CC 2024-07-23_09f Directing the Levy of Annual Assessment DistrictsItem 9.f.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
SUBJECT: Modified Resolutions Directing the Levy of the Annual Assessments
for the Parkside Village and Grace Lane Assessment Districts and the
Arroyo Grande Landscaping and Lighting Assessment District No. 1,
Within Tract 1769, for Fiscal Year 2024-25
DATE: July 23, 2024
RECOMMENDATION:
1) Adopt a Resolution directing the levy of the annual assessment for the Parkside Village
Assessment District pursuant to the Landscaping and Lighting Act of 1972 (Streets and
Highways Code Sections 22500 et. seq.) for Fiscal Year 2024 -25;
2) Adopt a Resolution directing the levy of the annual assessment for the Grace Lane
Assessment District pursuant to the Landscaping and Lighting Act of 1972 (Streets and
Highways Code Sections 22500 et. seq.) for Fiscal Year 2024 -25; and
3) Adopt a Resolution directing the levy of the annual assessment for the Arroyo Grande
Landscaping and Lighting Assessment District No. 1 within Tract 1769, pursuant to the
Landscaping and Lighting Act of 1972 (Streets and Highways Code Sections 22500 et.
seq.) for Fiscal Year 2024-25.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
By adopting the Resolutions, $56,298 will be collected for Fiscal Year (FY) 2024-25 for
the three assessment districts to provide landscaping and other specified maintenance.
The assessments are placed on the affected property owner’s property tax bill each year.
BACKGROUND:
At the June 25, 2024, City Council meeting, the City Council held a public hearing for the
consideration of a levy of the annual assessments for the Parkside Village Assessment
District, Grace Lane Assessment District, and the Arroyo Grande Landscaping and
Lighting Assessment District No. 1 within Tract No. 1769.
ANALYSIS OF ISSUES:
The California Streets and Highways Code Sections 22500 et seq., (California Landscape
and Lighting Act of 1972) (Act), establishes one of the processes by which local
governmental agencies form assessment districts to finance the costs and expenses of
Page 155 of 184
Item 9.f.
City Council
Modified Resolutions Directing the Levy of the Annual Assessments for the
Parkside Village and Grace Lane Assessment Districts and the Arroyo Grande
Landscaping and Lighting Assessment District No. 1, Within Tract 1769, for Fiscal
Year 2024-25
July 23, 2024
Page 2
landscaping and lighting public areas. The final process includes a public hearing, which
allows all interested parties to hear and be heard. After the public hearing, the City Council
may adopt resolutions confirming the assessments, which constitute the levy of the
assessments for FY 2024-25. The public hearing was conducted on June 25, 2024.
In evaluating the criteria for submission of the Resolutions to the County of San Luis
Obispo, it was determined that minor clerical modifications were necessary to the
Resolutions adopted at the June 25, 2024, City Council meeting. Those modified
proposed Resolutions are included as Attachments 1-3.
Upon adoption of the modified Resolutions, the City must submit the Resolutions to the
County of San Luis Obispo for inclusion of the assessments on the FY 2024 -25 property
tax roll. The fees collected for each assessment district fund items such as monthly
landscape maintenance, annual fire supp ression/fuel reduction, savings for anticipated
drainage structure maintenance and improvements, and general landscaping cleanup
projects, as needed. Section 4 of each associated Engineer’s Report provides a
description of improvements.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt Resolutions directing the levy to collect the annual assessments for the
Parkside Village Assessment District, Grace Lane Assessment District and Arroyo
Grande Landscaping and Lighting Assessment District No. 1 within Tract 1769 for
FY 2024-25; or
2. Modify and adopt the Resolutions; or
3. Provide staff other direction.
ADVANTAGES:
Adoption of the modified Resolutions will be in compliance with the Act and allow the City
to move forward with the process to collect assessments and perform the work identified
in the Engineer’s Report for each assessment district.
DISADVANTAGES:
No disadvantages for the proposed actions have been identified for th is fiscal year.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2. The Resolutions adopted by the City Council on May
Page 156 of 184
Item 9.f.
