CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

January 9, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Marc Wiener, Community Planning and Building Director

APPROVED BY: Chip Rerig, City Administrator

Resolution No. 2018-003, authorizing the City Administrator to execute professional

SUBJECT: services agreements with Golden State Planning and Environmental Consulting Services
for a total not to exceed $31,280.

RECOMMENDATION:
Adopt a resolution authorizing the City Administrator to execute an amendment to the agreement with Golden
State Planning and Environmental Consulting Services for planning services in an amount not to exceed
$31,280 for the term of January 10, 2018 through March 31, 2018
BACKGROUND/SUMMARY:
In spring of 2017, the City recruited for the associate planner position, but was unsuccessful in finding a
qualified candidate. The position still remains vacant and the City will be recruiting again to fill this position within
the next several months. The current agreement with Golden State Planning and Environmental Consulting for
planning services expired on December 31, 2017. It is recommended that the Council extend the agreement
for an additional 3 months, to March 31, 2018, which will require an additional $31,280. This will allow for the
services of a planner 4 days per week over the next 3 months (46 days total) as the City initiates the recruitment.
Golden State Planning has a good working knowledge of the City and will help new staff become acquainted
with the planning permit process.

FISCAL IMPACT:
While the Community Planning and Building Department has included some funding for contract planning
services within its adopted operating budget, it will utilize salary savings from the vacant associate planner
position in order to pay Golden State Planning and Environmental Consulting.

The contract with Golden State Planning and Environmental Consulting was initiated on July 1, 2016, and three
amendments have been authorized by the City Council. The total authorized to date for this contract is
$175,060. This will be the fourth amendment to the agreement and total authorized amount will be $206,340.

PRIOR CITY COUNCIL ACTION:

Please see attached resolution which outlines prior Council action.
ATTACHMENTS:

Attachment 1, 2018-003
Attachment 2 - Exhibit A
 Attachment 1

RESOLUTIO
N 2018- 003
A RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT
NUMBER 4 TO AGREEMENT PBD-GOLDEN-097-16-17 WITH GOLDEN STATE
PLANNING
AND ENVIRONMENTAL CONSULTING SERVICES FOR PLANNING SERVICES IN AN
AMOUNT NOT TO EXCEED $31,280 FOR THE TERM OF JANUARY 10, 2018-MARCH 31,
2018

WHEREAS, the City of Carmel-by-the Sea’s Community Planning and Building

Department provides design review and permitting services to ensure residential and
commercial projects adhere to the City’s design guidelines, zoning regulations and
General Plan; and

WHEREAS, the Department utilizes planning firms to provide timely service to

applicants while the Department recruits for vacant funded planner positions; and

WHEREAS, the Department issued a Request for Proposals on June 21, 2016
and selected the planning firm known as Golden State Planning and Environmental
Consulting Services through the competitive negotiation process allowed under
Carmel Municipal Code Section 3.12.160; and

WHEREAS, Council authorized an agreement with the firm for a term of July 1-
September 30,
2016 in an amount not to exceed $23,500 by resolution 2016-045 on July 12, 2016; and

WHEREAS, Council authorized an agreement with the firm for a term of Oct 1, 2016-
March
31, 2017 in an amount not to exceed $66,500 by resolution 2016-045 on October 4, 2016; and

WHEREAS, Council authorized an agreement with the firm for a term of April 1, 2017-
June
30, 2017 in an amount not to exceed $37,600 by resolution 2017-017 on March 7, 2017; and

WHEREAS, Council authorized an agreement with the firm for a term of July 12,
2017- December 31, 2017 in an amount not to exceed $48,960 while the City recruits for
a full-time position.

WHEREAS, the City wishes to extend the term of the agreement from
January 10, 2018- March 31, 2018 in an amount not to exceed $31,280 while the
City recruits for a full-time position.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF

CARMEL-BY- THE-SEA does hereby:

Authorize the City Administrator to execute Amendment Number 3 to

Agreement PBD- GOLDEN-097-16-17 with Golden State Planning and
Environmental Consulting Services for planning services for a not to exceed
amount of $31,280 for the term of January 10, 2018- March 31, 2018 as shown
in the attached Exhibit A.
 Attachment 1

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-

THE-SEA this 9th day of January, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ __________________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk
 Attachment 2

Exhibit A

Amendment No. 4 to Agreement

PBD-GOLDEN-097-16-17
GOLDEN STATE PLANNING AND ENVIRONMENTAL CONSULTING SERVICES

1. This amendment (the “Amendment”) is made by the City of Carmel-by-the-Sea and Golden
State Planning and Environmental Consulting Services, parties to agreement PBD-GOLDEN-
097-16-17, executed on July 12, 2017.
2. The Agreement is amended as follows:
a. The Term of the Agreement is amended as follows:
“The work under this Agreement shall commence on January 10, 2018 and terminate on
March 31, 2018. The parties may agree to extend or amend this Agreement prior to its
expiration.”
b. The Compensation of the Agreement is amended as follows:
“CITY shall pay CONSULTANT $85 an hour in an amount not to exceed $31,280, which said
sum shall include all costs for services presented in the proposal dated June 23, 2016 (Exhibit
“A “of the original Agreement) and in accordance with this Agreement.
Compensation under this Agreement shall become due and payable thirty (30) days after
CITY’s approval of CONSULTANT’S submission of monthly written invoices. Written invoices
shall clearly itemize each charge. The payment of any compensation to CONSULTANT
hereunder shall be contingent upon performance of the terms and conditions of this
Agreement to the reasonable satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice has not been
performed in accordance with the terms of this Agreement, CITY shall not be responsible for
payment until such time as the work has been performed to the reasonable satisfaction of the
City Administrator.”
3. Except a set forth in this Amendment, the Agreement is unaffected and shall continue in full force
and effect in accordance with its terms. If there is a conflict between this amendment and the
Agreement or an earlier amendment, the terms of this amendment will prevail.

CONSULTANT: DATE:

________________________ ____________________
Matthew Sundt
Golden State Planning & Environmental Consulting Services

CITY: DATE:

________________________ ____________________
Chip Rerig, City Administrator
 Attachment 2

ATTEST: DATE:

________________________ ____________________
Ashlee Wright, City Clerk