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07-0717_SOURCEPOINT_Personal Services Agreement0 0
PERSONAL SERVICES AGREEMENT
SOURCEPOINT CONTRACT #5000900
THIS AGREEMENT is made and entered into this 17th day of July, 2007, by and between the
City of San Juan Capistrano (hereinafter referred to as the "City") and SourcePoint (hereinafter referred to
as "Consultant").
RECITALS
WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to
prepare the City's 2008 Housing Element Update as described in the scope of work, and
WHEREAS, Consultant is qualified by virtue of experience, training, education, and expertise to
accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1 Scope of Work
The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit "A
attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent, professional and
satisfactory manner and in accordance with the prevalent standards of its profession.
Section 2 Term
This Agreement shall commence on the effective date of this Agreement and services required hereunder
shall be completed by no later than June 30, 2008.
Section 3 Compensation
3.1 Amount
Total compensation for the scope of services for this Project shall not exceed Forty -Six Thousand
Nine Hundred Eighty Dollars ($46,980.00).
3.2 Rate Schedule
The services shall be billed to the City at the rates identified in the fee schedule (Exhibit A)
Included within the compensation are all of the Consultant's ordinary office and overhead
expenses incurred by it, its agents and employees, including meetings with the City
representatives and incidental costs to perform the stipulated services. Submittals shall be in
accordance with Consultant's proposal.
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3.3 Method of Payment
Consultant shall submit monthly invoices based on total services which have been satisfactorily
completed and specifying a percentage of projected completion for approval by the City. The City
will pay monthly progress payments based on approved invoices in accordance with this Section
within 30 days of invoicing by Consultant.
For extra work not part of this Agreement, a written authorization from City is required prior to
Consultant undertaking any extra work.
3.4 Records of Expenses
Consultant shall keep complete and accurate records of all costs and expenses incidental to
services covered by this Agreement. These records will be made available at reasonable times to
City.
Section 4 Independent Contractor
It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of
City, and shall obtain no rights to any benefits which accrue to City's employees
Section 5 Limitations upon Subcontracting and Assignment
The experience, knowledge, capability, and reputation of Consultant, its principals, and employees were a
substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other
entity to perform the services required without written approval of the City. This Agreement may not be
assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is
permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the
acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this
Agreement shall create any contractual relationships between any subcontractor and City. All persons
engaged in the work will be considered employees of Consultant. City will deal directly with and will make
all payments to Consultant.
Section 6 Changes to Scope of Work
In the event of a change in the Scope of Work provided for in the contract documents as requested by the
City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all
terms of the new agreement, including but not limited to any additional Consultant's fees.
Section 7 Familiarity with Work and Construction Site
By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed
and (2) it understands the facilities, difficulties, and restrictions of the work under this Agreement Should
Consultant discover any latent or unknown conditions materially differing from those inherent in the work
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or as represented by City, it shall immediately inform City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
Section 8 Time of Essence
Time is of the essence in the performance of this Agreement.
Section 9 Compliance with Law
Consultant shall comply with all applicable laws, ordinances, codes, and regulations of federal, state, and
local government.
Section 10 Conflicts of Interest
Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect,
which would conflict in any manner or degree with the performance of the services contemplated by this
Agreement. No person having such interest shall be employed by or associated with Consultant.
Section 11 Copies of Work Product
At the completion of the contract period, Consultant shall have delivered to City at least one (1) copy of
any final reports and architectural drawings containing Consultant's findings, conclusions, and
recommendations with any support documentation. All reports submitted to the City shall be in
reproducible format.
All services to be rendered hereunder shall be subject to the direction and approval of the City.
Section 12 Ownership of Documents
All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the
performance of its services pursuant to this Agreement are confidential to the extent permitted by law,
and Consultant agrees that they shall not be made available to any individual or organization without prior
written consent of the City to the extent permitted under the California Public Records Act. All such
reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City
upon demand without additional costs or expense to the City. The City acknowledges such documents
are instruments of Consultant's professional services.
Section 13 Indemnity
Consultant agrees to protect, defend, and hold harmless City, its elected and appointed officials and
employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys'
fees, for injury or death of any person or damage to property or interference with use of property and for
errors and omissions committed by Consultant arising out of or in connection with the work, operation, or
activities of Consultant, its agents, employees, and subcontractors in carrying out its obligations under
this Agreement.
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Section 14 Insurance
Insurance required herein shall be provided by Admitted Insurers in good standing with the State of
California and having a minimum Best's Guide Rating of A- Class VII or better.
14.1 Comprehensive General Liability
Throughout the term of this Agreement, Consultant shall maintain in full force and effect
Comprehensive General Liability coverage in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual period,
$1,000,000 injury to more than one person/any one occurrence/not limited to contractual period.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force and effect
Comprehensive Automobile Liability coverage—including owned, hired, and non -owned
vehicles—in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual period;
$1,000,000 injury to more than one person/any one occurrence/not limited to contractual period
14.3 Worker's Compensation
If Consultant intends to employ employees to perform services under this Agreement, Consultant
shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's
Liability Insurance in the statutory amount as required by state law.
14.4 Proof of Insurance Requirements/Endorsement
Prior to beginning any work under this Agreement, Consultant shall submit the insurance
certificates, including the deductible or self -retention amount, and an additional insured
endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's
office for certification that the insurance requirements of this Agreement have been satisfied.
14.5 Notice of Cancellation/Termination of Insurance
The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages
reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice
shall be given if there is a cancellation due to failure to pay a premium.
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14.6 Terms of Compensation
Consultant shall not receive any compensation until all insurance provisions have been satisfied.
14.7 Notice to Proceed
Consultant shall not proceed with any work under this Agreement until the City has issued a
written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements
of this Agreement.
Section 15 Termination
City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance
written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the
SourcePoint of a material breach of contract. If SourcePoint does not cure the breach of contract, then
the agreement may be terminated subsequent to the ten-day cure period.
Section 16 Notice
All notices shall be personally delivered or mailed to the below listed addresses, or to such other
addresses as may be designated by written notice. These addresses shall be used for delivery of service
of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Steven A. Apple, Planning Director
To Consultant: SourcePoint
401 B Street, Suite 800
San Diego, CA 92101-4231
Attn: Karen Lamphere
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Section 17 Attorneys' Fees
If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the
prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in
addition to any other relief to which he may be entitled.
Section 18 Dispute Resolution
In the event of a dispute arising between the parties regarding performance or interpretation of
this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the
Judicial Arbitration and Mediation Service ("JAMS").
Section 19 Entire Agreement
This Agreement constitutes the entire understanding and agreement between the parties and
supersedes all previous negotiations between them pertaining to the subject matter thereof.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SOURCEPOINT
(6,A/ 0 &,
KAREN LAMPHERE
SourcePoint Director
APPROVED AS TO FORM:
b E WILEY
SANDAG General Counsel
APPROVED AS TO FORM:
JOHN R. SHAW
City Attorney
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EXHIBIT A
SCOPE OF WORK, SCHEDULE, AND COST
The overall work product will consist of an adopted Housing Element that will meet the State
Housing Element laws and that will be integrated and consistent with the City's General Plan and
related plans, policies, and programs.
The team will prepare an update to the Housing Element for the City. A major goal of the work
program is to ensure a Housing Element that is in full compliance with State law. The current
Housing Element was found to be in compliance by HCD, and therefore will form a strong
foundation for the update. However, due to a number of recent revisions to the State law
governing Housing Element requirements and more current data, RHNA, and updated information
bases and sources, the current Housing Element will require substantial revisions. SourcePoint's
proposal is based on pursuing an approach that would result in submittal to, and a finding of
compliance by, HCD.
As stated earlier, the work program would begin with the identification of key issues and
opportunities that likely will need to be addressed as part of the update. We would identify and
analyze the supply and demand factors that affect the City's ability to meet its housing needs and
conditions. A review of the effectiveness of the program array contained in the existing Housing
Element would be conducted using the aforementioned three -tiered analytical approach. An
analysis of constraints, both governmental and non-governmental, will be included. The revisions
also will include a resource analysis, including a site inventory that will tie to the revised Quantified
Objectives. The revisions also will revisit the City's goals and policies to determine where
appropriate revisions may be necessary. It also will revisit the City's housing programs and suggest a
five-year set of programs. Finally, we will revise the Quantified Objectives based upon this work and
the new RHNA numbers.
The proposal includes the public participation component (workshops with the Housing Advisory
Committee, the Planning Commission, and City Council), as identified in the RFQ/RFP, to assist in the
preparation and review of the Housing Element. We suggest that the public hearings before the
Planning Commission and City Council occur after the Housing Advisory Committee workshops with
the purpose of gaining: (1) the Planning Commission's recommendation, and (2) City Council's
authorization to submit the Housing Element to HCD for purposes of initiating their formal review
process. We then recommend a second set of public hearings recommending approval of the
Housing Element after the City has responded to HCD's review comments and reached agreement
on the changes necessary to gain a determination of compliance. The following specific actions for
the Housing Element are included in this proposal.
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Housing Element Work Plan
Task 7 — Update of City's General Profile and Background
An update of the City's general profile and background is essential for placing the Housing Element
in the best perspective, documenting City's past efforts in meeting Housing Element guidelines and
requirements, as well as to introduce those special and unique features of the City. This work is not
only designed to project that character but also place it into the Housing Element context.
(Rohanna)
Task 2 — Discussion Section of Key Issues and Opportunities
SourcePoint will prepare a discussion section of key issues and opportunities faced by the City for
this Housing Element cycle. This step is not part of the State requirements but we think that it is
essential in order to clearly articulate the overall strategy and approach of the Housing Element,
again reflecting the special issues and opportunities in the City. Based upon the results of Task 1,
issues of concern will be identified and opportunities for improvement addressed. (McLaughlin)
Task 3 — Evaluate Effectiveness of Current Programs
Evaluate the success of housing programs in the City using a quantifiable and replicable
methodology, which can be employed during current and future cycles for Housing Elements and
which can be used to prepare an annual report on the progress toward meeting regional housing
needs as required by State law. The approach will go through a three tiered analysis that describes
the program, determine its effectiveness, and recommends continuation, revisions, and/or deletion.
Once this step is completed, SourcePoint also will identify if any new/additional programs would
warrant consideration for inclusion in the revised Housing Element. This evaluation process will take
full inventory of all progress made on housing issues in the City, even if the progress was achieved
through programs developed independently from previous or current Housing Elements.
(McLaughlin)
Task 4 — Needs and Conditions Assessment
By conducting a thorough needs analysis that will update the existing database and provide a more
detailed analysis, the City will have the information necessary to develop a Housing Element, as well
as the data on which to base projections for future housing needs of special groups within the City.
The consultants will incorporate appropriate input received from the workshops throughout the
document but especially in the Needs and Conditions section in order to supplement State
mandated items with information data unique and special to the City.
The approach to the Needs and Conditions Assessment will be to separate supply and demand issues
into categories, ensuring that total needs (demand) can be compared against the housing market
available (supply). The following steps in the development of the Needs and Conditions Assessment
would be done in compliance with State law.
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1. Demand Assessment (demographic characteristics)
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The purpose of assessing the demand for housing is to analyze population characteristics
including (but not limited to): composition by race, age, employment, income, and other special
characteristics. Sources anticipated to be utilized: Orange County Projections, SCAG
RHNA/projections, California Department of Finance figures; 2000 Census figures, and other
appropriate more current estimates (e.g., BIA, Board of Realtors, local housing advocacy
information, and information from the workshops. (Rohanna)
2. The Demand Assessment will produce the following products:
a. The number of existing households in the City including very low, low, moderate, and other
income households. Income levels are defined by the State Department of Housing and
Community Development as 50 percent (very low) and 80 percent (low) of the median in
come in a particular municipality or region. Households with incomes 120 percent of the
median will be noted as moderate. (Rohanna)
b. The housing requirements of special needs groups (handicapped, elderly, large families,
farm workers, homeless, female head of household, etc.) by comparing the number of
special needs individuals by category with available housing supply to accommodate them.
(Rohanna)
3. Supply Assessment (housing stock characteristics)
The purpose of assessing the supply of housing is to analyze housing characteristics of both
existing and projected housing, including: type, tenure, vacancy, housing costs, income. Sources
anticipated to be utilized: Orange County projections/SCAG forecasts; Department of Finance
figures, Regional Housing Needs Assessment (including the most recently adopted regional
share goals for the City), other relevant more current data sources, and 2000 Census figures. The
tables and discussion from this section will produce the following:
a. The number of existing housing units (both owner and renter occupied) needing
rehabilitation or replacement. (McLaughlin)
b. The range of housing costs for both rental and for sale units in the City using current
databases that survey the Orange County housing market. Historical and projected vacancy
rates for rental and owner units will be provided. (Rohanna)
4. Supply/Demand Indicators Analysis
The purpose of analyzing housing supply and housing demand indicators is to determine the
status of the housing market as required by State law. Overcrowding is an important parameter
indicating whether or not the demand for the provision of housing exceeds supply. The number
of households within the City living in overcrowded conditions (more than one person per
room) will be estimated using updates in the 2000 Census. The results from this analysis will
provide a basis for determining the number of housing units that need to be constructed in the
future in order to alleviate this problem. (Rohanna)
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Residents' ability to afford a home is another parameter indicating that demand for housing
exceeds supply. Affordability is a problem with lower-income households spending more than
30 percent of their incomes on housing. SourcePoint intends to use median values for housing
and household income to estimate the affordability problem. Median monthly rent and median
monthly payments (principal and interest plus taxes) will be compared to median income in
order to determine the number of households occupying units which cost more than 30 percent
of gross household income. The 2000 Census provides a distribution of affordability in Orange
County by jurisdiction, and this distribution will be adjusted based on current available County
data. The tables produced in this section will be used as base information from which to
forecast future housing production needs outlined for lower-income households. (Rohanna)
Task 5 — Update of Resource Inventory
The purpose of updating the resource inventory is to evaluate the present housing situation in the
City using new information from the City's land use inputs based upon staff input and data sources,
especially land available for residential development. The update will take into account recent,
current, and proposed development activities. This section will provide updates related to the City's
financial resources, including redevelopment assistance, Community Development Block Grants
(CDBG), general fund, and smart growth incentives. (McLaughlin)
Task 6 — Non -Governmental and Governmental Factors Affecting Housing
The assessment of non-governmental and governmental factors affecting the maintenance,
improvement and development of housing for all income levels will include a review and update of
the current Housing Element including provisions for financing costs, price of land, cost of
construction and development fees, procedures, and processing. The product from this assessment
will contain:
1. The cost and availability of mortgage financing for rehabilitation and new construction,
utilizing information from the Community Reinvestment Agencies, and information and reports
from local mortgage institutions. (Rohanna)
2. The price of land in the City from a sampling of the tax assessors rolls within the City or other
more readily available sources. (Rohanna)
3. The cost of construction, both for new units by size and type, as well as rehabilitation of older
units, on a cost per square foot basis. (Rohanna)
4. The cost, fees, and requirements of the City in processing permits and how other jurisdiction's
requirements (constraints) may affect the City. (Rohanna)
5. Analysis of opportunities for energy conservation in respect to residential development.
(McLaughlin)
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6. Inventory of land appropriate for residential development including vacant sites and those sites
having potential for redevelopment and homeless facilities, and an analysis of the relationship
of zoning and public facilities and services to these sites. (McLaughlin)
7. Analysis of existing assisted housing developments that are eligible to change from low-income
housing uses during the next ten years due to termination of subsidy contracts, mortgage
prepayment, or expiration of restrictions on use. (McLaughlin)
Task 7 — Update Existing Goals and Policies
Produce a statement of the City's goals and policies relative to the maintenance, preservation,
improvement, and development of housing. Review goals and policies from existing Housing
Element, existing specific and redevelopment plans, and other City actions regarding housing.
