Live Life Lincoln Live Life. Lincoln. Live Life. Lincoln Live Life. LI incoln Live. Life Lipcoln:  MINUTES CITY OF LINCOLN Regular Meeting August 14, 2018  CITY COUNCIL, PUBLIC FINANCE AUTHORITY and REDEVELOPMENT SUCCESSOR AGENCY  OPEN SESSION MEETING City Hall - Third Floor Conference Room 1. CALL TO ORDER by Mayor Nader at 6:00PM. 2. ROLL CALL: Councilmen present: Peter Gilbert  Paul Joiner Gabriel Hydrick Dan Karleskint Stan Nader  Mayor Pro Tem Mayor  Roll Call: 5 members present, 0 members absent, 0 members excused. Staff members present: Bob Adams, Interim City Manager  Kristine Mollenkopf, City Attorney Steve Ambrose, Support Services Director Mike Davis, Fire Division Chief Jennifer Hanson, Public Services Director Doug Lee, Police Chief Ray Leftwich, City Engineer Gwen Scanlon, City Clerk  Various City employees, consultants and members of the public were also present.  3. REPORT FROM CLOSED SESSION - none.  4. PLEDGE OF ALLEGIANCE led by Fire Division Chief Mike Davis. 5. INVOCATION by Rabbi Yanki Hecht, Chabad of Lincoln. 6. AGENDA REVIEW MODIFICATION - none. 7. CITIZENS ADDRESSING COUNCIL  a) Keith Diederich, CEO of the Gathering Inn, thanked the Mayor and Council for their support at a recent Placer County Board of Supervisor's meeting where a contract with the Gathering Inn to runa b) John Griffin, a Lincoln resident, spoke about his concerns with the lack of staff in the Fire Department and reiterated his request for the Council to discuss an intern program that was C) Armando from San Francisco also spoke about his concern with fire staffing and also requested the Ab brief Council discussion ensued regarding the intern program and bringing it back for discussion at a d) Byron Chapman, al Lincoln resident, stated his concern with Councilmembers being part of the Joint Legislative Audit Committee (JLAC) and read the definitions of the following words: audit,  temporary homeless shelter in North. Auburn was approved.  suggested at a recent Council work session. intern program be discussed.  future meeting.  independent and tainted.  6005 Sixth Street I Lincoln, CA 95648 ww.c.incaln.ca.ux 916-434-2400    LiveLife Lincoln Live LifeLincoln. Live Page: 2of7 City Council, Public Finance Authoritya and Redevelopment Successor Agency Regular Meeting Minutes August 14, 2018  ife  e) Lena Labsoky, a Lincoln resident, read the remainder of Mr. Chapman's comments regarding how a  Mayor runs meetings and Councilmembers Gilbert, Karleskint and. Joiner.  8.  COUNCIL INITIATED BUSINESS  Councilman Gilbert stated his request to bring the Fire Intern discussion back at ai future meeting and received  Council consensus. 9. RESENTATIONS-none. 10. CONSENT  Mayor Nader announced Items 10C, Best, Best and Krieger legal services defending the City in the Scheiber litigation, and Item 10F, On-Call Community Development Consultants, were pulled off the Consent Agenda for discussion. Motion to Approve the balance of the Consent. Agenda moved by Councilman Gilbert and the motion was seconded by Councilman Karleskint. By the following Vote (Approved): Gilbert- Aye, Karleskint - Aye, Hydrick-A Aye,Joiner- - Aye and Nader- = Aye, the balance oft the  consent agenda. Those items approved were.:  10.A. Approve minutes of July 24, 2018 Regular City Council meeting.  10.B. Adopt RESOLUTION 2018-167 approving warrants of July 19, 20 and 26, 2018. 10.D. Adopt RESOLUTION 2018-169 authorizing the City Manager to execute. Amendment No. 1t to the On- call Task Order with Wood Rodgers for additional engineering design services for High School Area Sanitary Sewer Project (CIP 436) in the amount of $12,913 from existing project funds. 10.E. Adopt RESOLUTION 2018-170 authorizing the City Manager to extend the Contract for Professional Services Agreements for On-Call Surveying and Mapping (Professional Engineering) Services with 10.G. Adopt RESOLUTION 2018-172 authorizing the City Manager to approve the Limited Right of Entry 10.H. Adopt RESOLUTION 2018-173 authorizing retroactive augmentation of the Annual Budget for Fiscal Year 17/18 to increase the Transit Operations Fund (740 - Professional Services) budget by $64,013 (which yields a new budget total of $517,439) from the unencumbered fund balance from Fund 740. 10.1. Adopt RESOLUTION 2018-174 approving the 2018 Investment Policy.  