CONTRACT 4718 CLOSEDAgreement No. 4718
Agreement No.
CONTRACT FOR PROFESSIONAL SERVICES
BETWEEN
THE CITY OF EL SEGUNDO AND
LILLEY PLANNING GROUP
This AGREEMENT is entered into this D day of November, 2014, by and between
the CITY OF EL SEGUNDO, a general law city and municipal corporation ( "CITY ") and
LILLEY PLANNING GROUP, a California S corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed thirty thousand dollars ($25,000) for CONSULTANT's services. CITY
may modify this amount as set forth below. Unless otherwise specified by written
amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit `B," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated herein.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other 'personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY as specified in
Exhibit "A ", Scope of Services, necessary or proper to perform and complete the
work and provide the professional services required of CONSULTANT by this
Agreement.
3. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit `B ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
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4. POLITICAL REFORM ACT. CONSULTANT agrees that it will be considered a public
official subject to the Political Reform Act of 1974 for purposes of this Agreement.
CONSULTANT agrees and warrants that it has no financial interests which may be materially
affected by the project for which the Initial Study, as specified in the SERVICES, is being
prepared. Such financial interests may include, without limitation, interests in business entities,
real property, or sources of income exceeding $500 received within the past year.
CONSULTANT further warrants that, before executing this Agreement, it reviewed the Political
Reform Act of 1974 and the Fair Political Practices Commission regulations, including, without
limitation, Chapter 7 of Title 2 of the California Administrative Code, Section 18700, et seq., in
order to determine whether any conflict of interest would require CONSULTANT to refrain
from performing the SERVICES or in any way attempting to use its official position to influence
the governmental decisions underlying the subject environmental clearances.
5. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT represents that CONSULTANT
has
i. Thoroughly investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT represents that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
C. Although CITY has a duty to the public to independently review any
environmental document, including, without limitation a negative declaration or
draft EIR, prepared by CONSULTANT, that duty to the public, or the breach
thereof, will not relieve CONSULTANT of its duties under this Section or any
representation provided by CONSULTANT in this Agreement.
6. KEY PERSONNEL.
A. CONSULTANT's key personnel assigned to perform work under this Agreement
and their level of responsibility are as follows:
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Raneika Brooks, Assistant Planner
B. The resume of the individual identified in this Section are attached to this
Agreement, collectively, as Exhibit "C," and incorporated by reference.
C. In the event CITY objects to the continued involvement with this Agreement by
the person listed in this Section, CONSULTANT agrees that it will replace such
persons with individuals that are agreed to by CITY.
7. TERM. The term of this Agreement will be from November 1, 2014, to September 30,
2015. Unless otherwise determined by written amendment between the parties, this Agreement
will terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 15.
8. TIME FOR PERFORMANCE. CONSULTANT will not perform any work under this
Agreement until:
A. CONSULTANT furnishes proof of insurance as required by this Agreement; and
B. CITY gives CONSULTANT a written Notice to Proceed.
C. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify CITY within forty -eight hours (48 hours),
in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. CITY may, but is not required to, extend the completion time, when
appropriate, for the completion of the contracted services.
10. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
11. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
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12. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
13. PROJECT COORDINATION AND SUPERVISION.
A. Jennifer Lilley will be responsible for negotiations and contractual matters with
CITY's Project Manager.
B. Jennifer Lilley will be assigned as Project Manager and will be responsible for job
performance and coordination with CITY's Project Manager.
C. Kimberly Christensen, AICP, Planning Manager will be assigned as CITY's
Project Manager and will be personally in charge of and personally supervise or
perform the technical execution of the Project on a day -to -day basis on behalf of
CITY and will maintain direct communication with CONSULTANT's Project
Manager.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION..
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause. Notice of termination will be in writing.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
D. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
E. By executing this document, CONSULTANT waives any and all claims for
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damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
city without CITY's prior written approval. All press releases, including graphic display
information to be published in newspapers or magazines, will be approved and distributed solely
by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify, including, without limitation, CITY's
defense costs (including reasonable attorney's fees), from and against
any and all suits, actions, or claims, of any character whatever,
brought for, or on account of, any injuries or damages sustained by
any person or property resulting or arising from any negligent or
wrongful act, error or omission by CONSULTANT or any of
CONSULTANT's officers, agents, employees, or representatives, in
the performance of this Agreement, except for such loss or damage
arising from CITY's sole negligence or willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, reasonable attorney's fees),
injuries, or liability, arising out of this Agreement, or its performance,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct. Should CITY be named in any suit, or should any
claim be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
Exclusion for CEQA Actions. Notwithstanding the foregoing,
CONSULTANT need not indemnify, defend, or hold CITY harmless in
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CEQA actions initiated pursuant to Public Resources Code §§ 21167 and
21168 where CONSULTANT's work may form the basis of a lawsuit.
