Report to Mayor and City Council
Tuesday, October 02, 2018
Consent
SUBJECT:
Title
CONSIDER AMENDMENT NO. 3 TO AGREEMENT FOR ARCHITECTURAL AND LANDSCAPE DESIGN REVIEW SERVICES WITH RRM DESIGN GROUP (CITY COUNCIL)
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I. SUMMARY
In 2015, in an effort to encourage a higher level of architectural design in new private development in Carson, the City entered an agreement with RRM Design Group to provide as-needed architectural and landscape design review services for one year, extendable up to two additional one-year terms at the City’s election for a contract sum of $60,000 per year (maximum of $180,000 for the three years).
Since the initial agreement, the City approved amendments to the indemnification provision and the scope of work to include as-needed architectural design services for applicants in the Community Block Grant (CDBG)-funded Commercial Improvement Program, and exercised its options extending the Consultant’s services through August 31, 2018. Additionally, with an anticipated increase in the occurrences of Consultant’s services over the second extended term the City approved increasing the contract sum by an additional $50,000, to a maximum of $230,000 for the three years.
In order to continue providing a high level of architectural and landscape design review services for development and CDBG projects while a RFP is being prepared, the scope of work for this contract amendment is a one-year extension and will increase compensation by $75,000 for a total contract sum not to exceed $305,000. The expiration date of the contract as amended is August 31, 2019.
The entire cost of the services is paid by developers, so there is no impact to the City’s General Fund.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 3 to the As-Needed Architectural and Landscape Design Review agreement with RRM Design Group.
2. AUTHORIZE the Mayor to execute the agreements following approval as to Form by the City Attorney.
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III. ALTERNATIVES
TAKE such other action as the City Council deems appropriate, consistent with the requirement of the law.
IV. BACKGROUND
On September 1, 2015, the City entered an agreement with RRM Design Group to provide as-needed architectural and landscape review services for the Planning Division for one year, extendable up to two additional one-year terms at the City’s election, for a contract sum of $60,000 per year (maximum of $180,000 for the three years) (Exhibit No. 1).
By letter, on July 7, 2016, the City exercised its option for the first extended term extending the consultant’s services through August 31, 2017 (Exhibit No. 2).
On June 6, 2017 the agreement was extended for the second extended term through August 31, 2018; and provided for an anticipated increase in the frequency of Consultant’s Services over the Second Extended Term by increasing the contract sum by an additional $50,000, to a maximum of $230,000 for the three years (Exhibit No. 3).
On November 21, 2017, the City approved Amendment No. 2 to the Agreement modifying indemnification provision and the scope of work to include preparation of schematic plans and preliminary designs for the Community Development Block Grant (CDBG) Program (Exhibit No. 4).
Since the agreement was initiated, the City has experienced an increase in residential, commercial and industrial development. The City and Consultant request to amend the agreement to extend the consultant’s services for one (1) additional year and increase compensation by $75,000 for a total contract sum not to exceed $305,000 for the total four-year term (Exhibit No. 5).
This amendment allows the Consultant time to continue providing design review services while the City prepares for a Request for Proposal (RFP) for future services.
V. FISCAL IMPACT
The amended agreement is for a one year extension contract term not-to-exceed $75,000 for a total contract sum not to exceed $305,000. The costs of the consultant services are borne by project applicants through the Planning Application Deposit Program. As a result, there is no direct impact to the City’s General Fund.
VI. EXHIBITS
1. RRM Design Group Contract effective September 1, 2015. (pgs. 4-33)
2. RRM Extension (pg. 34)
3. Amendment No. 1 (pgs. 35-42)
4. Amendment No. 2 (pgs. 43-86)
5. Amendment No. 3 (pgs. 87-92)
Prepared by: McKina Alexander, Associate Planner