Andregg/Psomas.  Agreement proposed by Placer County Air Pollution Control District.  10.J. Adopt RESOLUTION 2018-175 authorizing the City Manager to sign the Public Improvement  Agreement for the Club Lincoln Expansion. ITEMS PULLED FROM CONSENT  10.C. Adopt RESOLUTION 2018-168 authorizing the City Attorney to execute a Legal Services Agreement with Best Best & Krieger to provide legal services defending the City in the litigation captioned Scheiber Ranch Properties, LPand Albert Scheiber V. City of Lincoln, et al, Placer County Superior Court case no.  8cv0041269. Legal services for water-related matters are paid from water fund 710.  600 Sixth Strect Lincoln, CA 95648 www.di-lincoln.ca.us 916-434-2400    Live. Life Lincoln ive Life Lincoln City Council, Public Finance Authorityand Redevelopment Successor Agency Regular Meeting Minutes August 14, 2018 comments:  Page 3of7  Kristine Mollenkopf, City Attorney, gave a brief staff report. Mayor Nader stated he had received a speaker card from Lena Labosky to remove this item for discussion and opened the floor with the following a) Lena Labsoky, a Lincoln resident, questioned why Richland, the developer, wasn't paying the $300,000. Ms. Labosky also asked whether Best Best & Krieger had already begun working on the case and why they were needed since it was a fairly simple case oft the Scheibers needing water for b) Byron Chapman, a Lincoln resident, questioned why a special meeting in compliance with the Brown Act wasn't scheduled to discuss this item. He also questioned why the Council is voting since Best Kristine Mollenkopf, City Attorney, stated Best Best & Krieger had already begun working because the City had short pleading deadlines but was limited by client privilege from responding to the other comments. Motion to Approve this item moved by Councilman Gilbert and the motion was seconded by Councilman Joiner. By the following Vote (Approved): Gilbert- Aye, Joiner- - Aye, Hydrick - Aye, Karleskint = Aye and Nader - Aye, the following item was approved: RESOLUTION 2018-168 authorizing the City Attorney to execute a Legal Services Agreement with Best Best & Krieger to provide legal services defending the City in the litigation captioned Scheiber Ranch Properties, LP and Albert Scheiber V. City of Lincoln, et al, Placer County Superior Court case no. 8cv0041269. Legal services for water-related matters are paid from water 10.F. Adopt RESOLUTION 2018-171 authorizing the City Manager to execute Contracts for On-Call Community Development Professional Services Agreements for On-Call Planning Services with Joseph Leonard's Structural Engineering, ECORP Consulting, Melton Design Group, Ascent Environmental, Michael Baker international, De Novo Planning Group, AECOM, DUDEK, Civil Engineering Solutions, Coastland, Interwest, First Carbon Solutions, Shums Coda Associates, Analytical Environmental Services, LSA, CSG, and Bureau Veritas, with all consultant/contractor and city staff costs borne by the developerapplicant through at time and materials recovery deposit system through Development Services Steve Prosser, Planning Manager, gave a brief staff report and stated one consultant was not included in the staff report, ESA, as mentioned int the Desk Item memo dated August 14, 2018, made a part of these minutes by mention thereof. Mayor Nader stated he requested this item be pulled from the consent agenda for discussion because of the portion of the staff report dealing with the developer deposits covering the work to be done. A brief Council discussion ensued regarding past practices with developer funded work and the necessity to stop work if the developer deposit runs into the negative. Mayor Nader opened the a) Albert Scheiber, residing on Moore Road, stated he found it ironic that when Village 5 came before Council three times, each time Richland owed the City money every one of those times. Councilman Joiner motioned approval oft this item and was seconded by Councilman Hydrick. By the following Vote (Approved): Joiner- - Aye, Hydrick - Aye,Gilbert- Aye, Karleskint - Aye and Nader- Aye, the following item: RESOLUTION 2018-171 authorizing the City Manager to execute Contracts for On-Call Community Development Professional Services Agreements for On-Call Planning Services with ESA, Joseph Leonard's Structural Engineering, ECORP Consulting, Melton Design Group, Ascent Environmental, Michael Baker International, De Novo Planning Group, AECOM, DUDEK, Civil Engineering Solutions,  their farm and the development being years away. Best & Krieger had already begun working  fund 710.  