City Council
Modified Resolutions Directing the Levy of the Annual Assessments for the
Parkside Village and Grace Lane Assessment Districts and the Arroyo Grande
Landscaping and Lighting Assessment District No. 1, Within Tract 1769, for Fiscal
Year 2024-25
July 23, 2024
Page 3
28, 2024, declaring its intention to levy and collect annual assessments for all three (3)
Assessment Districts in Fiscal Year 2024-25 were published in The New Times on Friday,
June 14, 2024.
ATTACHMENTS:
1. Proposed Resolution – Parkside Village
2. Proposed Resolution – Grace Lane
3. Proposed Resolution – District 1, Tract 1769
Page 157 of 184
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DIRECTING THE LEVY OF THE
ANNUAL ASSESSMENTS RELATED TO THE PARKSIDE
VILLAGE ASSESSMENT DISTRICT PURSUANT TO THE
LANDSCAPING AND LIGHTING ACT OF 1972 (STREETS
AND HIGHWAYS CODE SECTIONS 22500 ET. SEQ.) FOR
FISCAL YEAR 2024-2025
WHEREAS, on November 8, 2005, the City Council of the City of Arroyo Grande adopted
Resolution No. 3888 ordering the formation of the Parkside Village Assessment District
under Part 2 of Division 15 of the California Streets and Highways Code 22500-22679
(Landscape and Lighting Act of 1972), which allows local governmental agencies to form
assessment districts for the purpose of financing the costs and expenses of landsc aping
and lighting public areas; and
WHEREAS, the City Council, at its meeting of May 28, 2024, approved Resolution No.
5362 approving the Engineer’s Report and declaring its intention to levy and collect
annual assessments for the Parkside Village Assessment District for Fiscal Year 2024 -
2025 and set a public hearing for June 25, 2024 for the Parkside Village Assessment
District; and
WHEREAS, a public hearing to levy the annual assessment of the Parkside Village
Assessment District was held June 25, 2024 at the City Council Chambers, 215 E. Branch
Street, Arroyo Grande, California, 93420 and the City Council took public testimony from all
interested persons as to the levy of the annual assessment for the Parkside Village
Assessment District; and
WHEREAS, pursuant to Streets and Highways Code Section 22130, the City Council is
authorized to levy this assessment; and
WHEREAS, pursuant to Streets and Highways Code Section 22646, the assessments
herein confirmed by the City Council shall be collected on the secured property tax roll
and collected at the same time and in the same manner as County taxes are collected.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande,
as follows:
1. The foregoing recitals are true and correct and are incorporated herein.
2. The annual levy for the maintenance of Parkside Village Assessment District,
located as shown in the approved Engineer’s Report for the Parkside Village
Assessment District is hereby ordered and the assessment of $446 or $734 per
Page 158 of 184
RESOLUTION NO.
PAGE 2
parcel for the Fiscal Year 2024-2025 as indicated on Exhibit “A” attached hereto
and incorporated herein by this reference, is hereby confirmed.
3. Adoption of this Resolution shall constitute the levy of an assessment for Fiscal
Year 2024-2025 and the City Clerk shall file the diagram and assessments with
the County of San Luis Obispo Auditor.
4. Adoption of this Resolution to levy and collect annual assessments is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no
potential to result in either a direct, or reasonably foreseeable indirect, physical
change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3),
15378. The actions merely constitute an administrative activity of the City.
Alternatively, the adoption of resolutions to levy and collect annual assessments is
exempt from CEQA on that basis that it can be seen with certainty that there is no
possibility that the activity in question may have a significant effect on the
environment. (State CEQA Guidelines, § 15061, subd. (b)(3).) The levy and
collection of assessment fees applies to maintenance of existing improvements
and does not result in new construction or physical change in the environment.
On motion of Council Member _____, seconded by Council Member _____, and b y the
following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23 rd day of July, 2024.
Page 159 of 184
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 160 of 184
RESOLUTION NO.