However, should CONSULTANT's work, as contemplated by this
Agreement, contain errors or omissions that results in an adverse ruling
against CITY, CONSULTANT agrees to indemnify and hold CITY
harmless to the extent provided for in Section 18(A)(i).
B. For purposes of this section "CITY" includes CITY's officers, officials and
employees.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
A. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS.
A. CONSULTANT agrees that CITY, or designee, has the right to review, obtain,
and copy all records pertaining to the performance of this Agreement.
CONSULTANT agrees to provide CITY, or designee, with any relevant
information requested and will permit CITY, or designee, access to its premises,
upon reasonable notice, during normal business hours for the purpose of
interviewing employees and inspecting and copying such books, records,
accounts, and other material that may be relevant to a matter under investigation
for the purpose of determining compliance with this Agreement. CONSULTANT
fiirther agrees to maintain such records for a period of three (3) years following
final payment under this Agreement.
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B. Upon inspection, CONSULTANT will promptly implement any corrective
measures required by CITY regarding the requirements of this Section.
CONSULTANT will be given a reasonable amount of time to implement said
corrective measures. Failure of CONSULTANT to implement required corrective
measures will result in immediate termination of this Agreement.
C. CONSULTANT will keep all books, records, accounts and documents pertaining
to this Agreement separate from other activities unrelated to this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT must procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits (combined single)
$1,000,000
$1,000,000
$1,000,000
Statutory requirement.
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Commercial General
Liability policy will be endorsed to name City, its officials, and employees as
"additional insureds" under said insurance coverage and to state that such
insurance will be deemed "primary" such that any other insurance that may be
carried by City will be excess thereto. Such endorsement must be reflected on
ISO Form No. CG 20 10 11 85 or 88. Such insurance will be on an "occurrence,"
not a "claims made," basis and will not be cancelable or subject to reduction
except upon thirty (30) days prior written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 01 06 92, including symbol 1 (Any Auto) or an acceptable equivalent.
D. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to maintain the
insurance in effect for a period of three (3) years after this Agreement expires or
is terminated ( "extended insurance "). Such extended insurance will have the same
coverage and limits as the policy that was in effect during the term of this
Agreement, and will cover CONSULTANT for all claims made by City arising
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out of any errors or omissions of CONSULTANT, or its officers, employees or
agents during the time this Agreement was in effect.
E. CONSULTANT will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement,
endorsements as required herein, and such other evidence of insurance or copies
of policies as may be reasonably required by City from time to time. Insurance
must be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONSULTANT's
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate.
23. USE OF CONSULTANT. CONSULTANT must obtain CITY's prior written approval to
use any consultants while performing any portion of this Agreement. Such approval must
approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
CITY:
City of El Segundo Planning & Building Safety
Department
350 Main Street
El Segundo, CA 90245 -3813
Attention: Kimberly Christensen, AICP,
Planning Manager
Phone: (310) 524 -2340
Fax: (310) 322 -4167
CONSULTANT:
Lilley Planning Group
564 South Brea Boulevard
Brea, CA 92821
Attention: Jennifer Lilley, President
Phone: (714) — 672 -9906
Fax: (714) — 672 -9908
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
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to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
27. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other parry. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
28. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County or in the Federal District Court in the District of
California in which Los Angeles County is located.
29. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are three (3) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
30. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Proposal for Services /Scope of Work;
B. Exhibit B: Budget; and
C. Exhibit C: Resumes.
31. RULES OF CONSTRUCTION. Each Parry had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
32. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
33. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's city manager, or designee, may execute any such amendment on behalf of CITY.
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34. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
35. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof
will be construed as both covenants and conditions, the same as if the words importing such
covenants and conditions had been used in each separate paragraph.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, embargo, government action, civil or military authority, the natural elements, or
other similar causes beyond the Parties' control, then the Agreement will immediately terminate
without obligation of either party to the other.
38. TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be
provided.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public agency.