Fund 248.  discussion to the public at 6:39PM with the following comment:  600 Sixth Strect . Lincoln, CA 95648" www.c-lincoln.ca.uy 916-434-2400    Live Life Lincoin ive ife Lincoln. ive City Council, Public Finance Authority and Redevelopment. Successor Agency Regular Meeting Minutes August 14, 2018  Page 4 of7  Coastland, Interwest, First Carbon Solutions, Shums Coda Associates, Analytical Environmental Services, LSA, CSG, and Bureau Veritas, with all consultant/contractor and city staff costs borne by the developer/applicant through a time and materials recovery deposit system through Development Services  Fund 248.  11. PUBLIC HEARINGS  11.A. (1) Conduct a Public Hearing; and, (2) Determine that the project is exempt from the California Environmental Quality Act (CEQA) under Section 15315, Class 15, pertaining to minor land divisions in urbanized areas resulting in four or fewer parcels; and, (3). Adopt RESOLUTION 2018-176 approving the Tentative Parcel Map to divide 0.97 acres into four R-1 - Single Family Residentially zoned parcels and a request to modify the requirement to underground the overhead utility lines along the project frontage for Robert Poetsch, Senior Planner, gave a brief staff report. Mayor Nader opened the public hearing at a) Barbara McDonald, residing on South Herold Avenue, stated her side of the street has overhead wires but across the street didn't. Ms. McDonald requested this project include the undergrounding of utilities and that it be extended to South Herold between East 8th and gth Streets. Al brief Council discussion ensued regarding cost of undergrounding utilities and the possibility of including in future street improvements. Councilman Hydrick motioned approval oft this item and was seconded by Councilman Karleskint. By the following Vote (Approved): Hydrick- - Aye, Karleskint - Aye, Gilbert- Aye, Joiner - Aye and Nader - Aye, the following item: RESOLUTION 2018-176 approving the Tentative Parcel Map to divide 0.97 acres into four R-1 - Single Family Residentially zoned parcels and a request to modify the requirement to underground the overhead utility lines along the project frontage for 219 E. 8th Street, on 11.B. (1) Conduct a public hearing for the Twelve Bridges General Development Plan amendment; and (2) Consider the information contained ini the staff report and testimony of the public; and (3) Introduce and waive first reading of ORDINANCE 972B approving an Amendment to the Twelve Bridges General Steve Prosser, Planning Manager, gave a brief staff report and stated the applicant is requesting that the City eliminate the 151 foot minimum aggregate side setback standard within LDR-8 zoned properties and staff is supportive. Mayor Nader opened and closed the public hearing at 6:57PM with no comments. Councilman Gilbert motioned approval oft this item and was seconded by Councilman Hydrick. By the following Vote (Approved): Gilbert- Aye, Hydrick - Aye, Joiner - Aye, Karleskint - Aye and Nader - Aye, the following item: Introduction and waiving of the first reading of ORDINANCE 972B approving an 11.C. (1) Conduct a public hearing for the Cypress Models Project; consider the information contained in the staff report andi testimony of the public; (2) Adopt RESOLUTION 2018-177, thereby determining the project has been adequately addressed under the Village 1 Specific Plan Project EIR (SCH #2010102018) and that noi further analysis under the California Environmental Quality Act (CEQA) is required or appropriate; (3) Adopt RESOLUTION 2018-178, approving a Tentative Parcel Map for the Cypress Models Project; and, (4) Introduce and waive First Reading of ORDINANCE 973B approving the Development Agreement by and between the City of Lincoln, a Municipal Corporation and Cresleigh Homes Corporation,  219 E. 8th Street, on Assessor's Parcel Number 008-301-069.  6:44PM with the following comment:  Assessor's Parcel Number 008-301-069.  Development Plan.  Amendment to the Twelve Bridges General Development Plan.  