Agenda Report
Fullerton City Council
MEETING DATE: JUNE 7, 2022
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: ERIC J. LEVITT, CITY MANAGER
PREPARED BY: KELLEE FRITZAL, CONSULTANT / SPECIALIST
TAYLOR SAMUELSON, ADMINISTRATIVE ANALYST II
SUBJECT: VARIOUS PROFESSIONAL SERVICE AGREEMENTS FOR
SPECIALIZED DEVELOPMENT SERVICES
SUMMARY
City Council consideration of Professional Services Agreement s (PSAs) for on -call consulting services with ten qualified vendors to provide a variety of specialized development services and consideration of an extension of an existing purchase order to support costs incurred with CSG Consultants Inc. through June 7, 2022.
RECOMMENDATION
1. Approve Professional Services Agreements for On -Call Consultant s: 4Leaf Inc., Bureau Veritas North America, CSG Consultants Inc., JAS Pacific, TRB + Associates Inc., True North Compliance Services, VCA Code Group, West Coast Code Consultants Inc., Willdan Engineering and Annealta Group.
a. Approve not-to-exceed $3,000,000 cumulative contractual service s for contract years one thr ough three across on -call consultants within annual budget appropriations for Building and Safety services category.
b. Approve not -to-exceed $562,500 c umulative contractual services for contract years one through three across on -call consultants within annual budget appropriations for Code Enforcement service category.
c. Approve not -to-exceed $1,000,000 cumulative contractual services for contract years one thr ough three across on -call consultants within annual budget appropriations for Fire Plan Check / Inspection Services service category.
d. Approve not -to-exceed $862,500 cumulative contractual services for contract years one thr ough three across on -call consultants within annual budget appropriations for Planning Services service category.
Specialized Development Services PSAs
June 7, 2022 - Page 2
2. Authorize City Manager , or designee , to execute and administer agreements and amendments, in a form approved by City Attorney.
3. Grant City Manager authority to execute and administer two one -year extension options, in a form approved by City Attorney, within the following parameters:
a. In an annual amount not-to-exceed $2,000,000 for contract extension years four and five within annual budget appropriations for Building and Safety service category.
b. In an annual amount not-to-exceed $374,666 for contract extension years four and five within annual budget appropriations for Code Enforcement service category.
c. In an annual amount not-to-exceed $666,666 for contract extension years four and five within annual budget appropriations for Fire Plan Check / Inspection Services service category.
d. In an annual amount not-to-exceed $574,666 for contract extension years four and five within annual budget appropriations for Planning Services service category.
4. Approve change order to Purchase Order No. C551130 to extend the period for services provided by CSG Consultants Inc. to June 7, 2022.
PRIORITY POLICY STATEMENTS
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
The city will incur costs for consulting services on an as needed basis, covered through annual adopted budget appropriations either by salary savings or existing professional and contractual services budget within each program area for a given fiscal year within the contract term. Departments seeking to utilize consultants will strive to informally bid out services within the approved on-call list.
Staff requests a retroactive purchase order amendment for CSG consultants, in addition to the professional service agreements presented in this report . The City has already incurred costs directly related to staff turnover and services for the following positions:
one Permit Technician
three Certified Building Inspectors
one Code Enforcement Officer
some limited overtime Building Inspector costs.
The amendment covers the completion of cost neutral building plan review services for developers in addition to the staffing costs.
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June 7, 2022 - Page 3
Staff has focused on recruitment and retention efforts to minimize dependency on outside consultants for roles which in-house City personnel can fill . Certain project-specific responsibilities may require one -time or limited-term work with the City often complete d using the services of outside consultants.
The cost for outstanding invoices covered by the amendment totals $424,973.85. Salary savings will cover these additional costs and does not require a budget adjustment. Staff has determined the department will remain within budget appropriations following the payment of these invoices and any outstanding costs through the end of the year.
DISCUSSION
Background
The City of Fullerton has utilized on -call consultants to complemen t and enhance customer service as well as support continuity of operations over the past 20 years. The nature of services can include highly specialized and/or project specific inspections or reviews. On-call services will help reduce the overall impact of vacancies and ensure continuity of service.
Addressing the fluctuating volume of development projects within the community exemplifies the added value of on -call services. The City can make c onsultant services available for larger scale projects at the developer’s expense . The Goodman Logistics Center Project provides an example of the benefit of outside developers , wherein the developer needed to utilize building inspection services at a higher frequency and cadence than the availa ble staff due to the size of the project . One-time expenditures such as this are best suited for on-call service.
The City has historically relied on one firm to provide similar professional services. Upon completion of this Request for Qualifications (RFQ) and the execution of agreements, ten firms will have a chance to provide specialized services, ensuring a fair estimate for the City while also improving efficiency when needs present themselves.
The City posted a Request for Qualifications for on -call plan check and inspection services as well as Code Enforcement services in September 2021. A total of 13 vendors submitted proposals for the RFQ. A panel of City staff reviewed the RFQs and selected ten of the 13 vendors to receive an award to provide on-call services for various areas of specialization.
The panel review balanced professional technical qualifications, costs and other factors in line with the City’s purchasing policy and the needs of the Department.