[Signatures on next page]
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Agreement No. 4718
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO
a general 1114 city /' )
Greg
City
ATTEST:
T cy...�, aVett
1ty C1rI"
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
By for
Karl H. Berger, As ant City Attorney
LILLEY PLANNING GROUP
a California S Corporation
Jennifer �L111y,'
President
Taxpayer ID No. 37- 1552841
PAPlanning & Building Safety\Planning - Old\Consultant Ping Services\Lilley Planning Group\2014 -2015 PMC Planning
Services Contract.doc
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Agreement No. 4718
Exhibit A
Scope Of Services
Agreement No. 4718
EXHIBIT A
SCOPE OF SERVICES
The tasks that may be performed by LILLEY PLANNING GROUP in providing
planning application and permit processing and other planning services to the
City of El Segundo, include the following:
• Conduct project site visits and communicate directly with applicants
regarding the specific requirements and /or information necessary to
process applications;
• Receive, review and determine completeness of applications received;
• Review proposed development plans for compliance with City's General
Plan, zoning regulations, and any applicable design guidelines or Specific
Plan requirements;
• Review proposed development plans for conformance to the City's
development policies and standards contained in the General Plan and
zoning regulations, respectively;
• Coordinate the City's interdepartmental review of proposed projects;
• Meet with applicants to discuss their projects and any suggested design
changes, as necessary;
• Code enforcement activities including research, site inspection and
correspondence;
• Prepare staff reports, including conditions of approval and
recommendations, for consideration and action by the Planning
Commission and City Council;
• Prepare Planning Commission and City Council resolutions and /or
ordinances related to proposed development projects and CEQA
document certification;
• Prepare other documents related to Planning Commission and City
Council decisions relevant to development projects;
• Prepare and coordinate the posting, publication and mailing of all required
public notices;
Agreement No. 4718
• Coordinate the distribution of project - related documents to outside
agencies, as required;
• Schedule and assist in conducting public hearings before the Planning
Commission and City Council;
• Coordinate the preparation and filing of all required notices with the State
Clearinghouse and /or County Clerk;
• Work at public counter, by telephone and email responding to public
inquiries for zoning and other planning related information;
• Review plans for building permits, grading permits, and other related
permits; and
• Perform other related tasks as assigned by the Planning Manager and /or
the Director of Planning and Building Safety.
These services will be provided using City facilities and equipment in the City of
El Segundo Planning and Building Safety Department offices at 350 Main Street.
Agreement No. 4718
{. b
PLANNING GROUP
October 22, 2014
Ms. Kimberly Christensen, AICP
Planning Manager
City of El Segundo
350 Main Street
El Segundo, CA 90245
Email: kchristensen @elsegundo.org
Subject: Proposal to Provide Planning Services for the City of El Segundo
Dear Ms. Christensen:
We understand the City of El Segundo is in need of on -call planning services. We are very
excited to have an opportunity to submit our proposal and qualifications in response to this
need. Our firm specializes in providing on -call planning services to public agencies in
California. Our principal has focused her career offering outstanding as- needed services to
cities for more than 20 years. Our firm offers a strong reputation for outstanding customer
service, seamlessly fitting into the organizations we serve and delivering thorough and
accurate work products. We have professional staff available to assist the City of El Segundo
in a timely, professional and experienced manner.
Given our expertise and background, we begin work immediately, we are able to work
independently relieving the burden on City staff for training or oversight and we exceed the
expectations of our clients. Our staff has expertise in entitlement processing, advanced
planning, discretionary case processing, environmental review, and assistance to the public.
You will find through our qualifications package we are known for our ability to provide the
day -to -day operations of a planning department, fill -in where needed, assist with long -range
and current projects and ensure all work is consistent with the Code and General Plan,
compliant with all State and Federal laws, and meets all time requirements.
To ensure you receive the highest level of service and projects run smoothly and stay on
schedule, we will provide for you proactive solutions, consistent communication, and solid
coordination. Our office is located in the City of Brea and the staff we propose to serve the
City is local ensuring you have responsive and reliable services for the work requested. We
offer the City experienced planners with the skills and abilities matching the need at the time
requested and offer you the best options with respect to level of experience, qualifications,
and expertise.
All of our planners have joined the consulting world after spending some time working in
public agencies. This experience ensures our staff understands the City Hall environment
and work to represent each agency they serve. Our company does not work with private
developers to ensure we do not have even an appearance of a conflict of interest when
processing development applications. Our team includes experts in the entitlement process,
long -range planning policy, legislative requirements, environmental law and streamlining
Agreement No. 4718
requirements. We ensure our work is accurate, thorough, and prepared in a way that helps
staff, the public and decision- makers review and make informed decisions.
We would like to introduce you to our proposed planner, Ms. Raneika Brooks. Ms. Brooks is
an outstanding planner with 7 years of professional experience. She worked for the cities of
Malibu and the County of San Luis Obispo gaining a strong understanding of the internal and
external role of a planner in a City department. She has exceptional customer service,
entitlement processing, plan checking, CEQA review and excellent communication and
coordination with the public. Raneika also has excellent skills preparing written reports and
documents, exceptional work at the counter with the public, attention to detail and
outstanding presentation skills to Planning Commission and City Council. Raneika is
available for immediate work with the City of El Segundo. Raneika's billing rate would be at
an Assistant Planner level, 60.00 an hour. We have included Raneika's resume with this
proposal. We have additional terrific staff also available and can provide additional
resumes upon request.