Inc. relating to the Cypress Models project within the Village 1 Specific Plan area.  600Sixth Strect . Lincoln, CA 95648 www.c.lincoln.caus 916-434-2400    Live Life Lincoln Live Life. Lincoln- City Council, Public Finance Authority and Redevelopment: Successor Agency Regular Meeting Minutes August 14, 2018  Page! 5 of7  Steve Prosser, Planning Manager, gave a brief staff report and stated the applicant is requesting that the City approve the tentative map and development agreement sO that models can be constructed for recently approved Cresleigh Grove. Al brief Council discussion ensued regarding the timing of the temporary street improvements and bonding for oak trees. Steve Prosser stated he had discussed the oak tree concern with the applicant who is okay with adding revised oak tree language to condition of approvals. Mayor Nader a) Sue Golden, residing on Virginiatown Road, stated she lived right next door to this development and requested single story homes be built on lots 1,2 and 3 and that the wetland area, shown in purple b) Chris Russell, Forward Planner, and Deana Ellis, Vice President of Land Resources, at Cresleigh Homes, stated they are in agreement with the revised oak tree language; a decision hadn't been made yet as to the placement of homes on the lots but they would work with existing property owners; and they will make the fence as secure as possible but also wanted to make it attractive. Mayor Nader made a motion to include the revised oak tree language which was seconded by Councilman Councilman Karleskint motioned approval oft the first resolution associated with this item and was seconded by Councilman Joiner. By the following Vote (Approved): Karleskint - Aye, Joiner- - Aye, Gilbert- Aye, Hydrick - Aye and Nader- - Aye, the following item: RESOLUTION 2018-177, thereby determining the project has been adequately addressed under the Village 1 Specific Plan Project EIR (SCH #2010102018) and that no further analysis under the California Environmental Quality Act (CEQA) is required or Councilman Gilbert motioned approval of the second resolution associated with this item and was seconded by Councilman Karleskint. By the following Vote (Approved): Gilbert- Aye, Karleskint - Aye, Hydrick - Aye, Joiner - Aye and Nader - Aye, the following item: RESOLUTION 2018-178, approving a Tentative Parcel Map for the Cypress Models Project with the following language to condition of approval #18: Any and all required tree mitigation bonds shall be in place prior to the removal of the first oak tree. Councilman Karleskint motioned approval oft the ordinance associated with this item and was seconded by Councilman Joiner. By the following Vote (Approved): Karleskint - Aye, Joiner- - Aye, Gilbert- Aye, Hydrick - Aye and Nader- - Aye, the following item: Introduction and waiving oft thet first reading of ORDINANCE 973B approving the Development Agreement by and between the City of Lincoln, a Municipal Corporation and Cresleigh Homes Corporation, Inc. relating to the Cypress Models project within the 11.D. Conduct a public hearing and consider the adoption of proposed increases to water rates with an implementation date of October 1, 2018. Upon adoption of the proposed water rates; introduce and waive the first reading of ORDINANCE 974B amending sections of Title 13 of the Municipal Code. Steve Ambrose, Support Services Director, gave a brief staff report and powerpoint presentation, made a part oft these minutes by mention thereof. Gwen Scanlon, City Clerk, announced 22 written protests were received to date from the 21,789 notices mailed to the 20,178 parcels within the City which did not constitute Mayor Nader exited the room at 7:31PM and returned tot the dais at 7:33PM. Mayor Nader opened the  opened the public hearing at 7:12PM with the following comment:  on the map, have a security fence surrounding it.  Hydrick.  appropriate.  Village 1 Specific Plan area.  ar majority.  