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HomeMy WebLinkAboutStaff Report 7162 City of Palo Alto (ID # 7162) City Council Staff Report Report Type: Consent Calendar Meeting Date: 9/12/2016 City of Palo Alto Page 1 Summary Title: Mammarella contract amendment Title: Approval of Amendment Number 3 to Contract Number C14153010 With Arnold Mammarella Architecture and Consulting to add $190,001 for a Total Not-to-Exceed Amount of $975,000 for a Three Year Contract Supporting Planning Review of Individual 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 C14153010 (Attachment A) with Arnold Mammarella Architecture and Consulting (Mammarella) for support of the City’s Individual Review program, increasing the contract limit by $190,001 for a total amount not to exceed $975,000 and find the contract amendment is exempt under Section 15061 of the California Environmental Quality Act guidelines. Executive Summary The Planning and Community Environment Department (PCE) 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. Arnold Mammarella Architecture and Consulting has been supporting the City’s Individual Review program, 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. City of Palo Alto Page 2 On-call planning consultants from the Metropolitan Planning Group (MPG) have been used extensively as project managers to manage applications for planning entitlements, and consultants from Arnold Mammarella Architecture and Consulting have been used extensively to support the Individual Review (IR) of two story homes for conformance with the City’s code and the IR Guidelines. 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. 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 three remaining contracts (Staff Reports 5587 and 6013) to provide capacity through June 2016. Council also amended the Metropolitan Group contract (Staff report 7065) on June 27, 2016. The Mammarella contract has been utilized a little more slowly as the Department has assigned more and more IR applications to staff members rather than consultants. Nonetheless, the department continues to rely on these consultants and needs additional capacity in order to use the contract through its June 2017 expiration date. Staff requests expansion of the Mammarella contract limit to provide sufficient contract capacity to allow continued use of Arnold Mammarella Architecture and Consulting services until June 30, 2017 when this contract expires. Resource Impact Sufficient funding for the contract increase is available within the Planning and Community Environment’s Current Planning contracts budget in the Fiscal Year 2017 Adopted Operating Budget. At the current rate of utilization, amending the Arnold Mammarella Architecture and Consulting contract to $975,000 will provide enough capacity to cover the department’s needs through June, 2017. Environmental Review This project is exempt from environmental review under Section 15061 of the California Environmental Quality Act Guidelens. Attachments:  Attachment A: Arnold Mammarella Architecture Contract C14153010 Amendment 3 (PDF) 1 Revision July 25, 2012 AMENDMENT NO. 3 TO CONTRACT NO. C14153010 BETWEEN THE CITY OF PALO ALTO AND ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING This Amendment No. 3 to Contract No. C14153010 (“Contract”) is entered into on September 9, 2016, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING, a sole proprietor, located at 1563 Solano Avenue, #411, Berkeley, CA, 94707, Telephone (510) 763-4332 ("CONSULTANT"). R E C I T A L S: WHEREAS, the Contract was entered into between the parties for the provision of planning and planning review on an on-call basis (“Project”) and desires to engage a consultant to provide on-call services in connection with the Project (“Services”); and WHEREAS, City intends to increase the Not to Exceed compensation by $190,001.00 from $784,999.00 to $975,000.00 for the continuation of services as specified in Exhibit “A” Scope of Work; and WHEREAS, 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” (“Basic Services”), and reimbursable expenses, shall not exceed Nine Hundred Seventy Five Thousand Dollars ($975,000.00). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount. The applicable rates and schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement. 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. 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 at 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: DocuSign Envelope ID: DF1ABB22-9866-4FCE-A91A-0BF69252A835 2 Revision July 25, 2012 a. Exhibit “C” entitled “COMPENSATION”. 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: ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING Attachments: EXHIBIT "C": COMPENSATION DocuSign Envelope ID: DF1ABB22-9866-4FCE-A91A-0BF69252A835 Principal Arnold Mammarella 3 Revision July 25, 2012 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, additional services, and reimbursable expenses shall not exceed the amount(s) stated in Section 4 of this Agreement. CONSULTANT agrees to complete all Services and Additional Services, including reimbursable expenses, within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement 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. Professional printing copying and scanning; project supplies specifically for presentation or similar client use; shipping mailing or courier expenses; similar project expenses. All requests for payment of expenses shall be accompanied by appropriate backup information. Any expense anticipated to be more than $100.00 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: DF1ABB22-9866-4FCE-A91A-0BF69252A835 Certificate Of Completion Envelope Id: DF1ABB2298664FCEA91A0BF69252A835 Status: Completed Subject: Please DocuSign this document: C14153010 Contract Amendment No 3 .pdf Source Envelope: Document Pages: 3 Signatures: 1 Envelope Originator: Certificate Pages: 5 Initials: 0 Christopher Anastole AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 chris.anastole@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 8/8/2016 7:08:43 AM Holder: Christopher Anastole chris.anastole@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Arnold Mammarella arnold@mammarellaarchitecture.com Principal Security Level: Email, Account Authentication (None)Using IP Address: 73.162.87.140 Sent: 8/8/2016 7:11:46 AM Resent: 8/18/2016 6:51:36 AM Viewed: 8/18/2016 1:05:06 PM Signed: 8/18/2016 1:09:17 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Robin Ellner robin.ellner@cityofpaloalto.org Admin Associate III City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 8/18/2016 1:09:18 PM Electronic Record and Signature Disclosure: Accepted: 2/11/2015 9:51:24 AM ID: efb775a7-f39e-4c9f-817a-5ec939666ecf Sherry Nikzat sherry.nikzat@cityofpaloalto.org Sr. Management Analyst City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 8/18/2016 1:09:18 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/18/2016 1:09:18 PM Certified Delivered Security Checked 8/18/2016 1:09:18 PM Signing Complete Security Checked 8/18/2016 1:09:18 PM Completed Security Checked 8/18/2016 1:09:18 PM Electronic Record and Signature Disclosure CONSUMER DISCLOSURE From time to time, City of Palo Alto (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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