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AGENDA ITEM REVIEW FORM
5.B.
Regular City Council Meeting
Meeting Date:
09/09/2020
Department Head:
Jose A. Guzman
Submitted By:
Jose A. Guzman, Director of Planning & Zoning, Planning & Zoning Department
Action Requested:
Discussion Item - No Action to be Taken

ITEM:

Discussion and possible action on any and all matters regarding an amendment to the agreement with Matrix Design Group, Inc. for professional planning services. (Jose A. Guzman, Director of Planning and Zoning)

SUMMARY:

On February 27, 2019, City Council awarded a contract for professional services to Matrix Design Group, Inc. to do the General Plan Update process. Based on the needs for Parks, Bicycle, and Pedestrian Paths and Trails, we are requesting an amendment to the contract in order for Matrix to address these needs in one Master Plan. The Parks, Bicycle, and Pedestrian Paths and Trails Facilities Master Plan will include all findings, need assessment, public engagement results, written goals, plans, objectives, and policy statements that articulate a clear vision and model (a “road map”) for the city's future.

Under City Code-Chapter 36 Purchasing, Section 36.08, bidding is not required of professional services including but not limited to “physicians, attorneys, engineers and similar professions.”  Designing professionals would fall under this section. Initially, in for the General Plan contract, there was a request for qualifications and an Evaluation Committee which selected Matrix Design Group.  The Evaluation Committee was made up of  Planning and Zoning Director Jose A. Guzman, Public Works Director Eulogio Vera, P.E., Parks and Recreation Director Lizandro Galaviz, Economic Development Manager Jenny Torres, City Consultant Ralph Velez and Planning Consultant Jerry Stable, AICP.  However, in an abundance of caution, staff recommends that Council waive formal purchase procedures as is permitted under Section 36.01(H) of the City Code.

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE THE PROPOSAL OF MATRIX NOT TO EXCEED $75,000 FOR A PARKS, BICYCLE, PEDESTRIAN PATHS, AND TRAILS MASTER PLAN, WAIVE FORMAL PURCHASE PROCEDURES UNDER CITY CODE 36.01(H) AND REALLOCATE THE BUDGET AS PRESENTED

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
YES
CITY/STATE/FEDERAL FUNDS:
YES
TOTAL:
$75,000
BUDGETED AMOUNT:
See fiscal impact stmt
AVAILABLE AMOUNT TO TRANSFER:
YES
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
Capital Outlay-Parks 806.860.90015.45 $1,315,00000

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

This year we budgeted $75,000 to pay the park and bicycle plan from our Park Impact Fee funds. After careful review of the Development fees documents and verification with our external consultant. It was confirmed that the park and bicycle plan is not a qualified impact fees expenditure.

Henceforth, we are requesting council to approve council to transfer budget authority in the amount of $75,000 from impact fees account Capital Outlay -Parks 806-860-90015 to General Fund account 100-999-90015 Construction in Progress.

Please note this is not a cash transfer, it is only a reallocation of budget.


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