PAGE 4
Exhibit A
SAN LUIS OBISPO COUNTY TAX SYSTEM
TRACT 2310 ASSESSMENTS
FOR TAX ROLL YEAR 2024-25
FUND ASSESSMENT # CHARGE FUND ASSESSMENT # CHARGE
1893 077255002 $ 446.00 1893 077255038 $ 734.00
1893 077255003 $ 446.00 1893 077255039 $ 734.00
1893 077255004 $ 446.00 1893 077255040 $ 734.00
1893 077255005 $ 446.00 1893 077255041 $ 734.00
1893 077255006 $ 446.00 1893 077255042 $ 734.00
1893 077255007 $ 446.00 1893 077255043 $ 734.00
1893 077255008 $ 446.00 1893 077255044 $ 734.00
1893 077255009 $ 446.00 1893 077255045 $ 734.00
1893 077255010 $ 446.00 1893 077255046 $ 734.00
1893 077255011 $ 446.00 1893 077255047 $ 734.00
1893 077255012 $ 446.00 1893 077255048 $ 734.00
1893 077255013 $ 446.00 1893 077255049 $ 734.00
1893 077255014 $ 446.00 1893 077255050 $ 734.00
1893 077255015 $ 734.00 1893 077255051 $ 734.00
1893 077255016 $ 734.00 1893 077255052 $ 734.00
1893 077255017 $ 734.00 1893 077255053 $ 734.00
1893 077255018 $ 734.00 1893 077255054 $ 734.00
1893 077255019 $ 734.00 1893 077255055 $ 734.00
1893 077255020 $ 734.00 1893 077255056 $ 734.00
1893 077255021 $ 734.00 1893 077255057 $ 734.00
1893 077255022 $ 734.00 1893 077255058 $ 734.00
1893 077255023 $ 734.00 1893 077255059 $ 734.00
1893 077255024 $ 734.00 1893 077255060 $ 734.00
1893 077255027 $ 734.00 1893 077255061 $ 734.00
1893 077255028 $ 734.00 1893 077255062 $ 734.00
1893 077255029 $ 734.00 1893 077255063 $ 734.00
1893 077255030 $ 734.00 1893 077255064 $ 734.00
1893 077255031 $ 734.00 1893 077255065 $ 734.00
1893 077255032 $ 734.00 1893 077255066 $ 734.00
1893 077255033 $ 734.00 1893 077255067 $ 734.00
1893 077255034 $ 734.00 1893 077255068 $ 734.00
1893 077255035 $ 734.00
1893 077255036 $ 734.00 TOTAL $ 43,966.00
1893 077255037 $ 734.00
Page 161 of 184
ATTACHMENT 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DIRECTING THE LEVY OF THE
ANNUAL ASSESSMENTS RELATED TO THE GRACE
LANE ASSESSMENT DISTRICT PURSUANT TO THE
LANDSCAPING AND LIGHTING ACT OF 1972 (STREETS
AND HIGHWAYS CODE SECTIONS 22500 ET. SEQ.) FOR
FISCAL YEAR 2024-2025
WHEREAS, on November 28, 2006, the City Council of the City of Arroyo Grande
adopted Resolution No. 3976 ordering the formation of the Grace Lane Assessment
District under Part 2 of Division 15 of the California Streets and Highways Code 22500-
22679 (Landscape and Lighting Act of 1972), which allows local governmental agencies
to form assessment districts for the purpose of financing the costs and expenses of
landscaping and lighting public areas; and
WHEREAS, the City Council, at its meeting of May 28, 2024, approved Resolution No.
5363 approving the Engineer’s Report and declaring its intention to levy and collect
annual assessments for the Grace Lane Assessment District for Fiscal Year 2024-2025
and set a public hearing for June 25, 2024 for the Grace Lane Assessment District; and
WHEREAS, a public hearing to levy the annual assessment of the Grace Lane
Assessment District was held June 25, 2024 at the City Council Chambers, 215 E. Branch
Street, Arroyo Grande, California, 93420 and the City Council took public testimony from all
interested persons as to the levy of the annual assessment for the Grace Lane Assessment
District; and
WHEREAS, pursuant to Streets and Highways Code Section 22130, the City Council is
authorized to levy this assessment; and
WHEREAS, pursuant to Streets and Highways Code Section 22646, the assessments
herein confirmed by the City Council shall be collected on the secured property tax roll
and collected at the same time and in the same manner as County taxes are collected.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande,
as follows:
1. The foregoing recitals are true and correct and are incorporated herein.
2. The annual levy for the maintenance of Grace Lane Assessment District, located
as shown in the approved Engineer’s Report for the Grace Lane Assessment
District is hereby ordered and the assessment of $460 for lots 1 t hrough 15 and
$608 for lots 16 through 19 for the Fiscal Year 2024 -2025 as indicated on Exhibit
“A” attached hereto and incorporated herein by this reference, is hereby confirmed.
