HomeMy WebLinkAboutAGENDA REPORT 2023 0719 CCSA REG ITEM 10DCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of July 19, 2023
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
D. Consider Amendment No. 2 to Civic Solutions, Inc. Agreement for Contract
Planning Services. Staff Recommendation: Authorize the City Manager to sign
Amendment No. 2 to the Agreement with Civic Solutions, Inc. subject to final
language approval of the City Manager. (Staff: Jeannine Lugo, Administrative
Specialist)
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeannine Lugo, Administrative Specialist
DATE: 07/19/2023 Regular Meeting
SUBJECT: Consider Amendment No. 2 to Civic Solutions, Inc. Agreement for
Contract Planning Services
BACKGROUND
Following a Request for Proposals and competitive bid process, the City of Moorpark
entered into a Professional Services Agreement with Civic Solutions, Inc. (Civic Solutions)
for contract planning services on July 1, 2021, for a total contract value of $150,000. The
term of the Agreement is from the date of execution to June 30, 2024.
Furthermore, the City and Civic Solutions executed Amendment No. 1 on April 28, 2022,
to modify the Term of the Agreement and update the Scope of Services, specifying the
not-to-exceed total contract value of $150,000.00 to only apply for services provided
directly to City projects, and changing the term of the agreement as effective until
terminated.
On April 27, 2023, staff received a letter from Civic Solutions requesting an amendment
to their agreement for increased billing rates in Fiscal Year 2023/24 for positions identified
in their fee schedule.
DISCUSSION
The proposed amendment will increase Civic Solutions’ current billing rates
approximately eight to 10 percent for the six positions listed on their fee schedule. Civic
Solutions cites the need to increase rates in order for their business to attract and retain
quality staff. Although, the proposed amendment will increase costs for both City projects
and developer projects, in the Fiscal Year 2023/24, most of the projects submitted for
review to Civic Solutions are developer projects. All developer projects sent for review
have a developer deposit account with the City to pay for these associated project review
expenses. In the event a deposit does not fully cover the expenses incurred, the City will
request additional funds prior to continuing work on the development project.
Item: 10.D.
204
Honorable City Council
07/19/2023 Regular Meeting
Page 2
The current Civic Solutions contract outlines billing rates through the Fiscal Year 2022/23.
Given this context and staff’s desire to continue with services as agreed upon, staff
recommends the City Council approve Amendment No. 2 to the Civic Solutions
agreement for Contract Planning Services, as the Fiscal Year 2023/24 proposed fee
schedule delineates.
ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no further environmental review is required.
FISCAL IMPACT
The cost of services for developer projects will continue to be funded and expended
through developer deposit accounts. The cost of services for City projects is projected to
remain within the 2200-161-00000-51000 Fiscal Year 2023/24 encumbered budget of
$5,000.00. As a result, staff is not requesting additional funds at this time.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 2 to the Agreement with Civic
Solutions, Inc. subject to final language approval of the City Manager.
Attachment: Civic Solutions, Inc. Amendment No. 2
205
AMENDMENT NO. 2
PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND CIVIC SOLUTIONS, INC.
FOR CONTRACT PLANNING SERVICES
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Civic Solutions, Inc., a corporation (“Consultant”), for
contract planning services (“Agreement”), is made and entered into on
______________________________.
RECITALS
WHEREAS, on July 1, 2021, the City and Consultant entered into an Agreement
to have the Consultant provide contract planning services; and
WHEREAS,on April 28, 2022, the City and Consultant executed Amendment
No.1 to the Agreement to modify the Term of the agreement and update the Scope of
Services; and
WHEREAS, Consultant has requested, and City has agreed, to amend the
Agreement to revise the hourly service rates set forth in Exhibit C, and document said
agreement to amend by jointly approving Amendment No. 2 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I.Section 2, SCOPE OF SERVICES, is amended by replacing the cost proposal
set forth in Exhibit C in its entirety, with a revised fee schedule set forth in Exhibit C-2,
attached hereto and incorporated herein by reference.
II.Remaining Provisions:
Except as revised by this Amendment No. 2, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be executed
the day and year first above written.
CITY OF MOORPARK CIVIC SOLUTIONS, INC
_______________________________ _______________________________
Troy Brown
City Manager
Thomas G Merrell
President
Attest: Approved as to form:
_______________________________ _______________________________
Ky Spangler
City Clerk
Troy L Tate, Esq.,
General Counsel for Civic Solutions, Inc.
ATTACHMENT
206
Contract Planning Services
City of Moorpark
FEE SCHEDULE FY 23-24
POSITION
EXISTING
HOURLY RATES
PROPOSED
HOURLY RATES
PRINCIPAL-in-CHARGE $145 $157
PRINCIPAL PLANNER $140 $152
SENIOR PLANNER $135 $147
ASSOCIATE PLANNER $120 $131
ASSISTANT PLANNER $105 $115
ADMINISTRATIVE ASSISTANT $ 65 $ 72
The above hourly rates apply only to authorized services provided under the scope and contract,
and do not apply to contract administration activities such as invoicing, contract performance
discussions, etc. Work performed on a time and material basis will be billed monthly, and will be
due in accordance with the terms of the contract.
REIMBURSABLE EXPENSES
•Reproductions of plans
•Large duplication or document publishing projects
•Specialized graphic projects
•Messenger and overnight deliveries
When the above fee schedule is made part of an on-call contract, fees are subject to annual review
and adjustments, unless otherwise specified in the consulting services agreement.
CONTACT INFORMATION
Corporate Name Civic Solutions, Inc.
Corporate Office 27362 Calle Arroyo, San Juan Capistrano, CA 92675
Phone (949) 489-1442
Web Address www.civicsolutions.com
Federal Tax ID 33-0689860
President Thomas G. Merrell
Senior Vice President George Buell
Vice President Mary Wright
4/23
EXHIBIT C-2
Amendment No. 2 to Agreement between City of Moorpark and Civic Solutions, Inc. Page 2207