I am the firm's President and Principal and will serve as contract manager for work provided
to the City of El Segundo. I can be reached at 714.672.9906 or by email at
JenniferQlilleyplanning.com. Our company is dedicated to adapting our services to your
organization to best suit your needs, meet your standards and provide services that
seamlessly fit into your process. We appreciate your time in reviewing our proposal. We are
confident you will find that our capabilities, technical expertise, and staff will add value to
your team and serve the community of El Segundo in the high quality manner you expect. I
look forward to the opportunity to speak with you about our services and the needs you
anticipate immediately or in the future.
Sincerely,
Jennifer A. Lilley, AICP
President
Agreement No. 4718
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PLANNING GROUP
Company Profile
The Lilley Planning Group is a full service, professional planning firm providing land use,
environmental and on -site planning consulting exclusively to public agencies throughout
California. Our mission is to provide outstanding, quality service to the clients and the
communities we serve and ensure that we add value and make a positive impression with each
assignment.
Jennifer Lilley, AICP, President of the firm, has been a professional planner for over twenty years
and has focused the last nineteen years of her career assisting more than 50 agencies with their
planning needs. Because of our extensive experience and exclusive dedication to provide
planning staff to public agencies, Lilley Planning is uniquely qualified to provide on -call services.
We have assembled a team of experienced professionals to deliver high quality contract
services. All of our staff has professional planning experience in the public sector, giving them a
unique and thorough understanding of the processes we will be implementing and the
challenges faced in city planning departments.
We have a proven track record providing professionals that have the technical competency to
meet the requested services of our clients as well as the ability to fit into the organization that
they are assigned. We believe you will find that we employ highly qualified and experienced
professionals whose skills, qualifications and previous responsibilities are a strong match to the
needs of any agency. We do this by employing the following practices:
Our clients have the opportunity to interview our staff before they are assigned.
0 Our planners have experience working for public agencies prior to working with us.
Agreement No. 4718
• The Lilley Planning Group knows that our reputation is our most valuable asset. To protect
it we do not over commit our staff and we only commit to work that our staff has the
qualifications to perform.
® Our staff maintains their professional development and we provide extensive training in
project management, land use law, CEQA, writing and public presentations skills.
• We maintain regular office hours to be accessible and available when needed.
• We consistently meet departmental standards including: deadlines, quality of work
products, courtesy and accessibility, accuracy of reports and information given to the
public, and responsiveness by gaining a firm understanding of expectations and
maintaining consistent communication with our clients.
• The Lilley Planning Group is committed to providing planning services that are cost
effective while maintaining productivity standards.
Added benefit of using the Lilley Planning Group:
• Our firm only bills for the time that our staff spends doing the work of the city. We do not
bill you for invoice preparation, supervision or training of our team, our administrative
functions or our internal management.
® We do not charge our clients for commuting, clerical service, resolving issues or meeting
to discuss assignments with our Contract Manager.
• Our invoices will provide for you a review of the case history, summary of the total
amount of time and cost incurred and the remaining funds available on account to
keep applicants and city staff apprised of the status of each project.
• Meet all deadlines and standards of quality for the client.
i Integrate seamlessly into department operations..
• Effectively contain consulting costs and provide billing support for the city's cost recovery
system.
• Establish excellent customer relations on behalf of the city with citizens and applicants.
• We work to ensure we never have even the appearance of conflicts of interest.
Agreement No. 4718
Services
Planning Services: we provide on -call staff on an as- needed basis to public agencies. We
employ journey level experienced assistant, associate and senior level staff available for part-
time and /or full -time work. We also have seasoned professionals available to provide interim
management for planning, community development or city management assignments. Our
staff is experienced with both advanced and current planning assignments. We offer
environmental analysis, review, documentation and management. We manage cases and
conduct all levels of review from field inspections, plan analysis, production of reports and
resolutions, develop recommendations and supporting findings for action by staff or city officials.
We provide entitlement processing for conditional use permits, site development permits,
subdivision maps, sign programs, variances and other discretionary and administrative
applications. We are skilled at working with applicants to help them find solutions to meet the
code or conform to design guidelines or other special policies. We approach this work by:
• Reviewing and processing all aspects of current planning applications
• Advising and assisting the public and other City departments
• Assisting with issues and problems for projects
• Assisting with establishing General Plan goals, policies and implementation programs
• Reviewing, analyzing and coordinating related planning activities
• Preparing written staff reports for consideration by the Commissions and City Council
• Managing all aspects of assigned projects including noticing and CEQA requirements
• Conducting research and special studies
• Prepare zoning code amendments, General Plan updates and other policy documents
as necessary, including research and public workshops
Agreement No. 4718
' Attend and make presentations to the Planning Commission and /or City Council and
respond to questions as requested
Provide guidance and oversight to City Planning staff.
We also have the ability to offer free interns to assist cities at no charge and with our training and
supervision.
Building Services: We offer our clients full building department, plan check and inspection
services including:
• Department Counter Services: our staff offer customer - oriented assistance to the
general public with filing applications and submitting necessary documents for all
building department services and permits, to ensure compliance with applicable
laws, codes and ordinances. We work with the public to help them with their
requests, solve issues and find appropriate options where possible.