1. Identify adequate sites that will be made available through the combined effort of proper
zoning, development standards, and public services/facilities needed to facilitate and encourage
the development of a variety of housing types for all income levels. This analysis also will
include densities and acreages by site to determine yields for the income ranges specified by the
regional share numbers. The information will be critical to the preparation of the program
development phase. (McLaughlin)
2. Identify, and where appropriate and legally possible, recommend removal of governmental
constraints that prohibit meeting the housing needs of the City. (McLaughlin)
3. Identify methods that will improve and conserve the condition of the existing affordable
housing stock. (McLaughlin)
Task 8 — Program Development
Update, catalog, and recommend a strong and dynamic array of housing programs based upon
revised goals and policies, and building upon the existing set of programs.
1. Establishment of five-year work programs that specify the programs/policies that will be
implemented to achieve the goals/objectives of the element. Identification of public or private
agents most responsible for carrying out housing recommendations will be made. Quantifiable
Objectives will be established to ensure that the specific housing needs of all population
segments identified in the Needs Assessment (Task 4) are satisfied to the maximum extent
possible. (McLaughlin)
2. Identify incentives, land use and development policies, and other actions that the City can take
within the implementation program to encourage the development of a variety of housing
types for all income levels. In addition, resources provided by non-governmental agencies,
including non-profit organizations, will be identified. (McLaughlin)
3. Identify state, federal, local (including redevelopment) and non-governmental financing and
subsidy programs to be pursued when appropriate and available. (Rohanna)
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Task 9 - Update quantified Objectives by Income Category
Conduct a comparison of the number of actual units provided for each income category, especially
low and moderate -income households, to the assigned regional share figures. Identify methods by
which the City can offer assistance in the development of housing to meet the needs of low and
moderate -income households. (McLaughlin)
Task 10 - Conduct a Public Involvement Process
1. Work with City staff to conduct three workshops with the Housing advisory Committee:
(McLa ughlinlRohanna)
a. Workshop 1: Introduction and Preliminary Needs Discussion (Tasks 1, 2, 4, 5, and 6)
b. Workshop 2: Program Assessment and Revised Goals and Programs Discussions (Tasks 3, 7,
and 8)
c. Workshop 3: Final Drafts Review and Comments
2. Work with City staff to organize four Public Hearings: two hearings to be held at the Planning
Commission, the first of which designed to gain a recommendation to City Council to authorize
submittal of the Draft Housing Element to HCD for their determination of compliance, and the
second to gain a recommendation of approval to City Council of the Final Housing Element
after the City has revised the Housing Element in response to HCD's review and after the City
has reached agreement on the changes necessary to gain a determination of compliance; and
two hearings to be held at the City Council the first of which would be designed to gain a
recommendation from City Council to authorize submittal of the Draft Housing Element to HCD
for their determination of compliance, and the second of which would be designed to gain
approval of the Final Housing Element after the City has revised the Draft Housing Element in
response to HCD's review and after the City has reached agreement on the changes necessary to
gain a determination of compliance. The first of the Planning Commission and City Council
hearings also could be conducted in workshop format if the City staff determines that approach
is warranted. (McLaughlin)
3. Work with the City to provide recommendations regarding the City's preparation of the
environmental documents associated with the update to the Housing Element. (McLaughlin)
Task 11 -Progress Reports and Meetings
Prepare the Housing Element portion of the milestone progress reports and confer with City staff to
keep advised on a timely basis regarding any issues, budget status, and product delivery schedules
for the Housing Element. (McLaughlinlRohanna)
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Task 12 — Document Preparation
The Draft Housing Element will be a document that responds to the requirements of Housing
Element law and reflect the input received from the public participation process. After submitting
the Draft Housing Element to HCD, SourcePoint will work with City staff to communicate with HCD
regarding the Draft and revise the Draft accordingly (see Task 12). SourcePoint will provide the City
with 25 copies, one reproducible original, and one digital file of the Draft Housing Element and 30
copies, one reproducible original, and one digital file of the Final Housing Element (as approved),
and any other appropriate and related materials. (LampherelMcLaughlinlRohanna)
Task 13 — Revisions
SourcePoint will work closely with City staff and HCD staff and assist in responding to HCD's
comments and making the necessary revisions to the Draft Housing Element. After the City has
responded to HCD's review comments and reached agreement on the changes necessary to gain a
determination of compliance, SourcePoint will assist the City with making the necessary revisions to
the Draft Housing Element and preparing a Final Housing Element for Planning Commission and
City Council approval.
Costs
The costs for the Housing Element proposal are $46,980 and include monthly progress reports for
the Housing Element, preparation of the required documents, attendance at all identified public
hearings and workshops, follow-up responses (if necessary) to HCD review and comment, and
coordination with City staff. See more detailed costs by task and staff under Project Tasks and
Schedule.
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PROJECT SCHEDULE AND COSTS
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An initial meeting will be held with City staff to discuss the work program, schedule of products,
workshops and public hearings.
Following each phase of the work program, SourcePoint will provide the City with a draft for
review and comment. SourcePoint will provide monthly progress reports and have regular verbal
communication with City staff, and will meet with the City staff at key points in the preparation of
the Housing Element.
In addition, based on consultation with City staff, workshops, public hearings with the Planning
Commission and City Council will be scheduled to ensure that the Housing Element addresses the
specific issues and concerns of the City and its residents.
After completion of the first draft of the Housing Element, City staff will be asked to review the
document and meet with SourcePoint to discuss their comments. Additional comments from the
public and housing advocates will also be sought.
A final draft of the Housing Element will be prepared based on the comments of the City, the
public, and other interested parties. This final draft will be forwarded by the City to the State
Department of Housing and Community Development (HCD) for a finding of compliance. Following
consideration of HCD's comments, which SourcePoint will address in collaboration with City staff,
the City Council can adopt the 2008 Housing Element.
The schedule outlined below will meet the City's need to achieve HCD compliance of its Housing
Element by June 30, 2008.
Schedule
From Start Date*
Initial Meeting / Finalize Work Program
Month 0
Draft Outline/ Workshop 1
Month 1
Draft Tasks 1, 2 & 4
Month 2
Workshop 2
Month 3
Draft Tasks 3, 5 & 6
Month 4
Draft Tasks 7, 8, 9
Month 4
Draft Full Report / Workshop 3
Month 5
Prepare Draft Housing Element
Month 6
Public Hearings: Planning Commission and City Council (Authorization to
Month 6
submit to HCD)
HCD Review/ Liaison HCD
Month 6-8
Draft revisions with HCD Comments (as necessary)
Month 9-10
Public Hearings 2 /Planning Commission and City Council (approve final)
Month 11
Deadline for Housing Element Adoption
June 30, 2008*
*Assumes start date
in mid-July, 2007.
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Task Costs
Task 1
Update City Profile and Background
Task 2
Key Issues and Opportunities
Task 3
Effectiveness of Current Programs
Task 4
Needs and Conditions Assessment
Task 5
Resource Inventory
Task 6
Factors Affecting Housing
Task 7
Existing Goals and Policies
Task 8
Program Development
Task 9
Quantified Objectives
Task 10
Public Involvement Process
Task 11
Progress Reports, Meetings
Task 12
Report Preparation
Task 13
Revisions
Total
Allocation of Work Hours (Dollar Value)
$1,360
$6,440
$1,160
$4,560
$2,740
$3,200
$3,960
$3,760
$1,440
$6,360
$4,400
$3,740
$3,860
$46,980
The following billing rates were used to determine the cost of this study. The end product will be an
updated Housing Element certified by HCD, for which the City of San Juan Capistrano will be billed a not -
to -exceed amount of $46,980. The rates below will only be applicable for additional Housing Element -
related tasks performed outside of this scope of work if requested by the City of San Juan Capistrano.
SourcePoint Director (Lamphere) $ 900 (6 hours @ $150 per hour)
Project Manager (McLaughlin) $ 24,480 (204 hours @ $120 per hour)
Research Analyst (Rohanna) $ 20,400 (240 hours @ $85 per hour)
Clerical $ 1,200 (20 hours @ $60 per hour)
Total Not to Exceed $ 46,980
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•
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493.1053 FAX
www.sanjuancopistrano.org
August 23, 2007
Karen Lamphere
SourcePoint
401 B Street, Suite 800
San Diego, CA 92101-4231
Dear Ms. Karen Lamphere:
VAO
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IA[AU
tslAmvin co
1776
MEMBERS OF THE CITU COUNCIL
SAM ALLEVATO
THOMAS W. HRIBAR
MARK NIELSEN
JOE SOTO
DR. LONDRES USO
Enclosed is an agreement to prepare the City's 2008 Housing Element Update which
was approved by the City Council at the July 17, 2007 meeting. We have received
insurance with the exception of the Endorsement Form that names the City of San Juan
Capistrano as an additional insured. Please be advised that payments will we withheld
until our office receives this endorsement.
Insurance evidence may be faxed to (949) 493-1053 — ATTENTION CITY CLERK --
followed by original signed documents.
If you have questions specific to the agreement, please contact Lynnette Lehmann,
Management Analyst II (949) 443-6324. Please call me at (949) 443-6309 if you have
questions regardinq the forms of insurance needed.
M � orris
D pAGty City Clerk "
cc: Lynnette Lehmann, Management Analyst II
Enclosure
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on 100% recycled paper
0
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
www.sanjuancapistrano.org
August 3, 2007
Karen Lamphere
SourcePoint
401 B Street, Suite 800
San Diego, CA 92101-4231
Dear Ms. Karen Lamphere:
0
MEMBERS OF THE CITU COUNCIL
SAM ALLEVATO
THOMAS W. HRIBAR
MARK NIELSEN
JOE SOTO
DR. LONDRES USO
An agreement to prepare the City's 2008 Housing Element Update as described in the
scope of work was approved by the City Council at the July 17, 2007 meeting. It is in
the process of being executed. It will be issued upon receipt of required documentation
related to contract terms under
Section 14 Insurance.
Insurance evidence may be faxed to (949) 493-1053 — ATTENTION CITY CLERK --
followed by original signed documents. I have enclosed a copy of the agreement terms
for your reference in supplying this documentation.
If you have questions specific to the agreement, please contact Lynnette Lehmann,
Management Analyst II (949) 443-6324. Please call me at (949) 443-6309 if you have
questionp regarding the forms of insurance needed.
erk
cc: Lynnette, Lehmann, Management Analyst II
Enclosure
San Juan Capistrano: Preserving the Past to Enhance the Future
4 Printetl on 100% .,.I.tl paper
To: Maria and Lynnette
The timing of exactly when the work starts in relation to receipt of the form ultimately
can be handled on administrative basis. An administrative judgment call needs to be
made.
If for example most of the work is to be done within 3 weeks, and then the form never
comes you have a problem.
If this is a project where only a few things will happen in the next 3 weeks, then you have
a different situation.
In the end, the agreement is what it is and they signed it. Also, I find it somewhat bogus
for them to say it takes a month to get the endorsement form—past experience as a
practical matter establishes that carriers can move more quickly than that.
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STY OF SAN JUAN CAPISTRANO•
INTER -DEPARTMENT MEMORANDUM
TO: John R. Shaw FROM:
DEPT: City Attorney DEPT:
SUBJECT: Document Review DATE:
PHONE EXT. (2�--1
NOTE: IF THIS IS A "RUSH" ITEM PLEASE COMPLETE IN RED INK
ATTACHED ARE THE FOLLOWING lease describe document, i.e., agreement, contract,
consultant agreement): SSU f e
��j%7%�C� S G✓ t ���.YGP DLJ Elf �7-rA� {�
SewtC�uT-T-vK--c 1"'te rru&`�
2.
N (I) For your approval and signature �2l _]
(2) For your review and comments
(3) For your information
(4) As requested
(5)
PLEASE:
(A) Keep for your files
(B) When completed return to: [ ]
(C) Date/time needed:
Ext.
CITY ATTORNEY'S COMMENTS:
RECAP: City of San * Capistrano
Page: 6
July 17, 2007 Pa 9
2. Approval of City Council Minutes — Regular Meeting of June 19, 2007: Minutes
of the Regular Meeting of June 19, 2007 approved.
3. Consideration of Accounts Payable Warrants dated July 5, 2007; and
Payroll Warrants dated June 29, 2007 (300.30): Accounts payable warrants
dated July 5, 2007, in the total amount of $1,241,850.31; and payroll
warrants dated June 29, 2007, in the total amount of $268,455.82, received
and filed.
4. Consideration of Report of Investments — Month Ending May 31, 2007 (330.50):
Report of investments, month ending May 31, 2007, received and filed.
5. Consideration of the Open Space General Obligation Refunding Bond Property
Tax Rate for Fiscal Year 2007/2008 (390.80): Resolution No. 07-07-17-01
adopted setting the tax rate of $0.02805 per $100 of assessed valuation;
and the City Clerk directed to forward a certified copy of the resolution to
the Orange County Assessor and Auditor Controller offices for inclusion
on the 2007-2008 tax rolls: Nielsen/Soto, 5-0
6. Consideration of Approving Installation of a "No Stopping Anytime" Zone on the
East Side of EI Camino Real, East from Acjachema Street South 460 Feet
(570.30): Resolution No. 07-07-17-02 adopted approving the installation of
"No Stopping Anytime" on the east side of E/ Camino Real for Acjachema
Street then south 460 feet.
7. Consideration of Agreement for Provisions of Animal Care Services for
Fiscal Year 2007-2008 (County of Orange) (600.50): Agreement with Orange
County Animal Care Services for Fiscal year 2007-2008, in an amount not to
exceed $86,000, and the Mayor authorized to execute the agreement:
Nielsen/Hribar, 5-0
Dave Adams, City Manager, suggested there is an opportunity to make
adjustments to the agreement funding during the mid -year budget review
process.
8. Consideration of Consultant Selection for the 2008 Housing Element Update
(Source Point) City Council Priority 6A (600.30): Personal services
agreement with Source Point for consultant services to prepare the 2008
Housing Element Update, in an amount not to exceed $46,980, including
revision to Section 15. Termination clause of the agreement revised to read
"City and CGnsultan shall have the right to terminate...," and Exhibit A to
the agreement, (page 30 of the Source Point proposal — Project Schedule
and Costs — following Allocation of Work Hours (Dollar Value) — add
"Unless City requires additional work or meetings that were not part of the
scope of this program, Source Point will put in the effort required to
g RECAP: City of San J• Capistrano •
July 17, 2007 Page: 7
achieve final approval by the State of California Department of Housing and
Community Development (HCD) at no additional cost to City above the
budget specified above" approved: Nielsen/Uso, 5-0.
9. Consideration of a Personal Services Agreement for Second -Year Habitat
Restoration Maintenance Services for the 760 S Reservoir Project
(Nature's Image, Inc.) (CIP No. 791) (600.30): Personal services agreement, in
the amount of $126,600, with Nature's Image, Inc. for second -year habitat
restoration maintenance services for the 760-S reservoir project, with
Section 14. Termination revised to read, "City and Gensuitant shall have
the right to terminate .....,"approved: Nielsen/Hribar, 5-0
10. Consideration of Plans and Specifications for the Avenida Placida Landslide
Repair Environmental Restoration (Avenida Placida) (FEMA DR -1585) (600.30):
Plans and specifications for the Avenida Placida Landslide Repair
Environmental Restoration project approved; Staff directed to pursue
FEMA reimbursement for project environmental restoration; and the City
Clerk authorized to advertise the project for competitive bids:
Nielsen/Hribar, 5-0
11. Consideration of Request for Fee Waiver and Overnight Camping for the Use of
the San Juan Capistrano Sports Park Fields #1 and #2 on July 28-29, 2007
(American Cancer Society Relay for Life) (390.30): Request by the American
Cancer Society for overnight camping on July 28-29, 2007 at the San Juan
Capistrano Sports Park for the Relay for Life event, subject to conditions,
approved; a 100% fee waver in the amount of $1,200 approved; and the City
Manager authorized to administratively approve future Relay for Life fee
waivers for use of City facilities and overnight camping.
