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HomeMy WebLinkAboutItem 2b: Professional Services Agreement for Landscape and Irrigation Plan Checking Services�� � GPL1POft1�*Iq"j,� f -r a 1--poe via Flu goat 5, 1— 42u'tt STAFF REPORT Development Services Department DATE: May 7, 2013 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director By: Don Stockham, Building Official SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH ARMSTRONG & WALKER FOR LANDSCAPE AND IRRIGATION PLAN CHECKING SERVICES FOR THREE (3) YEARS WITH THE OPTION OF THREE (3) ONE (1) YEAR EXTENSIONS AT THE END OF THE TERM Recommendation: Approve SUMARY In December 2009, the City adopted a Water Efficient Landscaping Ordinance (No. 2267) to implement the State of California's requirements for water conservation enacted by Assembly Bill 1881. Ordinance No. 2267 requires all projects that meet certain thresholds to comply with specific water conserving landscaping practices to assure efficient and responsible use of water resources within the City of Arcadia. The Water Efficient Landscape Ordinance is to be administered by the Development Services Department; however, assistance from a firm with experience in reviewing landscape and irrigation plans is essential to assure compliance with the Water Efficient Landscape Ordinance. On August 25, 2010, the City executed a Professional Services Agreement with Armstrong & Walker to provide this service. Although the service has been completely satisfactory, this agreement expires on June 30, 2013, and to ensure that the City contracted for the best service available, a Request for Proposals was issued on March 14, 2013. BACKGROUND A Request for Proposals (RFP) was sent to five firms with experience in landscaping and irrigation design services and advertised in two consecutive editions of the Arcadia Weekly. Staff received and reviewed two proposals. Landscape and Irrigation Plan Checking Services PSA May 7, 2013 Page 2 of 3 The proposals were carefully evaluated by a committee of three staff members; one each from Building, Planning, and Transportation Services Divisions. Consideration was given to experience, references, cost and quality of the proposal. Upon completion of this evaluation, it was decided that the firm that best meets the City's needs is Armstrong & Walker. DISCUSSION Armstrong & Walker was formed as a landscape architectural firm in 1991 and is located in Bradbury, California. The company is a partnership of Anna Armstrong and Richard Walker. Both principals are licensed Landscape Architects in the State of California, with over 30 years of experience in the field. Armstrong & Walker have a long- standing, good working relationship with the City of Arcadia with both the Development Services Department and Public Works Services Department providing services for a variety of projects. They have also provided similar services to the Cities of Monrovia and Burbank. Armstrong & Walker will assist staff in landscape and irrigation plan checking for new projects proposed within the City that fall under the requirements of the new Water Efficient Landscape Ordinance. Staff will work directly with Anna Armstrong and Richard Walker. Their proximity to Arcadia and flexibility in scheduling allows them to be responsive to not only the City's needs in picking up, reviewing, and returning plans, but also to our applicant's needs for consultation and expeditious processing. Armstrong & Walker's cost for the above - mentioned services are competitive as evident by the comparison of proposals outlined in the table below: Based on their previous track record, Armstrong & Walker has a good understanding of the services required, and the experience and qualifications to successfully provide them. Per Inspection Fee - Post Construction/ Installation Site Single Fee -Plan Inspections Total- Plan Hourly Rates for Check Review for (minimum 2 Check & Additional Company 3 submittals inspections) Inspections Services /Consultation Armstrong & $1,700 $310 x 2= $620 $2,320 Principal Landscape Walker Architecture: $120 Landscape Designer /CAD Drafter: $60 Clerical: $40 Willdan $1,650 $410 x 2= $820 $2,470 Administration: $65 Plan Checker: $125 Technical Staff: $115 Project Manager: $170 Based on their previous track record, Armstrong & Walker has a good understanding of the services required, and the experience and qualifications to successfully provide them. May 7, 2013 Landscape and Irrigation Plan Checking Services PSA Page 3 of 3 FISCAL IMPACT The plan checking, permitting and inspection of the water efficient landscaping will be revenue /expenditure neutral. The consultant's costs are to be covered through pass - through fees to the developers /homeowners requesting landscaping permits. RECOMMENDATION Authorize and direct the City Manager to execute a Professional Services Agreement with Armstrong & Walker for Landscape and Irrigation Plan Checking services for three (3) years with the option of three (3) one (1) year extensions at the end of the term. Approved_ Dominic Lanza City Manager