public hearing at 7:41PM with the following comments:  600Sixth Street Lincoln, CA 95648www.ci.lncn.co.us*916-434-2400    Live. Life Lincoln Live Life Lincoln- City Council, Public Finance Authority and Redevelopment: Successor Agency Regular Meeting Minutes August 14, 2018  ife  oln  Page 6of7  a) Ella Brionez, a Lincoln resident, stated it was important to have good water but she was protesting b) Roy Gross, al Lincoln resident, stated his concern with the inconsistent base water rate and he also c) Susan Clark, a Lincoln resident, stated her concern with management of water rates and also d) Fred Barnhart, al Lincoln resident, stated his concern with high end users not getting a water rate e) Nancy Switzer, a Lincoln resident and rental property owner, was concerned that the City would no f) Ag gentleman who did not provide his name was concerned that those people making a minimum g) Dave Halberg, al Lincoln resident, stated he was told at the last rate increase that the rates wouldn't be increased for ten years and questioned what effect new State regulations would have on these h). A woman who did not provide her name stated he concern with big users receiving a discount at the expense of others allowing them to have swimming pools and lavish landscapes. Ella Brionez, a Lincoln resident, spoke again asking what future rate increases might look like. Mayor Nader closed the public hearing at 7:57PM. Jennifer Hanson, Public Services Director, responded to public comments: State has proposed indoor water use maximum day use of 55 gallons per day (GPD) but has not yet proposed outdoor maximum use sO there is some uncertainty as to what effect they will have on the proposed rates; int the old City water rates lower tier users were subsidized by higher tier users which has been corrected int the proposed rate; Prop 218 requires a fair and equitable rate amongst all classes sO the City is not allowed to rate decreases for socio-economic reasons. A brief Council discussion ensued regarding past water rates, City service staff checking for water leaks at no cost and escalation factors Councilman Hydrick motioned approval of the ordinance associated with this item and was seconded by Councilman Karleskint. By the following Vote (Approved): Hydrick = Aye, Karleskint- - Aye, Gilbert- Aye, Joiner - Aye and Nader = Aye, the following item: Introduction and waiving of the first reading of ORDINANCE 974B amending sections of Title 13 of the Municipal Code related to water rates.  the proposed water rates. protested the proposed water rates. protested the proposed water rates.  increase and also protested the proposed water rates.  longer allow tenants to be listed as customers on utility accounts.  wage should receive a discounted rate.  proposed rates.  included in the rates.  12. GENERAL BUSINESS - NONE. 13. INFORMATION ITEMS  Councilman Gilbert announced the City had a fixed contract with the Placer County' Water Agency (PCWA)  when he was first elected which is now costing the City $2million per year.  600 Sixth Strect Lincoln, CA 95648 ww..incaln.ta.us*916-4342500    Live. Life Lincoln ive Life Lincoin. ve City Council, Public Finance Authority and Redevelopment Successor Agency Regular Meeting Minutes August 14, 2018  Page7of7  Councilman Hydrick stated the Animal Control Contract with Placer County was discussed at the last Council Work Session on August 9, 2018. He stated ift the City moves forward with hiring an Animal Control Officer that person should work on code enforcement when not working on animal control issues as the City currently employs only one code enforcement officer fort the population of almost 50,000. 14. ADJOURNMENT Mayor Nader adjourned the meeting at 8:22PM.  Submitted by: uersab Gwen Scanlon, City Clerk  600Sixth Street Lincoln, CA 95648 ww.dincoln.ca.us #916-434-2400    SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start oft the  meeting if you wish to speak at this evening's Council Meeting.  NAME: Lenslabshy CITY OF RESIDENCE: pe  MEETING DATE: SUBJECT: on ITEM: #_  SAA 1A ba  Schorgu Jouows  D ITEM NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL  ON THE CONSENT AGENDA, PULL FOR DISCUSSION  ITEM ON THE AGENDA, ITEM #  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any otheri item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction oft the City Council and to stay within the three-minute  time limit.  SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: SUE GOLDEN CITY OF RESIDENCE: LINCOLP  8-14-16  MEETING DATE:  SUBJECT: Cypuss Models Proier  DITEM NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL  DITEM# #  ON THE CONSENT AGENDA, PULL FOR DISCUSSION  TITEM ON THE AGENDA, ITEM # IC  Public Comments provides you an opportunity: to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction ofthe City Council and to stay within the three-minute  time limit.    SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: Elo OF CITY RESIDENCE.  Bionez R  street  MEETING DATE: Augwst 14,008 SUBJECT: Notar Encreases  DITEMI NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL  ITEM# #  ON THE CONSENT AGENDA, PULL FORI DISCUSSION  TEM ON THE AGENDA, ITEM# # ID  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the. jurisdiction oft the City Council and to stay within the three-minute  time limit.  SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start ofthe  meeting if you wish to speak at this evening's Council Meeting.  NAME:  CRps hiNcds 94  y  CITY OF RESIDENCE: MEETING DATE: SUBJECT:  D  Dr ITEM NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL DITEM# ID ON THE CONSENT AGENDA, PULL FOR DISCUSSION  DITEM ON THE AGENDA, ITEM #  Public Comments provides you an opportunity to speak toi the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their commentsto issues that are within the jurisdiction oft the City Council and to stay within the three-minute    SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME:  Susan  Clark  CITY OF RESIDENCE: Lihcchn  MEETING DATE: SUBJECT: OITEM #  $-14-18  later rate Increcse  DITEMI NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL  ON THE CONSENT AGENDA, PULL FOR DISCUSSION  DITEM ON THE AGENDA, ITEM # D  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within the jurisdiction oft the City Council and to stay within the three-minute  time limit.  SPEAKER INFORMATION  Public Comments Request for Council Meetings  Please complete this card and present it to the City Clerk prior to the start of the  meeting if you wish to speak at this evening's Council Meeting.  NAME: FRSD  SANHAT  CITY OF RESIDENCE: LINCILN  MEETING DATE:  E/R  SUBJECT: BRoROSEA WATER RITE DITEM NOT ON THE AGENDA, CITIZENS ADDRESSING COUNCIL  PACREYSE  DITEM# #  ON THE CONSENT AGENDA, PULLI FOR DISCUSSION  DJITEM ON THE AGENDA, ITEM#  Public Comments provides you an opportunity to speak to the City Council about an issue on the agenda or any other item of concern. Speakers are requested to restrict their comments to issues that are within thej jurisdiction of the City Council and to stay within the three-minute  time limit.    Desk Item for #10F  TO: FROM: DATE: RE:  Mayor Nader and Honorable Members of the City Council  Steve Prosser, Planning Manager  August 14, 2018  Revised Staff Report and Draft Resolution 2018-171  After publication of the staff report and draft City Council Resolution, it was brought to the attention of the City that one of the recommended on-call consultants, ESA, was inadvertently left out of the analysis and affirming resolution. ESA has been on the City's previous on-call consultant list, responded to the-City's recent RFQ and has again Please find attachèd the revised Staff report and draft City Council Resolution showing staff's recommendation for 18 consultants to assist the Community Development Department. If the Council is in agreement with staff, the recommended motion to approve should reference the revised Draft Resolution authorizing the City Manager to  been found qualified to continue as a consultant by City Staff.  execute contracts with the 18 listed consultant firms.  Attachments:  1. Revised Staff Report that includes ESA in the list of recommended on-call 2. Revised City Council Resolution 2018-171 that includes ESA in the list of  consultants on-call consultants  incofn. A  AACIS ncatvsn IS 91    CITY COUNCIL REPORT  SUBJECT:  Community Development Profèssional Services On-Call  Consultant List Update for New Term  SUBMITTED BY: Steve Prosser, Planning Manager DEPARTMENT: Community Development  DATE:  August 14, 2018  STRATEGIC RELEVANCE:  Organizational Efficiency: To bring about an optimal organizational size and structure to ensure agility in meeting operational demands and achieving sustainable practices in the face of rapidly changing environments. Team Cohesion: Council and staff in unity in fulfilling the organization's vision  and mission.  