HomeMy WebLinkAboutResolution 2010-136 N.C.S. 07/19/2010Resolution No. 2010-136 N.C.S.
of the City of Petaluma, California
APPROVING AND AiJT~IORgZING THE CI'I'Y 1VIANAGER 'I'O
EXECi1TE AMENI)1VMENT #1 TO 'I'I~E PROFESSIONAI., SERV~CES AGREEMENT
W~T~-I 1VIE'I'IZOPOLITAN PLANNING Gi20UP, INC. TO
PROVIDE CgJRREN'~" PLANNING SERVICES
WHE~AS, on July 12, 2009 the City Council approved and authorized the City
Manager to execute on behalf of the City of Petaluma a Professional Services Agreement with
Metropolitan Planning Group, Inc. to provide current planning services on a cost recovery basis;
and,
W~-IEREAS, said agreement provided for a one-year term with allowance for additional
extensions; and,
W~I~REAS, Metropolitan Planning Group has provided current planning services for
the City on a cost effective basis, has reduced the backlog of planning applications, has increased
office hours and access to the public, and has improved customer service and planning processes;
and,
W~IEREAS, it is desirable to maintain these results, and continuity of planning services
for the coming two year period; and,
W~IEREAS, Metropolitan Planning Group has proposed revisions to the scope of work
and rate schedule referenced in the agreement; and,
W~IE~tEAS, these revisions are necessary to maintain program improvements and
continuity.
NOW, TI3EREFORE, BE I'~ RESOI.VED that the Petaluma City Council hereby
approves and authorizes the City Manager to execute on behalf of the City of Petaluma an
amendment to the Professional Services Agreement with Metropolitan Planning Group, Inc.
dated July 21, 2009, extending the term of the agreement through July 31, 2012 and revising the
associated scope of work and rate schedule, substantially in conformance with the Amendment
No. 1 attached hereto as Exhibit A.
Under the power and authority conPerred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the
Council of the City of Petaluma at a Regular meeting on the 19`h day of July, 2010,
by the following vote:
AYES: Barrett, Vice Mayor Glass, Harris, Healy, Renee, Mayor Torliatt
NOES: None
ABSENT: Rabbitt
ABSTAIN: None
ATTEST: L-~.-~.~.~c~~ ~~v v~"`~`--~ -
Citv Clerk
Resolution No. 2010-136 N.C.S. Page 1
EXHIBIT A TO THE RESOLUTION
AMENDMENT NO. 1
TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF PETALUMA AND
METROPOLITAN PLANNING GROUP FOR PLANNING SERVICES
The Professional Services Agreement between the City of Petaluma and Metropolitan Planning.
Group for Planning Services made and entered into on Julv 21, 2009 ~'the Aqreement") - by and
between the City of Petaluma, a Municipal Corporation and a Charter City ("City") and
Metropolitan Planninq Group, Inc., a planning consultant ("Consultant") is hereby amended as
foilows, effective July 21, 2010:
Services. Consultant shall provide the services as described in and in accordance with
the schedule and terms set forth in the Revised Exhibit "A," dated July 13, 2010 and
attached hereto and incorporated herein ~"Scope of Work"~.
2. Compensation; Business Tax Certificate.
Subsection A is amended as follows:
A. For the full performance of the Services as described herein, City shall
compensate Consultant for time billed, in accordance wifh the terms set forth in
the revised Exhibit "B," dated July 13, 2010 and attached hereto and
incorporated herein ("M-Group Rate Schedule"). The Group Rate Schedule
attached hereto shall apply to the full two year term provided by this
Amendment No. 1, as provided for in Paragraph 3 below.
3. Term. The term of the Agreement as modified by this Amendment No. 1, commences on
the Effective Date and terminates on July 31, 2012, unless sooner terminated in
accordance with Section 4 of the Agreement. The Agreement may be renewed for up
to one additional year. Any such extension period must be agreed o.n in writing through
an amendment to this Agreement. At least 45 days prior to expiration date, Consultant
shall provide written notice to City of Consultant's desire to renew for one additional
year. It shall be within the City's sole discretion whether an extension shall be granted.
Upon termination, any and all of City's documents or materials provided to Consultant
and any and all of the documents or materials prepared for City or relating to the
performance of the Services, shall be delivered to the City as soon as possible, but not
later than fourteen (14) days after termination of the Agreement.
4. Except as expressly modified by this Amendment No. 1, all terms and conditions in the
Agreement remain in full force and effect:
THIS AMENDMENT NO. 1 is hereby executed this day of , 2010.
CITY OF PETALUMA CONSULTANT
City Manager
ATTEST:
By:
Geoff Bradley, Metropolitan Planning Group
Title
City Clerk
Resolution No. 2010-136 N.C.S.
Page 2
APPROVED AS TO FORM: Address
City Attorney
APPROVED:
Risk Manager
APPROVED:
Finance Director
1481684.1
City State Zip
Taxpayer I.D. Number
Petaluma Business Tax Certificate Number
Resolution No. 2010-136 N.C.S. Page 3
EXHIBIT A TO THE AGREEMENT
SCOPE OF WORK
Our work approach is to provide comprehensive planning se~vices to the City of Petaluma that
include:
1. Base Level Planning Services
2. Cost Recovery Services
Our approach is to provide Base Level Planning Services at cost or at "break even" level of
billing rates. For Cost Recovery services, norma! M-Group billing rates would apply.
GOALS
In managing the entitlement process, our staff is committed to coordinating with City staff and
other city departments, preparing the necessary documents and reports and making
presentations to city staff, the public, the Planning Commission and the City Council.
FOR THE CITY OF PETALUMA PLANNING FUNCTION, M-GROUP WILL:
• Maintain institutional memory and continuity of planning services to the community and
applicants.
• Deliver outstanding customer service.
• Implement City Manager and City Co~ncil direction.
• Provide a cost effective solution for city planning services.
~ Continue to maintain long-established relationships with the development community.
M-GROUP'S PLAN FOR ACCOMPLISHING THE ABOVE TASKS:
• Utilize experienced M-Group staff in combination with existing Petaluma city planning staff
and sub-consultants where feasible.
o Provide Base Level Services of one planner to staff the counter and provide additional city
planners to perform Cost Recovery services on an as-needed basis.
o Provide part-time Administrative staff person.
• M-Group management to meet with City Manager, or designee, at least once every week
to receive overall direction and feedback.
• Utilize cost recovery and fee based planning revenue as the primary funding mechanism.
BASE LEVEL SERVICES
M-Group will provide up to 32 hours per week for Base Level services (non-cost recovery work) at
the Associate Planner level and 16 hours per week for the Planning Tech position. An additional
two hours per week of the Planning Manager will be provided as a Base Level service to provide
general direction and coordination and for contract administration, for a total of 50 hours per
week, (not to exceed 200 hours per month), as shown in the table below.
Title Hours/Week
Planning Tech 10
Associate Planner 32
Deputy Planning Manager 8
Total Hours/Week 50
Resolution No. 2010-136 N.C.S. Page 4
To pravide the Base Level Services at cost, M-Croup is assuming minimum Cost Recovery
Services planning revenues of $35,000 per month. This level of revenue will allow for the Base
Level service with the capacity to easily ramp up on an as-needed basis to deal with increased
work load and permit activity. Cost Recovery revenues less than this amount will cause the Base
Level work to be billed to the City on a percentage basis; i.e. if 90% of the revenue is achieved,
only 10% of the allocated Base Level work will be billed to the City.
The City will be billed on a monthly basis for hours worked based on the attached rate sheet.
COST RECOVERY SERVICES
There are two types of fees for entitlements, a flat rate (fee based) or a deposit plus staff time
and materials (cost recovery). The cost recovery system is for entitlements which require a public
hearing or are in general more complex to process. These applications require a deposit and a
completed agreement for payment form. A cost recovery application means that the applicant
will be billed for the full cost of processing the application based on staff time and materials over
and above the amount of the deposit. For applications requesting multiple entitlements, the
deposit shall be the sum of the individual application fees and/or deposits.
M-group will provide planners to do all, or most, of the city's cost recovery planning work
reimbursed at our normal hourly rates. In this manner, the city is assured of a minimum
acceptable level of planning service with little general fund exposure.
STAFFING SOLUTIONS FOR PETALUMA
For the City of Petaluma, we are able to provide both short and long term staff assignments to
assist with day-to-day planning functions and meet peak workloads. Duties and tasks for Staffing
Solutions includes day to day planning services; counter duty, processing small projects, project
planning for large projects, executing special projects, performing research, writing staff reports,
making public presentations and preparing resolutions and ordinances.
