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CITY COUNCIL AGENDA ITEM NO. 6

Meeting Date: October 9, 2007

Subject/Title: Adopt a Resolution Approving and Authorizing the City Manager or designee to execute Amendment No. One to the Professional Services Agreement with Gruen Gruen + Associates in an amount not to exceed $19,900 for the update of the Economic Development Strategic Action Plan.

Prepared by: Linda Maurer, Economic Development Manager

Submitted by: Howard Sword, Director of Community Development

RECOMMENDATION
Adopt a Resolution Approving and Authorizing the City Manager or designee to execute Amendment No. One to the Professional Services Agreement with Gruen Gruen + Associates in an amount not to exceed $19,900 for the update of the Economic Development Strategic Action Plan.

PREVIOUS ACTION
On August 24, 1999, the City Council approved a contract with Gruen Gruen + Associates to assist the City in the preparation of an Economic Development Action Plan. That Plan has served the City well during the past several years, as the City expanded its retail and commercial base. Many of the goals and objectives outlined in the earlier Plan have been realized, and it is now time to update the strategic plan with a major focus on bringing career, non-retail jobs to Brentwood.

On November 8, 2005, the City Council approved Resolution 2005-295 which authorized an expenditure of $80,000 to Gruen Gruen + Associates to update of the City’s Economic Development Strategic Action Plan.

BACKGROUND
For the past several years, City staff has been working with Gruen Gruen + Associates (GGA) on a number of projects related to economic development activities. In 1999, staff commissioned GGA to help the City develop its Economic Development Action Plan. In 2005, staff again commissioned GGA to update the Plan, with more emphasis placed on the City’s ability to attract higher wage jobs and to create job producing areas in the community.

Work on the project has gone through a cycle of events and many of the delays in completing the work product are due to staff direction and the dynamic nature of planning in the City of Brentwood.

Upon signing the agreement in 2005, GGA also contracted with the Redevelopment Agency under a separate agreement to study the land use economics for Brentwood Boulevard, and its implications on the development of the Specific Plan for that area. Economic Development staff felt that the work on Brentwood Boulevard, including the proposed land uses should be completed and reviewed prior to the commencement of work on a major portion of Economic Development’s Action Plan update. While GGA issued their Agency report in July 20, 2006, the land uses for Brentwood Boulevard remained under discussion for several months, only recently being settled with proposed land uses now currently under study.

In February 2006, Economic Development partnered with neighboring cities and communities to study the East County workforce. This work included input from GGA in terms of the survey framework. This work fell outside of their original scope but was necessary to garner the appropriate responses sought for the City’s updated Action Plan. This report was issued in September 2006. GGA modified its work program to further analyze this data and include it as a portion of their final report.

In the fall of 2006, GGA compiled the first draft of the report, which included three major components: 1) Data analysis on the economic growth between 2000-2006/7; 2) Analysis of the current land inventories and the required amount of land to meet the City’s jobs/housing balance; 3) Statistical analysis of the East County workforce study data and interviews with key firms located in Brentwood regarding their business services needs. This report was presented twice to the Land Use and Development Committee in February and March 2007.

Following these meetings with the Land Use and Development Committee, staff believed that more work was required to review and update the vacant land inventory for the City. Staff also realized that this chapter of the report should be modified, adding some forward thinking/analysis to the future job producing areas for Brentwood that fall outside of Brentwood’s current Urban Limit Line. Staff felt that this analysis and related recommendations would be critical to the update of the City’s General Plan.

GGA has provided staff with a modified scope of work for the remainder of the work, which generally is limited to updating and reorganizing this Chapter of the report, as well as attending several phone conferences and two in-person meetings to present the report. GGA estimates that to complete this project, it will total $28,400. Currently, staff estimates a remaining balance of $8,500 under the current agreement and is seeking Council approval for the additional $19,900.

Staff is aware of the Council’s concern of runaway consultant costs and is working with GGA to identify the remaining areas of work that could be handled internally. Staff does not expect to spend the entire amended amount, but wanted to receive authorization if perhaps the project takes on another new dimension.

FISCAL IMPACT
Funding for these services will be covered in the 2007/08 Economic Development Operating Budget. The amended amount of an additional $19,900 from the original agreement of $80,000 for a total amount of $99,900 is based on a modified scope of work received by GGA for their professional services.