12. Consideration of Agreement for Consultant Services for Gang Prevention
Services (Pepperdine University) (600.30): Two-year agreement, from July 1
2007 to June 30, 2009, with Pepperdine University to provide consultant
services for gang prevention services, in an amount not to exceed
$119,080, approved.
13. Consideration of Resolution Confirming the City Council's Action Regarding the
Appeal of Planning Commission Denial of Architectural Control (AC) 02-07
Modification No. 2, JSerra High School South Campus Sign Program and
Scoreboards (Randall Boone Signage, Lighting and Crane Service/Pueblo Serra
Worship Holdings) (410.60): Resolution No. 07-07-17-03 adopted, overturning
the Planning Commission denial and approving the applicant's request for
a sign program and scoreboards, as revised: Soto/Hribar, 3-2 (No: Nielsen,
Uso)
Bob King, 29422 Spotted Bull Way, encouraged the Council to place this
decision before the voters.
•
AGENDA REPORT
TO: David F. Adams, City Manager e.
FROM: Steven A. Apple, Planning Director
• 07117/2007
SUBJECT: Consideration of Consultant Selection for the 2008 Housing Element
Update (Source Point) City Council Priority 6A
RECOMMENDATION:
By motion, approve a personal services agreement with Source Point for consultant
services to prepare the 2008 Housing Element Update in an amount not to exceed
$46,980.
SITUATION:
The City is required by the State of California Department of Housing and Community
Development (HCD) to update its General Plan Housing Element by June 30, 2008.
The City wishes to utilize the services of a consultant who specializes in updating
Housing Elements to perform this work.
On April 26, 2007, the City distributed Request for Proposals (RFP) for a consultant to
prepare the 2008 Housing Element update. The submittal deadline was May 31, 2007,
The City received two responses from Source Point (Attachment 1, Exhibit A) and
Conexus (Attachment 2).
STAFF ANALYSIS
Staff has analyzed the bid proposals in accordance with City Council Policy 112
(Attachment 3) and finds that both Source Point and Conexus have the expertise
required to prepare the 2008 Housing Element. The chart below summarizes the two
bids:
DESCRIPTION
SOURCE POINT
CONE)
Level of Experience
Very Qualified
Very Qualified
Proposed Hours (non-
450
297
clerical)
Proposed Clerical Hours
20
10
Billing Rates
1.3% at $150/hour
70% at $125/ho
43.4% at $120/hour
26% at $110/ho
51.1 % at $85/hour
$4% at %65/hoi
4.2% at $60/hour _
$46,980
$42,543
TOTAL BID:
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Agenda Report • •
Page 2
July 17, 2007
Although the bid for Source Point is slightly higher than Conexus, staff has determined
that Source Point is the preferred choice for the following reasons:
• Conexus failed to provide the following in their submittal package as requested
by the City in the RFP: (1) a copy of a recent Housing Element prepared by the
firm and the HCD acceptance letter; and (2) an organizational chart identifying
the project manager and personnel for the key tasks.
• Source Point will have three persons directly working on the project and will
provide 470 hours of time to the project as opposed to only 307 hours proposed
by Conexus. The number of hours to be devoted to this project is critical to
completing the process by June, 2008 and within budget. The consultant will be
required to prepare a comprehensive study analyzing potential sites for
affordable housing throughout the City. This study, along with the other work
tasks described in the RFP, is expected to be very time consuming.
Based upon the above, staff recommends that the City Council select Source Point to
prepare the 2008 Housing Element update, and authorize the Mayor to execute a
personal services agreement (Attachment 1) in a not -to -exceed amount of $46,980.
COMMISSION/BOARD REVIEW AND RECOMMENDATIONS:
The Housing Advisory Committee considered the bid proposals at their meeting on
June 27, 2007, and forwarded a recommendation to the City Council recommending
selection of Source Point for preparation of the 2008 Housing Element update.
FINANCIAL CONSIDERATIONS:
The City included a total of $50,000 in the Fiscal Year 2007-2008 budget for preparation
of the Housing Element update. Executing an agreement with Source Point for $46,980
is within the budgeted amount anticipated for this work.
NOTIFICATION:
Source Point'
'Agenda Report included
Agenda Report • •
Page 3 July 17, 2007
RECOMMENDATION:
By motion, approve a personal services agreement with Source Point for consultant
services to prepare the 2008 Housing Element Update in an amount not to exceed
$46,980.
Respectfully submitted,
Steven A. Ap
Planning Director
Prepared by:
etteLeh±l
Management Analyst II
Attachment(s):
1. Personal Services Agreement with Source Point
2. Conexus Proposal
3. City Council Policy #112
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 17th day of July, 2007, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and Source
Point (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to prepare the City's 2008 Housing Element Update as described in the scope of
work; and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by Consultant shall consist of those tasks as set
forth in Exhibit "A", attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of its
profession.
Section 2. Term.
This Agreement shall commence on the effective date of this Agreement and
services required hereunder shall be completed by no later than June 30, 2008.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not exceed
Forty -Six Thousand Nine Hundred Eighty Dollars ($46,980.00).
3.2 Rate Schedule.
The services shall be billed to the City at the rates identified in the fee
schedule (Exhibit A). Included within the compensation are all the Consultant's ordinary
office and overhead expenses incurred by it, its agents and employees, including meetings
with the City representatives and incidental costs to perform the stipulated services.
Submittals shall be in accordance with Consultant's proposal.
ATTACHMENT
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3.3 Method of Payment.
Consultant shall submit monthly invoices based on total services which have
been satisfactorily completed and specifying a percentage of projected completion for
approval by the City. The City will pay monthly progress payments based on approved
invoices in accordance with this Section.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work.
3.4 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be made
available at reasonable times to City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of City, and shall obtain no rights to any benefits which accrue to City's
employees.
Section 5. Limitations Upon Subcontracting and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required without
written approval of the City. This Agreement may not be assigned, voluntarily or by
operation of law, without the prior written approval of the City. If Consultant is permitted to
subcontract any part of this Agreement by City, Consultant shall be responsible to City for
the acts and omissions of its subcontractor as it is for persons directly employed. Nothing
contained in this Agreement shall create any contractual relationships between any
subcontractor and City. All persons engaged in the work will be considered employees of
Consultant. City will deal directly with and will make all payments to Consultant.
Section 6. Changes to Scope of Work.
In the event of a change in the Scope of Work provided for in the contract
documents as requested by the City, the Parties hereto shall execute an addendum to this
Agreement setting forth with particularity all terms of the new agreement, including but not
limited to any additional Consultant's fees.
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Section 7. Familiarity with Work and Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; and (2) it understands the facilities, difficulties and restrictions of the
work under this Agreement. Should Consultant discover any latent or unknown conditions
materially differing from those inherent in the work or as represented by City, it shall
immediately inform City of this and shall not proceed with further work under this
Agreement until written instructions are received from the City.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
Section 10. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 11. Copies of Work Product.
At the completion of the contract period, Consultant shall have delivered to City at
least one (1) copy of any final reports and architectural drawings containing Consultant's
findings, conclusions, and recommendations with any support documentation. All reports
submitted to the City shall be in reproducible format.
All services to be rendered hereunder shall be subject to the direction and approval
of the City.
Section 12. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
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City upon demand without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services.
Section 13. Indemnity.
Consultant agrees to protect, defend and hold harmless City, its elected and appointed
officials and employees from any and all claims, liabilities, expenses or damages of any
nature, including attorneys' fees, for injury or death of any person or damage to property or
interference with use of property and for errors and omissions committed by Consultant
arising out of or in connection with the work, operation or activities of Consultant, its
agents, employees and subcontractors in carrying out its obligations underthis Agreement.
Section 14. Insurance.
Insurance required herein shall be provided by Admitted Insurers in good standing
with the State of California and having a minimum Best's Guide Rating of A- Class VII or
better.
14.1 Comprehensive General Liability
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non -
owned vehicles in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
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$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period
14.3 Worker's Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Worker's Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
14.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self -retention amount, and an
additional insured endorsement to the Consultant's general liability and umbrella liability
policies to the City Clerk's office for certification that the insurance requirements of this
Agreement have been satisfied.
14.5 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (10) days' notice shall be given if there is a cancellation due to failure to pay a
premium.
14.6 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
14.7 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed" verifying that Consultant has complied with all
insurance requirements of this Agreement.
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Section 15. Termination.
City and Consultant shall have the right to terminate this Agreement without cause
by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10) days'
notice to the other party of a material breach of contract. If the other party does not cure
the breach of contract, then the agreement may be terminated subsequent to the ten (10)
day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Steven A. Apple, Planning Director
To Consultant: Source Point
401 B Street, Suite 800
San Diego, CA 92101-4231
Attn: Karen Lamphere
Section 17. Attorneys' Fees.
If any action at law or in equity is necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and
necessary disbursements in addition to any other relief to which he may be entitled.
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
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Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
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Sam Allevato, Mayor
SOURCE POINT
In
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. Shaw, City Attorney
7
Karen Lamphere, Source Point Director
A
ourcePoint
May 30, 2007 7200000
Ms. Lynnette Lehmann
City of San Juan Capistrano
Planning Department
32400 Paseo Adelanto
San Juan Capistrano, CA 92628
Dear Ms. Lehmann:
SourcePoint is pleased to submit this proposal to prepare the 2008 Update of the City of San Juan
Capistrano's Housing Element. As our proposal illustrates, we bring a wide range of resources and
expertise to this study. SourcePoint and the team assembled for this project, led by Mr. Michael
McLaughlin, has prepared over three dozen Housing Elements in cities in Ventura, Orange, and
San Diego counties. All Elements were determined to be in compliance with State Housing Element
law by the State Department of Housing and Community Development (HCD).
Members of the project team also have prepared a methodology for assessing housing conditions
and housing needs which was approved by the U.S. Department of Housing and Urban
Development for utilization in the Comprehensive Housing Affordability Strategy process. The
consultants have been integrally involved with regional housing needs assessments and regional
share processes and have worked very closely with key HCD staff over a number of years on a
variety of Housing Element related issues. Members of the consultant team also sponsored and
helped write AB 1715, the pilot program for Housing Element self -certification in the San Diego
region. Through this experience, SourcePoint is confident that we can prepare a Housing Element
that will fully satisfy the requirements of the State of California.
In addition to the experience that directly relates to the preparation of Housing Elements,
SourcePoint has prepared housing market studies for the Department of Defense evaluating the
provision of low-income housing for the military in North and South San Diego County. SourcePoint
has prepared a report for the San Diego County Department of Housing and Community
Development for the purpose of assisting staff in the development and implementation of
programs to provide housing opportunities for very low to moderate income households.
SourcePoint anticipates that the information and methodologies produced from its previous studies and
work programs will strengthen the overall effort to develop a Housing Element for the City.
SourcePoint studies often demand the participation of public advocacy groups, community
organizations, and business associations in the development of a specific project. The Consultant's
proven ability to develop consensus on wide-ranging land use, housing, and economic projects will
reinforce the credibility and comprehensive nature of the Housing Element. We have worked with a
variety of public participation techniques, a number of which were very similar to the City's request.
401 B Street, Suite 800 • San Diego, California 92101-4231
(619)699-6900 • Fax(619)699-1905 • www.sourcepoint.o EXHIBIT A
SourcePointis a nonprofitmrporation chartered by SANDAG
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Please direct all correspondence to me at SourcePoint, 401 B Street, San Diego, CA 92101; phone
(619) 699-6955, e-mail kla@sandag.org. I look forward to the possibility of working with City of
San Juan Capistrano staff on this important study. Please contact me if you have any questions.
Sincerely,
KAREN LAMPHERE
SourcePoint Director
KUcd
Enclosures
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2008 Housing Element Update
for the
City of San Juan Capistrano
May 30, 2007
Source,Point
401 B Street • Suite 800 • San Diego, California 92101-4231
(619) 699-6900 • Fax (619) 699-1905 • www.sourcepoint.org
Member Agencies
Cities of Carlsbad, Chula Vista, Coronado, Del Mar, EI Cajon, Encinitas, Escondido, Imperial Beach, La Mesa,
Encinitas, National City, Oceanside, Poway, San Diego, San Marcos, and the County of San Diego
Advisory/Liaison Members
California Department of Transportation, Metropolitan Transit District, North County Transit District, Imperial County,
U.S. Department of Defense, San Diego Unified Port District, San Diego County Water Authority,
Southern California Tribal Chairmen's Association, Mexico
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TABLE OF CONTENTS
INTRODUCTION....................................................................................................................................
3
Project Purpose and Objectives....................................................................................................3
Experience and Expertise Offered................................................................................................4
Consultant Experience and Approval Background.....................................................................4
Administrative Procedures............................................................................................................5
PROPOSED WORK PROGRAM.............................................................................................................9
HousingElement Work Plan ............................ ............................................
I.............................. 10
TEAMBACKGROUND.........................................................................................................................19
Data..............................................................................................................................................
19
Research.......................................................................................................................................19
Planning.......................................................................................................................................20
Professional References for SourcePoint...................................................................................21
SourcePointLegal........................................................................................................................
21
Similar Projects Completed by Sourcepoint/SANDAG...............................................................22
ProjectStaff.................................................................................................................................
18
KarenLamphere......................................................................................................................22
MichaelMcLaughlin................................................................................................................23
KristenRohanna......................................................................................................................2S
PROJECT SCHEDULE AND COSTS.......................................................................................................29
Schedule.......................................................................................................................................
29
TaskCosts.....................................................................................................................................30
Allocation of Work Hours (Dollar Value)...................................................................................30
n
INTRODUCTION
PROJECT PURPOSE AND OBJECTIVES
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The City of San Juan Capistrano has requested proposals to update the General Plan Housing
Element in accordance with the requirements of State law. The City of San Juan Capistrano intends
to use this document to achieve conformance with California's Housing Element laws. The City's
proposal requires that the Housing Element receive a determination of compliance from the State
Department of Housing and Community Development (HCD) no later than June 30, 2008 in order to
meet the State deadline.
Accordingly, SourcePoint proposes to assist the City with the update to the Housing Element.
SourcePoint has prepared numerous Housing Elements, all of which have been found in compliance
with California's Housing Element law by the State Department of Housing and Community
Development (HCD). Through this experience, SourcePoint is confident that we can prepare a Housing
Element that will fully satisfy the requirements of the State of California.
To begin, we suggest identifying key issues and opportunities that likely will need to be addressed
as part of the update. SourcePoint then will provide identification and analyzes of the supply and
demand factors that affect the City's ability to meet its housing needs and conditions. A review of
the effectiveness of the program array contained in the existing Housing Element will be conducted
using a three tiered analytical approach (description, effectiveness, and recommendations). An
analysis of constraints, both governmental and non-governmental, will be included. The revisions
also will include a resource analysis, including a site inventory that will tie to the revised Quantified
Objectives. The revisions also will revisit the City's goals and policies to determine where
appropriate revisions may be necessary. It also will revisit the City's housing programs and suggest a
dynamic set of detailed five year programs designed to meet the housing needs of the City based
upon the preceding analysis. Finally, we will revise the Quantified Objectives based upon this work
and the new RHNA numbers to produce a Housing Element that is consistent and a doable plan
which will meet the requirements of the State's Housing Element law. More importantly, we want
to produce a Housing Element that reflects the very character of the City and combines the State
requirements with characteristics that are unique and special about the City.
The proposal also reflects the City's RFP regarding public participation requirements but we have
proposed two sets of public hearings for the Planning Commission and City Council in addition to
the workshops (see Task 10 in the Housing Element Work Plan)
To ensure that the City receives the most updated information, SourcePoint will use data sources
such as the Southern California Association of Government's (SCAG) Regional Housing Needs
Assessment (RHNA), Orange County Projections, and other appropriate updates to the existing
Housing Element's data base to provide a more current housing conditions and needs profile. The
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more current estimates and the projections will form the basis for any demographic and housing
information that will be used in the Housing Element. Due to the consultants' knowledge of, and
familiarity with, the data and subject matter, the objectives above can be achieved with City staff
assistance as defined in the RFP.
