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Home My WebLink AboutE-16 Staff Report - Elevated Entitlements PSA Amendment 1CONSENT ITEM E-16 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MATT MARQUEZ, ECONOMIC AND COMMUNITY DEVELOPMENT DIRECTOR DATE: APRIL 18, 2022 SUBJECT: REQUEST TO AMEND PROFESSIONAL SERVICES AGREEMENT (1ST AMENDMENT PSA) WITH ELEVATED ENTITLEMENTS TO PROVIDE GENERAL PLANNING SUPPORT SERVICES FOR THE PLANNING DIVISION BACKGROUND: The Planning Division is currently budgeted for three full-time employees (Planning Manager, Assistant Planner and Planning Technician) and one part-time employee (Planning Intern). The Assistant Planner position became vacant on November 29, 2021. The Planning Technician position became vacant on February 21, 2022. On January 11, 2022, the Planning Division released a Request for Proposals (RFP) for General Planning Services that was due on January 25, 2022. The Planning Division received one submittal and various notices from firms that they did not have the capacity to submit a proposal. On February 8, 2022, the City fully executed a Professional Services Agreement (PSA) with Elevated Entitlements to provide one full-time in-person (40 hours a week) contract Planner with a contract not to exceed $25,000.00 as approved under the City Manager’s authorization. The contract Planner started work on February 22, 2022 and is currently near exceeding the approved contract amount. The proposed PSA Amendment would increase the contract amount and allow for the contact Planner to continue to provide support services during the recruitment process. The Planning Division and Human Resources Division are working together to have a robust recruitment process that includes among other things: •Urban and Regional Planning Career Day on April 22, 2022 at Cal Poly Pomona •Establishing new Job Fliers •Establishing new Jobs Landing Webpage and Redirect •Social Media Post Staff anticipates the recruitments process taking approximately three to four months to fill the vacancies of Assistant Planner and Planning Technician. APPROVED CITY COUNCIL 4/18/2022 PSA Amendment No. 1 – Elevated Entitlements – Planning Support Services April 18, 2022 Page 2 of 2 RECOMMENDATION: Staff recommends that the City Council take the following actions: 1) Approve the Professional Services Agreement Amendment No. 1 that will increase the monies with Elevated Entitlements to provide planning support services for the Planning Division; 2) Authorize the City Manager to prepare and execute the agreements, in a form acceptable to the City Attorney, on behalf of the City. 3) Approve necessary budget amendment and adjust the current fiscal year budget accordingly. ANALYSIS: The Planning Division is crucial in the development process and must keep projects moving forward. The two existing vacancies in the Planning Division directly assist in processing projects and the overall development process. Continuing the contract planner will assist the Planning Division with answers from the public and assisting with processing entitlements. FISCAL IMPACT: The original contract amount of $25,000.00 shall be increased by $60,000.00. The new overall contact amount would be $85,000.00. The existing and future salary savings of the two vacancies position (Assistant Planner and Planning Technician) that started November 29, 2021 will offset the additional monies required to pay for the contract Planner. A budget amendment will be required to increase Professional Services Account 10-3561-1000-6399 by $60,000.00. Prepared by: Reviewed by: Manuel Muñoz Matt Marquez Planning Manager Director of Economic and Community Development Fiscal Reviewed by: Reviewed and Approved by: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: 1) Professional Service Agreement Amendment No. 1 with Elevated Entitlements CITY OF AZUSA FIRST AMENDMENT PROFESSIONAL SERVICES AGREEMENT WITH ELEVATED ENTITLEMENTS, LLC FOR GENERAL PLANNING SERVICES 1.PARTIES AND DATE. This Agreement is made and entered into this 18th day of April, 2022 by and between the City of Azusa, a municipal corporation organized under the laws of the State of California with its principal place of business at 213 East Foothill Boulevard, Azusa, California 91702 (“City”) and Elevated Entitlements, LLC a Limited Liability Company with its principal place of business at 280 E. Thousand Oaks Blvd. Suite H Thousand Oaks, CA 91360 (“Consultant”). City and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.” 2.RECITALS. 2.1 Agreement. The Parties entered into that certain Agreement with Elevated Entitlements, LLC for General Planning Services on February 8, 2022. 3.TERMS. 3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “B” attached hereto and incorporated herein by reference. The total compensation shall not exceed Eighty-Five Thousand ($85,000.00) without written approval of the City Manager City Council. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 4.REMAINING PROVISIONS OF AGREEMENT. Except as otherwise specifically set forth in this First Amendment, the remaning provisions of the Agreement shall remain in full force and effect. Attachment 1 1st Amendment PSA – Elevated Entitlements – Genereal Planning Services April 18, 2022 Page 2 of 4 [SIGNATURES ON NEXT PAGE] 1st Amendment PSA – Elevated Entitlements – Genereal Planning Services April 18, 2022 Page 3 of 4 CITY OF AZUSA Elevated Entitlements, LLC By: By: Robert Gonzales, Mayor Name: Attest: Title: Jeffrey Cornejo, City Clerk Approved as to Form: Best Best & Krieger LLP Marco Martinez, City Attorney 1st Amendment PSA – Elevated Entitlements – Genereal Planning Services April 18, 2022 Page 4 of 4 Exhibit B – Schedule of Services and Compensation Elevated Entitlements 280 E. Thousand Oaks Boulevard, Suite H Thousand Oaks, CA 91360 Date: April 14, 2022 Attention: Manuel Muñoz, Planning Manager Planning Division City of Azusa 213 E. Foothill Blvd. Azusa, CA 91702 Phone: 626-812-5226 Fax: 626-334-5464 mmunoz@azusaca.gov Reference: Professional Services Agreement with Elevated Entitlements, LLC and City of Azusa for General Planning Services Hi Mr. Muñoz, We appreciate the opportunity to provide General Planning Services to the City of Azusa. As requested, please find below the following information for the Exhibit B - Scope of Services and Compensation: •Scope of Service Outlined in RFP: Elevated Entitlements will provide in-person General Planning Services under the direction of the City’s Planning Manager. Elevated Entitlements will provide a range of expertise to provide support to the Planning Division. The Elevated Entitlements team will provide the City with entitlement expediting and planning counter support. Elevated Entitlements will be primarily covering the “Planner-On-Duty” role and processing the following entitlement types: o Public Records Request o Zoning Letters o Zoning Clearance for Business License and Over-the-Counter Approvals o Temporary Sign Permits o Sign Permits o Addressing o Accessory Dwelling Units o Minor Use Permits (Administrative) o Alcohol o Outdoor Dining o Storage o Landscape Review February 14, 2022 Mr. Manuel Munoz Page 2 of 2 Reference: Professional Services Agreement with Elevated Entitlements, LLC and City of Azusa for General Planning Services o Design Review (Administrative) o Residential Room Additions o Commercial Façade Improvements o Commercial Site Improvements •Employees Name: Ramiro Gomez (100% Availability In-Person), Darren Hackett (100% Availability In-Person) •Employees Tentative Schedule: Ramiro Gomez (Tuesdays/Thursdays), Darren Hackett (Mondays/Wednesdays) •Employees Billing Rate at Level 3: Ramiro Gomez ($80/hour) and Darren Hackett ($80/hour) We appreciate the opportunity to serve the City of Azusa. We look forward to assisting in streamlining the permit review process more efficiently and effectively for the City of Azusa and its important development projects. If you have any further questions, please feel free to give us a call. Sincerely, Kevin Kohan Principal Planner Phone: 805-232-4383 Kevin@elvted.com