The request for proposals included four specialization categories to provide necessary on-call services:
Building and Safety
Planning
Code Enforcement
Fire Plan Check / Inspection Services
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The qualified vendors will enter into a three-year term with an optional renewal for two additional one-year periods based on the City’s needs and at its discretion.
As mentioned, on-call consulting services ensure continuity of government service , accurately address large-scale developments and address City Council directed special projects. The costs for the contract remain budget neutral as budgeted professional and contractual fees or salary savings of temporarily vacant positions cover the costs.
Consultants would conduct s ervices on an as needed basis until the departments have met obligations for a given project or the City fills a vacant position with qualified personnel.
Building and Safety Services
The on-call service for Building and Safety will provide support staff which may include a building inspector, permit technicians and off-site plan examiner s / engineers. Division Managers monitor all consultants.
Consultants will review all plans and supporting documents submitted for projects with a requested building permit. In addition to reviewing projects, they will prepare reports specifying corrections and transmit communication to applicants.
The consultants will also review project s and provide commentary on City-defined timeframes, as well as process plan revisions and validate that those corrections are both satisfactory and timely.
Responsibilities in the Building and Safety category may also include answering public inquiries by telephone, mail or in person or at the public counter regarding plan reviews, application submittals and other requirements.
Staff reviewed applicants based on requirements outlined in the RFQ and selected t he following vendors for the Building and Safety on-call list:
4Leaf
Bureau Veritas
CSG Consultants, Inc.
TRB + Associates, Inc.
True North Compliance Services
VCA Code
West Coast Code Consultants, Inc.
Willdan Engineering.
The following table highlights a few of the major Building and Safety hourly rate costs by category as further referenced within each respective professional service agreement:
Major Hourly Rates - Building and Safety Services
Vendor Names Bldg Inspector Permit Tech Building Official 4Leaf $80/Hr $65/Hr $155/Hr
Bureau Veritas $85-$100/Hr $60-$80/Hr $140/Hr
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CSG Consultants, Inc. $95/Hr $75/Hr N/A
TRB + Associates, Inc. $80/Hr $65/Hr $150/Hr
True North Compliance
Services
$85/Hr $65/Hr $145/Hr
Planning Services
The Planning On-Call Service will involve a variety of responsibilities requir ing subject matter expertis e and technical knowledge. Technical skills required for this expertise range from drafting resolutions and staff reports to analyzing zoning ordinances and California Environmental Quality Act ( CEQA) compliance. Other skills required may include the ability to review General Plan requirements as well as utilizing architectural tools and analyzing data. Vendors may co mplete staff reports, analyze policy and ordinances and collaborate as needed. Lastly, this category of service requires the ability to communicate with members of the public and project applicants.
Staff reviewed applicants based on requirements outlined in the RFQ and selected t he following vendors for the Planning Services on-call list:
Annealta Group
CSG Consultants, Inc.
VCA Code Group
Willdan Engineering
The following table highlights a few of the major Planning Service hourly rate costs by category as further referenced within each respective professional service agreement:
Major Hourly Rates – Planning Services
Vendor Names Planning
Tech.
Asst. Planner Assoc.
Planner
Senior Planner
Annealta Group $65/Hr $85/Hr $115/Hr $150/Hr
CSG Consultants,
Inc.
$105/Hr $125/Hr $140/Hr $155/Hr
VCA Code Group $70-$85/Hr $85-$105/Hr $105-$135/Hr $145-$165/Hr Willdan Engineering $95/Hr $110/Hr $130/Hr $150/Hr
Code Enforcement Services
The Code Enforcement On-Call Services range from investigating complaints, conducting research, compiling reports and issuing citations. Consultants will have expertise in code compliance as it relates to pertinent Municipal, Uniform Housing, C alifornia Building / Health and Safety and other relevant federal, state and local regulations.
The City prefers California Association of Code Enforcement Officer s (CACEO) certification for consultants performing this area of work. Selected vendors will collaborate with staff and ensure professional performance of Code Enforcement duties as deemed necessary by the City.
Staff reviewed applicants based on requirements outlined in the RFQ and selected th e following vendors for the Code Enforcement Services on-call list:
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4Leaf
CSG Consultants, Inc.
VCA Code
Willdan Engineering.
The following table highlights a few of the major Code Enforcement hourly rate costs by category as further referenced within each respective professional service agreement:
Major Hourly Rates – Code Enforcement Services
Vendor Names Admin Support Code Enf. Officer Senior Code Enf. Officer 4Leaf $85/Hr $110/Hr $130/Hr
CSG Consultants,
Inc.
N/A $90/Hr $130/Hr
VCA Code Group $55-$65/Hr $75/Hr $95/Hr
Willdan
Engineering
$55/Hr $70/Hr $125/Hr
Fire Plan Check Services
The Fire Plan Check On-Call Services include supporting the Fire Department in their performance of on -site and off -site as well as expedited plan review for residential, commercial and industrial (structural and non-structural) building plans, fire suppression, detection and alarm system plans.
Consultants will complete life -safety inspections, ensure compliance for approved documents, codes and standards. