HomeMy WebLinkAboutAGENDA REPORT 2024 0605 CCSA REG ITEM 10ECITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 5, 2024
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
E. Consider Amendment No. 3 to Civic Solutions, Inc. Agreement for Contract
Planning Services. Staff Recommendation: Authorize the City Manager to sign
Amendment No. 3 to the Agreement with Civic Solutions, Inc., subject to final
language approval of the City Manager. (Doug Spondello, Community
Development Director)
Item: 10.E.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeannine Lugo, Administrative Specialist
DATE: 06/05/2024 Regular Meeting
SUBJECT: Consider Amendment No. 3 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 for contract planning
services on July 1, 2021, for a total contract value of $150,000 and expiration of
June 30, 2024.
On April 6, 2022, the City and Civic Solutions executed Amendment No. 1 to modify the
Term of the Agreement and update the Scope of Services, specifying the not to exceed
total contract value of $150,000 should only apply for services provided directly on City
projects, and changing the term of the agreement as effective until terminated.
On July 19, 2023, the City and Civic Solutions executed Amendment No. 2 resulting in a
revised Scope of Services that updated billing rates for Fiscal Year 2023/24.
With a new fiscal year approaching, Civic Solutions has requested an amendment to their
agreement updating billing rates for Fiscal Year 2024/25.
DISCUSSION
The proposed amendment will increase Civic Solutions’ current billing rates
approximately five percent for all six positions listed on their fee schedule. Civic Solutions
cites the need to increase rates given the competitive labor market and a desire to retain
quality staff. Although, the proposed amendment will increase costs for both City projects
and developer projects, in Fiscal Year 2024/25, most of the projects submitted for review
to Civic Solutions are developer projects. When developer projects are reviewed, the
Item: 10.E.
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Honorable City Council
06/05/2024 Regular Meeting
Page 2
services are expensed to the corresponding developer deposit account. 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.
The current Civic Solutions contract outlines billing rates through Fiscal Year 2023/24.
Having received the request and asserting staff’s desire to continue using the contract
planning services, staff recommends the City Council approve Amendment No. 3 to the
Civic Solutions agreement.
FISCAL IMPACT
The cost of services for developer projects will continue to be directly offset from their
designated project accounts. The cost of services for City projects is currently budgeted
at $111,000 from account number 2200-161-00000-51000 for Fiscal Year 2024/25, and
no additional funds are being requested at this time.
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.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 3 to the Agreement with Civic
Solutions, subject to final language approval of the City Manager.
Attachment: Civic Solutions, Inc. Amendment No. 3
335
AMENDMENT NO. 3
PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND CIVIC SOLUTIONS, INC.
FOR CONTRACT PLANNING SERVICES
This Amendment No. 3 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, on July 19, 2023, the City and Consultant executed Amendment No. 2 to the
Agreement to 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-2, and document said agreement to
amend by jointly approving Amendment No. 3 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-2 in its entirety, with a revised fee schedule set forth in Exhibit C-3,
attached hereto and incorporated herein by reference.
II.Remaining Provisions:
Except as revised by this Amendment No. 3, all the provisions of this Agreement
shall remain in full force and effect.
ATTACHMENT
336
Amendment No. 2 to Agreement between City of Moorpark and Civic Solutions, Inc. Page 2
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.
337
DR
A
F
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Contract Planning Services
City of Moorpark
FEE SCHEDULE
POSITION
EXISTING
HOURLY RATES
PROPOSED
HOURLY RATES
PRINCIPAL-IN-CHARGE $157 $164
PRINCIPAL PLANNER $152 $159
SENIOR PLANNER $147 $154
ASSOCIATE PLANNER $131 $137
ASSISTANT PLANNER $115 $121
ADMINISTRATIVE ASSISTANT $ 72 $ 76
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
4/24
FY ‘24-‘25FY ‘23-‘24
EXHIBIT C-3
338