Amendments to Professional Services Agreement for Contract Planning Sevices 03-01-16

8/20/2019 Amendments to Professional Services Agreement for Contract Planning Sevices 03-01-16

http://slidepdf.com/reader/full/amendments-to-professional-services-agreement-for-contract-planning-sevices 1/6101

CITY OF CARMEL BY THE SEA

AGENDA BILL

TO:

Honorable Mayor and Members of the City Council

FROM: Marc Wiener, Interim Community Planning and Building Director

AB 1100

March 1 2016

Consent Calendar

SUBJECT: Authorization of Amendments to Professional Services Agreement for Contract Planning

Services for an Amount Not to Exceed 78,880

AMOUNT OF EXPENDITURE 78,880

AMOUNT BUDGETED 315,000

APPROPRIATION REQUIRED

0

RECOMMENDATION

1.

Authorize the City Administrator to execute Amendment No. 5 to Professional Services Agreement

PBD-PSA

R

INCON-005-13-14 with Rincon Consultants Inc. for contract planner services for an amount

not to exceed 35,360.

2. Authorize the City Administrator to execute Amendment No.4 to Professional Services Agreement

PBD-PSA-PMC-005-14-15 with Michael Baker International for contract planner services for an amount

not to exceed 43,520.

SUMMARY

The Community Planning and Building Department (CPBD) is currently funded for 8 full-time positions

including: Department Director, Building Official, Senior Planner (x2), Assistant Planner, Building

Inspector, Permit Technician and Administrative Coordinator. Staff notes that the Building Inspector

and Permit Technician became funded during the 2015-16 fiscal year. In recent years the CPBD has

relied heavily on contract staff to fill these positions. However, the City Council requested that the

CPBD shift from contract staff to full-time staff and as such, significant progress has been made in

filling these positions. Over the past year the CPBD has staffed the department with several full-time

employees by hiring a Building Official , Building Inspector, Assistant Planner, Adm inistrative

Coordinator, and a Permit

Te

chnician. The only positions currently unfilled are Department Director

and Senior Planner. The hiring of these positions has been on hold until the City Administrator position

is filled, which will occur on March 1 2016.

While the CPBD has made significant progress over the past year in shifting away from contract staff,

the planning division is still in need of contract staff support in order to maintain service levels through

the remainder of the fiscal year. It is recommended that contract with Rincon Consultants, Inc. be

increased by 35,360 to allow for 3 day a week coverage and that the contract with Michael Baker

International be increased by 43,520 to allow for 4 day a week coverage. Both contract increases will



102

be sufficient to cover planning services for the remainder of the fiscal year. The CPBD will likely fund

these contract increases by re-allocating from the existing budget, from other departments that have

available funds.

PRIOR CITY COUNCIL CTION

Council approved the fourth amendment to the agreement with Rincon on November 2, 2015 via

Resolution 2015-100. Council approved the third amendment to Michael Baker on November 2 2015

via Resolution 2015-101.

TT CHMENTS

1. Resolution Authorizing the City Administrator to Execute Amendment No. 5 to Professional Services

Agreement PBD-PSA-RINCON-005-13-14 with Rincon Consultants Inc. for contract planner services

for an amount not to exceed 35,360

2. Resolution Authorizing the City Administrator to Execute Amendment No. 4 to Professional Services

Agreement PSA-PMC-005-14-15 with Michael Baker Inc. for contract planner services for an amount

not to exceed 43,520

PPROVED·

L-1

t L

Michael Interim City dministrator



ATTACHMENT - 1

103

RESOLUTION 2016-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO 5 TO

PROFESSIONAL SERVICES CONSULTING AGREEMENT PBD-PSA-RINCON-005-13-14

WITH RINCON CONSULTANTS, INC. FOR CONTRACT PLANNING SERVICES FOR AN

AMOUNT NOT TO EXCEED 35,360

WHEREAS, Rincon Consultants, Inc. provides contract planner to the City; and,

WHEREAS, the contract with Rincon Consultants, Inc. was originally entered into on

November 8, 2013 for a not to exceed amount

of

$24,999 and Council approved

amendments to the contract on February 4 and October 7, 2014 and on May 4 and

November 2, 2015; and

WHEREAS, to continue to utilize contract planners for three days a week service and

such services will require an amendment to increase the contract by $35,360 to continue

service to June 30, 2016.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY

OF CARMEL-BY-THE-SEA does hereby:

Authorize the City Administrator to Amend the Professional Services Consulting

Agreement with Rincon Consultants, Inc. for

n

the amount of $35,360 for Contract

Planning Services as shown n the Exhibit A .