Our Staffing Solutions for the City of Petaluma include the following tasks:
1. DEVELOPMENT REVIEW
M-Group will perform as the City's in-house planning staff from initial contact with the
applicant through the granting of entitlements including supervisory and administrative
services associated with the development review process. M-Group will be responsible
for processing all applications for development approvals and permits, and conducting
all related assessments, reviews and analyses; conferring with applicants and other
interested parties; coordinating application review with lead and responsible agencies,
City staff in other departments and other consultants; developing and presenting staff
reports to the Planning Commission or other advisory bodies and City Council. Our staff
will work closely with the Building Division, the Code Enforcement staff and other City
departments through the development review process.
M-Group staff will help the applicant understand the City's land use regulations,
development standards, design guidelines and the development review process while
administering the City's General Plan and Zoning Ordinance. M-Group staff will also help
facilitate private and public development opportunities including conceptual review,
site plan review and permit processing while fostering a neighborhood and business
friendly climate responsive to the needs of the Petaluma community.
Our staff will provide administrative and supervisory services including, but not limited to
assignment, supervision, tracking, and reporting on workload; agenda development,
distribution, and all required public noticing; recording and maintaining meeting minutes;
formal and informal follow up from commission, committee and City Council meetings;
maintaining project files and contract management services.
Resolution No. 2010-136 N.C.S. Page 5
2. ENVIRONMENTAL PROCESS MANAGEMENT
M-Group staff will be responsible for contract management for consultants. Contract
management services include, but are not limited to cost recovery accounting, billing,
collection, and reporting; and coordination with City staff responsible for contract
administration. All of these services will be provided on a cost-recovery basis.
3. PROJECT MANAGEMENT
Our goal in project management is to ensure that the applicant has a positive
experience in dealing with the planning staff right from the point of contact through the
entitlement process and to maintain current relationships through the successful
completion of ongoing projects. In addition, all projects will be managed in a manner
that ensures comprehensive review, timely completion of staff reports and consistency
with local and state requirements.
4. COUNTER COVERAGE
M-Group staff will provide the City of Petaluma with high quality professional services at
the public counter. Our experienced staff will provide support at the Permit Center;
conduct preliminary development review; answer public inquiries at the counter; attend
phone calls related to zoning inquiries, permit status; respond to complaints; provide
building permit clearances for zoning compliance purposes and mitigation monitoring,
review Planning applications for completeness and conformance with the City's Zoning
regulations and General Plan policies and interpret Planning Division goals and policies
for citizens and project applicants. We will work with the City Manager in developing a
Permit Center Questionnaire/Survey to keep track of the level of customer satisfaction
that the applicant receives from the Planning Staff and also to constantly improve the
level of service provided by staff at the Public Counter.
M-Group staff will provide staff assistance to the City's commissions and committees and
associated groups, including but not limited to those listed below. Such assistance will
include attendance at meetings, power point presentations, preparation of agendas,
staff reports and minutes or meeting notes where required and other duties to facilitate
conduct of the meetings.
o City Council
m Planning Commission
• Site Plan and Architectural Review (SPAR)
• Historic and Cultural Preservation Committee
• Neighborhood Groups
o Citizen Committees
In addition, M-Group will provide the following services for the City, consistent with the
RFP:
o Provide counter assistance.
• Process all applications for development approvals and permits, and conduct all
related assessments, reviews and analyses.
o Confer with applicants and other interested parties.
o Coordinate application review with lead and responsible agencies, City staff in other
departments, and independent consultants.
• Develop and present staff reports to the Planning Commission or other advisory
bodies, and to the City Council.
o Work closely with the City's Building ~ivision for Zoning Ordinance confo.rmance.
Resolution No. 2010-136 N.C.S. Page 6
Provide Supervisory and Administrative services associated with development review,
including but not limited to: assignment, supervision, tracking and reporting on
workload; agenda development, distribution, and all required public noticing,
recording and maintaining meeting minutes; formal and informal follow up from
commission, committee and City Council meetings; maintaining project files;
contract management for consultants and independent contract planning staff;
cost recovery accounting, billing, collection, and reporting; and coordination with
City staff responsible for contract administration.
Resolution No. 2010-136 N.C.S. Page 7
EXHIBIT B TO THE AGREEMENT
NI-C~ROUP RA~E SCHEDl1LE
FOR BASE LEVEL SERVICES
JOB TITLE HOURLY RATE
Planning Tech $40
Assistant Planner $45
Associate Planner $55
Senior Planner $75
Deputy Planning Manager $90
Planning Manager $125
FOR COST I~ECOVERY SERVICES
JOB TITLE HOURLY RATE
Planning Tech $63
Assistant Planner $79
Associate Planner $100
Senior Planner $131
Deputy Planning Manager $158
Planning Manager $175
Resolution No. 2010-136 N.C.S. Page 8