09-15-2020 - AGENDA ITEM 07 CONSIDERATION OF PLANNING CONSULTANT ON-CALL SERVICES LIST12/1/2020
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AGENDA ITEM NO. 7
DATE: September 15, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
SUBJECT: CONSIDERATION OF PLANNING CONSULTANT ON -CALL SERVICES LIST
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve MIG, Inc. and Joyce Parker Bozylinski, AICP for on -call planning consultant services.The cost
of these services shall be paid by project applicants through a reimbursement agreement.
2. Authorize the City Manager to negotiate and execute a Professional Services Agreement with MIG, Inc.
and Joyce Parker Bozylinski, AICP for on -call planning consulting services for a two-year period,
commencing September 16, 2020 and ending September 15, 2022, with a possible two-year extension
contingent upon satisfactory performance and City Manager approval.
BACKGROUND:
Applicants occasionally request - and are willing to pay for - expedited permit processing. The Planning
Division currently has limited staffing, which slows the entitlement process and the City's overall economic
development goals. Staff spends a significant amount of time assisting the public with general questions and
processing both ministerial and discretionary applications. Given the limited in-house staffing and a continuing
high work load, the City has utilized the services of an on -call planning consultant to assist staff with
evaluating the applications, oversee the CEQA process, prepare the documents for public hearing, and make a
presentation to the Planning Commission and City Council. This process is voluntary. Any work performed by
the on -call consultant is paid for by the applicant through a three -party reimbursement agreement. MIG, Inc.
has served as the on -call planning consultant since May 2018.
Process for Hiring Consultant for On -Call Planning Services
Upon receipt of an application for a development proposal, staff explains the voluntary planning consultant on -
call services options with the applicant. If the applicant determines that they would like to utilize the program,
staff contacts the selected consultant to assign a contract planner. Staff then receives the required funding from
the applicant, contracts with the consultant (signature on contract of the City Manager), and then utilizes the
services of the on -call planner to process the submitted development applications. An in-house City staff
member is also involved on a limited basis to assist in the interpretation of the General Plan and Municipal
Code as well as liaison between other City departments and assist in document preparation consistent with
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similar applications. For projects that are under $75,000, the City Manager is authorized to sign the contract.
For planning consultant on -call services that exceed $75,000, the contract is scheduled for review and approval
by the City Council. The selected consultant is not restricted to an annual budget, but rather the $75,000
threshold is for each individual project. Applicants for large projects that include a large development or a
specific plan typically take advantage of this option.
DISCUSSION:
The City released a Request for Proposal (RFP) on July 13, 2020 for Planning Consultant On -Call
Services.The RFP was completed with the intention of selecting at least two consultants based on their
qualifications as the selected consultants would be an extension of staff managing a specific development
project. The type of projects that the consultants might be utilized for are unknown as it will be up to the
developer to decide if they would like to utilize the on -call planning consultant. On August 5, 2020, the City
received proposals from the following 14 consultant firms:
CSG Consultants
KTGY
MIG, Inc.
4Leaf, Inc.
CASC Engineering and Consulting
RRM Design Group
J Lee Engineering, Inc.
Willdan
Michael Baker International
Sagecrest Planning + Environmental
Joyce Parker Bozylinski, AICP
Bureau Veritas North America, Inc.
VCA Code
Interwest
The proposals were reviewed by staff for relevant experience/qualifications, size of firm, and consultants
proposed schedule of costs. The selected consultants are: a) MIG, Inc. and b) Joyce Parker Bozylinski, AICR
LEGAL REVIEW:
The City Attorney will review and approve as to form the Professional Services Agreement prior to
execution.
OPTIONS:
The City Council has the following options:
1. Approve staffs recommendation; or
2. Select another firm based on those that submitted proposals; or
3. Select additional firms based on those that submitted proposals creating a list that exceeds two
consulting firms;
4. Provide alternative direction.
Prepared by: Jo -Anne Burns, Planning Manager
Fiscal Impact
FISCAL IMPACT:
There would be no fiscal impact to the City. The City would contract with the consultant for each
development project as needed. The applicant for the development project would deposit a check with the
City in the amount of the proposal of the consultant to provide on -call planning services. The consultant
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would be paid from the amount deposited into the City's Planning Deposit Trust (Account No. 550.22221).
CITY Achieve Fiscal Sustainability and Financial Stability
COUNCIL Enhance the City Image and Effectiveness
GOALS & Engage in Proactive Economic Development
OBJECTIVES:
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