HomeMy WebLinkAboutAGENDA REPORT 2025 0604 CC REG ITEM 10CCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 4, 2025
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
C. Consider Amendment No. 4 to Civic Solutions, Inc. Agreement for Contract
Planning Services. Staff Recommendation: Authorize the City Manager to sign
Amendment No. 4 to the Agreement with Civic Solutions, Inc. subject to final
language approval of the City Manager. (Staff: Doug Spondello, Community
Development Director)
Item: 10.C.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Doug Spondello, Community Development Director
BY: Jeannine Lugo, Administrative Specialist
DATE: 06/04/2025 Regular Meeting
SUBJECT: Consider Amendment No. 4 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 and
expiration of June 30, 2024.
On April 28, 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 $150,000.00 should only apply for services provided directly on City
projects, and changing the term of the agreement as effective until terminated. On
August 4, 2023, the City and Civic Solutions executed Amendment No. 2 resulting in a
revised Scope of Services that updated billing rates for Fiscal Year (FY) 2023/24. On
June 26, 2024, the City and Civic Solutions executed Amendment No. 3 resulting in a
revised Scope of Services that updated billing rates for FY 2024/25.
DISCUSSION
With a new fiscal year approaching, Civic Solutions has requested an amendment to their
agreement updating billing rates for FY 2025/26. The proposed amendment will increase
Civic Solutions’ current billing rates approximately 3% for all 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, most of the projects
submitted for review to Civic Solutions are developer projects. When developer projects
are reviewed, the services are expensed to the corresponding developer deposit account.
In the event a deposit does not fully cover the expenses incurred, staff will request
additional funds prior to continuing work on the development project.
Item: 10.C.
191
Honorable City Council
06/04/2025 Regular Meeting
Page 2
Having received the request and asserting staff’s desire to continue using the contract
planning services, staff recommends the City Council approve Amendment No. 4 to the
Civic Solutions agreement.
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
There are no direct fiscal impacts associated with this request. Costs of services for
developer projects will continue to be directly offset by developer project deposits.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 4 to the Agreement with Civic
Solutions, Inc. subject to final language approval of the City Manager.
Attachment: Civic Solutions, Inc. - Amendment No. 4
192
AMENDMENT NO. 4 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
CIVIC SOLUTIONS, INC. FOR CONTRACT PLANNING SERVICES
This Amendment No. 4 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, on June 5, 2024, the City and Consultant executed Amendment No. 3
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-3, and document said
agreement to amend by jointly approving Amendment No. 4 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-3 in its entirety, with a revised fee schedule set forth in Exhibit C-4,
attached hereto and incorporated herein by reference.
II.Section 18, NOTICE, is amended by replacing this section in its entirety as follows:
“Any notice to be given pursuant to this Agreement shall be in writing, and all such
notices and any other document to be delivered shall be delivered by personal service or
by deposit in the United States mail, certified or registered, return receipt requested, with
postage prepaid, and addressed to the party for whom intended as follows:
To: City Manager
City of Moorpark
323 Science Drive
Moorpark, CA 93021
ATTACHMENT
193
Amendment No. 4 to Agreement between City of Moorpark and Civic Solutions, Inc. Page 2
To: Civic Solutions, Inc.
Attn: Thomas G. Merrell, President
111 Corporate Drive, Suite 120
Ladera Ranch, CA 92694
Either party may, from time to time, by written notice to the other, designate a
different address or contact person, which shall be substituted for the one above
specified. Notices, payments and other documents shall be deemed delivered upon
receipt by personal service or as of the third (3rd) day after deposit in the United States
mail.”
III.Remaining Provisions:
Except as revised by this Amendment No. 4, all the provisions of this 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.
194
Contract Planning Services
City of Moorpark
FEE SCHEDULE FY ‘25-‘26
POSITION
EXISTING
HOURLY RATES
PROPOSED
HOURLY RATES
PRINCIPAL-IN-CHARGE $164 $169
PRINCIPAL PLANNER $159 $164
SENIOR PLANNER $154 $159
ASSOCIATE PLANNER $137 $141
ASSISTANT PLANNER $121 $125
ADMINISTRATIVE ASSISTANT $ 76 $79
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.
PLEASE NOTE NEW ADDRESS:
Corporate Office 111 Corporate Drive, Ste. 120, Ladera Ranch, CA 92694
Phone (949) 489-1442
Web Address www.civicsolutions.com
Federal Tax ID 33-0689860
President Thomas G. Merrell
Senior Vice President George Buell
4/25
EXHIBIT C-4
195