Page 162 of 184
RESOLUTION NO.
PAGE 2
3. Adoption of this Resolution shall constitute the levy of an assessment for Fiscal
Year 2024-2025 and the City Clerk shall file the diagram and assessments with
the County of San Luis Obispo Auditor.
4. Adoption of this Resolution to levy and collect annual assessments is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no
potential to result in either a direct, or reasonably foreseeable indirect, physical
change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3),
15378. The actions merely constitute an administrative act ivity of the City.
Alternatively, the adoption of resolutions to levy and collect annual assessments is
exempt from CEQA on that basis that it can be seen with certainty that there is no
possibility that the activity in question may have a significant effe ct on the
environment. (State CEQA Guidelines, § 15061, subd. (b)(3).) The levy and
collection of assessment fees applies to maintenance of existing improvements
and does not result in new construction or physical change in the environment.
On motion of Council Member ______, seconded by Council Member _____, and by the
following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23 rd day of July, 2024.
Page 163 of 184
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 164 of 184
RESOLUTION NO.
PAGE 4
EXHIBIT A
SAN LUIS OBISPO COUNTY TAX SYSTEM
TRACT 2236 ASSESSMENTS
FOR TAX ROLL YEAR 2024-25
FUND ASSESSMENT # CHARGE
1895 007019002 $ 460.00
1895 007019003 $ 460.00
1895 007019004 $ 460.00
1895 007019005 $ 460.00
1895 007019006 $ 460.00
1895 007019007 $ 460.00
1895 007019008 $ 460.00
1895 007019035 $ 460.00
1895 007019036 $ 460.00
1895 007019037 $ 460.00
1895 007019012 $ 460.00
1895 007019014 $ 460.00
1895 007019015 $ 460.00
1895 007019016 $ 460.00
1895 007019017 $ 460.00
1895 007019034 $ 608.00
1895 007019033 $ 608.00
1895 007019025 $ 608.00
1895 007019030 $ 608.00
TOTAL $ 9,332.00
Page 165 of 184
ATTACHMENT 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DIRECTING THE LEVY OF THE
ANNUAL ASSESSMENTS RELATED TO THE ARROYO
GRANDE LANDSCAPING AND LIGHTING ASSESSMENT
DISTRICT NO. 1, WITHIN TRACT 1769, PURSUANT TO
THE LANDSCAPING AND LIGHTING ACT OF 1972
(STREETS AND HIGHWAYS CODE SECTIONS 22500 ET.
SEQ.) FOR FISCAL YEAR 2024-2025
WHEREAS, on June 9, 1992, the City Council of the City of Arroyo Grande adopted
Resolution No. 2932 ordering the formation of the Arroyo Grande Landscaping and
Lighting Assessment District No. 1 (“District”), within Tract 1769 under Part 2 of Division
15 of the California Streets and Highways Code 22500 -22679 (Landscape and Lighting
Act of 1972), which allows local governmenta l agencies to form assessment districts for
the purpose of financing the costs and expenses of landscaping and lighting public areas;
and
WHEREAS, the City Council, at its meeting of May 28, 2024 approved Resolution No.
5364 approving the Engineer’s Report and declaring its intention to levy and collect
annual assessments for the District for Fiscal Year 2024-2025 and set a public hearing
for June 25, 2024 for the District; and
WHEREAS, a public hearing to levy the annual assessment of the Arroyo Grande
Landscaping and Lighting Assessment District No. 1 was held June 25, 2024 at the City
Council Chambers, 215 E. Branch Street, Arroyo Grande, California, 93420 and the City
Council took public testimony from all interested persons as to the levy of the annual
assessment for the District; and
WHEREAS, pursuant to Streets and Highways Code Section 22130, the City Council is
authorized to levy this assessment; and
WHEREAS, pursuant to Streets and Highways Code Section 22646, the assessments
herein confirmed by the City Council shall be collected on the secured tax roll and
collected at the same time and in the same manner as County taxes are collected.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande,
as follows:
1. The foregoing recitals are true and correct and are incorporated herein.
2. The annual levy for the maintenance of District, located as shown in the approved
Engineer’s Report for the District is hereby ordered and the assessment of $3,000
to be equally distributed per assessable parcel for the Fiscal Year 2024-2025 as
Page 166 of 184
RESOLUTION NO.
PAGE 2
indicated on Exhibit “A” attached hereto and incorporated herein by this reference,
is hereby confirmed.
3. Adoption of this Resolution shall constitute the levy of an assessment for Fiscal
Year 2024-2025 and the City Clerk shall file the diagram and assessments with
the County of San Luis Obispo Auditor.
4. Adoption of this Resolution to levy and collect annual assessments is not a project
subject to the California Environmental Quality Act (“CEQA”) because it has no
potential to result in either a direct, or reasonably foreseeable indirect, physical
change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3),
15378. The actions merely constitute an administrative activity of the City.
Alternatively, the adoption of resolutions to levy and collect annual assessments is
exempt from CEQA on that basis that it can be seen with certainty that there is no
possibility that the activity in question may have a significant effect on the
environment. (State CEQA Guidelines, § 15061, subd. (b)(3).) The levy and
collection of assessment fees applies to maintenance of existing improvements
and does not result in new construction or physical change in the environment.
On motion of Council Member _____, seconded by Council Member _____, and by the
following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 23 rd day of July, 2024.
Page 167 of 184
RESOLUTION NO.
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
Page 168 of 184
RESOLUTION NO.
PAGE 4
EXHIBIT A
SAN LUIS OBISPO COUNTY TAX SYSTEM
TRACT 1769 ASSESSMENTS
FOR TAX ROLL YEAR 2024-25
FUND ASSESSMENT # CHARGE
1765 077253001 $ 100.00
1765 077253002 $ 100.00
1765 077253003 $ 100.00
1765 077253004 $ 100.00
1765 077253005 $ 100.00
1765 077253006 $ 100.00
1765 077253007 $ 100.00
1765 077253008 $ 100.00
1765 077253009 $ 100.00
1765 077253010 $ 100.00
1765 077253011 $ 100.00
1765 077253012 $ 100.00
1765 077253013 $ 100.00
1765 077253014 $ 100.00
1765 077253015 $ 100.00
1765 077253016 $ 100.00
1765 077253017 $ 100.00
1765 077253018 $ 100.00
1765 077253019 $ 100.00
1765 077253020 $ 100.00
1765 077253021 $ 100.00
1765 077253022 $ 100.00
1765 077253023 $ 100.00
1765 077253024 $ 100.00
1765 077253025 $ 100.00
1765 077253026 $ 100.00
1765 077253027 $ 100.00
1765 077253028 $ 100.00
1765 077253029 $ 100.00
1765 077253030 $ 100.00
TOTAL $ 3,000.00
Page 169 of 184
Item 9.g.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Shannon Sweeney, City Engineer
SUBJECT: Approval of a Two-Year Extension to On-Call Consultant Services
Agreements in Sixteen Disciplines for Support to the Community
Development and Public Works Departments
DATE: July 23, 2024
RECOMMENDATION:
1) Authorize the City Manager to extend agreements for two years between the City and
41 consultants currently on the City’s on-call list for consultant services for the Community
Development and Public Works Departments, subject to minor modifications determined
to be necessary and appropriate by the City Attorney; and
2) Make findings that executing extension letters with consultants with whom the City
already has active on-call contracts is not a project subject to the California Environmental
Quality Act (CEQA) because it has no potential to result in either a direct , or reasonably
foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§
15060, subd. (c)(2)-(3), 15378.)
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No costs are associated with extending existing on-call agreements. Costs will be
incurred for specific projects and services in compliance with the approved budget and
City’s purchasing policy requirements.
