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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