CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
4/26/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
COLLEEN T. DOAN
COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT:
CONTRACT SERVICES AGREEMENTS FOR PROFESSIONAL CONSULTING
SERVICES IN SUPPORT OF COMMUNITY DEVELOPMENT
Summary:
City Council will consider authorizing the City Manager to execute three Contract Services Agreements with qualified firms on behalf of the Community Development Department: one for professional consulting services to develop an Environmental Justice Element and to update the Safety, Environmental Resources, Circulation and Land Use Elements of the City’s General Plan; one to develop Objective Design Standards and an Accessory Dwelling Unit manual; and one for on-call professional public notice mailing house services. The Community Development Department utilizes these services to accomplish its annual goals as defined by the City Council in the approved Fiscal Year (FY) 2021-22 Community Development Operating Budget.
Recommendations:
1. Authorize the City Manager to enter into a three-year Contract Services Agreement with MIG to provide professional consulting services related to General Plan Element updates for a not-toexceed amount of $250,000 through April 26, 2025, in a form approved by the City Attorney.
2. Authorize the City Manager to enter into a three-year Contract Services Agreement with KTGY to provide professional consulting services related to development of objective design standards for a not-to-exceed amount of $85,000 through April 26, 2025, in a form approved by the City Attorney.
3. Authorize the City Manager to enter into a three-year Contract Services Agreement, with one additional two-year extension, with NotificationMaps.com to provide on-call professional public notice mailing house services, for a not-to-exceed amount of $50,000 annually, through April 26, 2025, in a form approved by the City Attorney.
CITY OF SIGNAL HILL Page 1 of 6 Printed on 4/21/2022
powered by Legistar™
4/26/2022
Fiscal Impact:
Funding for professional consulting services related to updating the City’s General Plan Elements is budgeted annually as part of the Community Development Department Operating Budget and will be included in the FY 2022-23 and FY 2023-24 Operating Budgets as well.
Funding for professional services related to developing Objective Design Standards for residential projects and preparing an Accessory Dwelling Unit Development and Design Manual is budgeted in the current FY 2021-22 Community Development Operating Budget and will be routinely budgeted as part of future annual operating budgets. The proposed contract amounts are based on proposed budgets associated with completing each specific project.
Funding for on-call professional public notice mailing house services is budgeted in the current FY 2021-22 Community Development Department Operating Budget and is mainly reimbursed by developer deposits.
Strategic Plan Objective:
Goal No. 1: Ensure long-term fiscal stability.
Background:
The City’s Community Development Department consists of four divisions - Building Safety, Neighborhood Enhancement, Oil Field Services, and Planning - and performs a variety of services intended to protect, maintain, and develop an attractive, safe, and healthy environment for residents and the business community. The department’s approved personnel summary includes five full-time employees, one part-time employee, and one paid intern.
Specialized Project Specific and On-Call Agreements
In response to recent economic and development trends, the Community Development Department model relies on professional consulting firms using on-call agreements to augment department capacity. The proposed use of consultants is consistent with the City’s purchasing policies and supports the timely delivery of development projects.
On-call agreements are an efficient tool for providing technical staff support and reducing the time needed to identify qualified firms while adhering to the City’s purchasing policies. This enables the City to quickly respond to developer needs by utilizing specialized consulting services on an asneeded basis. Using consultants in these capacities also provides the City with the flexibility to control costs as workloads and demand fluctuate in response to development or project activity.
Analysis:
On October 22, 2021, staff issued a Request for Proposals (RFP) for Specialized Project Specific and On-Call Planning and Environmental Services (Attachment A). Interested firms were invited to propose on any combination of services they were qualified to provide.
CITY OF SIGNAL HILL Page 2 of 6 Printed on 4/21/2022
powered by Legistar™
4/26/2022
Scope of Services
The scope of services requested was as follows:
I. Specialized Project Specific Professional Services
a. Assist with development of a scope of work, conduct an environmental analysis pursuant to the California Environmental Quality Act (CEQA), and prepare a CEQAcompliant document for a long-term extension of an existing oil and gas drill sites Conditional Use Permit.
b. Draft a General Plan Environmental Justice Element and update various other Elements such as the Safety Element, the Environmental Resources Element, the Circulation Element, and the Land Use Element.
c. Develop Objective Design Standards for residential projects in compliance with requirements of all applicable State laws.
d. Prepare an Accessory Dwelling Unit Development and Design Manual.
II. On-Call Professional Services
a. Environmental analysis and CEQA compliance services
b. Specialized oil field environmental services
c. Soils and methane assessments
d. Petroleum engineering services
e. Geologic and geotechnical services
f. Water quality analysis
g. Landscape architectural services
h. Planning services
i. Mailing house public noticing services
j. Code enforcement services
Evaluation Process
In response to the RFP, the City received 23 proposals, and all were deemed to be completed and timely.
