Item 6-J

Santa Monica, California

COUNCIL MEETING: June 22, 1999

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Professional Services Contract in an Amount Not to Exceed $69,680 to Willdan Associates for Planning Services Required by the City Planning Division.

This staff report recommends that the City Council authorize the City Manager to negotiate and execute a contract with Willdan Associates in an amount not to exceed $69,680 to provide interim planning services for the City Planning Division.

In order to manage the current workload and maintain service levels to the public it is necessary to continue contract-planning services provided by Willdan Associates. In addition to the current workload, the City Planning Division lost two planners through attrition, and has another planner on parental leave. The proposed FY 99/00 includes two additional planning staff positions to address the workload and service level issues, though staff expects a normal delay in filling these positions as we complete the recruitment process. Recruitment for the other vacancies is also in process. Accordingly, the Division anticipates a continued need for contract services through October of 1999.

Willdan Associates has provided interim Planning services since November 1998 to cover other staff while on parental leave. These services were programmed to end by late spring 1999. In order to provide appropriate staffing for the Division and provide good customer service, it is necessary to extend the services provided by Willdan Associates until permanent replacements are hired.

Consultant Selection

In the fall of 1998, staff interviewed contractors from Hogle-Ireland, Inc. & Willdan Associates and selected a contractor from Willdan Associates as best qualified to provide the interim planning services. This contract planner has provided excellent interim services since November 1998. The Department expects to have the related vacancies filled by October of 1999.

Funds for the interim planning services are available in Account #01-210-266-00000-1169-00000 in Fiscal Years 1998/99 and FY 1999-2000.

It is respectfully recommended that the City Council authorize the City Manager to negotiate and execute a contract with Willdan Associates in an amount not to exceed $69,680.

Prepared by:

Suzanne Frick, Director of PCD

Jay M. Trevino, AICP, Planning Manager