FOR THE COUNCIL MEETING OF MAY 16, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Director of Public Works
SUBJECT: Professional Services Agreements for On-Call Environmental Planning and Permitting Services
Description:
The City Council will c onsider approving award agreements for On -Call Environmental Planning services to EMC Planning Group, Rincon Consultants Inc., and SWCA Environmental Consultants.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATIONS:
1. Adopt a Resolution awarding a Professional Services Agreement for On -Call Environmental Planning and Permitting Services to EMC Planning Group; and
2. Adopt a Resolution awarding a Professional Services Agreement for On -Call Environmental Planning and Permitting Services to Rincon Consultants Inc.; and
3. Adopt a Resolution awarding a Professional Services Agreement for On -Call Environmental Planning and Permitting Services to SWCA Environmental Consultants.
BACKGROUND:
The City owns, operates, and maintains municipal infrastructure, structures, and facilities throughout the City. The City has active and pending projects that require planning and permitting assistance from Environmental Consultants. While the City employs Civil Engineers and Planners on staff, these buildings and facilities require professional engineering beyond the capabilities and purview of the existing staff and their normal workloads; therefore, necessitating the hiring of outside consultants for such servi ces.
Having on-call consultants that can provide these services will allow the City to deliver projects in a timely manner.
2 DISCUSSION:
On February 14, 2023, a Request for Proposal was issued and advertised through the City website. In addition, notification emails were sent to firms who expressed interest in providing Environmental Planning and Permitting Services to the City.
Selection of the best-qualified firms was made in accordance with the City’s Purchasing Guidelines. Eight proposals were received on March 17, 2023. A selection committee, consisting of Engineering Division staff, independently evaluated and ranked the proposals. After deliberations, the top three ranked firms chosen are as follows:
Firm and Location
EMC Planning Group, Monterey, CA
Rincon Consultants, Inc., San Luis Obispo, CA
SWCA Environmental Consultants, San Luis Obispo, CA
The proposed Professional Services Agreements would be managed by the Engineering Division. On-Call Environmental Planning and Permitting Services would also be made available to other Departments for funded projects.
Individual project task orders will be issued based on the firm’s e xpertise, workload capacity, services to be performed, schedule requirements, and hourly rates submitted in their proposal. All task orders will be issued based on an agreed -upon, written scope of work, implementation schedule, and maximum fee arrangement negotiated on a project- by-project basis.
Alternative(s)
City Council could decide to not award these Environmental Planning and Permitting Services Agreements and direct staff to issue Requests for Proposals for each project individually. However, this alternative is not recommended as there is a significant backlog of funded projects for which outside Environmental Planning and Permitting Services are required to augment City staff. Further, having pre -approved, on-call, as- needed firms readily available will allow for more efficient and timely delivery of projects as multiple projects can be designed concurrently.
Environmental Review
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidel ines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Fiscal Considerations
Fees for Environmental Planning and Permitting Services will be based on a project-by- project basis and directly charged to individual project budgets. Each project is separately approved and budgeted by the City Council. The City is under no obligation to expend any funds under these Professional Services Agreements.
Impact to the Community
3 The additional use of Environmental Consultants will have a beneficial impact on the community by allowing the preparation of plans to be planned and designed in accordance with resident’s desires, while also complying with local, state, and federal statutes.
ATTACHMENTS
Attachment A - Agreement EMC Planning Services_2023-05-16 Attachment B - Agreement Rincon Planning Services_2023-05-16 Attachment C - Agreement SWCA Planning Services_2023-05-16