title
CC - Approval of a Professional Services Agreement with Willdan Engineering for Planning Services related to the Preparation, Review and Processing of the Culver Crossing Project Application on behalf of the City with Costs Reimbursed by the Project Applicant.
body
Meeting Date: December 13, 2021
Contact Person/Dept: Lisa Pangelinan, CDD Administration
Sol Blumenfeld, CDD Administration
Phone Number: (310) 253-5700
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/09/2021);
Department Approval: Sol Blumenfeld, Community Development Director (12/03/2021)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Willdan Engineering (“Willdan”) for planning services related to the preparation, review, and processing of the Culver Crossing project application (“Planning Services”) on behalf of the City, with costs reimbursed by the project applicant.
BACKGROUND/DISCUSSION
In the past, the Current Planning Division has had to contractually retain planning services to provide staff support for larger development projects, the costs of which are reimbursed to the City by the developer. There are several large projects submitted for development permit reviews or nearing submittal that will require contract staff assistance. The Current Planning Division cannot manage these projects and maintain Division core responsibilities given workload and staffing levels.
The Culver Crossing project consists of two, four- to five-story buildings that would provide a total of 532,000 sf of new office floor area, which is intended to be occupied by Apple, Inc. (“Project”). The Project provides a total of 1,204 vehicular parking spaces within two separate three-level subterranean garages under each proposed building. The Project would provide 186 bicycle parking spaces, including spaces for employees and visitors, short-term spaces, and long-term spaces in compliance with respective City codes. The Project would also include pedestrian-facing landscaping at the ground floor on National Boulevard and Venice Boulevard, as well as an approximately 30,000 sf internal courtyard for the use of employees. Staff is requesting authorization to contract for Planning Services with Willdan for this Project.
Pursuant to Culver City Municipal Code Section 3.07.065.A, professional services are exempt from competitive bidding procedures provided the contract is based on competitive quotes, whenever practical, as determined by the City Manager. In this case, the City Manager has determined competitive quotations impractical given the time exigency for Project completion. Willdan has provided prior services to the City with a high-level of expertise in the City’s planning process. The Project billing rates as provided by Willdan are consistent with similar past project procurements and these services will be funded by a pass-through reimbursement agreement with the Project applicant.
A Request for Qualifications (RFQ) for as-needed planning services will be conducted within the fiscal year to address additional future project application needs.
FISCAL ANALYSIS
Council Policy 5001 - Budget Development and Administration, Section E, City Manager Authority, 2.c., allows for budget increases in excess of $30,000 to cover reimbursable contract costs such as Planning Services. Therefore, a budget amendment is not required in this case.
The Planning Services are paid for as “pass-through” contracts, funded wholly by the applicant requesting the services and the City administers the contract and oversees the work product. The amount spent over the three-year period will be dependent upon various factors based on the processing of the Project application. The Project applicant will enter into a Reimbursement Agreement and deposit funds with the City to cover the Planning Services costs as needed. Therefore, there are no costs to the General Fund. The costs of the Planning Services are based on the following hourly rates: Senior Planner - $173; Principal Planner - $180.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve a professional services agreement with Willdan Engineering for planning services relating to the preparation, review, and processing of the Culver Crossing project application on behalf of the City, with costs to be reimbursed by the Project applicant; 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.