Plan Check Services: we have capable and knowledgeable professionals that can
consultation with the public and contractors as needed to assist in the design
process. Plan checking is completed in a professional, efficient, and accurate
manner and accordance with all state and federal regulations, as well as codes and
ordinances adopted by City.
Inspections: our field team is knowledgeable with what it takes to review the work in
the field for compliance with approved plans, as well as all federal, state and local
codes, ordinances or regulations. We represent the City and ensure that we are
customer- friendly and compliance based. Problem solving and creative where
possible and professional and approachable at all times.
° Review of Documents: all certifications, test reports, manufacturers' specifications,
surveys and any other applicable documents will be collected, reviewed and utilized
to assure the proper use of methods and materials during the construction process
Agreement No. 4718
will be ensured through our team. We take steps to properly record our findings and
maintain records for future.information.
• Record Keeping: plan and permit files will be maintained in an organized and
accessible manner. All original plans and permit records will be kept in City offices at
all time and logs and communication is maintained to ensure that other staff has the
ability to find necessary documents in our absence.
• Interlacing with Other Agencies: our team has strong relationships in the industry and
offer our clients productive interface with other agencies to obtain approvals prior to
issuance of permits when it is determined that the scope of work proposed falls in
part within the jurisdiction of other agencies.
• Public Relations /City Representations: we take great pride in representing our clients.
All interaction with the public and any other public agency will be provided with
professionalism and in a manner that best represents your agency. Our staff ensure
that all technical interpretations are made in a professional and courteous manner,
whether in the office, field, or at public hearings.
Code Compliance /Enforcement Services: our professional staff has worked in municipal
government throughout the State of California for many years. We have the ability to come into
your organization and make interpretations, findings and assessments for code compliance
cases. Some of our clients are very proactive when it comes to enforcement and some prefer
to take a more reactive approach. Our team is familiar with the steps, process and approach in
either case. They will work to ensure the issues are addressed in a professional manner, with
respectful and productive tools to achieve the best results. Any written communications will
take the tone and style of your organization to reflect the intention of the organization. We use
clear language that is information and helpful while including code references to provide
context and clarification where appropriate. Our team has provided field inspections, meetings
Agreement No. 4718
and site visits for many years on complex and simple code issues and we work to resolve the
matter in a timely and productive manner. Finally, we ensure that proper and accurate records
are kept consistently and comprehensively throughout all cases. This ensures that there are
appropriate means to follow the process, understand all the steps that have been taken and
provide the necessary follow up along the way. We are comfortable working with other city
departments including: planning, building, engineering, fire, police, finance, city attorney or the
City manager's office when necessary to bring all the right people into the matter to ensure a
complete resolution is found.
Environmental Review: we prepare initial studies, negative declarations, environmental impact
reports and mitigation monitoring programs. We provide peer review of other agency
documents and prepare responses to comments and conduct scoping meetings with the public
and stakeholder groups.
Project Management: we proactively manage our caseload to ensure that all deadlines are
kept and projects stay on schedule. We coordinate with various city departments for comments
and build relationships with department representatives to ensure good communication and
coordination is maintained throughout the life of each project. We ensure that all files and plans
are kept in your offices. We create a tracking log so that anyone in the city can identify,where
a case is in the process and what deadlines and next steps are necessary. We also ensure that
we keep an accurate log of communications with the applicants so that we have backup if
there is a question on information provided.
Customer Service: our staff sees this as their top priority. We take responsibility for each visitor to
City Hall and take pleasure in ensuring that they have the information they need. Our team
compiles a procedure handbook for each city we serve so that we have the ability to know
Agreement No. 4718
special policies, processes and responses to inquiries at a glance. The handbooks are provided
for each of our clients so they have them as a resource for new staff in the future as well.
Specialized Expertise: we offer a highly capable team of professionals that are specialists in
grant writing, design review, housing and CDBG program administration, building plan review,
engineering services, redevelopment staffing, meeting transcription, administrative support,
historic preservation and architectural review.
Professional Development Training: We believe that professional development is a high priority
and are always looking for opportunities to contribute to the professional growth and
development of others. Our firm has taken best practices that are in use throughout the industry
and have developed a series of training programs that are geared to the public sector. As an
added value to the clients that we serve we offer one free training for staff and /or planning
commissioners annually at no charge. We provide the handouts, curriculum, presentation
materials and even participation prizes at no additional cost to our clients. We believe this is a
service we can provide to add value to the organizations that we have the privilege of serving.