EXPERIENCE AND EXPERTISE OFFERED
We will bring together a project team of professionals that will provide a wide range of experience
and background in the preparation of Housing Needs Statements, Housing Elements, federal
housing plans, and economic/fiscal impact studies. The consultants also have worked closely with
many jurisdictions throughout the Southern California area on these issues. SourcePoint will
contract with Mr. Michael McLaughlin to be the Project Manager for this study. As described in his
resume on page 23, he brings more than 30 years of relevant experience to the project.
CONSULTANT EXPERIENCE AND APPROVAL BACKGROUND
The experienced personnel working on this project previously have prepared over three dozen
Housing Elements in various cities in Ventura, Orange and San Diego counties, all of which have
been found in compliance with State Housing Element law by the State Department of Housing and
Community Development (HCD). This work has included a number of Coastal jurisdictions from
Ventura to Imperial Beach. Members of the project team also have prepared a methodology for
assessing housing conditions and housing needs, which was approved by the U.S. Department of
Housing and Urban Development (HUD) for utilization in the Comprehensive Housing Affordability
Strategy (CHAS) process. The consultants have been integrally involved with regional housing needs
`. assessments and regional share processes and have worked very closely with key HCD staff over a
number of years on a variety of Housing Element related issues. The consultants have appeared as
expert witness in several court cases and have provided expert advice to a number of legal teams,
primarily associated with Housing Element litigation. Members of the consultant team also
sponsored and helped write AB 1715, the pilot program for Housing Element self -certification in the
San Diego region.
In addition to the experience that directly relates to the preparation of Housing Elements,
SourcePoint has prepared housing market studies for the Department of Defense evaluating the
provision of low-income housing for the military in North and South San Diego County. SourcePoint
has prepared a report for the San Diego County Department of Housing and Community
Development for the purpose of assisting staff in the development and implementation of
programs to provide housing opportunities for very -low to moderate income households.
SourcePoint anticipates that the information and methodologies produced from its previous studies and
work programs will strengthen the overall effort to develop a Housing Element for the City.
SourcePoint studies often demand the participation of public advocacy groups, community
organizations, and business associations in the development of a specific project. The Consultant's
proven ability to develop consensus on wide-ranging land use, housing, and economic projects will
reinforce the credibility and comprehensive nature of the Housing Element. We have worked with a
variety of public participation techniques, a number of which were very similar to the City's request.
4
ADMINISTRATIVE PROCEDURES
The team intends to establish a close working relationship with the project team and the City staff
and support personnel through a series of meetings at critical points in the study process. The
purpose of these meetings will be to solicit input and direction from the City and to build the
consensus necessary for a coordinated planning effort. These meetings are not envisioned as
presentations or informational meetings, but rather work sessions where potential issues are
identified early in the process and solutions discussed. We expect that key personnel from
SourcePoint will communicate on a regular basis with the City's Planning Services Department staff.
Frequent and informal communication by telephone, email, letter and/or brief meetings with City's
project manager and key staff will occur. The team's designated Project Manager, Mr. Michael
McLaughlin, will be integrally involved, and work closely with, City staff in preparing and helping
conduct the publidcommunity workshops, public hearings before the Planning Commission, City
Council and all other necessary public meetings. The final product will include the input and advice
of the City, SourcePoint, and interested citizens groups and workshop results. A strong relationship
between City staff and the project team will help ensure the efficient and timely completion of all
work products.
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PROPOSED WORK PROGRAM
The overall work product will consist of an adopted Housing Element that will meet the State
Housing Element laws and that will be integrated and consistent with the City's General Plan and
related plans, policies, and programs.
The team will prepare an update to the Housing Element for the City. A major goal of the work
program is to ensure a Housing Element that is in full compliance with State law. The current
Housing Element was found to be in compliance by HCD, and therefore, will form a strong
foundation for the update. However, due to a number of recent revisions to the State law
governing Housing Element requirements and more current data, RHNA, and updated information
bases and sources, the current Housing Element will require substantial revisions. SourcePoint's
proposal is based on pursuing an approach that would result in submittal to, and a finding of
compliance by, HCD.
As stated earlier, the work program would begin with the identification of key issues and
opportunities that likely will need to be addressed as part of the update. We would identify and
analyze the supply and demand factors that affect the City's ability to meet its housing needs and
conditions. A review of the effectiveness of the program array contained in the existing Housing
Element would be conducted using the aforementioned three tiered analytical approach. An
analysis of constraints, both governmental and non-governmental, will be included. The revisions
also will include a resource analysis, including a site inventory that will tie to the revised Quantified
Objectives. The revisions also will revisit the City's goals and policies to determine where
appropriate revisions may be necessary. It also will revisit the City's housing programs and suggest a
five year set of programs: Finally, we will revise the Quantified Objectives based upon this work and
the new RHNA numbers.
The proposal includes the public participation component (work shops with the Housing Advisory
Committee, the Planning Commission, and City Council), as identified in the RFQ/RFP, to assist in the
preparation and review of the Housing Element. We suggest that the public hearings before the
Planning Commission and City Council occur after the Housing Advisory Committee workshops with
the purpose of gaining: (1) the Planning Commission's recommendation and (2) City Council's
authorization to submit the Housing Element to HCD for purposes of initiating their formal review
process. We then recommend a second set of public hearings recommending approval of the
Housing Element after the City has responded to HCD's review comments and reached agreement
on the changes necessary to gain a determination of compliance. The following specific actions for
the Housing Element are included in this proposal.
d
Housing Element Work Plan
Task t — Update of City's General Profile and Background
An update of the City's general profile and background is essential for placing the Housing Element
in the best perspective, documenting City's past efforts in meeting Housing Element guidelines and
requirements, as well as to introduce those special and unique features of the City. This work is not
only designed to project that character but also place it into the Housing Element context.
(Rohanna)
Task 2 — Discussion Section of Key Issues and Opportunities
Source Point will prepare a discussion section of key issues and opportunities faced by the City for
this Housing Element cycle. This step is not part of the State requirements but we think that it is
essential in order to clearly articulate the overall strategy and approach of the Housing Element,
again reflecting the special issues and opportunities in the City. Based upon the results of Task 1,
issues of concern will be identified and opportunities for improvement addressed. (McLaughlin)
Task 3 — Evaluate Effectiveness of Current Programs
Evaluate the success of housing programs in the City using a quantifiable and replicable
methodology, which can be employed during current and future cycles for Housing Elements and
which can be used to prepare an annual report on the progress toward meeting regional housing
needs as required by state law. The approach will go through a three tiered analysis that describes
the program, determine its effectiveness, and recommends continuation, revisions, and /or deletion.
Once this step is completed, SourcePoint also will identify if any new/additional programs would
warrant consideration for inclusion in the revised Housing Element. This evaluation process will take
full inventory of all progress made on housing issues in the City, even if the progress was achieved
through programs developed independently from previous or current Housing Elements.
(McLaughlin)
Task 4 — Needs and Conditions Assessment
By conducting a thorough needs analysis that will update the existing database and provide a more
detailed analysis, the City will have the information necessary to develop a Housing Element, as well
as the data on which to base projections for future housing needs of special groups within the City.
The consultants will incorporate appropriate input received from the workshops throughout the
document but especially in the Needs and Conditions section in order to supplement State
mandated items with information data unique and special to the City.
The approach to the Needs and Conditions Assessment will be to separate supply and demand issues
into categories, ensuring that total needs (demand) can be compared against the housing market
available (supply). The following steps in the development of the Needs and Conditions Assessment
would be done in compliance with State law.
1. Demand Assessment (demographic characteristics)
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The purpose of assessing the demand for housing is to analyze population characteristics
including (but not limited to): composition by race, age, employment, income, and other special
characteristics. Sources anticipated to be utilized: Orange County Projections, SCAG
RHNA/projections; California Department of Finance figures; 2000 Census figures, and other
appropriate more current estimates (e. g., BIA, Board of Realtors, local housing advocacy
information, and information from the workshops. (Rohanna)
2. The Demand Assessment will produce the following products:
a. The number of existing households in the City including very low, low, moderate, and other
income households. Income levels are defined by the State Department of Housing and
Community Development as 50 percent (very low) and 80 percent (low) of the median in
come in a particular municipality or region. Households with incomes 120 percent of the
median will be noted as moderate. (Rohanna)
b. The housing requirements of special needs groups (handicapped, elderly, large families,
farm workers, homeless, female head of household, etc.) by comparing the number of
special needs individuals by category with available housing supply to accommodate them.
(Rohanna)
3. Supply Assessment (housing stock characteristics)
The purpose of assessing the supply of housing is to analyze housing characteristics of both
existing and projected housing, including: type, tenure, vacancy, housing costs, income. Sources
anticipated to be utilized: Orange County projections/SCAG forecasts; Department of Finance
figures; Regional Housing Needs Assessment (including the most recently adopted regional
share goals for the City), other relevant more current data sources and 2000 Census figures. The
tables and discussion from this section will produce the following:
a. The number of existing housing units (both owner and renter occupied) needing
rehabilitation or replacement. (McLaughlin)
b. The range of housing costs for both rental and for sale units in the City using current
databases that survey the Orange County housing market. Historical and projected vacancy
rates for rental and owner units will be provided. (Rohanna)
4. Supply/Demand Indicators Analysis
The purpose of analyzing housing supply and housing demand indicators is to determine the
status of the housing market as required by State law. Overcrowding is an important parameter
indicating whether or not the demand for the provision of housing exceeds supply. The number
of households within the City living in overcrowded conditions (more than one person per
room) will be estimated using updates in the 2000 Census. The results from this analysis will
provide a basis for determining the number of housing units that need to be constructed in the
future in order to alleviate this problem. (Rohanna)
Residents' ability to afford a home is another parameter indicating that demand for housing
exceeds supply. Affordability is a problem with lower-income households spending more than
30 percent of their incomes on housing. SourcePoint intends to use median values for housing
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and household income to estimate the affordability problem. Median monthly rent and median
monthly payments (principal and interest plus taxes) will be compared to median income in
order to determine the number of households occupying units which cost more than 30 percent
of gross household income. The 2000 Census provides a distribution of affordability in Orange
County by jurisdiction, and this distribution will be adjusted based on current available County
data. The tables produced in this section will be used as base information from which to
forecast future housing production needs outlined for lower-income households. (Rohanna)
Task 5 — Update of Resource Inventory
The purpose of updating the resource inventory is to evaluate the present housing situation in the
City using new information from the City's land use inputs based upon staff input and data sources,
especially land available for residential development. The update will take into account recent,
current, and proposed development activities. This section will provide updates related to the City's
financial resources, including redevelopment assistance, Community Development Block Grants
(CDBG), general fund, and smart growth incentives. (McLaughlin)
Task 6 — Non -Governmental and Governmental Factors Affecting Housing
The assessment of non-governmental and governmental factors affecting the maintenance,
improvement and development of housing for all income levels will include a review and update of
the current Housing Element including provisions for financing costs, price of land, cost of
construction and development fees, procedures, and processing. The product from this assessment
will contain:
1. The cost and availability of mortgage financing for rehabilitation and new construction,
utilizing information from the Community Reinvestment Agencies, and information and reports
from local mortgage institutions. (Rohanna)
2. The price of land in the City from a sampling of the tax assessors rolls within the City or other
more readily available sources. (Rohanna)
3. The cost of construction, both for new units by size and type, as well as rehabilitation of older
units, on a cost per square foot basis. (Rohanna)
4. The cost, fees, and requirements of the City in processing permits and how other jurisdiction's
requirements (constraints) may affect the City. (Rohanna)
5. Analysis of opportunities for energy conservation in respect to residential development.
(McLaughlin)
6. Inventory of land appropriate for residential development including vacant sites and those sites
having potential for redevelopment and homeless facilities, and an analysis of the relationship
of zoning and public facilities and services to these sites. (McLaughlin)
7. Analysis of existing assisted housing developments that are eligible to change from low-income
housing uses during the next ten years due to termination of subsidy contracts, mortgage
prepayment, or expiration of restrictions on use. (McLaughlin)
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Task 7 — Update Existing Goals and Policies
Produce a statement of the City's goals and policies relative to the maintenance, preservation,
improvement, and development of housing. Review goals and policies from existing Housing
Element, existing specific and redevelopment plans, and other City actions regarding housing.
1. Identify adequate sites that will be made available through the combined effort of proper
zoning, development standards, and public services/facilities needed to facilitate and encourage
the development of a variety of housing types for all income levels. This analysis also will
include densities and acreages by site to determine yields for the income ranges specified by the
regional share numbers. The information will be critical to the preparation of the program
development. phase. (McLaughlin)
2. Identify, and where appropriate and legally possible, recommend removal of governmental
constraints that prohibit meeting the housing needs of the City. (McLaughlin)
3. Identify methods that will improve and conserve the condition of the existing affordable
housing stock. (McLaughlin)
Task 8 —Program Development
Update, catalog, and recommend a strong and dynamic array of housing programs based upon
revised goals and policies, and building upon the existing set of programs.
1. Establishment of five-year work programs that specify the programs/policies that will be
implemented to achieve the goals/objectives of the element. Identification of public or private
agents most responsible for carrying out housing recommendations will be made. Quantifiable
Objectives will be established to ensure that the specific housing needs of all population
segments identified in the Needs Assessment (Task 4) are satisfied to the maximum extent
possible. (McLaughlin)
2. Identify incentives, land use and development policies, and other actions that the City can take
within the implementation program to encourage the development of a variety of housing
types for all income levels. In addition, resources provided by non-governmental agencies,
including non-profit organizations, will be identified. (McLaughlin)
3. Identify state, federal, local (including redevelopment) and non-governmental financing and
subsidy programs to be pursued when appropriate and available. (Rohanna)
Task 9 — Update Quantified Objectives by Income Category
Conduct a comparison of the number of actual units provided for each income category, especially
low and moderate -income households, to the assigned regional share figures. Identify methods by
which the City can offer assistance in the development of housing to meet the needs of low and
moderate -income households. (McLaughlin)
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Task 10 — Conduct a Public Involvement Process
Work with City staff to conduct three workshops with the Housing advisory Committee:
(McLa ughl inlRoha nna)
a. Workshop 1: Introduction and Preliminary Needs Discussion (Tasks 1, 2, 4, 5, and 6)
b. Workshop 2: Program Assessment and Revised Goals and Programs Discussions (Tasks 3, 7,
and 8)
c. Workshop 3: Final Drafts Review and Comments
2. Work with City staff to organize four Public Hearings: two hearings to be held at the Planning
Commission, the first of which designed to gain a recommendation to City Council to authorize
submittal of the Draft Housing Element to NCD for their determination of compliance, and the
second to gain a recommendation of approval to City Council of the Final Housing Element
after the City has revised the Housing Element in response to HCD's review and after the City
has reached agreement on the changes necessary to gain a determination of compliance, and
two hearings to be held at the City Council the first of which would be designed to gain a
recommendation from City Council to authorize submittal of the Draft Housing Element to HCD
for their determination of compliance, and the second of which would be designed to gain
approval of the Final Housing Element after the City has revised the Draft Housing Element in
response to HCD's review and after the City has reached agreement on the changes necessary to
gain a determination of compliance. The first of the Planning Commission and City Council
hearings also could be conducted in workshop format if the City staff determines that approach
is warranted. (McLaughlin)
3. Work with the City to provide recommendations regarding the City's preparation of the
environmental documents associated with the update to the Housing Element. (McLaughlin)
Task 11 —Progress Reports and Meetings
Prepare the Housing Element portion of the milestone progress reports and confer with City staff to
keep advised on a timely basis regarding any issues, budget status, and product delivery schedules
for the Housing Element. (McLaughlinlRohanna)
Task 12 — Document Preparation
The Draft Housing Element will be a document that responds to the requirements of Housing
Element law and reflect the input received from the public participation process. After submitting
the Draft Housing Element to HCD, SourcePoint will work with City staff to communicate with HCD
regarding the Draft and revise the Draft accordingly (see Task 12). SourcePoint will provide the City
with 25 copies, one reproducible original, and one digital file of the Draft Housing Element and 30
copies, one reproducible original, and one digital file of the Final Housing Element (as approved),
and any other appropriate and related materials. (LampherelMcLaughlinlRohanna)
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Task 13 — Revisions
SourcePoint will work closely with City staff and HCD staff and assist in responding to HCD's
comments and making the necessary revisions to the Draft Housing Element. After the City has
responded to HCD's review comments and reached agreement on the changes necessary to gain a
determination of compliance, SourcePoint will assist the City with making the necessary revisions to
the Draft Housing Element and preparing a Final Housing Element for Planning Commission and
City Council approval.
costs
The costs for the Housing Element proposal are $46,980 and include monthly progress reports for
the Housing Element, preparation of the required documents, attendance at all identified public
hearings and workshops, follow-up responses (if necessary) to HCD review and comment, and
coordination with City staff. See more detailed costs by task and staff under Project Tasks and
Schedule.
