That the City Council approve and authorize the City Manager to enter into three-year agreements with (1) City Advisors, (2) Infrastructure Engineers, (3) MIG Inc, (4) VCA Code, and (5) Willdan Engineering to provide professional general and specialized planning services on an as-needed basis.

The Planning Division of the City's Community and Economic Development Department serves the City and its community by preparing, administering, and enforcing land use plans and development regulations that protect public safety, preserve environmental resources, address housing needs, and create a healthy and prosperous community, in a manner that fosters community engagement and provides an exceptional level of service. The Planning Division provides information regarding the City’s zoning and land use regulations and development standards, and coordinates with other City departments in the review of new development projects for regulatory compliance. The Division also analyzes projects and prepares and presents reports for the Planning Commission at its bimonthly meetings.

In March 2023, the Community and Economic Development Department issued a Request for Proposals (RFP) seeking to establish a list of qualified consultants for on-call general and specialized planning services to assist with carrying out the functions of a professional planner on an as-needed basis. Under the direction and supervision of the Planning Manager, the selected consultants would perform the following types of current and advance planning services:

A total of five proposals were received by the deadline and were from City Advisors, Infrastructure Engineering, MIG Inc, VCA Code, and Willdan Engineering. The proposals were evaluated by a panel of three City staff members and, based on the proposal evaluation process, all firms appeared suitable to meet the City’s needs, and each were invited to participate in interviews.  
 

During the proposal reviews and interviews, the firms were evaluated based on understanding of the scope of services, flexibility of staffing, and cost approach, among other criteria. Reference checks were also conducted, with each firm confirmed as recommended by current and past municipal clients. Based on the results of the City's evaluation process, all five firms were deemed suitable to provide on-call general and specialized planning services for the City. Staff has found the availability and use of on-call professional services agreements in its other Divisions to be an effective tool for managing fluctuating workload, while ensuring that the City maintains a high level of customer service. Based on the responses to the RFP, interviews, reference checks, and firm qualifications, staff recommends that the City Council approve professional services agreements with City Advisors, Infrastructure Engineering, MIG Inc, VCA Code, and Willdan Engineering. The City Attorney’s office has reviewed the agreements.

The costs for contract planning services will vary depending on the type of project, the frequency the services are utilized, and the specific expertise necessary for a given task. All costs associated with the use of on-call contract planning services will be funded through planning fees assessed to and paid by the specific project applicant receiving the services, or through grant funding.

General Plan Relevance:
LU 3.1 Sustainable Development Pattern
LU 4.1 Development Compatibility
LU 4.4 Design Review
LU 11.5 Cohesive Development
LU 11.7 Architecture and Site Design
LU 12.4 Design Integration
LU 13.1 Land Use Mix

City Council Goals & Objectives:
Goal 7, Objective D: Consistently provide the highest level of customer service to both our internal and external customers.