded by project applicants, including overhead for staff time as described above.
City Funded Projects:
For City initiated and funded projects and services, the Department will follow the City’s Purchasing Policy for soliciting proposals and utilize the list of qualified consultants, thereby reducing the lengthy process to prepare, solicit and review the proposal(s), make the final selections, and negotiate the final terms of the contract. This process will continue to allow the Department to select a consultant or request bids from the qualified list when a need arises, allow for expanded bid solicitation, and allow the process to proceed quickly with developing the scope of work and budget.
FISCAL IMPLICATIONS
Maintaining a list of on-call qualified consultants for various services eliminates the lengthy approximate three-month process to prepare, solicit and review the proposal(s) for consultant services and will result in a savings of staff time and resources. City-initiated projects require
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budget allocation of funds, while private development projects are responsible for the cost of the consultant services plus a time and materials deposit to cover staff time for project administration.
STEPS FOLLOWING APPROVAL
Staff to proceed with finalizing the list of on-call consultants.
ATTACHMENT
A: On-Call Consulting SOQ List 2023
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2023 RFQ On-Call Consultant SOQ Received
Firm Full Name Firm Name (Short) Contact Contact Address (Original) Services Provided Good City Company GCC Carol Johnson 601 Allerton Street, Suite 110 Planning Services: Project Management
(long-range), Code Compliance, Planning
and Zoning Studies (General Plans,
Specific Plans, Master Plans, Transit Plans,
Environmental Review, CEQA, Urban
Design, Housing, Eeconing Development
Rincon Consultants, Inc. RCI Karly Kaufman 449 15th Street, Suite 303, Oakland, CA 94612 Planning Services: Project Management,
Development Review, CEQA,
NEPA,General Plan, Zoning Ordinance
Amendments,Environmental Review,
Historic Preservation
True North Compliance Services TNCS Isam Hasenin 1336 N. Carolan Ave #106 Building Services: Plan Review, Inspection
Services, Code Enforcement Services,
CASp Review & Inspection Services
BPR Group BPR Ron Beehler 2130 Professional Drive, Suite 150, Roseville, CA 95661 Building Services: Plan Review, Inspection
Services, Code Enforcement Services,
CASp Review & Inspection Services,
Permit Technician Services, Building
Official, Civil Plan Review, Fire Prevention
Plan Review and Process
GPA Consulting GPA Andrea Galvin 640 Apollo St, Suite 312, El Segundo, CA 90245 Planning Services: NEPA, CEQA, Historic
Preservation, Peer Review, Public
Outreach
Environmental Services by Pampineau Environmental Services Mike Pampineau 5789 Gold Creek Drive, Castro Valley, CA 94552 Planning Services: CEQA Mitigated
Negative Declarations, EIRs,
CEQA Initial Studies,
Air Quality & GHG Technical Studies,
Phase I Environmental Site Assessment,
Preliminary Endangerment Assessment,
Page and Turnbull PT Carolyn Kiernat Planning Services: Historic Preservation
5.1.a
Packet Pg. 8
Attachment: A: On-Call Consulting SOQ List 2023 (4018 : On-Call Planning, Economic, and Building and Safety Consulting Services) 2023 RFQ On-Call Consultant SOQ Received
Firm Full Name Firm Name (Short) Contact Contact Address (Original) Services Provided First Carbon Solutions FCS Jason Brandman / Mary
Bean 1350 Treat Blvd., Suite 380, Walnut Creek, CA 94597 Project Management, Plan/Amendment
Preparation, CEQA, Enviro. Studies, Air
Quality/GHG Studies, Noise Studies,
Zoning Compliance/Permits, GIS Services
LSA Associates Inc. LSA Theresa Wallace 157 Park Pl., Point Richmond, CA 94801 Planning Services: Project Management,
Plan/Amendment Preparation, CEQA,
Enviro. Studies, Air Quality/GHG Studies,
Transportation/Mobility Studies,
M Group M Group Geoff Bradley 22561 Main St., Suite 200, Hayward, CA 94541 Planning Services: CEQA, Enviro. Studies, Historic Preservation, Technical Review