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TEAM BACKGROUND
SourcePoint is a complete data, research, and planning center for all of San Diego County and has
provided consultant services to the rest of Southern California as well as on a national scale.
committed to helping senior management and elected officials solve complex problems. This
commitment has shaped the organization's values and professional practices since its founding in
1982. Chartered by the San Diego Association of Governments (SANDAG), it offers the information
and expertise through its comprehensive planning responsibilities and solid working relationship
with all local governments. Our services span the fields of demographics, economics, transportation,
land use, public facilities, and communications. Our products are custom-made for use in business
plans, marketing/feasibility studies, site analysis, and public presentations.
SourcePoint contracts with SANDAG for its staff support and thus is able to tap the diverse
professional and information expertise which is SANDAG's hallmark. As a nonprofit corporation,
SourcePoint's revenues are reinvested in its programs and the programs of SANDAG. This provides
for the update and improvement of the data and information tools which support both programs,
without additional burden on taxpayer or government agencies.
DATA
SourcePoint's database includes extensive historical records, all census reports, the most current
estimates, and long-range forecasts of demographic, housing, economic, and land use information.
Much of the information is coded geographically so it can be retrieved for any defined market area
in the urbanized portion of Southern California. Data products can be delivered in tabular, map, or
electronic form.
RESEARCH
SourcePoint also can collect, analyze, and program data for specific purposes. These services include
demographic and economic forecasts, market profiles, surveys, inventories and computer models.
SourcePoint's comprehensive database is used in research projects as the basis for comparisons and
analyses. Research products also typically include report -size and display graphics to illustrate major
findings.
PLANNING
SourcePoint applies both its data and research capabilities for market studies, general plan
elements, feasibility studies, site analysis, transportation planning, land use, and public facility
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planning. It specializes in the analysis of the economic, fiscal, environmental, and traffic impacts of
development projects. The analysis applies to public as well as private projects. Services range from
site location studies to public facility financing plans.
SourcePoint provides clients with an integrated resource of analytical services. We combine
planning talent with technical expertise to satisfy our clients' needs within budget objectives while
ensuring the highest concern for public welfare and product quality. We have developed our
extensive analytical and planning experience through a wide range of public and private projects.
SourcePoint Organizational Chart
for San Juan Capistrano's Housing Element
SourcePoint Director (Karen Lamphere)
Project Manager
(Michael McLaughlin)
Research Analyst
(Kristen Rohanna)
PROFESSIONAL REFERENCES FOR SOURCEPOINT
• Mr. Jerry Backoff, Director
Planning Division
Developmental Services Department
City of San Marcos
105 West Richmar Avenue
(760) 744-1050 x3234
• Mr. Mike Blessing, Deputy City Manger
Office of the City Manager
City of Oceanside
300 N Coast Highway
Oceanside, CA 92054-2885
• (760) 435-3065
• Mr. Robert Larkin, Director
Department of Community Development
City of Lemon Grove, 3232 Main Street
Lemon Grove, CA 91945
• (619)825-3805
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SOURCEPOINT LEGAL
0
SourcePoint has had no litigation brought against it, its services or its products.
SIMILAR PROJECTS COMPLETED BY SOURCEPOINT/SANDAG
Housing Elements prepared by SourcePoinVSANDAG, and found in compliance with State Housing
Element law by the State Department of Housing and Community Development:
Cities of:
• Oceanside (1985, 1991 and 2007)
• Coronado (2007)
• Solana Beach (2006)
• Lemon Grove (1999 and 2006)
• San Marcos (1999 and 2005)
• Escondido (1985 and 1990)
• Imperial Beach (1991)
• County of San Diego (1991)
• Carlsbad (1985)
• Various Ventura County cities (in early 1990s)
• San Clemente (late 1980s)
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PROJECT STAFF
KAREN E. LAMPHERE
Experience
Principal PlanneNSourcePoint Director, SANDAG (2003 — present)
Senior Planner, SANDAG (1988 — 2003)
Associate / Senior Research Analyst, SANDAG (1978 — 1988)
Responsibilities and Qualifications
Ms. Lamphere is the Director of SourcePoint and Principal Regional Planner with the San Diego
Association of Governments (SANDAG). In this position, she manages the Technical Assistance and
Product Coordination section of the agency's Technical Services Department. Her responsibilities
include:
• Manage and administer consulting services provided through SourcePoint, including
demographic and economic studies, general and community plan updates, survey design
and analysis, GIS mapping and analysis, transportation modeling, and other related services.
• Manage the agency's survey research program including the development of survey
instruments, sampling designs, data collection strategies, reports, and documentation.
• Oversee development of end-user data products including format, content, and production
schedule; design and implement product development strategies that best serve
department clientele and the agency.
• Coordinate the development of outreach programs to effectively market products and
services; oversee the creation of reports, fact sheets, maps, and other products for
disseminating and documenting information and research findings.
• Coordinate development and maintenance of department Web pages including oversight
and review of content, format, and organization.
Ms. Lamphere possesses in-depth understanding of the many datasets that SANDAG creates and
maintains as well as local, state, and national sources of demographic, economic, transportation, and
other information.
Education
• B.A., Geography, San Diego State University
i
22
i
':i
s
Michael McLaughlin
Experience
•
• Planning Consultant and Part -Time Faculty San Diego State University (SDSU)
2004 to present
Provided general plan consulting services to local jurisdictions and legal firms on urban strategies,
plans, and ordinances. Much of this work included updates to Housing Elements including close
negotiations with the State Department of Housing and Community Development (HCD) to insure
determinations of compliance. He also has developed implementing ordinances and programs,
including, but not limited to: density bonus ordinances, inclusionary programs, affordable housing
overlays, mixed use development standards, smart growth strategies, and redevelopment
approaches
He also teaches graduate and undergraduate level courses in City Planning at SDSU where he was
recently recognized with the Outstanding Lecturer award.
• Director of Regional Planning
San Diego Association of Governments
1991 to 2004 (retired in 2004)
Directed and managed the Regional Planning Department with responsibilities in regional growth
management, community development and housing (including the preparation and approval of
many Housing Elements), land use development, environmental management, intergovernmental
relations and conflict resolution, and other regional planning matters; initiated the agency's bi-
national planning activities; managed consultant services for special environmental, land use, and
transportation studies on behalf of the agency, and directed staff including senior and associate
planners and support staff covering regional planning activities.
(Senior Planner 1979-1991)
• Senior Planner/Junior Planner/Assistant Planner
Department of Development
City of Columbus, Ohio
1972 to 1979
Managed community development and housing planning activities, including: preparation of
initial Overall Program Design for the Planning Division; preparation of land use plans at project,
area, and citywide levels; development of the capital improvement programming process; and
preparation of the Planning Division's operating budget and development of the work program;
overall responsibility for the preparation and management of the community development
planning, housing planning and Community Development Budget; directed the Community
Planning staff and activities (15-20 professional planners, technicians and researchers). Preparation
of a successful Neighborhood Strategy Area Program and the City's Innovative Grant for inner city
development activities.
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United States Army Intelligence and Security Command
Arlington, Virginia
1969 — 1971 and 1972 —1992 (Reserves)
Intelligence officer in charge of a 120 -person operations center conducting special intelligence
missions in Vietnam; instructor at a military intelligence school in officer's basic electronic warfare
and cryptologic courses; and reserve officer in Plans Division with the Headquarters of the Army
Intelligence and Security Command and as assistant operations officer in a 300 -person field station.
Education
• M.C.R.P. (City and Regional Planning), Ohio State University.
• M.A. (Public Administration), Northern Illinois University.
• B.S. (Political Science), Northern Illinois University.
Professional Affiliations
Past Member, Governor's Government Technology Conference Advisory Committee
(Governor's Appointee).
Member, Board of Directors, Citizen Coordinate for Century 3
Past Member, Regional Homeless Task Force.
Member, American Planning Association (APA).
Past Director, San Diego Section, APA.
Past Member, Board of Directors, California Chapter, APA.
Past President, Central Ohio Section, APA.
Past Member, APA, National Awards Jury.
Received the Outstanding Planner (2003) and Distinguished Services Awards (1994)
Past Member, National Association of Housing and Redevelopment Officials.
Past Member, National Committee on Lower Income Displacement.
Past Member, National Task Force on Urban Initiatives.
24
u
KRISTEN L. ROHANNA
Experience
v
Associate Research Analyst, SANDAG/SourcePoint (2003 to Present)
Senior Associate, Digital Engineering Corporation (2002 - 2003)
Research Analyst, HMA Planning & Development Consultants (2001 - 2002)
Senior Demographic Analyst, Pennsylvania House of Representatives (1999 - 2000)
Legislative Research Analyst, Pennsylvania House of Representatives (1998)
Responsibilities and Qualifications
Ms. Rohanna is an Associate Research Analyst with SourcePoint. Her expertise is in compiling and
analyzing a wide range of demographic and economic data as well as survey design and analysis. She
has been an integral part of the project team for responsible for the update of several local
jurisdictions' Housing Elements over the past two years. Her responsibilities include:
• Research, analyze, and interpret demographicleconomic, land use, and related data and trends
for use in a variety of agency studies and those conducted for SourcePoint clients.
• Manage the Regional Census Data Center and other census -related activities including data
acquisition, coordination with the Census Bureau and other state data centers, and pre -census
planning activities.
• Design survey instruments, determine the appropriate sampling design and survey
methodology, oversee conduct of the survey, and analyze and report on significant findings.
• Utilize Geographic Information System software to prepare custom maps and provide spatial
analysis of data.
• Conduct on-site and off-site demographic data workshops and public participation events.
Education
• B.A., History, Phi Beta Kappa, University of Pittsburgh
• Social Studies Teaching Certificate, Millersville University
• M.A., Demographic and Social Analysis, University of California, Irvine
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PROJECT SCHEDULE AND COSTS
An initial meeting will be held with City staff to discuss the work program, schedule of products,
workshops and public hearings.
Following each phase of the work program, SourcePoint will provide the City with a draft for
review and comment. SourcePoint will provide monthly progress reports and have regular verbal
communication with City staff, and will meet with the City staff at key points in the preparation of
the Housing Element.
In addition, based on consultation with City staff, workshops, public hearings with the Planning
Commission and City Council will be scheduled to ensure that the Housing Element addresses the
specific issues and concerns of the City and its residents.
After completion of the first draft of the Housing Element, City staff will be asked to review the
document and meet with SourcePoint to discuss their comments. Additional comments from the
public and housing advocates will also be sought.
A final draft of the Housing Element will be prepared based on the comments of the City, the
public, and other interested parties. This final draft will be forwarded by the City to the State
Department of Housing and Community Development (HCD) for a finding of compliance. Following
consideration of HCD's comments, which SourcePoint will address in collaboration with City staff,
the City Council can adopt the 2008 Housing Element.
The schedule outlined below will meet the City's need to achieve HCD compliance of its Housing
Element by June 30, 2008.
Schedule
From Start Date*
Initial Meeting / Finalize Work Program
Month 0
Draft Outline/ Workshop 1
Month 1
Draft Tasks 1, 2 & 4
Month 2
Workshop 2
Month 3
Draft Tasks 3, 5 & 6
Month 4
Draft Tasks 7, 8, 9
Month 4
Draft Full Report/ Workshop 3 Month 5
Prepare Draft Housing Element Month 6
Public Hearings: Planning Commission and City Council (Authorization to Month 6
submit to HCD)
HCD Review/ Liaison HCD Month 6-8
Draft revisions with HCD Comments (as necessary) Month 9-10
Public Hearings 2 /Planning Commission and City Council (approve final) Month 11
Deadline for Housing Element Adoption June 30, 2008*
*Assumes start date
in mid-July, 2007.
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Task Costs
Task 1
Update City Profile and Background
Task 2
Key Issues and Opportunities
Task 3
Effectiveness of Current Programs
Task 4
Needs and Conditions Assessment
Task 5
Resource Inventory
Task 6
Factors Affecting Housing
Task 7
Existing Goals and Policies
Task 8
Program Development
Task 9
Quantified Objectives
Task 10
Public Involvement Process
Task 11
Progress Reports, Meetings
Task 12
Report Preparation
Task 13
Revisions
Total
Allocation of Work Hours (Dollar Value)
0
$1,360
$6,440
$1,160
$4,560
$2,740
$3,200
$3,960
$3,760
$1,440
$6,360
$4,400
$3,740
$3,860
$46,980
The following billing rates were used to determine the cost of this study. These rates will be
applicable for potential additional Housing Element -related tasks if requested by the City of San
Juan Capistrano.
SourcePoint Director (Lamphere) $ 900 (6 hours rd $150 per hour)
Project Manager (McLaughlin) $ 24,480 (204 hours 0 $120 per hour)
Research Analyst (Rohanna) $ 20,400 (240 hours 0 $85 per hour)
Clerical $ 1,200 (20 hours@ $60 per hour)
Total Not to Exceed $ 46,980
30
0
0
City of Lemon Grove
Housing Element
2005-2010
December 2006
Source Point
401 B Street - Suite 800 - San Diego, California 92101-4231
(619) 699-6900 - Fax (619) 699-1905 - www.sourcepoint.org
SourcePoint is a nonprofit corporation chartered by SANDAG
•
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
DIVISION OF HOUSING POLICY DEVELOPMENT
1800 Third Street, Suite 430
P. O. Box 952053
Sacramento, CA 94252-2053
(916) 323-3177
FAX (916) 327-2643
January 3, 2007
Mr. Graham Mitchell, City Manager
City of Lemon Grove
3232 Main Street
Lemon Grove, CA 91945
Dear Mr. Mitchell:
RE: Review of Lemon Grove's Adopted Housing Element
`ppuvvrTy
r�LRpRM�•
Thank you for submitting Lemon Grove's housing element adopted December 5, 2006
and received for review on December 19, 2006. The Department is required to review
adopted housing elements and report the findings to the locality pursuant to Government
Code Section 65585(h).
As you know, the Department's August 2, 2006 review found Lemon Grove's revised
draft housing element addressed the statutory requirements of housing element law. As
the adopted element is substantially the same as the draft, the Department is pleased to
find the element in compliance with State housing element law (Article 10.6 of the
Government Code).
The Department commends the City's commitment to promote housing choice and
affordability through the many efforts surrounding Lemon Grove's Special Treatment
Areas, including proactive coordination with for- and non-profit developers, ministerial
processing and various incentives.