In accordance with the qualifications-based selection procurement listed in the RFP, the Community Development Department established a Selection Committee, comprised of the Community Development Director, Planning Manager, and Economic Development Manager. The Selection Committee conducted a two-tiered evaluation process, consisting of an evaluation of all timely and complete proposals followed by interviews and reference checks for the top three firms in each category.
The proposal evaluation criteria was as follows:
· Qualifications and Relevant Experience (Weight 25%)
o Years in business and qualifications of individuals and teams o Experience providing similar services to local government agencies o Service delivery time frames
· Thoroughness and Organization of Proposal (Weight 15%) CITY OF SIGNAL HILL Page 3 of 6 Printed on 4/21/2022
powered by Legistar™
4/26/2022
o Includes all required elements of the proposal
o The proposal is organized, concise and thorough
o Demonstrates understanding of the scope of work
o Consultant’s approach to accomplishing the scope of work · Proposed Staff Experience (Weight 30%)
o Experience doing similar work and projects
· Cost Estimates (Weight 30%)
o Costs for providing the proposed scope of services
o Quality of work to be delivered based on consultant’s fee The interview evaluation criteria was as follows:
· Qualifications and Relevant Experience (Weight 40%)
o Demonstrated qualifications of individuals and the team o Experience providing similar services to local government agencies o Demonstrated understanding of the scope of work
o Demonstrated analytical ability and problem-solving skills o Identified specific procedures to be used to ensure communication between the consultant and the City
· Preparedness and Understanding of the Project (Weight 40%) o Demonstrated ability to provide sufficiently qualified and experienced personnel o Demonstrated availability of lead and all proposed team members o Consultant’s general approach to providing services and evaluating issues o Communication skills
o Demonstrated ability to deliver services using technology and computers o Cost estimates and delivery time
· Reference Checks (Weight 20%)
o Customer satisfaction
o Cost versus product level of service
o Communication strengths and analytical skills
o Other
Prior Contract Award
Due to the high number of proposals received, staff prioritized contract award based on current and expected demand. As such, proposals for Scope of Services I. a and II. b - f were prioritized. At the February 22, 2022 City Council meeting, the Council approved contracts for the prioritized services with Catalyst Environmental Solutions, Citadel EHS, Earth Consultants International, Evans & Walker, Applied GeoKinetics, Mearns Consulting LLC, and Orion Environmental, Inc.
At the March 22, 2022, City Council meeting, the Council approved contracts with De Novo Planning Group, EPD Solutions, MIG, Interwest Consulting Group Inc., RRM Design Group, Architerra Design Group, and David Evans and Associates Inc. related to Scope of Services II. a and II. g - h.
CITY OF SIGNAL HILL Page 4 of 6 Printed on 4/21/2022
powered by Legistar™
4/26/2022
Proposed Contract Award
The following firms submitted proposals in response to Scope of Services I. b-d and II. i (Table 1).
The consultants highlighted in yellow have been selected for either a project specific or on-call agreement based upon the criteria established above. There was one submission for mailing house public noticing services, II i. No proposals were received in response to Scope of Service II. j for code enforcement services.
Table 1
The proposed agreements with each of the recommended firms will enable the Community Development Department to utilize professional services to augment staff roles and provide key support and services throughout the agreement terms. Staff is confident that each of the firms will be responsive in providing the City with high quality service while meeting the City’s demands and timelines. References have also been contacted for each and feedback has been satisfactory.
Additional information on each of the recommended firms is provided below:
General Plan Environmental Justice, Safety, Environmental Resources, Circulation, and Land Use Elements
· MIG is a multidisciplinary planning, design, communications, environmental, and engineering firm that specializes in serving public-sector and nonprofit clients. They have been in business for 39 years.
Objective Design Standards and Accessory Dwelling Unit (ADU) Manual · KTGY is a full-service architectural and planning firm founded in 1991. They serve clients worldwide with design solutions for planning, residential, 55+ service enriched, mixed use, retail, international, hospitality and healthcare projects.
On-Call Public Notice Mailing House Services
· NotificationMaps.com has produced radius maps, owner, and occupant lists, and provided mailing services since 2005. They have been providing notification services to the City for the CITY OF SIGNAL HILL Page 5 of 6 Printed on 4/21/2022
powered by Legistar™
4/26/2022
mailing services since 2005. They have been providing notification services to the City for the past 10 years.
The tasks assigned to consultants will begin dependent on City priorities and funding availability. City staff will give direction to the appropriate consultant to begin the tasked scope of work based on the rates established in the Schedule of Compensation.
Reviewed:
_________________________
Sharon del Rosario
Approved:
____________________
Hannah Shin-Heydorn
Attachments
CITY OF SIGNAL HILL Page 6 of 6 Printed on 4/21/2022
powered by Legistar™