BACKGROUND:
On March 12, 2021, the City issued a Request for Qualifications for On-Call Professional
Consulting Services in sixteen disciplines. On April 29, 2021, the City received qualified
Statement of Qualifications from 57 firms. Because most firms proposed on more than
one discipline, the City received a total of 158 individual proposals. Each of the proposals
were ranked by City staff based on the following publicly advertised criteria:
1. Understanding of the work related to the specific discipline (30%).
2. Demonstrated competence, professional qualifications and availability of proposed
staff to be assigned (30%).
Page 170 of 184
Item 9.g.
City Council
Approval of a Two-Year Extension to On-Call Consultant Services Agreements in
Sixteen Disciplines for Support to the Community Development and Public Works
Departments
July 23, 2024
Page 2
3. Recent experience in successfully performing similar services (30%).
4. Overall proposal completeness, quality, clarity, responsiveness and methodology
(10%).
On July 27, 2021, City Council approved on-call services agreements with 41 consultants
in 16 disciplines for support to the Community Development and Public Works
Departments.
ANALYSIS OF ISSUES:
The intent of the on-call program is to provide an efficient and cost-effective mechanism
for the City to secure consulting services to conduct City business in a manner consistent
with the City’s purchasing policy. The number of consultants in a given expertise area is
large enough to provide redundancy of services and increases the likelihood of the City
receiving competitive proposals for a specific project, while small enough to provide
opportunities for all selected consultants to complete some level of work for the City.
With this program in place, when a need arises, staff prepare a project specific request
for proposals from the consultants. The consultants review the request and provide a
proposal for work activities and associated costs. Staff evaluate the proposed work plan
and cost and then select the proposal that meets the City’s needs. If the proposal cost is
within the City Council approved project or service budget, the City issues a purchase
order for this work and directs the consultant to proceed with work. Once the consultant
begins work, the contract period does not expire until the consultant has completed the
purchase order work.
Existing agreements have a three (3) year term that began August 1, 2021, with an option
to allow an additional two (2)-year extension, with City Council approval. The two (2) year
extension term, if approved, would begin on August 1, 2024, and end August 1, 2026,
when a new on-call program agreement will be presented to the City Council for
consideration prior to expiration. This program has been highly effective, and staff
recommends that the City Council approve the two-year extension to agreements for
those consultants wishing to continue participating in the City’s on-call program.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Modify and approve staff’s recommendations;
3. Do not approve staff’s recommendations; or
4. Provide other direction to staff.
Page 171 of 184
Item 9.g.
City Council
Approval of a Two-Year Extension to On-Call Consultant Services Agreements in
Sixteen Disciplines for Support to the Community Development and Public Works
Departments
July 23, 2024
Page 3
ADVANTAGES:
Approving a two (2) year extension to the existing on-call agreements will continue to
allow the City to provide high quality services and projects within a reasonable time period
at reasonable costs. Cost savings to the City will continue to occur because being able to
choose consultants from the on-call list streamlines the process of securing consulting
services, which would otherwise require producing and distributing requests for
proposals, evaluating submitted proposals, selecting consultants, and preparing
contracts and reports for multiple projects.
Establishment of on-call service agreements does not preclude the City from obtaining
consultant services through the formal Request for Proposals (RFP) process for specific
project needs or specialty work, and City will continue to monitor tota l expenditures to
ensure compliance with City’s purchasing policy requirements.
The recommended action includes language authorizing the City Attorney to make minor
modifications to an agreement when such modifications are requested and determined to
be necessary and appropriate, as oftentimes a consultant will request or require a minor
modification to insurance or other provisions.
DISADVANTAGES:
Some new consultants who have established themselves in the area in the last three
years or other consultants who wish to be added to the City’s on-call list will not have the
opportunity to do so at this time. Since the original agreement only allowed for one two
(2) year extension, the opportunity for other consultants to apply to be added to the City’s
already extensive list of on-call consultants will be available in two years, at the end of
this two-year extension.
ENVIRONMENTAL REVIEW:
Executing extension letters with consultants with whom the City already has active on -
call contracts is not a project subject to the California Environmental Quality Act (CEQA)
because it has no potential to result in either a direct, or reasonably foreseeable indirect,
physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3),
15378.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. Extension Letter Template
2. On-call Services Company List
Page 172 of 184
ATTACHMENT 1
[Date]
[Name]
[Company]
[Address 1]
[Address 2]
SUBJECT: On-call Services Agreement
Dear [Name]:
The City of Arroyo Grande thanks you for participating in the City’s on-call consulting services program.
A copy of your original agreement is available to you upon request.
The on-call services agreement between [Company] and the City of Arroyo Grande is set to expire on
July 31, 2024. The original contract provides for a one-time two-year extension upon City Council
approval.
Staff is recommending that City Council approve this extension at its July 23, 2024 meeting. If approved
by Council, your firm will have the option to extend your agreement for an additional two years as
provided under the current terms and conditions . Unless extended, the original agreement is set to
expire on July 31, 2024. If you wish to extend your agreement, please sign and return this letter to the
City by July 30, 2024. Your letter should also include copies of all necessary insurance requirements.
This extension will not be considered executed until signed by both parties. Once fully executed, a copy
of this letter will be returned to you. This will be the only extension of the original Agreement dated
August 1, 2021, and will remain in effect until July 31, 2026.
If you have any questions, please feel free to contact me at 805-473-5444.
Respectfully,
Shannon Sweeney
City Engineer
Matthew Downing, City Manager Signature, Name, Title
Date Date
Page 173 of 184
Architectural Geotechnical Engineering
Harris Architecture & Design Earth Systems
Ravatt, Albrecht & Associates Inc.Geo Solutions, Inc.
IBI Group Yeh and Associates, Inc.
Civil Engineering EnGeo Incorporated
Garing, Taylor & Associates (GTA)Tetra Tech
Stantec Achievement Engineering Corp
Wallace Group Geographic Information Systems(GIS)
GHD GHD
North Coast Engineering(NCE)Stantec
Quincy Engineering Wallace Group
Tetra Tech Dewberry
Rick Engineering Dudek
Dewberry Tetra Tech
Dudek Landscape Architecture
Eikhof Design Group Stantec
Pavement Engineering Inc.(PEI)Dudek
Construction Management Wallace Group
Filippin Engineering KTUA
MNS Engineers, Inc.Material Testing/Evaluation
Kitchell Earth Systems
Pavement Engineering Inc.(PEI)EnGeo Incorporated
Water System Consulting Inc. Geo Solutions, Inc.
Cannon Pavement Engineering Inc.(PEI)
Diversified Project Services(DPSI)Achievement Engineering Corp
North Coast Engineering(NCE)Planning
Quincy Engineering SWCA Enviornmental Consultants
Michael K. Nunley and Associates(MKN)Gensler
Enviornmental Consulting & Permitting Rincon Consultants, Inc.
LSA Associates, Inc. Dudek
Rincon Consultants, Inc. Structural Engineering
Stantec Quincy Engineering
SWCA Enviornmental Consultants SSG Structural Engineers LLP
Albion Enviornmental Inc. Taylor & Syfran Consulting Engineers, Inc.
Dudek Wood Rodgers
Tetra Tech Stantec
Padre Surveying
Grant Administration North Coast Engineering(NCE)
Evan Brooks Associates Garing, Taylor & Associates (GTA)
GHD MNS Engineers, Inc.
Rick Engineering Tetra Tech
Dudek Wallace Group
MNS Engineers, Inc.Stantec
Hydrology and Stormwater Traffic Engineering
Stantec Central coast Transportation Consulting(CCTC)
Wallace Group GHD
Rick Engineering Rick Engineering
Rincon Consultants, Inc. Stantec
North Coast Engineering(NCE)KTUA
Tetra Tech Water/Wastewater Engineering
Garing, Taylor & Associates (GTA)Michael K. Nunley and Associates(MKN)
Right of Way Wallace Group
Hamner Jewell & Associates MNS Engineers, Inc.
Del Richardson & Associates, Inc. (DRA)Water System Consulting Inc.
GHD
ON-CALL CONSULTING SERVICES ATTACHMENT 2
Page 174 of 184