CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-025
March 7, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Marc Wiener, AICP, Community Planning and Building Director

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of a resolution authorizing the City Administrator to execute an

amendment to a professional services agreement with Golden State Planning and
Environmental Consulting Services for a total not to exceed amount of $37,600

RECOMMENDATION

1. Authorize the City Administrator to execute an agreement with Golden State Planning and Environmental
Consulting Services (PBD-GOLDEN-097-16-17) for planning services in an amount not to exceed $37,600
for the term of April 1, 2017-June 31, 2017.

BACKGROUND / SUMMARY

The funded associate and senior planner positions remain vacant, however, significant progress has been
made in the recruitment process and interviews for the two vacant positions will occur in March with an
anticipated start date of late May to early June. The current agreement with Golden State Planning and
Environmental Consulting for planning services expires at end of March. It is recommended that the contract
be extended to June 31, 2017, which will require an additional $37,600. This will allow for the services of one
senior level planner 4-5 days per week.

Alternatives: Council may (1) may approve the amendments with the recommended dollar amount; (2) make
changes to the proposed amendments; or (3) not approve the items. If the latter, Council may either: (1) direct
staff to solicit additional proposals for these services or (2) adjust current service levels to provide services
without the use of consultants.

FISCAL IMPACT

While the Community Planning and Building Department has included some funding for professional services
within its adopted operating budget, it has utilized salary savings from vacant positions in order to pay for
consultants. As the hourly rate of the various consultants is significantly more than the hourly rate of a fully
loaded full-time planner, a mid-year budget adjustment will be required to provide the additional funding for this
request.

Contractor Existing Spending Proposed Contract New Not to Exceed

Contract to Date Amendment Amount Amount
Amount
Golden State $90,000 $76,940 $37,600 $127,600
Planning
PRIOR CITY COUNCIL ACTION

On July 12, 2016, the City Council approved the City Administrator to execute a contract with Golden State
Planning Services for planning services for an amount not to exceed cost of $23,500.

On October 4, 2016, the City Council approved an extension of the contract with Golden State Planning
Services through March 31, 2017, for an amount not to exceed $66,500.

ATTACHMENTS

1. Resolution to Execute an Amendment with Golden State Planning and Environmental Consulting
Services (PBD-GOLDEN-097-16-17)
 Attachment 1

RESOLUTION 2017-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT NUMBER 2 TO
AGREEMENT PBD-GOLDEN-097-16-17 WITH GOLDEN STATE PLANNING AND
ENVIRONMENTAL CONSULTING SERVICES FOR PLANNING SERVICES IN AN AMOUNT
NOT TO EXCEED $37,600 FOR THE TERM OF APRIL 1, 2017-JUNE 31, 2017

WHEREAS, the City of Carmel-by-the Seas Community Planning and Building Department
provides design review and permitting services to ensure residential and commercial projects adhere
to the Citys design guidelines, zoning regulations and General Plan; and

WHEREAS, the Department utilizes planning firms to provide timely service to applicants while
the Department recruits for vacant funded planner positions; and

WHEREAS, the Department issued a Request for Proposals on June 21, 2016 and selected
the planning firm known as Golden State Planning and Environmental Consulting Services through
the competitive negotiation process allowed under Carmel Municipal Code Section 3.12.160; and

WHEREAS, Council authorized an agreement with the firm for a term of Oct 1- March 31,
2016 in an amount not to exceed $23,500 by resolution 2016-045 on July 12, 2016; and

WHEREAS, Council authorized an agreement with the firm for a term of July 1- September 30,
2016 in an amount not to exceed $66,500 by resolution 2016-072 on October 4, 2016; and

WHEREAS, the City wishes to extend the term of the agreement while the City recruits for a
full-time position and agreement of $37,600 or more require Council authorization.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA does hereby:

Authorize the City Administrator to execute Amendment Number 2 to Agreement PBD-

GOLDEN-097-16-17 with Golden State Planning and Environmental Consulting Services for
planning services for a not to exceed amount of $37,600 for the term of March 1, 2017- June
31, 2017 as shown in the attached Exhibit A.

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

on this 7th day of March 2017 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:

SIGNED: ATTEST:

Steve G. Dallas, MAYOR Ashlee Wright, City Clerk

 Exhibit A

Amendment No. 2 to Agreement

PBD-GOLDEN-097-16-17
GOLDEN STATE PLANNING AND ENVIRONMENTAL CONSULTING SERVICES

1. This amendment (the Amendment) is made by the City of Carmel-by-the-Sea and Golden
State Planning and Environmental Consulting Services, parties to agreement PBD-GOLDEN-
097-16-17, executed on July 21, 2016.
2. The Agreement is amended as follows:
a. The Term of the Agreement is amended as follows:
The work under this Agreement shall commence on April 1, 2017 and terminate on June 31,
2017. The parties may agree to extend or amend this Agreement prior to its expiration.
b. The Compensation of the Agreement is amended as follows:
CITY shall pay CONSULTANT $80 an hour in an amount not to exceed $37,600, which said
sum shall include all costs for services presented in the proposal dated June 23, 2016 (Exhibit
A of the original Agreement) and in accordance with this Agreement.
Compensation under this Agreement shall become due and payable thirty (30) days after
CITYs approval of CONSULTANTS submission of monthly written invoices. Written invoices
shall clearly itemize each charge. The payment of any compensation to CONSULTANT
hereunder shall be contingent upon performance of the terms and conditions of this
Agreement to the reasonable satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice has not been
performed in accordance with the terms of this Agreement, CITY shall not be responsible for
payment until such time as the work has been performed to the reasonable satisfaction of the
City Administrator.
3. Except a 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 a conflict between this amendment and the
Agreement or an earlier amendment, the terms of this amendment will prevail.

CONSULTANT: DATE:

________________________ ____________________
Matthew Sundt
Golden State Planning & Environmental Consulting Services

CITY: DATE:

________________________ ____________________
Chip Rerig, City Administrator

ATTEST: DATE:

________________________ ____________________
Ashlee Wright, City Clerk