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APPROVE A MOTION AWARDING A SERVICE AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. FOR ON-CALL PLANNING PROFESSIONAL SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Service Agreement in the amount of $600,000 to Michael Baker International, Inc. (Attachment A) for on-call planning professional services; and
2. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Community Development Department utilizes a combination of staff and contracted planning services (i.e., staff augmentation) to meet workload demands and provide specialized planning services. This approach minimizes staffing fluctuations and reduces potential layoffs that could occur due to the cyclical nature of development. Supplemental consulting staff provide the necessary resources to meet processing timeframes and provide specialized expertise.
On August 21, 2025, the City advertised a Request for Proposals (RFP) for on-call planning professional services, Project No. PUR-26-003. Six (6) firms submitted proposals for this project. A Selection Committee evaluated proposals, interviewed applicants and found Michael Baker International, Inc. to be the most qualified and highest-ranking firm.
Staff recommends Council approve a motion to award a three-year Service Agreement in the amount of $600,000 ($200,000 annually) to Michael Baker International, Inc. for on-call planning professional services, Project No. PUR-26-003. Contracted services will begin March 1, 2026, and will expire February 28, 2029, with the option of one (1) two-year extension at the same annual rate. If the extension is utilized, the total aggregate agreement amount will not exceed $1,000,000. This Agreement is fully funded by the Development Services Fund and there is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
DISCUSSION
Background
The Community Development Department has supplemented staffing levels and specialized planning services for over ten years. A combination of modest staffing increases and use of consulting services was determined to be the most responsible way to address increasing development activity and demand for planning activities such as development code updates, financial impact analysis of new development, and implementation of General Plan policies and programs. This approach avoids over-hiring of permanent staff in response to cyclical development activity by using consultants to augment staffing levels and procures specialized planning services that would not be economical to provide by hiring permanent specialist staff.
On July 14, 2016, a Request for Proposals (RFP) was advertised for on-call and specialized planning services to address the increased workload associated with cyclical development activity. Proposals were received from six (6) planning consultant firms, and Michael Baker International, Inc. was the highest-ranking firm. On December 6, 2016, the City Council approved a contract with Michael Baker for on-call planning services, which is scheduled to expire in February 2026.
Present Situation
On August 21, 2025, the City advertised an RFP for On-Call Planning Professional Services, Project No. PUR-26-003. On September 25, 2025, seven (7) proposals were received from the following firms:
• 4Leaf, Inc.
• CSG Consultants, Inc.
• Harris & Associates, Inc.
• Interwest Consulting Group, Inc.
• J.B. Anderson Land Use Planning
• Michael Baker International, Inc.
• MNS Engineers, Inc.
A Selection Committee evaluated and ranked all proposals based on each firm’s qualifications, relevant experience, services offered, and service cost; and based on the initial rankings, interviewed the top three firms. Upon conclusion of this process, Michael Baker International, Inc. received the highest ranking based on the noted criteria and determined to be the most qualified firm for this project. Compensation will be on a time basis for services rendered.
Staff recommends Council approve a motion to award a three-year Service Agreement in the amount of $600,000 ($200,000 annually) to Michael Baker International, Inc. for On-Call Planning Professional Services, Project No. PUR-26-003. Contracted services will begin March 1, 2026 and will expire February 28, 2029, with the option of one (1) two-year extension at the same annual rate. With the extension, the total aggregate agreement amount is not to exceed $1,000,000.
Findings
Pursuant to Stockton Municipal Code (SMC) Section 3.68.070, the Council may approve findings that support an exception to the competitive bidding process. The following findings justify such an exception:
1. The City does not have the staff, resources, or capacity required to meet workload demand. Michael Baker International, Inc., has demonstrated that they possess the capacity and capability to assist the City in meeting workload demand.
2. A combination of increased staff and consulting services is the most responsible way to address increasing development activity because it avoids over-hiring permanent staff in response to cyclical development activity.
3. Use of the RFP process is appropriate for this Professional Service Agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a vendor that will provide the highest quality professional service which is in the public interest.
4. The City negotiated the contract following solicitation of competitive proposals in accordance with SMC Section 3.68.070.A.3.
FINANCIAL SUMMARY
The FY 2025-26 Annual Budget includes an appropriation of $200,000 in the 220-221 Development Services Fund, Planning Division (5520) for On-Call Planning Professional Services. Fund 220-221 is anticipated to have sufficient funds to sustain these expenditures each year, as outlined below. Fund appropriations will be budgeted in subsequent fiscal years and subject to Council approval during the annual budget development process.
Original Three-Year Term Optional Two-Year Extension
FY 2025-26 $200,000 FY 2028-29 $200,000
FY 2026-27 $200,000 FY 2029-30 $200,000
FY 2027-28 $200,000 TOTAL $400,000
TOTAL $600,000
This Agreement is fully funded by the Development Services Fund and there is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Professional Services Agreement