STAFF RECOWMENDATIONIS:  1. Adopt a resolution authorizing the City Manager to execute Contracts for On- Call Community Development Professional Services Agreements for On-Call Planning Services with ESA, Joseph Leonard's Structural Engineering, ECORP Consulting, Melton Design Group, Ascent Environmental, Michael Baker International, De Novo Planning Group, AECOM, DUDEK, Civil Engineering Solutions, Coastland, Interwest, First Carbon Solutions, Shums Coda Associates, Analytical Environmental Services, LSA, CSG, and Bureau Veritas, with all consulantcontractor and city staff costs borne by the developer/applicant through a time and materials recovery deposit system  through Development Services Fund 248. BACKGROUND/INTRODUCTION:  During the various stages of Development, there are instances where specialized knowledge and skillsets, outside of current staffing, are necessary to achieve the goals set forth by the City's Mission Statement, "To provide the highest level of service responsive to our community's expectations and to enhance the quality of The City has determined that the most appropriate way to supplement staff resources in the near term, with regards to specialized needs, is through the use of contract services funded by development applications for entitlements. This allows the City flexibility to respond to specific project needs with development  life and economic vitality."  susischs Ste i - to    but also the freedom to end individual project contract services when the specific  need has been fulfilled. FINDINGS/ANALYSIS:  Request for Qualifications: The City received seventeen (18) statements of qualifications from specialized on-call consultant firms: ESA, Joseph Leonard's Structural Engineering, ECORP Consulting, Melton Design Group, Ascent Environmental, Michael Baker International, De Novo Planning Group, AECOM, DUDEK, Civil Engineering Solutions, Coastland, Interwest, First Carbon Solutions, Shums Coda Associates, Analytical Environmental Services, LSA, Staff in the Land Development Engineering Division, Planning Division, and Building Division evaluated each of the submitted statements of qualifications based on minimum qualifications for each service area as follows and as shown  CSG, and Bureau Veritas  in/ Attachment C:  qualifications and relevant experience of firm and staff, understanding of City process and needs, demonstrated ability to respond quickly, approach to projects, and cost effectiveness.  All 18 met the minimum qualifications and are recommended by Community Development staff to provide specialized on-call consulting services.  ADDITIONAL INFORMATION:  Project Specific Selection Process: As development applications are submitted to the City, the following selection process was created to invite input from the developer/applicant to staff during the selection process, with the City having the final decision of which firm to contract. This allows transparency in the selection process whereby the applcanvdeveloper is adequately informed of the process 1. Staff identifies from the expanded Master On-Call lists those firms that have been vetted and are qualified to provide the necessary project 2. Staff identifies up to two firms and the developer/applicant, if they choose to, will identify one additional firm from this vetted on-call list to submit a project specific scope of work, deposit estimate, and schedule. Staff will take into consideration developer/applicant input to ensure a successful 3. Once the firm is selected, staff will notify the eveloper/applicant of the reason for selection and the reasons the remaining firms were not  and ultimately the reasons behind staff's decisions:  specific professional consultant services.  project review.  