We use fresh, interactive, engaging methods of training and offer hands on experience with the
topics covered. Our trainings are relevant and interesting so that participants walk away
prepared and with the skills they need to be successful. Some of the topics that we have
developed include:
• Customer Service
• Improving Public Speaking /Presentation Skills
Fine Tuning and Improving Report Writing
• Conflict Management and Dispute Resolution
• New Commissioner /Councilmember Training
Agreement No. 4718
® Ethics
Effective Negotiating Techniques and Tools
a, Goal Setting
Creating an Effective Public Outreach
Becoming an Outstanding Project /Case Manager
Dealing with Difficult People
Facilitation /Public Outreach: we have provided facilitation and public outreach to many
different groups throughout California and share with our clients the tools and techniques that
are most effective. We enjoy working with people and we see the public as a useful resource
and not a barrier to the public process. As a facilitator, we are neutral and our role is to lead the
discussion, to listen to input and learn from the experts, the citizens. Our goal as the facilitator is
to spend more time listening and less time talking. The Lilley Planning Group has trained and
experienced professional facilitators on our team that are available to help your community with
public outreach efforts of any kind. We have provided this service for small groups dealing with
neighborhood issues to large visioning efforts with more than 500 participants.
We have provided recent facilitation and training services to the County of Sonoma, City of
Citrus Heights, City of Fullerton, City of Ventura, City of Anaheim, County of Ventura - Harbor
Commission, Pasadena Heritage, Pasadena Playhouse District Association, County of Los
Angeles Bike Coalition, City of Glendale, and City of San Gabriel. The following is an overview
of the services we offer as part of our public outreach efforts:
Planning and preparing for community meetings;
Developing materials, agenda, scripts, guidelines for participants and staff, presentation
tools and time blocking of the event;
Agreement No. 4718
• Holding and leading team meetings to ensure that all steps have been considered and
the event is well thought through and the program is thoroughly developed;
• Training other facilitators and conducting walk through and Q &A's on the agenda and
the recording steps if necessary;
• Room set -up and - preparation to ensure that all accommodations have been
considered, that the room is conducive to the audience that is expected and that the
audio and visual needs have been addressed;
• Guiding participants through interactive agendas and meeting materials;
• Leading keypad polling and respond to technical issues and other changes in real time;
• Providing problem solving and feedback to all team members including technical
support, facilitators and recorders throughout the event;
• Soliciting feedback from table participants and clarifying with them to ensure we have
captured their feedback;
• Conducting follow up evaluation meetings to review progress and make adjustments
prior to next steps;
• Preparing follow up materials and conducting debrief following the event; and
• Preparing summary reports and recommendations.
Agreement No. 4718
REFERENCES
The following includes a few of our current agencies
that we provide services for. We have
maintained a solid reputation for providing outstanding
service with all the clients we have
served. We are proud of the relationships that
we have built. We will provide additional
references upon request.
r
0'
1
Service: On -Call Staffing, Policy Document
City of Bellflower
Preparation, Project Management, Zoning
Mr. Rafael Guzman, Director of Planning
Code /General Plan Preparation, Facilitation
562 -804 -1424
Services - Facilitation, Recommendations
16600 Civic Center
Bellflower, CA 90706
rguzman @bellflower.org
Brian Lee, Director Community Development
blee @belllflower.org
Service: On -Call Services, Policy Document
City of San Gabriel
Preparation, Project Management, Zoning
Mr. Steven Preston, FAICP, City Manager
Code /General Plan Consistency Study,
626.308.2806
Facilitation Services - Strategic Planning,
425 Mission Avenue
Recommendations
San Gabriel, CA 91776
Spreston @sgch.org
Mark Gallatin, Planning Manager
mgallatin @sgch.org
Service: On -Call Planning Services -
City of Diamond Bar
Customer Service, Discretionary Case
Ms. Grace Lee
Management and Other Related Services.
Senior Planner
909.839.7032
21810 Copley Drive
Diamond Bar, CA 91765
glee @diamondbarca.gov
Service: On -Call Staffing, Policy Document
City of Villa Park
Preparation, Project Management, Zoning
Mr. Jarad Hildenbrand
Code /General Plan Preparation, Facilitation
City Manager
Services - Facilitation, Recommendations
714.998.1500
17855 Santiago Boulevard
Villa Park, CA 92861
jhildenbrand @villapark.org
Service: On -Call Staffing, Policy Document
City of El Monte
Preparation, Project Management, Zoning
Mr. Minh Tai
Code /General Plan Preparation, Facilitation
Community Development Director
Services - Facilitation, Recommendations
626.580.2001
11333 Valley Boulevard
El Monte, CA 91731
mthai@lmonte.ca.us
Agreement No. 4718
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Service: On -Call Planning Services -
City of Mission Viejo
Customer Service, Discretionary Case
Ms. Elaine Lister
Management.
Planning Manager
949 - 470 -3024
200 Civic Center
Mission Viejo, CA 92691
elister @cityofmissionviejo.org
Service: On -Call Planning Services -
City of Brea
Customer Service, Discretionary Case
Mr. David Crabtree, AICP
Management and Other Related Services.
