STAFF REPORT. Agreement With CSG Consultants, Inc. for Project Management Services

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1 STAFF REPORT Meeting Date: August 26, 2014 Agenda Item # Agency: City of Belmont Staff Contact: Carlos de Melo, Community Development Director, (650) [email protected] Agenda Title: Agreement With CSG Consultants, Inc. for Project Management Services Agenda Action: Resolution Recommendation Adopt the resolution authorizing the City Manager to enter into a Service Agreement with CSG Consultants, Inc. for an amount not to exceed $126,000 to provide Project Management Services for the Belmont Village & General Plan Update Project. Background/Analysis At the July 8, 2014 City Council meeting, the Council adopted a Resolution authorizing completion of a Service Agreement with Dyett & Bhatia, Urban and Regional Planners, to prepare the City s Comprehensive Belmont Village & General Plan Update Project. Earlier this spring, staff solicited Scopes of Work and conducted initial interviews for Project Management Services for this key policy effort for Belmont. Two firms submitted project management proposals CSG Consultants, Inc. (originally via Peter Ingram Consulting), and the Metropolitan Planning Group. At their May 13, 2014 City Council meeting, the Council appointed a Council subcommittee (Vice Mayor Braunstein and Councilmember Wright) to assist staff in evaluating and recommending the Project Management consultant. On June 13 & 19, 2014, the Council Subcommittee evaluated the proposals, conducted consultant firm interviews, and developed a final recommendation selecting CSG Consultants, Inc. as the Project Management consultant for the Belmont Village & General Plan Update Project. CSG Consultants, Inc. is an experienced, professional, and qualified firm that provides management services and staffing support to numerous Bay Area cities. CSG is currently providing Building/Fire Inspection and Plan Checking Services for Belmont on an as-needed basis; City staff has been pleased with the arrangement and quality of services provided from CSG. Staff and the City Council Subcommittee believe that the estimated costs for the Project Management Services are reasonable, and the scope of work is appropriate for the proposed project. Their scope of work, anticipated schedule, and costs are outlined in their proposal (see attachment B). Belmont Village Specific/Implementation Plan In a separate (but connected) effort, the City was awarded a grant of $440,000 ($110,000 match) from the San Mateo City/County Association of Governments (C/CAG) for their Priority Development Area ( PDA ) Planning Program. The key goals of the C/CAG PDA Planning Program are:

2 Support intensified land uses and increase the supply of housing, including affordable housing, and jobs in areas around transit stations, downtowns, and transit corridors; Assist in streamlining the entitlement process and help PDA s become more development ready; Address challenges to achieving infill development and higher densities. This grant will assist Belmont with its Downtown Revitalization efforts for the Belmont Village PDA and will specifically address area-wide parking, streetscape, development, and financing implementation strategies, likely resulting in a Specific/Implementation Plan for this key development area of the City. In the fall, city staff will prepare a Request for Proposals (RFP) for consultant assistance to prepare the Belmont Village Specific/Implementation Plan. Major work efforts associated with this phase will begin in earnest in January 2015 as this is the earliest time that these (federal) grant funds will be released for the project. Alternatives 1. Solicit additional proposals from other consultants. 2. Provide alternative direction to staff. 3. Take no action. Attachments A. Implementing Resolution B. Scope of Work/Consultant Proposal from CSG Consultants, Inc. Fiscal Impact Approval of this resolution will authorize a Service Agreement with CSG Consultants, Inc. to provide Project Management services for the Belmont Village & General Plan Update Project for the not to exceed sum of $126,000. There are sufficient reserves available in the General Plan Maintenance Fund for this purpose; authorization of this action will direct staff to bring back a supplemental appropriation as part of the Mid-Year Review. No Impact/Not Applicable Funding Source Confirmed: Source: Purpose: Public Outreach: Council Statutory/Contractual Requirement Posting of Agenda Staff Council Vision/Priority Other Citizen Initiated Discretionary Action Other Plan Implementation Page 2 of 2 Project Management Services Belmont Village and General Plan Update Service Agreement