The housing element update provides a framework for Lemon Grove to implement
housing, transportation and land -use linkages that complement your Regional
Comprehensive Plan. Further, a compliant housing element provides competitive
advantage for important financial resources such as SANDAG's 2008 Transportation
Development Act, TransNet Bicycle and Pedestrian.
0 0
Mr. Graham Mitchell, City Manager
Page 2
The Department wishes Lemon Grove success in implementing its housing element and
looks forward to following the City's progress through the annual general plan reports
pursuant to Government Code Section 65400. If the Department can provide any
assistance in implementing Lemon Grove's housing and land -use strategies or in
accessing needed resources, please contact Paul McDougall, of our staff, at
(916) 322-7995
Sincerely,
Cathy E. Creswell
Deputy Director
0 0
0 0 0 0 0
BALANCING THE NATURAL + BUILT ENVIRONMENT
13142 Rosalind Drive
Santa Ana, CA 92705
Tel: 714 628 0464
\ Fax: 714 626 0330
May 30, 2007
Ms. Lynnette Lehmann
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92628
RE: Housing Element Update Proposal
Dear Ms. Lehmann,
CONEXUS appreciates the opportunity to submit this proposal to assist the City with
its 2008 Housing Element update. We would enjoy the opportunity to work with
you again on this project. I believe our firm's experience working with a wide
variety of jurisdictions combined with our familiarity with planning issues in San
Juan Capistrano and solid working relationship with senior HCD staff during the
past 25 years would enable us to help the City prepare a well-written Housing
Element that will meet the City's objectives and also receive state certification.
CONEXUS provides professional planning services to public agencies in the areas
of land use planning, housing policy, environmental analysis, conflict resolution
and public participation. Our current clients include the cities of Brea, Camarillo,
Culver City, Hermosa Beach, Newport Beach, Orange, Rancho Cucamonga,
Rancho Santa Margarita, Yucaipa, as well as Orange County, Santa Barbara
County, the University of California, Irvine, the California Department of Fish and
Game, and Orange County LAFCO.
If you have any questions regarding this proposal, or wish to schedule an
interview, please contact me at 714-628-0464, or via email at
Conexus.JHD@ca.rr.com.
Yours truly,
AICP
ATTACHMENT 2
0 0
CITY OF
SAN JUAN CAPISTRANO
Proposal to Prepare the
2008 Housing Element Update
Submitted to: Lynnette Lehmann
Planning Services Department
32400 Paseo Adelanto
San Juan Capistrano, CA 92628
Submitted by: CONEXUS
Contact: John Douglas, AICP
13142 Rosalind Drive
North Tustin, CA 92705
Phone: 714.628.0464
May 30, 2007
of San Juan
2008 Housinq Element
Table of Contents
A. Project Understanding and Approach ........................................ 1
I
B. Proposer's Experience and Qualifications .................................... 5
C. Scope of Work........................................................................... 9
D. Schedule................................................................................. 19
E. Proposed Budget..................................................................... 21
Appendices
1. Resumes................................................................................. 23
2. Summary of Recent Housing Element Legislation ........................ 29
3. Common Housing Element Questions and Answers ..................... 31
CONEXUS -i- May 30, 2007
I City of San Juan CaTtrano 2008 Housing Element Proposal
A. Project Like many cities on the fringe of the Los Angeles
Understanding and metropolitan area, San Juan Capistrano has
Approach experienced strong growth pressures and housing
cost increases over the past several decades. The
City has struggled to deal with these pressures and
at the same time preserve its high quality of life. In
response to development pressures in the past,
the City in 1976 adopted the Residential Growth
Management Program, which establishes a cap
of 400 new dwelling units per year. Such laws can
sometimes present an obstacle to preparing a
legally adequate Housing Element, although this is
not expected to be a problem for San Juan
Capistrano since affordable housing is exempt
■ from the limit.
The City has a pro -active track record in
responding to the housing needs of lower-income
households. Programs and activities include
Redevelopment Agency housing set-aside funds,
rental assistance, housing rehabilitation
assistance, mobile home rent control, and first-
time homebuyer assistance.
SCAG is currently finalizing its Regional Housing
Needs Assessment, which identifies new housing
needs for each jurisdiction in the region. San Juan
Capistrano has been assigned a growth need of
1,053 new units for the period 2006 - 2014, with
over 400 of those in the very -low and low income
categories. How jurisdictions accommodate their
"fair share" housing needs is one of the most
important components of the Housing Element
update, and is often the key to obtaining
certification from the state Department of Housing
and Community Development (HCD).
Based on our conversations with staff, there are a
number of affordable projects underway,
including Habitat for Humanity, Little Hollywood,
Seasons Apartments expansion, and possibly
' Whispering Hills. However, there is a possibility that
the City's current inventory of land suitable for
affordable housing development may be
insufficient to accommodate the balance of the
RHNA allocation at all income levels. Under that
scenario, the Housing Element would need to
include an implementation program to provide
CONEXUS -1- May 30, 2007
City of San On Capistrano �oos Housing Element Proposal
additional sites for housing. However, such a
program could be completed after June 2008
rather than as part of Housing Element adoption.
We expect this to be one of the most significant
issues to be resolved with the Housing Element
update. The critical factor is the City's zoning and
inventory of sites for new housing, and whether
this inventory can accommodate the RHNA need,
particularly for the VL/Low categories. In its memo
on AB 2348' state HCD established a "default
density" for most cities in Southern California
(including San Juan Capistrano) of at least 30
dwelling units per acre2 to facilitate the
production of lower-cost housing. The City's land
inventory analysis will be evaluated, and if
sufficient capacity cannot be identified, then
policy options will need to be considered. Under
new state law3, if the Housing Element does not
demonstrate adequate sites to accommodate
the RHNA for VL and Low income households, a
jurisdiction must adopt a program to provide
sufficient sites and allow multi -family development
on such sites "by right". A brief summary of other
recent changes to Housing Element law is
provided in Appendix 2.
Obtaining state certification of the Housing
Element can be a daunting task, and CONEXUS is
especially well-qualified to help cities in this regard
for two reasons. Mr. Douglas has worked with
management and senior staff at state HCD as
both a staff planner and consultant over the past
25 years to resolve Housing Element issues and
help cities and counties obtain certification. His
long experience and good relationships with
senior staff at state HCD enable him to help
jurisdictions successfully negotiate mutually
agreeable solutions to issues that may be raised
by HCD during the review process.
'Memo dated June 9, 2005 from Cathy Creswell, Deputy Director, California Department
of Housing and Community Development regarding AB 2348 of 2004
Z Jurisdictions may claim that a lower density than the "default" is sufficient to facilitate
lower-income housing, as long as adequate supporting evidence is provided (see Q/A
#5 in Appendix 3).
3 AB 2348 of 2004 (Govt. Code Sec. 65583.2(h})
CONEXUS -2- . May 30, 2007
of San Juan
I
0
2008 Housing Element
Secondly, Mr. Douglas is a certified mediator with
a background in facilitating solutions to difficult
land use and public policy issues. He holds a
Certificate in Conflict Management and
Alternative Dispute Resolution from the University
of California, Irvine and teaches graduate
seminars in collaborative planning and housing
elements at UCI. Local control of land use matters
is of paramount importance to elected city
officials, and the state's role in certifying housing
elements can be extremely difficult for decision -
makers to accept. Mr. Douglas' background in
consensus building strategies can help overcome
these obstacles and achieve win/win solutions.
Appendix 3 contains several common questions
regarding new Housing Element law along with
answers and explanations developed through
several recent conversations with HCD staff.
HCD References
Linda Wheaton, Deputy Director (916) 327-2642
Melinda Coy (916) 445-5307
CONEXUS -3- May 30, 2007
City of San Juan Cap�ano 2008 HoLlMg Element Proposal
B. Proposer's
CONEXUS is an urban and environmental planning
Experience and
consulting partnership founded and co -owned by
Qualifications
Marie E. Gilliam, AICP and John H. Douglas, AICP.
Marie and John formed the firm in 2004 after
working together for many years in both the
public and private sectors. The partners each
bring more than 30 years of diverse planning
experience to the firm, which has afforded them a
broad and in-depth knowledge in the areas of
land use planning and analysis, environmental
planning and CEQA documentation, housing
policy and implementation, demographic and
market analysis, development feasibility analysis,
entitlement processing, public participation and
conflict resolution. CONEXUS maintains offices in
Orange County and Santa Barbara.
John Douglas, AICP
John Douglas, AICP is partner and co-founder of
Project Manager
CONEXUS. His areas of practice include land use
and environmental planning, housing policy,
conflict resolution and public participation. He
has 33 years experience in the planning field,
including 15 years in local public agency
management. John was formerly Chief of
Advance Planning for the County of Orange and
Principal Planner for the City of Newport Beach.
Prior to forming CONEXUS, John was Director of
Planning for Civic Solutions, Inc. and Senior
Consultant with The Planning Center where he
supervised Housing Element preparation from 1998
to 2001.
John is also an experienced meeting facilitator
and has worked with numerous committees and
groups to develop consensus on complex and
controversial issues involving land use,
environmental planning, and affordable housing.
He is a lecturer in the Graduate Program in Urban
and Regional Planning at the University of
California, Irvine where he teaches courses on
Housing Elements, collaborative planning and
conflict resolution. He is also a state -certified
mediator. Mr. Douglas will serve as Project
Manager and principal author of all Housing
Element and CEQA documents. His experience
with Housing Elements and conflict resolution,
CONEXUS -5- May 30, 2007
City of San Juan Capistrano 2• Housing Element Proposal
combined with his local knowledge of San Juan
Capistrano make him uniquely well-qualified to
lead the consultant team for the Housing Element
update.
John Cuykendail John Cuykendall is Senior Associate with CONEXUS'
Senior Associate Santa Barbara office. Mr. Cuykendall has over 13
years professional planning experience in both the
public and private sectors. His responsibilities
have included managing highly complex projects,
including management and preparation of
housing elements, CEQA documents, grant
writing, general plan studies, specific plans, zoning
ordinances, and discretionary case processing.
John's background in local government has
provided him with a broad understanding of the
practical aspects of land use planning, policy
development and implementation. Prior to joining
CONEXUS, John was Senior Project Manager with
Civic Solutions, Inc. and Project Manager for the
County of Santa Barbara's Planning and
Development Department. Mr. Cuykendall was
the project manager responsible for the 2003
update to the Santa Barbara County Housing
Element. A strategic plan was developed to
address unmet housing needs, particularly for the
local workforce, and is now being implemented in
the Action Phase. Mr. Cuykendall will assist in
data collection, analysis, and preparation of
portions of the Housing Element update.
Victoria Basolo, Ph.D. Victoria Basolo, Ph.D. is Associate Professor of.
Senior Advisor Urban and Regional Planning at the University of
California, Irvine and Senior Advisor to CONEXUS.
Dr. Basolo's research includes individual and
collective decision making about housing and
economic/community development. She is
particularly interested in the formulation and
implementation of housing and economic/
community development policies within the
context of intergovernmental relations. She has
also worked as a public agency staff planner for
city and county housing and redevelopment
agencies. She holds a Master of Urban and
Regional Planning from Cal Poly Pomona and a
Ph.D. in City and Regional Planning from the
University of North Carolina, Chapel Hill.
CONEXUS -6- May 30, 2007
of San Juan
2008 Housing Element
Representative Housing Mr. Douglas has managed or participated in
Element Experience approximately 20 Housing Element projects since
1981 as both planning department staff and as a
consultant. From 1977 to 1981 he worked as a
housing market analyst for Great Western Savings,
and conducted development feasibility studies
throughout California. Notable examples of his
accomplishments are described below.
Orange County Housing Element Update - Mr.
Douglas managed the 2000 Housing Element
update and served as lead facilitator for a
series of meetings with an advisory committee
comprised of major landowners, builders,
housing advocates, environmentalists and
business groups. The element received
conditional certification from the state
Department of Housing and Community
Development. He subsequently was retained
by the County to develop affordable housing
implementation guidelines and an overlay zone
for infill locations, which led to full certification
of the element in 2006. (Contact: Ron Tippets,
714-834-5394)
Santa Barbara County Housing Element and
Action Phase - Mr. Cuykendall was Project
Manager for the Santa Barbara County Housing
Element update, and Mr. Douglas is currently
assisting the County with its Housing Element
Action Phase. Responsibilities include
facilitating public workshops and hearings,
serving as Environmental Coordinator to
oversee the EIR process to evaluate proposed
implementation policies and affordable
housing candidate sites, and advising County
staff on Housing Element requirements. The
element has received conditional certification.
(Contact: David Matson, 805-568-2068)
City of Upland Housing Element Update - Mr.
Douglas was Project Manager and principal
author of the City of Upland's 2000 Housing
Element update. As part of this effort he
facilitated a series of workshops with an
Advisory Committee to develop policy
recommendations and implementation
programs. The element was certified by HCD.
(Contact: Sylvia Scharf, 909-931-4140)
CONEXUS -7- May 30, 2007
of Sanqkn Capistrano 0008 Housing Element
Nevada County Housing Element Update - Mr.
Douglas assisted Nevada County in preparing
its 2003 Housing Element and serve as advisor to
County staff for the update. The element was
certified by HCD. (Contact: Mark Tomich, 714-
673-0395)
Riverside County Integrated Project - The RCIP is
a nationally -recognized model for
comprehensive planning that involves an
integrated approach to land use, habitat
conservation and transportation planning.
Riverside County is the second largest county in
California with a land area similar to the state of
New Jersey. Mr. Douglas served as a senior
advisor to the General Plan team and project
manager for the Housing Element effort. As
part of this project he facilitated over 20
workshops during 1999 and 2000 with a
Technical Advisory Committee, stakeholders
and the general public, and was principal
author of the element. The element was
certified by HCD. (Contact: Jerry Jolliffe, 909-
955-3161)
In addition to these projects, Mr. Douglas
supervised or participated in the preparation of
Housing Elements for the following jurisdictions.
o City of Chula Vista
o City of Dana Point
o City of Fontana
o City of fountain Valley
o City of industry
o City of La Quinta
o City of Lake Elsinore
o City of Palm Springs
o City of Perris
o City of Santa Ana
o City of Stanton
o City of Tustin
o City of Westminster
o County of San Bernardino
CONEXUS -8 May 30, 2007
City of San Juan Capl%fFano 2008 Housing Element Proposa
C. Scope of Work The following section outlines the specific tasks we
anticipate for this project.
Task I Following authorization to proceed, the first step
Project Initiation will be to meet with City staff to review the work
program and make any necessary refinements.
Data needs and the respective expectations and
responsibilities of City staff and the consultant
team will be clarified. It is assumed that the City
will provide us with a digital file of the current
Housing Element and related documents upon
commencement of the project. At this stage we
will discuss the desired Housing Element format
with staff. The budget assumes that the new
element will be prepared in a similar style and
format as the current element. However, if a
different or more elaborate format or extensive
use of graphics is preferred, an appropriate
budget adjustment will be negotiated to
accommodate the City's desires.
Products
• 1 kick-off meeting with City staff
+ Refined work program (as appropriate)
Task 2 The data collection and analysis effort will include
Data Collection all of the items listed in the RFP and required by
and Analysis California Government Code Section 65583(a)
and Department of Housing and Community
Development guidelines, including the following
specific items:
+ Analysis of population and employment
trends and existing and projected housing
needs for all income levels.
• Analysis of household characteristics
including level of payment compared to
ability to pay, and housing characteristics,
including overcrowding and housing stock
conditions.
• Analysis of special housing needs.
• Land inventory/site analysis and an
evaluation of the relationship of zoning and
public facilities to serve these sites.
CONEXUS -9- May 30, 2007
t of San Ju0apistrano R Housing Element
• Analysis of governmental and non-
governmental constraints.
• Analysis of opportunities for energy
conservation.
• Analysis of "at -risk" assisted housing
developments.
• Evaluation of the appropriateness and
effectiveness of the City's current housing
policies and programs, and progress in
implementation.
