2.3.
CC Work Session
- Meeting Date:
- 07/28/2015
Information
Title:
Update on Consulting Land Use Planning and Zoning Administration Services Utilized by the City and Review New Quotes from Qualified Firms
Purpose/Background:
The purpose of this case is to update the City Council on a recent change to professional services utilized by the Community Development Department. The City's previous project manager from the existing firm the City had been utilizing has accepted a position with another organization, leaving a service level gap in the City's Community Development Department. Staff has sought quotes from qualified firms and received two (2) responses. City Staff would like to confirm with the City Council the selection of the firm WSB & Associates to provide as-needed support to the City's Community Development Department.
The Community Development Department budgets $20,000 annually for professional services. These services include, but are not necessarily limited to, policy review, ordinance drafting, and permit review. In addition, the City utilizes these services to aide in the review of land use applications such as Major Subdivisions and significant Site Plan Reviews. Costs incurred by Land Use Applications are passed on to the Applicant. Utilizing professional services, either for direct application review or to supplement other activities to allow City Staff to review, has been an effective tool that allows the City to respond to the variable nature in activity levels. Additionally, with the priority placed on clarifying the vision of The COR at the request of the Planning Commission, Staff finds it necessary to select a firm as soon as possible to balance key priorities and current activity levels. Note: Staff finds this assistance necessary, even if the Planning Commission had not initiated the exercise to compare the previous vision of The COR. General categories of assistance include, but are not limited to the following.
Utilizing professional services allows the City to address activity levels that exceed the capacity of current Staffing levels that 1) acknowledges the variability in activity levels and only call on when needed; and 2) acknowledges when consistent activity levels do not warrant the hiring of a full-time or part-time employee.
The City's Professional Services Policy states that a Request for Proposal must be used if the amount exceeds $40,000. In this case, the City only budgets $20,000. This amount, plus amounts paid for by Applicants for Land Use Applications, remains below this dollar figure. Staff would like to confirm consensus of the City Council the proposed plan to select a firm based on obtained quotes.
City Staff requested quotes from three (3) firms; HKGi, SRF, and WSB. HKGi and WSB submitted quotes for consideration. SRF elected not to respond, as this firm is more focused on project-specific planning assistance as opposed go general, day-to-day planning assistance. The quotes from HKGi and WSB are generally comparable. Staff believes that the WSB quote provides the most flexibility in managing costs with a low-end hourly rate of $72 to a high end rate of $114. Staff believes the project team selected by WSB and associated hourly rates matches the need and the City's rates and charges for land use applications well.
Alternatives
Alternative 1 - Select WSB to provide as-needed support to the Community Development. The City has used this approach with a different firm for several years with good success in managing workload and costs. Staff recommends that the City continue to utilize this option.
Alternative 2 - Hire a regular City employee in lieu of professional services. The City has not budgeted for a regular City employee for 2015. An arrangement with professional services allows the City to more quickly respond to actual activity levels to supplement existing City Staff. Additionally, an arrangement with professional services allows the City to capitalize on other services such as conceptual site plan layout, graphic design, and other areas of expertise.
Alternative 3 - Do not select a professional services firm or hire regular City employee. Due to current workload, a service level gap currently exists. Staff is not able to respond to inquiries and applications in an acceptable timeframe without providing additional support. Filling the service level gap will free up time for Staff to respond to the City's core functions within acceptable metrics (10 business day plan review, 48 hour inspection window, 14 day compliance for code enforcement, 60 day land use application review).
The Community Development Department budgets $20,000 annually for professional services. These services include, but are not necessarily limited to, policy review, ordinance drafting, and permit review. In addition, the City utilizes these services to aide in the review of land use applications such as Major Subdivisions and significant Site Plan Reviews. Costs incurred by Land Use Applications are passed on to the Applicant. Utilizing professional services, either for direct application review or to supplement other activities to allow City Staff to review, has been an effective tool that allows the City to respond to the variable nature in activity levels. Additionally, with the priority placed on clarifying the vision of The COR at the request of the Planning Commission, Staff finds it necessary to select a firm as soon as possible to balance key priorities and current activity levels. Note: Staff finds this assistance necessary, even if the Planning Commission had not initiated the exercise to compare the previous vision of The COR. General categories of assistance include, but are not limited to the following.
Utilizing professional services allows the City to address activity levels that exceed the capacity of current Staffing levels that 1) acknowledges the variability in activity levels and only call on when needed; and 2) acknowledges when consistent activity levels do not warrant the hiring of a full-time or part-time employee.
The City's Professional Services Policy states that a Request for Proposal must be used if the amount exceeds $40,000. In this case, the City only budgets $20,000. This amount, plus amounts paid for by Applicants for Land Use Applications, remains below this dollar figure. Staff would like to confirm consensus of the City Council the proposed plan to select a firm based on obtained quotes.
City Staff requested quotes from three (3) firms; HKGi, SRF, and WSB. HKGi and WSB submitted quotes for consideration. SRF elected not to respond, as this firm is more focused on project-specific planning assistance as opposed go general, day-to-day planning assistance. The quotes from HKGi and WSB are generally comparable. Staff believes that the WSB quote provides the most flexibility in managing costs with a low-end hourly rate of $72 to a high end rate of $114. Staff believes the project team selected by WSB and associated hourly rates matches the need and the City's rates and charges for land use applications well.
Alternatives
Alternative 1 - Select WSB to provide as-needed support to the Community Development. The City has used this approach with a different firm for several years with good success in managing workload and costs. Staff recommends that the City continue to utilize this option.
Alternative 2 - Hire a regular City employee in lieu of professional services. The City has not budgeted for a regular City employee for 2015. An arrangement with professional services allows the City to more quickly respond to actual activity levels to supplement existing City Staff. Additionally, an arrangement with professional services allows the City to capitalize on other services such as conceptual site plan layout, graphic design, and other areas of expertise.
Alternative 3 - Do not select a professional services firm or hire regular City employee. Due to current workload, a service level gap currently exists. Staff is not able to respond to inquiries and applications in an acceptable timeframe without providing additional support. Filling the service level gap will free up time for Staff to respond to the City's core functions within acceptable metrics (10 business day plan review, 48 hour inspection window, 14 day compliance for code enforcement, 60 day land use application review).
Timeframe:
10 minutes
Funding Source:
Funding has already been budgeted in the 2015 General Fund Levy under Business Unit 191 (Planning and Zoning Services)
Responsible Party(ies):
Community Development Director
Outcome:
Consensus to allow Staff to utilize the firm of WSB & Associates for general planning and zoning professional services.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 07/23/2015 08:51 AM |
- Form Started By:
- Tim Gladhill
- Started On:
- 07/17/2015 07:44 AM
- Final Approval Date:
- 07/23/2015