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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