3 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT AUTHORIZING A SERVICE AGREEMENT BETWEEN THE CITY OF BELMONT AND CSG CONSULTANTS, INC. IN AN AMOUNT NOT TO EXCEED $126,000 FOR PROJECT MANAGEMENT SERVICES FOR THE BELMONT VILLAGE AND GENERAL PLAN UPDATE PROJECT WHEREAS, the Belmont City Council desires to complete the Belmont Village and General Plan Update Project for the City of Belmont; and, WHEREAS, CSG Consultants, Inc. possess required skills and Project Management expertise in this area that would be of benefit to the City for its Belmont Village and General Plan Update Project; and, WHEREAS, The City has received a proposal from CSG Consultants, Inc. for a not to exceed amount of $126,000 for Project Management services for the Belmont Village and General Plan Update Project. The City finds that these estimated costs are reasonable, and that the scope of work is appropriate for the project; and, WHEREAS, there are sufficient reserves available for this purpose and authorization of this action will direct staff to bring back a supplemental appropriation and a revision to the revenue budget as part of the Mid-Year Review. NOW, THEREFORE, the City Council of the City of Belmont resolves as follows: SECTION 1. To authorize the City Manager to enter into a Service Agreement between the City of Belmont and CSG Consultants, Inc. in an amount not to exceed $126,000 for Project Management services for the Belmont Village and General Plan Update Project. Ayes: Noes: Absent: Abstain: * * * ADOPTED August 26, 2014, by the City Council of the City of Belmont by the following vote: ATTEST: City Clerk Mayor APPROVED AS TO FORM: City Attorney

4 PROPOSAL TO THE City of Belmont FOR Project Management Services for General Plan Update + Downtown Planning and Zoning PREPARED BY CSG Consultants, Inc. August 15, South Amphlett Boulevard 3 rd Floor San Mateo, CA phone (650) fax (650) San Mateo Pleasanton Sacramento Santa Ana Salinas Newman

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6 Cover Letter August 15, 2014 Carlos de Melo Community Development Director City of Belmont, CA 1 Twin Pines lane Belmont, CA Re: Project Management Services for General Plan Update + Downtown Planning and Zoning It is our pleasure to submit this revised proposal for professional consulting services in support of the City s goal of having adopted policy documents related to the General Plan and the downtown planning framework in place by the end of February The scope of work is based on the assumption that the City Council will consider approval of a professional services agreement with CSG Consultants at its August 26, 2014 meeting, and that the City Manager would execute the agreement by September 1, CSG will assign Peter C. Ingram as the project manager, and he shall be the City s CSG point of contact for the duration of this effort. If you have any questions or need additional information regarding this proposal, please contact Mr. Ingram at [email protected] or (650) We are excited about the opportunity to serve the City of Belmont. Sincerely, Cyrus Kianpour, P.E., P.L.S. President, CSG Consultants, Inc South Amphlett Boulevard 3 rd Floor San Mateo, CA phone (650) fax (650)

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8 Scope of Services For the purpose of this proposal for project management services, the specific role, responsibilities and deliverables to be provided by Consultant are shown under the Dyett & Bhatia ( D&B ) tasks where applicable. Unique CSG Consultants, Inc. services are delineated under separate headers. A. Project Management (Continuous from Sept. 1, 2014 through February 2016 All tasks/subtasks) 1. Provide daily access to team members and project stakeholders and respond promptly to questions, issues and problems 2. Convene weekly, monthly and/or quarterly project team coordination meetings 3. Compile and distribute meeting notes and decisions within 24 hours following each session 4. Coordinate problem-solving throughout the project 5. Design and support topic-specific meetings, workshops and/or outreach events 6. Provide City s Project Executive with on-going updates and information in desired format and frequency: i. Regular progress dashboard reports for City executives with percentages of time and budget expended compared to schedule milestones and deliverables. Include cumulative expended time and budget with trend projections and schedule reference points. ii. Draft progress updates for City Council 7. Allocate and schedule on-site work hours as needed to ensure high level of connection to City team members and other project consultants 8. Review and comment on drafts of all project work products and manage flow of final drafts to City team members. Provide final document QA/QC and direction to other consultants pursuant to City s internal review processes 9. Review and sign off on project consultant s invoices and enter final approval requests into City s AP system 10. In concert with the CD Director, serve as the face of the project for the City: Own the responsibility for delivering successful outcomes such that the City s overarching priorities and goals are met 11. Provide best professional advice to City to maintain schedule, meet budget limitations, solve process problems, and engage the public respectfully and appropriately throughout the duration of the project. B. Project Coordination (Continuous from Sept. 1, 2014 through February 2015) 1. Assist City staff and D&B team in collaborating and coordinating the City s Housing Element update process (commenced in June 2014) D&B TASK ONE Project Initiation (Sept. through Nov. 2014) 1. Final Public Participation Program D&B 2. Website D&B 3. Newsletter #1 D&B 4. Stakeholder Meeting(s) Report D&B 5. Community Workshop Summary D&B 6. Task Completion Report Dec. 01, 2014 Peter Ingram 1

