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City of San Leandro <br />Meeting Date: November 19, 2018 <br />Staff Report <br />Agenda Section:File Number:18-556 CONSENT CALENDAR <br />Agenda Number:8.J. <br />TO:City Council <br />FROM:Jeff Kay <br />City Manager <br />BY:Tom Liao <br />Community Development Director <br />FINANCE REVIEW:David Baum <br />Finance Director <br />TITLE:Staff Report for a City of San Leandro City Council Resolution to Approve and <br />Authorize the City Manager to Execute a Consulting Services Agreement for an <br />Amount Not to Exceed $250,000 with Rincon Consultants, Inc. for Contract <br />Planning Services. <br />SUMMARY AND RECOMMENDATIONS <br />The Planning Services Division of San Leandro's Community Development Department <br />recommends that the City Council approve and authorize the City Manager to execute a <br />Consulting Services Agreements with Rincon Consulting, Inc. to provide contract planning staff <br />assistance. <br />BACKGROUND AND ANALYSIS <br />Due to an ongoing heavy workload, staff vacancies, and upcoming temporary leaves, the <br />Planning Division released a Request for Qualifications (RFQ) for contract planning services in <br />September 2018. Staff marketed the RFQ widely to ensure broad outreach to qualified planning <br />firms and received submittals from four (4) qualified firms. An internal selection panel scored <br />Rincon Consultants, Inc. as the highest of the four responses received by the City. <br />Planning Division staff are required to process and respond to project applications within strict <br />time limits mandated by State and Federal law, regardless of staffing capacity or permit volume. <br />In addition, Planning Division staff provides daily service to the public regarding planning-related <br />questions and issues at the Permit Center. Approval of this agreement is necessary for Planning <br />Division to continue to provide customer service and operate under normal conditions during <br />periods of staffing shortages or increased workload. <br />Funding for the proposed contract will come from multiple sources, including recoverable and <br />non-recoverable costs. The Planning Division improved its cost recovery functions over the past <br />two years by switching to a deposit-based system for application processing. This process allows <br />Page 1 City of San Leandro Printed on 11/13/2018