w osdStrevt 1  l6 A sA A 95 50 Mincoln:  St 24000    selected and notify the developerapplicant of the initial deposit amount 4. The developerlapplicant will submit the initial deposit of funds prior to the A separate budget amount for each project review will be generated. The developer/applicant will fund the project review through continually deposits through developer fund 248, with work authorized by City Manager only when there are sufficient funds on deposit to cover estimated future costs. When situations arise where the funds on deposit have been determined by staff to be insufficient, additional deposit funds will be submitted by the developer/applicant prior to the City Manager allowing work on the project to continue. In other words, individual project costs are to be borne solely by the developer/applicant and at no time shall private development project funding be covered by the City's In those instances where the work sought by the City would be a General Fund activity, the work may only be authorized by the City Manager or City Council The consultant contracts are proposed to run until June 30, 2021 with an option to extend the contract for an additional year, at which point a new RFQ will be  now due in order to begin project review. City Manager authorizing work to begin.  General Fund.  depending on the cost of service per the City's regulations.  solicited and evaluated. CONCLUSION:  Inc order to address the City's need in specialized resources when evaluating development project within the Community Development Department both pre- entitlement and post-entlement, staff is recommending that the City Council take action to authorize the City Manager to execute contracts with the identified on-  call consulting firms. ALTERNATIVES:  1. Decline to authorize the City Manager to execute contracts with the identified  on-call consulting firms.  2. Provide staff with additional direction.  FISCAL IMPACT:  Costs associated with on-call services shall be covered by developer/applicant through Fund 248, through the submittal of an initial deposit with subsequent deposit amounts submitted by applicanldeveloper, as the funds on account are exhausted through consultanvcontractor and staff project activity.  CITY MANAGER REVIEW OF CONTENT:  BA  StRe  ta,  M31 MImols-e 1342109    APPROVED AS TO LEGAL FORM: KM Attachment. A: On-Call Consultant Resolution Attachment B: Sample Contract for Services  ATTACHMENTS:  Attachment C: Request for Qualification, Including Addendums  00 Sihsiect insoln, 4 >  9104342400    RESOLUTION NO. 2018-171  Al RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LINCOLN AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS FOR ON-CALL COMMUNITY DEVELOPMENT DEPARTMENT PROFESSIONAL SERVICES WITH ESA, JOSEPH LEONARD'S STRUCTURAL ENGINEERING, ECORP CONSULTING, MELTON DESIGN GROUP, ASCENT ENVIRONMENTAL, MICHAEL BAKER INTERNATIONAL, DE NOVO PLANNING GROUP, AECOM, DUDEK, CIVIL ENGINEERING SOLUTIONS, COASTLAND, INTERWEST, FIRST CARBON SOLUTIONS, SHUMS CODA ASSOCIATES, ANALYTICAL ENVIRONMENTAL WHEREAS, the City budget has established Fund 248 which is designed to require the applicants to cover the City's costs for processing entitlement applications; which includes the costs of utilizing contract consultant services, as well as funding to cover City staff time and materials associated with processing an application; and WHEREAS, the City of Lincoln wishes to enter into Contracts for Services with Consultants for On-Call Community Development Specialized Services in order to meet the specific needs of entitlement applications through the various stages of  SERVICES, LSA, CSG, AND BUREAU VERITAS  development; and  WHEREAS, the original contract term expires on June 30, 2021 with an option to WHEREAS, it is the policy of the City to execute Contract for Services NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Lincoln does hereby authorize the City Manager to execute Contracts for Professional Service Agreements for the following on-call consulting firms: ESA, Joseph Leonard's Structural Engineering, ECORP Consulting, Melton Design Group, Ascent Environmental, Michael Baker International, De Novo Planning Group, AECOM, DUDEK, Civil Engineering Solutions, Coastland, Interwest, First Carbon Solutions, Shums Coda Associates, Analytical Environmental Services, LSA, CSG, and Bureau Veritas.  extend the contract for an additional year; and  Agreements with all vendors receiving funds from the City.  PASSED AND ADOPTED this 14th day of August, 2018.  AYES: NOES: ABSENT: ATTEST:  COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS:  Stan Nader, Mayor  Gwen Scanlon, City Clerk    - E  -  E  LL -  A >  A  4 - S A F 0O - LLi  E      Ndv 133815 HIB 3 612 dVN 1308VA JAILVINEL  ONI ONIM3ENIONE VNO  -  -  IINSAP OTOHVH    E 08..1  E    a 1  - -  -  /  w.    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