PASSED AND ADOPTED Y THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA on this 1

t

day

of

March 2016 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

SIGNED: ATTEST:

Jason Burnett, MAYOR Ashlee Wright

City Clerk



104

Exhibit A

Amendment No. 5 to Contract AGREEMENT

PBD-PSA-RINCON-005-13-14

1.

This amendment (the Amendment ) is made by City o Carmel-by-the-Sea and Rincon

Consultants Inc. parties to agreement PBD-PSA-RINCON-005-13-14 (the Agreement ) dated

November 7, 2013 and modified by Amendment No.1 No.2 No.3

No.4

, and No.5.

2.

The Agreement is amended as follows :

a.

The

Compensation

of the Agreement is modified as follows:

The contract is amendment to increase by $35,360. The total amount

of

the contract from

November

8

2013 to June 30, 2016 shall not exceed $339,680. This amount shall be based

upon the hourly rates as stipulated within Exhibit A

of

the original agreement.

3. Except as set forth in th is Amendment, the Agreement is unaffected and shall continue in full force

and effect in accordance with its terms. If there is conflict between this amendment and the

Agreement or any earlier amendment, the terms

of

this amendment will prevail.

CONSULTANT:

By Date:

CITY:

By

Date: ___

_ _

Michael Calhoun, CITY Administrator

ATTEST:

By

Date: -

Ashlee Wright, CITY Clerk



ATTACHMENT - 2

105

RESOLUTION 2016-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO 4 TO

PROFESSIONAL SERVICES AGREEMENT PBD-PSA-PMC-005-14/15 WITH MICHAEL

BAKER INTERNATIONAL FOR CONTRACT PLANNER SERVICES FOR

N

AMOUNT

NOT TO EXCEED 43,520

WHEREAS, the City currently utilizes a contracted firm for planning services to

augment existing staffing; and,

WHEREAS, the contract with Pacific Municipal Consultants, was originally entered into

on October 4, 2014 and amended on March 3 July 7 and November 2 2015; and

WHEREAS, Pacific Municipal Corporation has been acquired and the name

of the

company changed to Michael Baker International

as

part

of

Amendment No. 3; and

WHEREAS, to continue to utilize contract planners

for

four days a week service and

such services will require an amendment to increase the contract by 43,520 to continue

service to June 30, 2016.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY

OF CARMEL-BY-THE-SEA does hereby:

Authorize the City Administrator to Amend the Professional Services Agreement with

Michael Baker International for an increase

of 43,520 as shown in Exhibit A

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA on this 1st day

of

March 2016 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT

: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

SIGNED: ATTEST:

Jason Burnett, MAYOR Ashlee Wright, City Clerk



106

Exhibit A

Amendment No 4 to Contract AGREEMENT

PBD-PSA-PMC-005-14/15

1.

This amendment (the Amendment ) is made by

City

of

Carmel-by-the-Sea

and

Michael Baker

International parties to agreement PBD-PSA-PMC-005-14/15 (the Agreement ) dated 24 October

2014 and modified by Amendment No 1 No. 2 No.

3

and No. 4.

2. The Agreement is amended as follows:

a. The Term of the Agreement is modified as follows:

The work under this Contract shall be extended

to

June 30, 2016, unless services are

no

longer needed prior to June 30, 2016. The parties may agree to extend or amend this contract

prior to its expiration .

b. The

Compensation

of the Agreement is modified as follows:

The contract is amendment to increase by $43,520. The total amount of the contract from

November 14 2014 to March

1

2016 shall not exceed $152,020.This amount shall be based

upon the hourly rates as stipulated within Exhibit A of the original agreement.

3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force

and effect in accordance with its terms. If there is conflict between this amendment and the

Agreement or any earlier amendment, the terms of this amendment will prevail.

CONSULTANT:

By Date:

CITY:

By Date:

Michael Calhoun, CITY Administrator

ATTEST:

By

Date:

Ashlee Wright, CITY Clerk

Amendments to Professional Services Agreement for Contract Planning Sevices 03-01-16

Documents

Transcript of Amendments to Professional Services Agreement for Contract Planning Sevices 03-01-16