The most recent available data will be used and
no original research or surveys are assumed as
part of this task. On the basis of the foregoing
analysis, CONEXUS will update the relevant portions
of the Housing Element. The findings from this
analysis will play a major role in framing policy
issues.
The budget assumes that City staff will provide the
following information for use in the needs
assessment, land inventory, constraints analysis,
and evaluation of progress in implementing the
current Housing Element. Other information needs
may be identified during the initial phase of work.
If desired, CONEXUS can take responsibility for some
or all of these items as optional tasks on a time -
and -materials basis. Upon commencement of the
project, CONEXUS will provide the City with a
template to use in compiling this information.
o Accomplishments since the last Housing
Element update
® Units produced by type, demolitions,
rehabs, code enforcement data, status
of program actions, redevelopment
agency and housing assistance
program accomplishments, etc.
o Land inventory analysis
® Matrix of land use by zoning designation
(vacant/underutilized) and sites suitable
for housing development
® Map(s) showing vacant/underutilized
parcels with the potential for housing
development
CONEXUS -10- May 30, 2007
of San Juan
2008 Hou7rg Element
o Infrastructure analysis
® Water/sewer/drainage system capacity
and any limitations that would impede
housing development during the
timeframe of the Housing Element (2008-
2014)
o Units At Risk
® Inventory of City -assisted housing
projects and eligibility to convert to
market rate
o Housing conditions data
a If acceptable information is not
available from the Consolidated Plan or
other sources, a targeted survey may
be required of selected neighborhoods
to estimate the number of units in need
of minor rehab, major structural rehab,
or demo/replacement
Products
This scope of work and budget allow for a public
participation effort that includes workshops, public
meetings and public hearings with the Housing
Advisory Committee, Planning Commission and
4 Cal. Govt. Code Sec. 65583(C)(6)
CONEXUS -11- May 30, 2007
• Data and analysis for inclusion in the Draft
Housing Element
Task 3
State Housing Element law4 requires a pro -active
Public Participation
effort to involve interested persons and groups in
Program
the preparation of Housing Elements. The inherent
community interest in land use and housing
development - particularly affordable housing -
ensures that the Housing Element update will
receive a high level of public scrutiny. We believe
that including the public and decision -makers in
the analysis and development of housing policies
and programs from the outset will enhance the
likelihood that the final product will receive broad
support, and thereby maximize the chances of
successful implementation.
This scope of work and budget allow for a public
participation effort that includes workshops, public
meetings and public hearings with the Housing
Advisory Committee, Planning Commission and
4 Cal. Govt. Code Sec. 65583(C)(6)
CONEXUS -11- May 30, 2007
i of San Ju0apistrano 20 Housing Element
City Council. The following specific activities are
anticipated. As part of Task 1, these activities will
be confirmed or refined with City staff. If desired,
additional workshops or meetings can be
included on a time -and -materials basis.
Housing Element Upon commencement of this task, a public
Interest List and Notice notification list will be prepared in consultation
with City staff, for use by the City in mailing notices
prior to each public workshop or hearing.
CONEXUS will prepare a brief informational notice
of the pending Housing Element update to be
distributed by the City. The notice will describe
the anticipated process, schedule and
opportunities for public involvement. A copy of
this notice and distribution list will be included in
an Appendix to the Housing Element describing
public participation activities.
Products
• In consultation with City staff, preparation
of the Housing Element Interest List
• Preparation of a Housing Element update
notice for distribution by the City
• If desired by the City, additional public
outreach efforts (e.g., internet sites, media
spots, community group presentations) can
be undertaken as optional tasks on a time -
and -materials basis.
Housing Advisory The Housing Advisory Committee advises the City
Committee Workshops Council and Agency Board on matters related to
housing goals, policies, objectives, programs,
grants, and funding levels. Up to 3 workshops with
the Committee are budgeted. The timing of
these workshops will be determined in
consultation with City staff. One approach would
be to conduct the initial workshop early in the
process, focusing on Housing Element
requirements and the City's progress in achieving
the objectives of the current element, as well as
existing conditions and needs. A second
workshop might be held upon completion of the
preliminary draft element, prior to consideration
by the Planning Commission and City Council. A
third workshop could be held to review State
CONEXUS -12- May 30, 2007
of San Juan Ca
2008 HoiMhg Element
HCD's comments on the draft element and
possible responses.
If desired, we will assist the City in preparing public
notices for these workshops. CONEXUS' project
manager will lead the workshops (if requested by
the City).
Products
• Facilitation of up to 3 Housing Advisory
Committee workshops, including slide
presentations, as appropriate
Introductory An introductory study session with the City Council
City Council {or joint Council/ Planning Commission) and staff is
Study Session proposed to review current legal requirements
and anticipated issues in the update process. A
slide presentation will be prepared to illustrate key
points, and will be made available for posting on
the City's website for public information.
Products
• Participation in one City Council study
session, including slide presentation
Planning Commission Because of the role State HCD plays in reviewing
and City Council and certifying draft Housing Elements, it is
Workshops and important that the Planning Commission and City
Hearings Council have an opportunity to consider and
approve proposed policies and programs before
submittal of the draft element to the state.
Two meetings each with the Planning Commission
and City Council are anticipated. The timing of
these meetings will be determined in consultation
with City staff. One approach would be to hold a
joint introductory study session with the Planning
Commission, City Council and staff to review legal
requirements and anticipated issues in the update
process. A slide presentation would be prepared
to illustrate key points and made available for
posting on the City's website.
Upon completion of the Draft Housing Element,
we anticipate that public meetings will be held by
the Planning Commission and City Council to
obtain the approval of policy -makers prior to
CONEXUS -13- May 30, 2007
City of San JO Capistrano q08 Housing Element Proposal
submittal of the element to HCD. Following
Council approval, the draft element will be
submitted to State HCD for 60 -day review as
required by state law. After HCD's comments are
received, revisions will be negotiated with staff
and state HCD, and an adoption hearing will be
held by the City Council. If substantive changes
to the draft element are required in response to
HCD comments, additional public hearings may
be necessary prior to final adoption of the
Element.
Products
• 2 Planning Commission meetings (or 1 joint
PC/CC meeting and 1 PC meeting)
• 2 City Council meetings (1 prior to NCD
submittal and 1 adoption hearing following
HCD review)
(If requested by the City, CONEXUS' Project
Manager will attend additional hearings and/or
assist with the preparation of staff reports,
resolutions and ordinances on a time -and -
materials basis.)
Task 4
An administrative draft Housing Element will be
Draff Housing Element
prepared incorporating the technical data and
Preparation
analysis from the previous task, as well as updated
goals, policies, quantified objectives, and
implementation programs describing the City's
housing strategy for the 2008 - 2014 planning
period. Policies and programs will be based on
the review of the City's progress in implementing
the current element and where appropriate,
refinements will be recommended. The
administrative draft element will be submitted to
the City for review, and revisions will be made
based on City comments. It is assumed that all
City comments will be consolidated into one
package, and one round of revisions is budgeted.
A Draft Housing Element will then be prepared
incorporating City comments.
As noted under the public participation discussion
in Task 3, it is recommended that the Draft Housing
Element be reviewed by the Planning Commission
and City Council, and if necessary, revisions will be
CONEXUS -14- May 30, 2007
of San Juan Capisir no 2008 Housing Element
Task 5
Coordination With
State HCD
made prior to submittal of the Element to state
HCD. Following review by HCD (see Task 5), a
proposed final Housing Element will be prepared
for review and adoption by the City Council.
All documents will be prepared in a format
approved by the City. The budget assumes that
the element will be prepared in a similar format
and style as the current element, and that those
sections not requiring revisions to incorporate new
information will be carried forward in substantially
the same form to the new element. However, if a
different or more elaborate format or extensive
use of graphics is preferred, an appropriate
budget adjustment will be negotiated to
accommodate the City's desires.
Products
• Administrative Draft Housing Element (3
hard copies + digital file)
+ Draft Housing Element (25 hard copies +
reproducible original + digital file)
+ Final Housing Element (30 hard copies +
reproducible original + digital file)
The ultimate goal of the Housing Element update
process is to adopt an element that both meets
the City's objectives and also is certified by the
California Department of Housing and Community
Development (HCD). After the draft Housing
Element is accepted by the City Council it will be
submitted to HCD for review. HCD's comments
will be analyzed, and CONEXUS will work with the
City to revise the element, as necessary, to
address the state's concerns.
The practice of HCD in recent years has been to
issue a letter of "conditional certification" when
an element essentially complies with state law but
follow-up actions are necessary to implement
adopted policies or programs. While "full"
certification is desirable (i.e., without requiring
subsequent review and approval of
implementation actions by HCD), in some cases
required program actions cannot be completed
within the timeframe of element adoption (June
CONEXUS -15- May 30,
of San
200RHousinq Element
30, 2008). Our commitment is to assist the City in
achieving full certification by June 2008 to the
extent feasible. However, if implementation
actions are necessary in order to achieve full
certification, we will assist the City in carrying out
these subsequent actions within budget limits.
Our experience preparing Housing Elements in
many other jurisdictions over the past 25 years has
provided us with a good working relationship with
HCD's senior staff and a thorough understanding
of what is required in order to receive Housing
Element certification. Appendix 3 contains
insights gleaned from our conversations with HCD
staff regarding their interpretation of recent
changes to state Housing Element law. The
budget assumes a total of 30 hours for this task. If
HCD comments are more extensive than this
budget estimate, the additional work will be done
on a time -and -materials basis.
Products
► Meetings to review HCD comments with
City staff
► Conference calls with HCD
• Housing Element revisions
Task 6 The CONEXUS Project Manager will maintain regular
Project Management contact with City staff to ensure a smooth working
relationship and successful completion of the
project. It is assumed that most coordination will
occur via telephone and e-mail. Monthly written
progress reports will be provided to the City's
Project Manager. A total of 3 on-site working
meetings with staff are budgeted (in addition to
the public workshops, meetings and hearings), to
be held as necessary throughout the process.
Products
• Regular coordination with City staff via
telephone or e-mail
• Monthly written progress report summaries
► Up to 3 on-site working meetings with staff
(including kickoff meeting)
CONEXUS -16- May 30, 2007
of San Juan
Optional Task 7
CEQA Review &
Documentation
2008 HMsing Element
The RFP does not list CEQA documentation as a
required component of the work program. If
desired, CONEXUS will prepare an Initial Study for
the Draft Housing Element in compliance with the
California Environmental Quality Act as an
optional task. It is assumed that the Initial Study
will support the preparation of a Negative
Declaration. However, if the Initial Study finds that
significant impacts could occur, an EIR would be
required.
(Note: Recent changes in state law may limit the
City's ability to conduct CEQA review of "by right"
multi -family housing developments on sites that
are rezoned to accommodate the VL/L needs
identified in the RHNA. As a result, "project -level"
CEQA review may be required for Housing
Element implementation actions.
CONEXUS -17- _ May 30, 2007
City of San Juan CaplWano 2008 HoMng Element Proposal
D. Schedule We believe the keys to schedule (and budget)
control are 1) a clear understanding of objectives,
2) close coordination between the consultant and
City staff, and 3) an experienced consulting team.
Mr. Douglas has managed numerous similar
projects and is committed to providing excellent
service to the City.
July 2007
July - September 2007
August - October 2007
September 2007
September 2007
November 2007
Nov -Dec 2007
January 2008
January 2008
February 2008
February 2008
April 2008
April 2008
April - May 2008
June 2008
June 2008
The project schedule will be refined and agreed
upon at the outset. Regular monitoring of
progress will allow fine-tuning when necessary in
order to achieve the overall project objectives.
The tentative schedule shown below reflects the
assumptions regarding the required level of effort
and City/consultant division of responsibilities set
forth in the Scope of Work.
Commence work
Data collection and analysis
Prepare Preliminary Draft Housing Element
City Council study session
Housing Advisory Committee workshop # 1
Submit Preliminary Draft Element to staff for review
Staff review and revisions
Prepare Public Review Draft Element
Housing Advisory Committee workshop #2
Planning Commission hearing
City Council hearing - authorization to submit Draft
Housing Element to HCD
Submit Draft Element to HCD (60 -day review)
HCD comments due
Housing Advisory Committee workshop #3
Prepare revisions per HCD comments
City Council hearing and adoption
Submit adopted Housing Element to HCD
CONEXUS -19- May 30, 2007
of San Juan
E. Proposed Budget
2008 HITsing Element
Our proposed budget for this project is as follows. This budget will not be
exceeded without the City's prior authorization. We recommend that the
contract specify that budget funds may be transferred between tasks, as
determined appropriate by the City's Project Manager. If extra work is required,
a supplemental budget will be determined in consultation with the City prior to
initiation of the work.
JC = John Cuykendall, Sr. Associate
WP = Word Processing/graphics tech
Estimated Reimbursable Expenses
Travelimileage
No charge
Printing/graphics
$2,000
Postage/deliveries
$100
Total
$2,100
NOTE: This budget is an estimate based on the assumptions outlined in the scope of work
and is subject to refinement in consultation with City staff. Reimbursable expenses are
estimated based on the anticipated level of effort and the City will only be billed for
actual costs incurred. All overhead costs are included in the proposed budget.
CONEXUS -21- May 30, 2007
City of San Juan CMEtrano 2008 RMsing Element Proposal
John H. Douglas, AICP
Principal
Qualifications Mr. Douglas has over 32 years experience in the planning field, including
15 years of management -level positions in city and county planning
agencies. John manages the firm's practice in general plans, housing
elements, CEQA/NEPA documents, demographic analysis, public
outreach programs and conflict resolution. Prior to forming CONEXUS, he
was Director of Planning for Civic Solutions, Inc. (2001-2004) and senior
consultant with The Planning Center where he supervised Housing
Element projects from 1998-2001. From 1991-1998 John served as
Principal Planner for the City of Newport Beach where his duties included
advance planning, economic development, annexations, CDBG
administration, managing the entitlement and CEQA review process,
and coordination with the California Coastal Commission on permitting
issues. From 1981-1991 he was employed at the Orange County
Environmental Management Agency where he supervised staff in the
areas of advance planning, demographic forecasting, housing, CEQA
compliance and entitlement processing. From 1977-1981 he was a
housing market analyst for a private consulting firm. His planning
experience began in 1974 with the City of Fresno.
Highlights of John's extensive background in local government has given him a broad
Experience understanding of the practical aspects of planning. He has managed
numerous General Plan projects, Housing Elements, zoning code
amendments, EIRs, and entitlement processes for both private and public
projects. His special area of expertise is public outreach, meeting
facilitation and consensus building strategies, and he holds a certificate
in Conflict Management from the University of California, Irvine. He is a
state -certified mediator and has considerable experience in working with
groups and committees to find common ground on complex and
controversial issues. He teaches a course on Housing Elements in the
graduate program in Urban and Regional Planning at the University of
California, Irvine and is a frequent speaker at professional conferences
on techniques for effective public participation and conflict
management.
Education • B.A., University of California, Los Angeles, Geography
• Graduate Studies, San Diego State University, City Planning
• Certificate in Alternative Dispute Resolution, UCI
Professional • Lecturer, Graduate Program in Urban & Regional Planning, UCI
Affiliations • American Institute of Certified Planners
• Charter Member, American Planning Association
• Southern California Mediation Association
CONEXUS -25- May 30, 2007
City of San Juan Cap?Frano 2008 Housing Element Proposal
John T. Cuykendall
Senior Associate
Qualifications John Cuykendall is a Senior Associate with CONEXUS. Mr. Cuykendall has
over 13 years professional planning experience in both the public and
private sectors. He has extensive experience managing highly
complex and complicated projects, including management and
preparation of CEQA documents, grant writing, general plan studies,
specific plans, zoning ordinances, discretionary case processing, and
land use planning and housing policy development. Prior to joining
CONEXUS, Mr. Cuykendall was Senior Project Manager with Civic
Solutions, Inc. and Project Manager for the County of Santa Barbara's
Planning and Development Department.
