CITY OF SIMI VALLEY
MEMORANDUM
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ugust 18, 2025
T
O: City Council
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ROM: Department of Environmental Services
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UBJECT: APPROVAL OF THE FIRST AMENDMENT TO EXTEND THE CONTRACT FOR RINCON CONSULTANT SERVICES THROUGH FY 2026 -27 AND
OTHER AMENDMENTS
STAFF RECOMMENDATION
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taff recommends that the City Council approve the First Amendment to the Contract with Rincon Consultants, Inc. (page 3) to extend the term of the contract to June 30, 2027, for professional planning services and increase the total Not to Exceed Contract Amount to $250,000, subject to the 2025 Schedule of Fees.
BACKGROUND AND OVERVIEW
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or an extended number of years, the City’s Department of Environmental Services has contracted for staff support and assistance during times of staff vacancies, heavy workloads, or to perform special projects as requested by the City Council or the City Manager. The most recent contract for these services was with Rincon Consultants, Inc.
Th
e purpose of the planning services contract is to provide support to the Planning Division on an as-needed basis. The responsibilities may include, but are not limited to: assistance in the areas of Geographic Information Services (GIS) support for Planning databases; routine and complex mapping assignments; maintenance of publicly visible zoning and land use maps and development summaries; Environmental Planning support for entitlement projects and City initiated projects; maintenance updates to the General Plan, including Safety Element Update and Housing Element implementation programs; assistance with development code updates; and aid with more complex entitlement applications and wireless telecommunications permit administration.
FINDINGS AND ALTERNATIVES
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n May 24, 2022, the City Manager awarded a three-year contract to Rincon Consultants, Inc. for professional planning services for a Not to Exceed Contract Amount of $150,000.
The contract was valid through June 30, 2025, with an option to extend for an additional two-year term.
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he consultant has provided adequate service; therefore, staff requests to exercise the option to extend the term of the contract from July 1, 2025 , to June 30, 2027. The total compensation payable to Rincon Consultants. Inc. under this First Amendment shall not AGENDA ITEM NO.
Consent (7)
exceed the sum of $100,000, for a total Not to Exceed Contract Amount of $250,000.
Payment for the extended term will be made based on the rates contained in the “Schedule of Fees” effective January 1, 2025, as set forth in Exhibit “B -1” of the First Amendment.
The following alternatives are available to the City Council:
1. Approve the First Amendment to the Contract with Rincon Consultants, Inc. to extend the term of the contract to June 30, 2027, for professional planning services and increase the total Not to Exceed Contract Amount to $250,000, subject to the 2025 Schedule of Fees;
2. Provide staff with other direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to approve the First Amendment to the Contract with Rincon Consultants, Inc. to extend the term of the contract to June 30, 2027, for professional planning services and increase the total Not to Exceed Contract Amount to $250,000, subject to the 2025 Schedule of Fees.
SUMMARY
On May 24, 2022, the City Council awarded a three-year contract to Rincon Consultants, Inc. for $150,000 , which expired on June 30, 2025. Rincon has provided adequate service, and staff requests to exercise the option to extend the contract for a two-year term and increase the aggregate not-to-exceed amount to $250,000. Staff recommends that the City Council award the two-year extension contract to Rincon for these services.
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Stratis Perros
Environmental Services Director
Prepared by: Megan Grai, Management Assistant
INDEX Page
Contract Amendment ......................................................................... 3 2
P 13/6-25(klk)
FIRST AMENDMENT TO
AGREEMENT NO. 3230067 BETWEEN
THE CITY OF SIMI VALLEY AND
RINCON CONSULTANTS, INC.
THIS FIRST AMENDMENT (“First Amendment”) is retroactively made effective on this 1 st
day of July, 2025, by and between the City of Simi Valley, a general law city and municipal corporation (“City”), and Rincon Consultants, Inc. (RINCON), a California “S” corporation.
1. Pursuant to Section 8, Amendments of Agreement No. 3230067 (“Agreement”), the parties agree to amend the Agreement as set forth below.
a. Section 2. Term. The first sentence is being amended to read as follows:
“The term of this Contract is being extended from July 1, 2025, to June 30, 2027.”
b. Section 4. Compensation and Payment . The first paragraph is deleted in its entirety and replaced with the following:
“A. The total compensation payable to RINCON by City for services under this First Amendment shall not exceed the sum of $100,000 (the “Not To Exceed Amount”) for a total Not To Exceed Contract Amount of $250,000.
Compensation shall be earned as the work progresses. Payment for the extended term will be made based on the rates contained in the “Schedule of Fees” effective January 1, 2025, as set forth in Exhibit “B -1” attached hereto and incorporated herein this First Amendment. RINCON acknowledges that it is not guaranteed to receive the Not to Exceed Amount or any particular or minimum amount of compensation or work under the Contract.”
c. Exhibit “B” Schedule of Fees is deleted and replaced with Exhibit “B -1” Schedule of Fees and attached to this First Amendment.
d . Exhibit “C” Insurance Requirements, Number 6. Aviation Liability Insurance is not required for the term of this First Amendment provided Rincon does not use drones.
2. ELECTRONIC SIGNATURES. This First Amendment may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Amendment binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Amendment will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
3 City of Simi Valley
First Amendment to Agreement No. 3230067
Rincon Consultants Inc.
P 13/6-25(klk)
3. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement No. 3230067 remain the same.
[SIGNATURES ON NEXT PAGE]
4 City of Simi Valley
First Amendment to Agreement No. 3230067
Rincon Consultants Inc.
P 13/6-25(klk)
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor of the City of Simi Valley
Approved as to Form: Rincon Consultants, Inc.
Algeria R. Ford, City Attorney By:
Print Name: Brenna Weatherby
Approved as to Content:
Title: Principal
Johanna Medrano By:
Deputy Administrative Services Director/
Budget & Purchasing Print Name: Lilly Rudolph
Title: Director
Stratis Perros
Environmental Services Director
5 City of Simi Valley EXHIBIT B-1
First Amendment to Agreement No. 3230067
Rincon Consultants Inc.
P 13/6-25(klk)
6 City of Simi Valley
First Amendment to Agreement No. 3230067
Rincon Consultants Inc.
P 13/6-25(klk)
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