Deputy Development Services Director/
City Planner
714.990.7674
One Civic Center Circle
Brea, CA 92821
dcrabtree @ci.brea.ca.us
Service: On -Call Planning Services -
City of West Hollywood
Discretionary Case Management,
Mr. John Keho
Environmental Documentation, Project
Planning Manager
Management, Special Projects.
323.848.6393
8300 Santa Monica Boulevard
West Hollywood, CA 90069
jkeho @weho.org
Service: On -call environmental services and
City of Santa Ana
Sign Study and Recommendations.
Ms. Karen Haluza, AICP
Planning Manager
714.835.3200
20 Civic Center Plaza (M -20)
P.O. Box 1988
Santa Ana, California 92702
KHaluza @santa- ana.org
Services: On -Call Services.
City of Lake Forest - Dev. Services Department
Ms. Gayle Ackerman
Director
949.461.3500
25550 Commercentre Drive Suite 100
Lake Forest, CA 92630
gackerman @lakeforestca.gov
Service: On -Call Services - Facilitation
County of Ventura
Services, Discretionary Case Management,
Ms. Kim Rodriguez, AICP
Special Projects, Environmental Preparation
Planning Manager
Services and Related Services
805.382.3001
800 South Victoria Avenue, L -1740
Ventura, CA 93009 -1740
kimprillhart@venturo.org
Agreement No. 4718
JENNIFER A. LILLEY, AICP
Principal
Ms. Lilley's experience was acquired in both the public and private sectors. Ms. Lilley
provides discretionary case review and processing, project management,
interdepartmental coordination, and urban design skills. Ms. Lilley has prepared both
general and specific plans for agencies and is experienced with zoning code update
amendments, and preparing user - friendly information related to the planning process.
She especially enjoys working with people through public outreach and has the
opportunity to plan and facilitate several efforts, including general plan visioning,
sphere of influence planning, personnel conflict resolution, goal setting, project
strategizing, and environmental scoping sessions.
Highlights of Ms. Lilley's experience prior to the Lilley Planning Group include:
Civic Solutions, Vice President and Director of Planning Services. Director for all of the
firm's planning services clients. This included project management, staff coordination,
and expert planning services. Prepared oral and written communications for Planning
Commission and City Councils. Provided CEQA review and documentation. Project
manager and key facilitator for outreach efforts and land use issues, including
environmental scoping and General Plan visioning processes. Facilitated for America
Speaks process to plan the rebuilding of the World Trade Center in New York City. Was
Liaison and project manager for the Golden Rain Foundation /PCM Leisure World.
General Plan project manager for the City of Rancho Santa Margarita.
Smothers & Associates, Project Manager. Provided current and advanced planning
services for municipalities. Prepared zoning code amendments, CEQA guideline
updates, and specific and master plan preparation. Prepared and conducted general
plan update amendments. Project manager for Irwindale Business Center Master Plan
(110 -acre business park development) and Irwindale Speedway (20 -acre entertainment
complex). Mediator who provided team - building workshops, staff /management
communication, goal setting, strategy sessions, and strategy implementation.
Facilitator for Neighborhood Improvement Committee, Design Review Commission, and
several community participation programs.
YFA, Contract Planner. Project manager for Zoning /General Plan consistency study and
public outreach facilitation. Research Analysis for the El Toro Re -Use Committee.
Research Analysis for Master Plan development in Beijing, China. Case Manager for
discretionary cases throughout Orange County and the San Gabriel Valley.
City of Brea, Planner. Responsible for Current and Advanced Planning projects.
Developed Downtown Sign Program, Inventory and redesign of Brea Plaza Shopping
Center. Research analysis to prepare and evaluate a citywide land use and traffic
management plan. Staff assistant for preparation and hosting "Brea by Design -a
downtown charrette" and "Sphere of Influence- Visioning ". Managed, prepared, and
implemented Video Citizen Information program - municipal marketing.
Highlights
• land use & environmental planning • public outreach & facilitation
• entitlement process management . training & professional development
Education
Bachelor of Arts Urban & Regional Planning Institute of Certified Planners
Affiliations
Section Director Orange County Section American Planning Association
American Planning Association -Board Member
Agreement No. 4718
Lilley Planning Group
Consulting Services
Contract Manager: Jennifer A. Lilley, President
The Lilley Planning Group will perform consulting services at the following hourly rates:
Senior Planner $90.00
Associate Planner $75.00
Assistant Planner $60.00
Rates reflect all costs for the office overhead, if any, including direct and
indirect costs. These fees reflect all anticipated fee increases during the
contract duration.
Agreement No. 4718
Exhibit B
Budget
Agreement No. 4718
Exhibit B
COMPENSATION
Lilley Planning Group will perform the Scope of Services on an hourly basis.