MIG MIG Dan Amsden 800 Hearst Ave., Berkeley CA 94710
Planning Services: Project Management,
Plan/Amendment Preparation, CEQA,
Enviro. Studies, Enviro. Studies, Historic
Preservation
4LEAF, Inc. 4LEAF, Inc. Mike Leontiades 2126 Rheem Dr., Pleasanton, CA 94588 Planning Services: Housing Policy,
Entitlements, CEQA, and Current- and
Long-Range Planning
Building Services: Plan Review,
Inspections, CASp Services, E-Plan Review
Bureau Veritas Bureau Veritas Craig Baptista 2430 Camino Ramon, Suite 122, San Ramon CA 94583 Building Services: Plan Review,Plan
Check, CASp Review & Inspection Services,
E-Plan Review
5.1.a
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Attachment: A: On-Call Consulting SOQ List 2023 (4018 : On-Call Planning, Economic, and Building and Safety Consulting Services) 2023 RFQ On-Call Consultant SOQ Received
Firm Full Name Firm Name (Short) Contact Contact Address (Original) Services Provided CSG Consultants CSG Ethan Edwards 3875 Hopyard Rd., Suite 141, Pleasanton, CA 94588 Planning Services: Staff Augmentation for
Current and Advance Planning, Project
Management Including Plan
Amendments,
CEQA Environmental Review,
Energy Efficiency, Water Conservation,
Solid
Waste Program Development, AB 32
Compliance/Climate Action Plan
Development and Implementation,
Greenhouse Gas Reduction Strategies
Grant Writing and Grant Management,
GIS
Building Services: Building Department
Administration,
Building Plan Review and Inspection,
Fire Plan Review and Inspection,
Structural Plan Review,
OSHPD3 Review,
CASp Assessment and Inspection,
Public Facilities Assessment,
LEED/Green Building Services,
Code Compliance/Enforcement, and
Staff Augmentation.
Independent Code Consultants, Inc. ICCI Abigail Obligacion 5870 Stoneridge Mall Rd, Suite 200, Pleasanton, CA 94588 Plan Review, Inspections, CASp Services Interwest Consulting Group Interwest Paul Meschino 6280 W. Las Positas Blvd. Suite 200 Pleasanton CA 94588 Planning Services: CEQA, Project
Management, Parking/Circulation Studies,
GHG/Air Quality Analysis, Zoning, EIR,
Counter Staffing.
Building Services: Plan Check, Inspection
Services, Code Enforcement, CASp
Consulting.
Shums Coda Assocaites SCA David Basinger 5776 Stoneridge Mall Rd., Suite 150, Pleasanton, CA 94588 Plan Review, Inspections, CBO Services, EPlan Review by City, CASp Services,
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Attachment: A: On-Call Consulting SOQ List 2023 (4018 : On-Call Planning, Economic, and Building and Safety Consulting Services) 2023 RFQ On-Call Consultant SOQ Received
Firm Full Name Firm Name (Short) Contact Contact Address (Original) Services Provided The Code Group VCA Bob Heinrich 1845 W. Orangewood Ave, Suite 210 Orange, CA 92868 Planning Services: Project Management,
Parking/Circulation Studies, LOS Studies,
Enviromental Review, Development
Review, Special Studies, CEQA, EIR/Neg.
Dec., Zoning Compliance, Counter
Staffing, Civil Engineer for Development
Application Review, GHG/Air Quality
Analysis, Historic Preservation
Building Services: Counter Staffing, Plan
Check, Inspection Services, CASp
availability, Code Enforcement.
TRB and Associates TRB Todd Bailey 3180 Crow Canyon Pl., Suite 216, San Ramon CA 94583 Building Plan Review, Inspections,
Administration, Delegate CBO, CASp
Consulting, E-Plan Review
West Coast Code Consultants WC3 Giyan Senaratne 2400 Camino Ramon, Suite 240, San Ramon CA 94583 Building Plan Review, Inspections,
Administration, Code Enforcement
Services, CASp Review & Inspection
Services, E-Plan Review
Willdan Willdan Salvador Lopez Jr. 1939 Harrison Street, Suite 430, Oakland CA 94612 Planning Services: Project Management,
Current Planning, Advanced Planning,
CEQA, Enviro. Studies
Building Services: Plan Review,
Inspections, Code Enforcement Services,
CASp Services, Plan Review
Economic Services: Market and Project
Feasability Studies, Fiscal Analysis, Nexus
Studies, Special Tax Studies
5.1.a
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Attachment: A: On-Call Consulting SOQ List 2023 (4018 : On-Call Planning, Economic, and Building and Safety Consulting Services)