HomeMy WebLinkAboutStaff Report 10602
City of Palo Alto (ID # 10602)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 10/7/2019
City of Palo Alto Page 1
Summary Title: Amendment of M Group contract
Title: Approval of Amendment Number 1 to Contract Number C18168707
With Metropolitan Planning Group to Increase Compensation by $250,000
for a Total Not-to-Exceed Amount of $750,000 for the Existing Three -year
Contract Supporting Planning Review; and Finding This Project Exempt from
Environmental Review in Accordance With Section 15061 of the California
Environmental Quality Act Guidelines (CEQA)
From: City Manager
Lead Department: Planning and Development
Recommendation
Staff recommends that the City Council authorize the City Manager to approve
Amendment No. 1 to Contract C18168707 (Attachment A) with Metropolitan Planning
Group (M Group) in the amount of $250,000 for a total not to exceed amount of
$750,000 and find the Amendment exempt from the California Environmental Quality
Act in accordance with CEQA Guidelines Section 15061.
Background and Discussion
The Planning and Community Environment Department historically maintained contracts
with several consultants to provide various on-call planning services. Effective July 1,
2019, Planning and Development Services merged to become Planning and
Development Services. The department relies on on-call service providers to work on
special projects requiring particular areas of expertise, when staff vacancies are high, or
to address fluctuations in workload. Following a competitive solicitation and selection
process, Council approved seven three-year on-call planning and environmental
consulting contracts in June 2017 (Staff Report 7909,
https://www.cityofpaloalto.org/civicax/filebank/documents/58315).
Based on the department’s experience following the formal solicitation, planning
consultants from the Metropolitan Planning Group (M Group) have been used
extensively as project managers to manage applications for planning entitlements.
Although all seven on-call contracts are for a term of three years, the department
City of Palo Alto Page 2
initially took a conservative approach, limiting the maximum compensation under these
contracts to the minimal amount of expected usage. This approach was taken in order
to avoid overbudgeting any of the contracts and to allow the department to gauge the
usage of the contracts, requesting Council approval for adjustments, as necessary. Due
to an unusually high level of critical staff vacancies, the department will continue to rely
on consultants more heavily than initially anticipated and needs additional capacity in
order to use this contract with M Group through its June 2020 expiration date while the
department recruits and trains new staff.
Staff requests a $250,000 increase in the M Group contract maximum compensation to
provide sufficient contract capacity to allow continued use of M Group until June 30,
2020 when this contract expires.
Resource Impact
Sufficient funding for the contract increase is available within the Planning and
Development Services budget in the Fiscal Year 2020 Adopted Operating Budget. At the
current rate of utilization, amending the M Group contract to an amount not to exceed
$750,000 will provide enough capacity to cover the department’s needs through the
contract end date of June, 2020.
Environmental Review
This project is exempt from environmental review under Section 15061 of the California
Environmental Quality Act Guidelines.
Attachments:
Attachment A: Amended Contract C18168707-M_Group
DocuSign Envelope ID: EF950DBC-17AB-4D77-B75E-3A28B32495BB
1 Revision July 20, 2016
AMENDMENT NO. 1 TO CONTRACT NO. C18168707
BETWEEN THE CITY OF PALO ALTO AND
METROPOLITAN PLANNING GROUP
This Amendment No. 1 to Contract No. C18168707 (“Contract”) is entered into
September 23, 2019, by and between the CITY OF PALO ALTO, a California chartered
municipal corporation (“CITY”), and METROPOLITAN PLANNING GROUP, a California corporation,
located at 307 Orchard City Drive, Suite 100, Campbell, CA 95008 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of on-
call Planning and Environmental support.
B. City intends to increase the compensation by $250,000.00 from $500,000.00
to $750,000.00. On-call service has been using heavily due to staffing shortages.
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:
as follows:
SECTION 1. Section 4, NOT TO EXCEED COMPENSATION is hereby amended to read
“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 Seven
Hundred Fifty Thousand Dollars ($750,000.00). 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”.
DocuSign Envelope ID: EF950DBC-17AB-4D77-B75E-3A28B32495BB
2 Revision July 20, 2016
SECTION 2. 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 hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
METROPOLITAN PLANNING GROUP
Officer 1
By:
Name:
Title: PRESIDENT
City Attorney or designee
Officer 2
By:
Name: Heather Bradley
Title:
Principal
Geoff Bradley
Certificate Of Completion
Envelope Id: EF950DBC17AB4D77B75E3A28B32495BB Status: Completed
Subject: Please DocuSign: Amend #1 C18168707 - M Group - legal reviewed.doc
Source Envelope:
Document Pages: 2 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 0 Terry Loo
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
Terry.Loo@CityofPaloAlto.org
IP Address: 12.220.157.20
Record Tracking
Status: Original
8/16/2019 3:51:54 PM
Holder: Terry Loo
Terry.Loo@CityofPaloAlto.org
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Geoff Bradley
geoff@mplanninggroup.com
PRESIDENT
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 73.231.203.148
Sent: 8/16/2019 3:57:16 PM
Viewed: 8/16/2019 3:57:43 PM
Signed: 8/16/2019 3:57:54 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Heather Bradley
hbradley@m-group.us
Principal
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 96.64.197.97
Sent: 8/16/2019 3:57:56 PM
Viewed: 8/16/2019 4:03:10 PM
Signed: 8/16/2019 4:03:29 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sherry Nikzat
sherry.nikzat@cityofpaloalto.org
Sr. Management Analyst
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
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Sent: 8/16/2019 4:03:30 PM
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Khashayar Alaee
khashayar.alaee@cityofpaloalto.org
Senior Management Analyst
City of Palo Alto
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(None)
Electronic Record and Signature Disclosure:
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Sent: 8/16/2019 4:03:31 PM
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