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CC - CONSENT ITEM: Approval of On-Call Professional Services Agreements with the Following Firms to Support the City’s Planning and Development Department’s Current Planning Division’s Processing of Development Applications and Planning Initiatives from July 1, 2023 to June 30, 2028 for a Total Amount of Compensation in the Aggregate Not-to-Exceed the City Council Authorized Current Planning Division Budget: Six Planning Consulting Firms (CSG Consultants Inc., Interwest Consulting Group, MIG, Raimi+Associates, Rincon Consultants, Inc., and Willdan Engineering); Eleven Environmental Consulting Firms (Catalyst Environmental Solutions, De Novo Planning Group, EcoTierra Consulting, Environmental Science Associates, Eyestone Environmental, Kimley-Horn and Associates Inc., MIG, Placeworks, Rincon Consultants Inc., TAHA Environmental Planners and Willdan Engineering); and Two Landscape Architecture, Plan Check & Inspections Firms (Linda Endler & Associates and RJM Design Group).
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Meeting Date: June 26, 2023
Contact Person/Dept.: Erika Ramirez/ Current Planning Division
Phone Number: (310) 253-5710
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/22/2023)
Department Approval: Mark E. Muenzer, Planning & Development Director (06/6/2023)
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RECOMMENDATION
Staff recommends the City Council approve on-call professional services agreements with the following firms to support the Current Planning Division’s processing of development applications and planning initiatives: from July 1, 2023 to June 30, 2028 for a total amount of compensation in the aggregate not-to-exceed the City Council authorized Current Planning Division budget: six planning firms (CSG Consultants Inc., Interwest Consulting Group, MIG, Raimi+Associates, Rincon Consultants, Inc., and Willdan Engineering); eleven environmental consulting firms (Catalyst Environmental Solutions, De Novo Planning Group, EcoTierra Consulting, Environmental Science Associates, Eyestone Environmental, Kimley-Horn and Associates Inc., MIG, Placeworks, Rincon Consultants Inc., TAHA Environmental Planners and Willdan Engineering); and two landscape architecture, plan check & inspections firms (Linda Endler & Associates and RJM Design Group).
BACKGROUND
The Culver City Current Planning Division requires the services of consulting firms on an on-call as needed basis to assist in specialized areas of the planning field. Historically, the Current Planning Division has released a Request for Proposal (RFP) for each specific project. This can be time consuming and labor intensive for multiple City staff members. In addition, Current Planning staff would coordinate with a landscape architect employed in or contracted with Parks, Recreation & Community Services Department (PRCS) for the review and approval of landscape and irrigation plans submitted by applicants and inspection of installation of the irrigation system and landscape thereafter. PRCS’s current agreement with a landscaping firm will terminate as of June 30, 2023, therefore the Current Planning Division must contract with a licensed landscape architect to review landscape and irrigation plans. Current Planning is also working with the Finance Division to establish a landscape plan review fee as part of the User Fee Study.
To reduce the impacts of releasing multiple RFPs a year, coupled with the need to contract with a license landscape architectural firm, the Current Planning Division released a Request for Proposals (RFP) to establish an official list of pre-screened, qualified consulting firms to provide professional services within three specific areas of expertise - Planning; California Environmental Quality Act (CEQA) environmental review; and landscape architecture. This will allow firms to be selected for required services in which staff is not licensed or certified to provide as part of the development review process as well as to engage professional experts to assist with City initiated projects or programs
DISCUSSION
In April 2023, the City published RFP #2334 on Planetbids seeking proposals from qualified consulting firms interested in providing on-call and as needed professional consulting services. Consulting firm were permitted to propose services in one or more of the three specified areas. Proposals were due by May 4, 2023. Twenty proposals were received by the due date. Of the 20 proposals received, eight proposed on-call planning services, 15 proposed on-call environmental review services pursuant to CEQA, and four proposed on-call landscape architecture, plan check and inspection services.
Three staff raters were assigned for each category. Staff scored each proposal based on qualifications and experience of the firm, qualifications and experience of the proposed project team, responsiveness to scope of services, fees, timelines, and references. In the categories of on-call planning services and on-call environmental review services pursuant to CEQA, the firms recommended by staff were those that scored in the 90th percentile, provided services relevant to the Current Planning Division, and had experience contracting directly with a government agency. In the category of on-call landscape architecture, plan check and inspection services, the top two scoring firms were selected in accordance with the RFP’s advisement that up to two firms would be selected.
If the City Council approves entering into agreements with the recommended firms, they will be placed on the “Planning and Development Department- Current Planning Division Official List of Qualified On-Call Professional Services Firms” which will be made available to staff and applicants and will be utilized on an as-needed basis.
FISCAL ANALYSIS
The cost for the on-call professional services within three specific areas of expertise would be limited to the amount appropriated in the Adopted Budget for each fiscal year in Account Nos. 10153200.610400 (Current Planning - Consulting Services) and 10153200.619800 (Current Planning - Other Contractual Services).
For services required by applicants, the cost for consultant fees would be fully funded by the applicant as a pass-through cost. These costs are difficult to estimate in advance as they are dependent on development activity in the City. The City Manager may approve budget increases throughout the year to address these types of expenditures. Per City Council Policy Statement 5003 (Budget Development and Administration), the City Manager has the authority to approve budget appropriations in excess of $30,000 to cover reimbursable contract costs such as plan review services, building inspection services, or other services to be reimbursed by an applicant.
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Approve on-call professional services agreements with the following firms to support the Current Planning Division’s processing of development applications and planning initiatives: from July 1, 2023 to June 30, 2028 for a total amount of compensation in the aggregate not-to-exceed the City Council authorized Current Planning Division budget:
a. Planning firms (six): CSG Consultants Inc., Interwest Consulting Group, MIG, Raimi+Associates, Rincon Consultants, Inc., and Willdan Engineering; and,
b. Environmental firms (11): Catalyst Environmental Solutions, De Novo Planning Group, EcoTierra Consulting, Environmental Science Associates, Eyestone Environmental, Kimley-Horn and Associates Inc., MIG, Placeworks, Rincon Consultants Inc., TAHA Environmental Planners and Willdan Engineering; and,
c. Landscape architecture, plan check & inspections firms (2): Linda Endler & Associates and RJM Design Group; and
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.