City Council to Approve a 12 Month Professional Services Contract with Collins and Schoettler, Planning Consultants and Authorize City Manager to Enter into a Contract in a Form Approved by City Attorney.

Meeting Date: September 17, 2013

Agenda Item #12. City Council to Approve a 12 Month Professional Services Contract with Collins and Schoettler, Planning Consultants and Authorize City Manager to Enter into a Contract in a Form Approved by City Attorney.

STAFF REPORT

AGENDA ITEM: City Council to Approve a 12 month Professional Services Contract with Collins and Schoettler Planning Consultants and Authorize City Manager to Enter into Contract, in a Form Approved by City Attorney.

MEETING DATE: September 13, 2013

PREPARED BY: Jose Antonio Ramirez, City Manager

REVIEWED BY: Jose Antonio Ramirez, City Manager

RECOMMENDATION:

City Council to Approve a 12 month Professional Services Contract with Collins and Schoettler Planning Consultants and Authorize City Manager to enter into Contract, in a form approved by City Attorney.

BACKGROUND:

Due to a budgetary shortfall, the City implemented a reorganization which resulted in the reduction of workforce. The Community Development Director was among the few employees that were laid off.

A request for Proposals (RFP) was circulated by posting on the City bulletin hoards, City’s web page and by sending proposals to valley planning firms. The RFP was advertised for three weeks. The City received the following four proposals:

I. Pacific Municipal Consultants (PMC)

2. Merced County Association of Governments (MCAG)

3. Planning Institute, Inc.

4. Collins & Schoettler Planning Consultants

The City has a responsibility to its citizens and developers to provide planning services. Through the RFP, the City seeks to contract with an experienced planning consulting firm that can meet the needs and expectations of the community. The contract planner will assist with planning services, staff report writing, plan reviews, planning counter time and assist the planning staff with various daily projects. In addition, the contract planner would perform related duties as assigned by the City Manager. Contract services will include in-office support as well as off-site support as necessary. The consultant will perform all services required by as an independent consultant engaged by the City and not as an officer or employee of the City.

The City Council decided to enter into contract with MCAG on February 5, 2013. Mr. Miguel Galvez was assigned to work as the City’s Planner and did so until June 28, 2013 (accepted a new job). MCAG recruited once again and received 5 applicants who were found to be unqualified and so staff decided to go with Collins & Schoettler Planning Consultants on an interim basis. On July 30, 2013 the City Manager entered into contract with the planning firm.

Staff believes that it’s to the best interest of the City to enter into a 1 year contract with Collins &

Schoetller Planning Consultants in order to achieve continuity, stability, affordability and expertise.

FISCAL IMPACT:

Approval of the agreement will have a fiscal impact not to exceed $7,500 per month. This amount was budgeted for in the fiscal year 2013-2014 Budget.

ATTACHMENTS:

1. Letter to Council from Collins & Schoettler

2. Consultant Agreement for Planning Services

3. Exhibit A (Fee Schedule)

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