Highlights of • City of Orange, East Orange EIR
Experience As project manager for the City of Orange, responsible for
managing the preparation of an environmental impact report for a
7,000 -acre, 4,100 -unit residential development project located in
the City of Orange Sphere of Influence. Responsibilities included
overseeing processing of tentative tract maps associated with the
project. Required close coordination with applicant, City staff, and
over 20 separate consultants working on the project as well as
community representatives.
Orcutt Community Plan, County of Santa Barbara, CA
Mr. Cuykendall was the project manager responsible for amending
and implementing the Orcutt Community Plan for the
unincorporated area of Orcutt located south of the City of Santa
Maria. As the project manager responsible for preparing policy
amendments to the Orcutt Community Plan, key water,
wastewater, and transportation policies were added and
amended to address impacts of future development.
Responsibilities included preparing new innovative water policies
that were adopted to address both groundwater and state water
resources.
Project Manager, 2003 Housing Element Update, Santa Barbara
County
Established close working relationships with local and state
agencies, including SBCAG, State HCD, UCSB, cities, and other
County departments. Managed preparation of CEQA documents.
Developed a strategic plan for addressing the housing need,
particularly for affordable workforce housing. Prepared
demographic trend analysis and needs assessment, budgets and
work programs, supervised and trained staff, prepared policies,
ordinances and resolutions, prepared presentations for decision-
making bodies and public interest groups, and managed
consultant contracts.
Education University of California at Santa Barbara
BA, Mathematics/Economics, 1991.
CONEXUS -27- May 30, 2007
of San J
Element
San Francisco State University, San Francisco CA
Wildland Studies Program, Resource Management emphasis, 1993
University of California at Santa Barbara, Santa Barbara CA
40+ post bachelor / graduate course units (urban planning
emphasis), 1993
University of California at Los Angeles, Los Angeles CA
Extension program, seminars/workshops in Financing and Benefit
Assessment Districts, Development Impact Fees, Subdivision Map
Act and CEQA, 1994-2002
National Development Council, New York, NY
Housing and Economic Development Finance
Multi -Family Housing Development Finance, February 2002
Professional • American Planning Association
Affiliations + Co -Vice Director of Programs, Orange County APA Chapter (2004)
• Co -Chair Awards Program, Orange County APA Chapter (2004)
• Member, Housing Advisory Committee - Workforce Housing Sub -
Committee, Santa Barbara County (2004)
CONEXUS -28- May 30, 2007
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CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
PERSONAL SERVICES
SELECTION GUIDELINES 1 of 7 9/7/04 112
It is the policy of the City Council that the following guidelines shall be used in securing
qualified personal services. Guidelines to be used in securing other types of services
are found in Administrative Policy #507 and Municipal Code Section 3-4.203. Personal
services are defined as service contracts encompassing all contracts for any type of
personal service with or without materials.
I. Purpose
The purpose of this policy is to establish specific guidelines for the selection of
firms, individuals or other parties to provide personal services. The intent is to
ensure selection of the most qualified, competent providers of quality public
services at a reasonable cost.
II. Definition
For the purposes of this policy, personal services will include but not be limited to
a wide variety of expertise and crafts. Examples include:
Civil, Mechanical, Electrical, Structural, Traffic and Geotechnical Engineering
Archaeology
Architecture
Landscape Arch itect/Arboriculturalist
Community Planning and Development
Financial and Economic Feasibility
Personnel
Legal
Management
Environmental
Cable TV
Computer
Sound (Noise) Attenuation
Maintenance and refurbishing of public facilities and lands
Technical Assistance
Surveying
Inspection
ATTACHMENT 3
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CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
PERSONAL SERVICES
SELECTION GUIDELINES 2 of 7 9/7/04 112
III. Selection Process
This selection process shall apply to annualized personal service agreements
(Master Agreements) as well as personal service agreements for specific one-
time projects. For projects estimated at $25,000 or less, staff will solicit proposal
from at least three (3) qualified firms or individuals, if practicable, and at least two
(2) should be evaluated and/or interviewed.
For projects estimated at over $25,000, at least five (5) requests for proposals
should be solicited, if practicable, and at least three (3) parties interviewed. All
interested parties are to submit written proposals in response to requests for
services including the fees for these services. Interviews and a subsequent
recommendation to the City Manager of professional services shall be conducted
by the department head responsible for the project.
The following factors shall be considered and evaluated in the recommendation
of an individual, firm or other party for personal services for a particular study or
project:
1. Educational background;
2. Experience;
3. Demonstrated record of success on work previously performed for the City
or similar work performed by others;
4. Specification of individuals who will have direct charge of the work;
5. Whether the party has adequate staff to perform the work within the time
specified by the City;
6. The proposed methodology to be used to accomplish the required work,
7. The ability to make effective public presentations of the report and/or
design as may be required;
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CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
PERSONAL SERVICES
SELECTION GUIDELINES 3 of 7 9/7/04 112
S. The ability to work effectively with City staff, other public agencies, and
related parties as may be required during the course of the design, study
or other services;
9. Pertinent new ideas which may be presented during the course of the
selection process;
10. Where appropriate, whether the party has adequate knowledge of local
conditions;
11. Whether the party has available experienced, capable and acceptable
professional personnel or sub -consultants as may be pertinent to the
particular project,
12. Whether the party is engaged in another project which has direct and
substantial relationship to the proposed project;
13. When an existing project is being modified or added to, whether the party
who performed the original work should be retained for the new work on
grounds of cost, detailed knowledge of the existing work or necessity of
use of the same philosophy on the new work;
14. The record of keeping costs within project budgets and design estimates,
15. Ability to furnish adequate and effective construction supervision services,
where such services are an inherent part of a "package" or services for
which the party is employed;
16. Whether the party is working with a major developer in the City, and
selection by the City for work within or adjacent to major development
project would be appropriate;
17. Reasonableness of Fee Proposed.
0 0
CITY OF SAN JUAN CAPISTRANO
Subject:
PERSONAL SERVICES
SELECTION GUIDELINES
COUNCIL POLICY
Effective Policy
Page Date Number
4 of 7 9/7/04 112
Under the following circumstances, the selection process may be waived:
a) Where a service can reasonably be obtained only from one vendor; or
b) Where the service is necessitated by reason of emergency circumstances;
or
C) When the City has a contract with another governmental agency to
provide the service on a cooperative basis; or
d) Where the City Manager has presented evidence to the City Council
showing that adherence to the proposal solicitation process would not
produce the most economically feasible results.
Contracts for services found to meet such criteria shall be submitted to City
Council for their concurrence at the earliest possible opportunity.
(Note: Government Code Sections 4525 and 4526 require that certain
consultants may not be selected upon cost alone. These include Architectural,
Landscape Architectural, Engineering, Environmental Land Services and
Construction Management.)
IV. Environmental Professional Selection Process (Expedited)
For personal service agreements to prepare or provide peer review of
environmental documents, the City may rely upon an expedited selection
process. The City may develop and maintain a "List of Pre -Qualified
Environmental Professionals" with whom the City may directly negotiate for the
provision of professional services to prepare or review required environmental
documents. In developing the "List of Pre -Qualified Environmental
Professionals", the City will consider the breadth of expertise, experience in
preparing and/or reviewing environmental documents for the City, and their
knowledge of the City's Environmental Review Guidelines. The City will review
the "List of Pre -Qualified Environmental Professionals" on an as -needed basis.
0
CITY OF SAN JUAN CAPISTRANO
Subject:
PERSONAL SERVICES
SELECTION GUIDELINES
COUNCIL POLICY
Effective Policy
Page Date Number
5 of 7 9/7/04 112
Upon concurrence of the applicant to use the expedited selection process, the
City will select an environmental consultant for a specific project on the basis of
selection factors established by Section III of this policy. The City will advise the
prospective individual or firm (consultant) of their decision by phone and a
"Request for Proposal" letter (certified/return receipt). The consultant must
prepare and submit a proposed scope of work and cost estimate within five
working days of receipt of the "Request for Proposal" letter. Upon receipt of a
proposed scope of work and cost estimate from the consultant, the City will
review the adequacy of the proposed scope of work and advise the consultant of
any necessary revisions. The applicant will also be forwarded a copy for their
review and acceptance.
The City shall advise the project proponent that the consultant's proposed scope
of work and cost estimate have been accepted. Upon receipt of the required
funds from the project proponent, the City will execute a personal services
agreement and authorize the consultant to proceed.
At any time during the consultant selection process and prior to contract
execution, the City or applicant may unilaterally choose to invoke the "standard
selection process" as outlined in Section III.
The City may take action, on an as -needed basis, to add or remove any
individual professional or firm from the "List of Pre -Qualified Environmental
Professionals". In such cases, staff will prepare a report to the City Manager
which outlines the specific basis for addition to or removal from the list. The City
will provide a copy of the report to the affected consultant(s)/consulting firm(s).
V. Qualified Personal Service Provider Listings (Master Agreements)
Each department shall maintain, if desired, a list of qualified personal service
providers for professional and/or other personal services as needed when
specific expertise is required or time constraints necessitate consultant
assistance in various specialty areas. These consultants may be included in
Master Agreements provided they meet the selection evaluation criteria
described in Section III of this policy.
i
i
CITY OF SAN JUAN CAPISTRANO
Subject:
PERSONAL SERVICES
SELECTION GUIDELINES
VI. Fees and Contracts
COUNCIL POLICY
Effective Policy
Page Date Number
6 of 7 9/7/04 112
Once the department head has made a recommendation, he/she will negotiate
an agreement with the party regarding the contract for the services to be
rendered. This contract will be based on the fees included in the party's
proposal.
Where it is determined by the contracting department that disclosure categories
do apply to the party, and party will be required to file disclosure statements, a
paragraph shall be added to the contract declaring that the party should be
considered a designated position in the conflict of interest code. The department
head shall recommend to the City Manager the appropriate disclosure
categories. The department head shall insure that parties are advised of the
policy and of any requirements under conflict of interest codes.
Where it is determined by the contracting department that disclosure categories
will not apply to the party, and party will not be required to file a disclosure
statement, a paragraph shall be added that requires the party to verify that there
are no hidden or unknown conflicts of interest in his organization.
Upon successful negotiation of a contract for services, a standard form personal
services agreement, prepared by the City Attorney shall be utilized to finalize the
transaction. If an agreement on the contract for services to be rendered cannot
be reached, the department head shall begin negotiating with the next most
qualified party. (See Section III).
Master Agreements may be issued for a period of 3 years with two (2) one-year
extensions and have no fixed dollar amount.
An agreement shall not be executed unless sufficient funds have been
appropriated in the departmental and/or the designated project account. The
City Manager will have the discretion to reallocate budgeted funds and to make
exceptions for unbudgeted personal services within approved budget
authorization limits.
0 0
CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
PERSONAL SERVICES
SELECTION GUIDELINES 7 of 7 9/7/04 112
VII. Contract Approval
Approval Authority for personal service contracts shall be as follows:
Specific Projects
$25,000 or less, City Manager approval
$25,000 or more, City Council approval
Provided sufficient funds have been provided in the departmental and/or
designated project account, the City Manager is authorized to execute
amendments to City Council approved agreements up to twenty five (25)
percent of the value of the contract.
Master Agreements
City Council approval. City department heads may authorize requisitions
for specific projects, not to exceed $50,000 per project proposal, per year
for qualified consultants included on the Master Agreement provided
sufficient funds have been appropriated in the departmental and/or the
designated project account. The City Manager will have the discretion to
reallocate budgeted funds and to make exceptions for unbudgeted
personal services within approved budget authorization limits.
CEQA, NEPA and Developer Deposits
Due to the restrictive timetables of CEQA and NEPA process, all personal
service agreements for professional services related to these processes in
which the developer monetarily reimburses the City prior to the execution
of the contract may be approved by the City Manager. Additionally, all
other contracts related to development processing in which the developer
monetarily reimburses the City prior to the execution of the contract
(Applications subject to the City's Developer Deposit Program) may be
approved by the City Manager.
VIII. Record of Qualified Personal Service Providers
Department heads shall maintain a file of names and brochures of the various
qualified parties who have expressed a general interest in doing work for the
City. This file will be used for purposes of soliciting personal service proposals.
The department head shall have the discretion to select and limit the number of
qualified firms to be kept on file and receive requests for proposals from the City.
F.e .=9
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
H,Tt ivsanluanc apistrano.org
ESTABLISHED 1961
1776
AR
MEMBERS OF THE CITY COUNCIL
NOTIFICATION OF MEETING OF POTENTIAL INTEREST
OF THE SAN JUAN CAPISTRANO CITY COUNCIL
SAM ALLEVATO
THOMAS W HRIBAR
MARK NIELSEN
JOE SOTO
DR. LONDRES USO
The City Council of San Juan Capistrano will meet at 7:00 p.m. on July 17, 2007 in the
City Council Chamber in City Hall, to consider: "Consideration of Consultant
Selection for the 2008 Housing Element Update (Source Point) City Council
Priority 6A" — Item No. D8.
If you have specific thoughts or concerns regarding this item, you are encouraged to
participate in this decision making process. You can communicate with the City Council
through correspondence addressed to the Council and/or by attending the meeting and
speaking to the Council during the public meeting.
Correspondence related to this item must be received at the City Clerk's office by 5:00
p.m. on Monday, July 16, 2007 to allow time for the Council to consider its content.
If you would like to speak at the meeting, please complete a yellow "Request to Speak"
form found inside the entrance to the Council Chamber. This form is turned in at the
staff table, just in front of the Council dais. You will be called to speak by the Mayor
when the item is considered.
You have received this notice at the request of the City staff member Lynnette
Lehmann, Management Analyst II. You may contact that staff member at (949) 443-
6324 with any questions.
The agenda, including agenda reports, is available to you on our web site:
www.sanouancapistrano.org. If you would like to subscribe to receive a notice when
agendas are posted to the web site, please make that request by sending an e-mail to:
cityclerk-sanivancapistrano.org.
Meg Monahan, MMC
City Clerk
cc: Source Point'; Steven Apple, Planning Dircetor; Lynnette Lehmann,
Management Analyst II
Received staff report
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on tao°h recycled paper
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92875
(949) 493-1171
(949) 493-1053 FAx
wwwsan/uancapistrana.org
July 19, 2007
0
//,,,�yy Ip[OAYARPIfO
�AusAIA 1961
1776
NOTIFICATION OF ACTION BY THE
CITY COUNCIL OF SAN JUAN CAPISTRANO
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
THOMAS W. HRIBAR
MARK NIELSEN
JOE SOTO
DR. LONDRES USO
On July 17, 2007, the City Council of San Juan Capistrano met regarding:
"Consideration of Consultant Selection for the 2008 Housing Element Update
(Source Point) City Council Priority 6A" Item No. D8.
The following action was taken at the meeting: Personal services agreement with
Source Point for consultant services to prepare the 2008 Housing Element
Update, in an amount not to exceed $46,980, including revision to Section 15.
Termination clause of the agreement revised to read "City and Consultant shall
have the right to terminate...," and Exhibit A to the agreement, (page 30 of the
Source Point proposal — Project Schedule and Costs — following Allocation of
Work Hours (Dollar Value) — add "Unless City requires additional work or
meetings that were not part of the scope of this program, Source Point will put in
the effort required to achieve final approval by the State of California Department
of Housing and Community Development (HCD) at no additional cost to City
above the budget specified above" approved.
If you have any questions regarding this action, please contact Lynnette Lehmann,
Management Analyst II at (949) 443-6324 for more detailed information.
Thank you,
'V
Vt,tygCMnahan,MMC
I rk
Cc: Source Point"; Steven Apple, Planning Dircetor; Lynnette Lehmann,
Management Analyst I I
San Juan Capistrano: Preserving the Past to Enhance the Future
0 printed on 100% recycled paper