HomeMy WebLinkAboutStaff Report 7065
City of Palo Alto (ID # 7065)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/27/2016
City of Palo Alto Page 1
Summary Title: Metropolitan Planning Group On Call Amendment 3
Title: Approval of Amendment Number 3 to Contract Number C14153012
with Metropolitan Planning Group to add $440,000 For a Total Not-to-
Exceed Amount of $940,000 for Support of Planning Review of Architectural
Review Applications
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that the City Council authorize the City Manager or his designee to approve
Amendment 3 to Contract C14153012 (Attachment A) with Metropolitan Planning Group (MPG)
to increase the contract limit by $440,000 for a total amount not to exceed $940,000.
Executive Summary
The Planning and Community Environment Department (PCE) routinely uses consultants to
secure specific expertise and to help when the number of applications received creates an
unusual volume of work or staff vacancies are such that assistance is required. Metropolitan
Planning Group has been providing these services and their contract will soon be exhausted if
not amended.
Background & Discussion
PCE has historically maintained contracts with several consultants to provide various on-call
planning services. The department relies on on-call service providers to work on special projects
requiring particular areas of expertise or to address increases in workload.
Following a competitive solicitation and selection process, Council approved five on-call
environmental and four on-call planning consulting contracts in February, 2014 (Staff Report
4018). The on-call planning consultation contracts were with: Arnold Mammarella Architecture
and Consulting; The Planning Center/DCE; Dudek; and, Metropolitan Planning Group. On-call
planning consultants are used as project managers to manage applications for planning
entitlements or as independent technical consultants. When consultant assistance is needed,
consultants are chosen from the contracted group based upon their experience, specific
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expertise, availability, and cost per activity or project. Although the contracts are for a period of
three years, the department initially took a cautious approach, limiting contract capacity to
modest amounts. This provided the department an opportunity to see which consultant would
work best with workload needs without overextending the City’s contracts. The greatest need
has been for the services of MPG, Mammarella Architecture and Consulting, and The Planning
Center/DCE. As a result, the department cancelled two of its on-call environmental contracts
and the on-call planning contract with Dudek and received Council approval to amend the
remaining contracts (Staff Reports 5587 and 6013) to provide capacity through June 2016.
Due to staff vacancies and heavy workload, the department continues to rely on these
consultants and needs capacity to continue using the contract through its June 2017 expiration
date. Generally, the department tries to avoid using on-call contracts for developer-reimbursed
work, but due to time constraints, this contract was used to get several such projects started
quickly. Although the costs will be recovered from developers, this use of the contract means it
will be exhausted by the end of June unless amended. The remaining on-call contracts have
been utilized more slowly. Staff will return to Council to request amendment of those contracts
if needed as they get closer to exhaustion.
Staff requests expansion of the MPG contract limit to provide sufficient contract capacity to
allow continued use of MPG services until June 30, 2017 when this contract expires.
Resource Impact
Sufficient funding will be available within the Planning and Community Environment
department’s Fiscal Year 2017 Adopted Operating Budget to fund the increase to the contract.
At the current rate of utilization, amending the MPG contract to $940,000 will provide enough
capacity to cover the department’s needs through June, 2017. The award of the contract would
not occur until July 1 or shortly thereafter since funds from FY 2017 are being used to fund this
amendment.
Attachments:
Attachment13.a: Attachment A: Metropolitan Planning Group Contract C14153012
Amendment 3 (PDF)
1 of 4 Revision April 28, 2014
AMENDMENT NO. 3 TO CONTRACT NO. C14153012
BETWEEN THE CITY OF PALO ALTO AND
METROPOLITAN PLANNING GROUP, INC.
This Amendment No. 3 to Contract No. C14153012 (“Contract”) is entered into June
27, 2016, by and between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and METROPOLITAN PLANNING GROUP, INC., a California corporation, located at
579 Clyde Avenue, Ste. 340, Mountain View, California, 94043, Telephone (650)938-
1111("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of
planning and planning review on an on-call basis.
B. City intends to increase compensation from $500,000.00 by $440,000.00 to
$940,000.00 for continuation of services as specified in Exhibit “A” Scope of Services.
C. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 4 is hereby amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A”, including both payment
for professional services and reimbursable expenses, shall not exceed Nine Hundred Forty Thousand
Dollars ($940,000.00). The applicable rates and schedule of payment are set out in Exhibit “C-1”,
entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described in Exhibit “A”.
”
SECTION 2. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a.Exhibit “C” entitled “COMPENSATION”.
b.Exhibit “C1” entitled “ HOURLY RATE SCHEDULE
DocuSign Envelope ID: D992E829-4C35-4EEE-AC8D-7C94CD18C163
Attachment A
2 of 4 Revision April 28, 2014
SECTION 3. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
METROPOLITAN PLANNING GROUP,
INC.
Attachments:
EXHIBIT "C": COMPENSATION
EXHIBIT “C1” HOURLY RATE SCHEDULE
DocuSign Envelope ID: D992E829-4C35-4EEE-AC8D-7C94CD18C163
PRESIDENT
3 of 4 Revision April 28, 2014
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Services”) and reimbursable expenses shall not exceed
$940,000.00. CONSULTANT agrees to complete all Services, including reimbursable
expenses, within this amount. Any work performed or expenses incurred for which payment
would result in a total exceeding the maximum amount of compensation set forth herein shall
be at no cost to the CITY.
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense shall be approved in advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expenses, for such services based on the rates set forth in Exhibit C-1. The additional
services scope, schedule and maximum compensation shall be negotiated and agreed to in
writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the
services. Payment for additional services is subject to all requirements and restrictions in this
Agreement.
DocuSign Envelope ID: D992E829-4C35-4EEE-AC8D-7C94CD18C163
4 of 4 Revision April 28, 2014
EXHIBIT “C-1”
HOURLY RATE SCHEDULE
Principal $175
Principal Planner $155
Project Manager $135
Senior Urban Designer $130
Senior Planner $135
Environmental Planner $125
Urban Designer $110
Associate Planner $100
Assistant Planner $80
Planning Tech/Admin $60
DocuSign Envelope ID: D992E829-4C35-4EEE-AC8D-7C94CD18C163