Lunch breaks will not be charged to the City. The maximum compensation
cannot exceed $25,000 without prior City Council approval. The hourly rate to be
charged for Raneika Brooks, Assistant Planner is $60.00 per hour.
Agreement No. 4718
Exhibit C
Resumes
Agreement No. 4718
RANEIKA K. BROOKS
SUMMARY
• Experienced professional with over 5 years experience in city planning.
• Designed government plans and policies affecting land use, zoning, community facilities, and
housing.
• Analyzed and wrote technical and statistical data reports.
• Experience and knowledgeable with laws, regulations and/or standards.
• Working knowledge of GIS
• BS Degree in City and Regional Planning
WORK EXPERIENCE
04/2013 — Present Mary Lind Recovery Centers Los Angeles, CA
Administrative Analyst
• Prepares responses to Requests for Proposals to secure contracts
• Manages service contracts to ensure compliance with conditions established by local, state, and
federal agencies
• Establishes and oversees administrative procedures to meet objectives of senior management.
• Participates in the determination of organizational policies regarding client eligibility and
program requirements
• Establishes and maintains relationships with other agencies and organizations in the community..
• Facilitates fund raising efforts to provide donations to clients
• Compiles statistical data for quarterly and annual reports to substantiate program progress
12/2010 — 04/2013 Mary Lind Recovery Centers Los Angeles, CA
Data Coordinator /Account Receivable
• Prepared monthly billing for Los Angeles County and HUD contracts
• Assisted with the preparation of responses to Requests for Proposals to secure contracts
• Reconciled bank statements
• Facilitated fund raising efforts to provide donations to clients
• Compiled statistical data for quarterly and annual reports to substantiate program progress
• Maintained CFO's files, employee personnel files, and fiscal files, including copies of checks,
invoices, payroll reports and correspondence
03/2005 — 04/2007 City of Malibu Malibu, CA
Associate Planner
• Steered the City's Public Works' Storm water Treatment Facility project through the planning
process to ensure compliance with the City's Zoning Ordinance, Local Coastal Plan, and the
California Environmental Quality Act (CEQA)
• Organized and processed California Environmental Quality Act compliance documents
• Coordinated planning development activities with those of other city departments, public utilities
and public agencies to solicit comments regarding projects
• Reviewed applications for complex residential, commercial, industrial and recreational
development determining compliance issues for city policies and state and federal laws
• Served as Planning Liaison to the Environmental Review Board and Native American Cultural
Resources Advisory Committee
• Coordinated public meetings with government officials, lawyers, developers, the public and/or
special interest groups to formulate, develop, or address issues regarding land use or community
plans
Agreement No. 4718
Raneika Brooks — Resume
Page Two
11/2003 — 03/2005 City of Malibu Malibu, CA
Assistant Planner
• Acted as Project Manager for routine application projects including analyzing and evaluating site
and architectural plans, performing technical reviews and making recommendations to ensure
compliance
• Determined effects of regulatory limitations on projects
• Conducted field investigations, surveys, site analyses, visual impact analyses to compile and
analyze data on social, regulatory, or physical factors affecting land use
• Recommended approval, denial, or conditional approvals of proposals
• Prepared graphic and narrative reports on land use data, including land area maps overlaid with
geographic variables such as overlay district, flood zone, geological hazard boundaries
• Discussed with planning officials the purpose of land use projects, such as conservation,
residential, commercial, industrial or community uses
• Answered questions and provided information to the public, investigated complaints and
recommended corrective action as necessary
• Collaborated to implement and administer the City's General Plan and development regulations
01/2003 — 11/2003 City of Malibu Malibu, CA
Planning Technician
• Inspected properties /structures for compliance with zoning codes and regulations
• Recommended approval
• Kept informed about legal issues involved in zoning codes, building codes, and/or environmental
regulations
• Processed permit applications and calculated appropriate fees
• Researched and drafted ordinances for review
08/2001— 12/2002 County of San Luis Obispo San Luis Obispo, CA
Planning Intern
• Participated in and support team planning efforts
• UtiIized GIS to conduct and to graphically present site analysis
• Applied County ordinances and planning area standards for proposed projects
• Reviewed applications for proposed wireless telecommunication facilities
• Made recommendations for compliance with local, state, and federal criteria
• Ensure projects' review by the Airport Land Use Commission for site located with the Airport
Overlay Zone
• Conducted site analysis
• Prepared, maintained, and updated maps
• Assisted with the coordination of community meetings to engage the public in the planning
process
EDUCATION
2003 California Polytechnic State University San Luis Obispo, CA
BS degree - City and Regional Planning
1996 American River College Sacramento, CA
AS degree - Math and Physical Science
PROFESSIONAL AFFILIATIONS
2003 — Present Member of the American Planning Association