Attachments:
Resolution
Amendment No. One to the Professional Services Agreement
Original Agreement

RESOLUTION NO.

ADOPT A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE AMENDMENT NO. ONE TO THE PROFESSIONAL SERVICES AGREEMENT WITH GRUEN GRUEN + ASSOCIATES IN AN AMOUNT NOT TO EXCEED $19,000 FOR THE UPDATE OF THE ECONOMIC DEVELOPMENT STRATEGIC ACTION PLAN.

WHEREAS, on August 24, 1999, the City Council approved a contract with Gruen Gruen + Associates to assist the City in the preparation of an Economic Development Action Plan. That Plan has served the City well during the past several years, as the City expanded its retail and commercial base. Many of the goals and objectives outlined in the earlier Plan have been realized, and it is now time to update the strategic plan with a major focus on bringing career, non-retail jobs to Brentwood; and

WHEREAS, on November 8, 2005, the City Council approved Resolution 2005-295 which authorized an expenditure of $80,000 to Gruen Gruen + Associates to update of the City’s Economic Development Strategic Action Plan with more emphasis placed on the City’s ability to attract higher wage jobs and to create job producing areas in the community; and

WHEREAS, work on the project has gone through a cycle of events and many of the delays in completing the work product are due to staff direction, and the dynamic nature of planning in the City of Brentwood. Upon signing the agreement in 2005, GGA also contracted with the Redevelopment Agency under a separate agreement to study the land use economics for Brentwood Boulevard, and its implications on the development of the Specific Plan for that area. Economic Development staff felt that the work on Brentwood Boulevard, including the proposed land uses should be completed and reviewed prior to the commencement of work on a major portion of Economic Development’s Action Plan update. While GGA issued their Agency report in July 20, 2006, the land uses for Brentwood Boulevard remained under discussion for several months, only recently being settled with proposed land uses now currently under study; and

WHEREAS, in February 2006 the Economic Development Division partnered with neighboring cities and communities to study the East County workforce. This work included input from GGA in terms of the survey framework. This work fell outside of their original scope but was necessary to garner the appropriate responses sought for the City’s updated Action Plan. GGA compiled the first draft of the report, which included three major components: 1) Data analysis on the economic growth between 2000-2006/7; 2) Analysis of the current land inventories and the required amount of land to meet the City’s jobs/housing balance; 3) Statistical analysis of the East County workforce study data and interviews with key firms located in Brentwood regarding their business services needs. This report was issued in September 2006 and twice presented to the Land Use and Development Committee in February and March 2007. GGA modified its work program to further analyze this data and include it as a portion of their final report; and

WHEREAS, following these meetings with the Land Use and Development Committee, staff believed that more work was required to review and update the vacant land inventory for the City. Staff also realized that this chapter of the report should be modified, adding some forward thinking/analysis to the future job producing areas for Brentwood that fall outside of Brentwood’s current Urban Limit Line. Staff felt that this analysis and related recommendations would be critical to the update of the City’s General Plan; and

WHEREAS, GGA has provided staff with a modified scope of work for the remainder of the work, which generally is limited to updating and reorganizing this Chapter of the report, as well as attending several phone conferences and two in-person meetings to present the report. GGA estimates that to complete this project, it will total $28,400. Currently, staff estimates a remaining balance of $8,500 under the current agreement and is seeking Council approval for the additional $19,900. Staff does not expect to spend the entire amended amount, but wanted to receive authorization if perhaps the project takes on another new dimension.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby approves, and authorizes the City Manager or designee to execute Amendment No. One to the agreement with Gruen Gruen + Associates, in the form attached hereto, amend the original agreement amount from Eighty Thousand and no One Hundredths dollars ($80,000.00) to Ninety Nine Thousand Nine Hundred and no One Hundredths dollars ($99,900.00), an increase of Nineteen Thousand Nine Hundred and no One Hundredths dollars ($19,900.00).


PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the ___________ 2007 by the following vote:




AMENDMENT NO. ONE TO AGREEMENT FOR PROFESSIONAL SERVICES)
(GRUEN GRUEN + ASSOCIATES)

This Amendment No. One is entered into and effective as of the ___ day of _______________, 2007, amending the agreement dated November 8, 2005 (the “Agreement”) by and between the City of Brentwood, a municipal corporation of the State of California ("City"), and Gruen Gruen + Associates, (“Consultant") for an Updated Brentwood Economic Development Strategic Action Plan.

RECITALS

A. The Parties desire to alter the Agreement’s scope of work on the project, as the project has gone through a cycle of events and many of the delays in completing the work product are due to staff direction and the dynamic nature of planning in the City of Brentwood; and

B. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A," Scope of Services and Fee.

NOW, THEREFORE in consideration of these recitals and the mutual covenants contained herein, the Parties agree as follows:

1. Exhibit “A” to the Agreement, which describes the Services, is hereby amended and updated to include Exhibit “A” attached hereto.

2. The total amount of compensation to be paid to Consultant under the Agreement for the Services is hereby increased from Eighty Thousand and no One Hundredths dollars ($80,000.00) to Ninety Nine Thousand Nine Hundred and no One Hundredths dollars ($99,900.00) an increase of Nineteen Thousand Nine Hundred and no One Hundredths dollars ($19,900.00).

3. Except as amended herein, all provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect.

4. All requisite insurance policies to be maintained by Consultant pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment.

5. The individuals executing this Amendment and the instruments referenced in it on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions of this Amendment.


CONSULTANT:

Gruen Gruen + Associates


* By:
Printed Name:
Title:

** By:
Printed Name:
Title:

CITY:

City of Brentwood:


By:
Donna Landeros, City Manager

Date:


ATTEST:


By:
Margaret Wimberly, City Clerk


APPROVED AS TO FORM:


By:
Damien B. Brower, City Attorney





EXHIBIT “A”

SCOPE OF SERVICES

August 28, 2007

Courtland Holman Development Project Manager City of Brentwood Economic Development Dept. 104 Oak St. Brentwood, CA 94513 Dear Courtland:

Detailed Scope of Work

Gruen Gruen + Associates will conduct the additional analysis and data review required to expand and revise the previous Updated Brentwood Economic Development Strategic Action Plan. The new economic development plan will build on the success of the previous plan. The economic goal will be directed toward expanding Brentwood’s employment and commercial development opportunities, in order to take full advantage of the expanding access to the Tri Valley and Central Valley workforce and consumer markets. In order to accomplish this objective, GG+A will:

1. Review the effect of linkages to Central Valley and Tri Valley with the completion of the Bypass to Vasco Road.

2. Consider the relationship between the likely requirement for industrial, office and retail acreage and the availability of such lands, under alternative scenarios concerning the ability of the City to expand to the south and recategorize land currently zoned for industrial use south of Lone Tree, which also serves as a possible site for a new department store-anchored mall.

3. Identify the development opportunities likely to correlate well with the phase of population growth and economic development likely to come next, given the foundation that has been laid by the recent expansion of both jobs and population.

4. Revise and expand the existing report, in order to re-cast it into the type of forward-looking document that will take full cognizance of the above mentioned factors.

5. Be available for at least two meetings in Brentwood to review the analysis and reports with apposite City bodies.

GRUEN GRUEN+ASSOCIATES TEL (415) 433-7598
564 HOWARD STREET FAX (415) 989-4224
SAN FRANCISCO, CA 94105 SF@GGASSOC.COM

Courtland Holman
August 28, 2007
Budget
In order to accomplish the above, we ask that you add $19,900 to our existing budget. This figure includes six person-days of senior staff conducting analysis and writing reports at $2,400 per day, five senior person days of phone conference and two meetings in Brentwood, and $1,000 for support staff and expenses. This totals to $28,400. Deducting $8,500 which we still have left in the budget from previous work, leaves $19,900, which we request you add to our existing contract.

Please write or call me if you need additional information.

Sincerely,


Claude Gruen
Principal Economist


GRUEN GRUEN+ASSOCIATES TEL (415) 433-7598
564 HOWARD STREET FAX (415) 989-4224
SAN FRANCISCO, CA 94105 SF@GGASSOC.COM

 

City Administration
City of Brentwood City Council
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