9 C. Establish Project Management Systems and Protocols (Complete by Sept. 30, 2014) 1. Identify and affirm the full project team and each member s role, including: i. City s Authorized Representative / Project Executive (Community Development Director) ii. City executive oversight group (City Manager, City Attorney, Finance Director, and Community Development Director) iii. City s external legal advisor(s) iv. City staff stakeholders v. Planning consultant(s) vi. CEQA consultant vii. Outreach leader viii. Other specialized consultants as determined by City 2. Provide the City with a comprehensive package of management tools, systems and reports to meet each team member s needs for accountability and information. 3. Establish management protocols for: i. Project meetings purpose, frequencies, venues, attendees, documentation, roles and responsibilities ii. Document controls iii. Accounting iv. Decision tracking v. Schedule adherence and problem look-ahead s vi. Communications 4. Set up a project team space on site for meetings, work stations and materials 5. Establish Consultant s role as the meeting convener and daily point-of-contact for the project D. Project Kick-off (By early October 2014) 1. Conduct a hands-on work session with the full project team to kick off the project and affirm commitments on the near-term road map of activities 2. Confirm overarching project milestones 3. Facilitate City decisions optional mail-in survey and results summary 4. Initiate external communication and outreach efforts D&B TASK TWO Research / Options (Oct through Jan. 2015) 1. Working Paper #1 D&B 2. Working Paper #2 D&B 3. Working Paper #3 D&B 4. Updated Village Planning Documents D&B 5. Community Workshops Report D&B 6. Task Completion Report Feb. 02, 2015 Peter Ingram E. Facilitate Grant-funded Belmont Village Specific/Implementation Plan 1. Compile a detailed work plan and schedule based on City Council direction and staff efforts to date (By end Sept. 2014) 2. Draft RFPs for City review, approval and release (By mid-oct. 2014) 3. Coordinate issuance of and responses to RFPs 4. Assist City staff in assessing proposals and aligning resources in concert with GP schedule 2

10 5. Refine schedule and advise as needed to ensure timely completion of implementation Plan (by end Dec. 2014) D&B TASK THREE Preferred Plan / Goals (Feb. through Apr. 2015) 1. Preliminary Preferred Plan D&B 2. Newsletter #2 D&B 3. OPTIONAL Mail-in Survey TBD D&B 4. OPTIONAL Survey Results Summary TBD D&B 5. TIA for Belmont Village Element D&B 6. Revised Preferred Plan & Key Policies D&B 7. Task Completion Report May 04, 2015 Peter Ingram D&B TASK FOUR Draft GP (April through June 2015) 1. General Plan Outline D&B 2. Admin Draft-Updated GP Elements D&B 3. Admin Draft-Updated Village TBD D&B Implementation Documents 4. Public Review Draft- Updated GP D&B Elements 5. Public Review Draft- Updated Village TBD D&B Implementation Documents 6. Legal Review Checklist D&B 7. Task Completion Report July 02, 2015 Peter Ingram D&B TASK FIVE Draft / Final EIR (May through Oct. 2015) 1. NOP D&B 2. Significant Thresholds Memo D&B 3. Admin Draft EIR D&B 4. Public Review EIR D&B 5. Final EIR Response to Comments D&B 6. Task Completion Report Nov. 02, 2015 Peter Ingram D&B TASK SIX Hearings / Adoption GP (Nov. through Dec. 2015) 1. Newsletter #3 D&B 2. Adopted General Plan D&B 3. Adopted Village Implementation TBD D&B Documents 4. Task Completion Report Feb. 29, 2016 Peter Ingram 3

11 Schedule Based on discussions to date, the schedule submitted by Dyett & Bhatia (refer to July 8, 2014 City of Belmont staff report, Resolution of the City Council Authorizing a Service Agreement with Dyett & Bhatia, Urban and Regional Planners, for an Amount Not to Exceed $550,000 for General Plan Consulting Services for the 2035 Belmont Village & General Plan Update Project ) will be amended to show a project start date of September 1, 2014, with substantial completion of Tasks 1 through 6 in the month of December Final approvals and adoption of policy documents will be scheduled for January and February of Therefore, this proposal for services is based on a total contract duration of 18 months. Budget Peter Ingram is a CSG Consultants, Senior Project Manager, and will be exclusively assigned to the City of Belmont to provide the required project management services described herein. Mr. Ingram s hours worked will be invoiced monthly to the City at an hourly rate of $ per hour. We propose that the City authorize up to 720 total hours across the 18-month project duration, or an average of up to 40 effort hours per month, for a not-to-exceed cap contract value of $126,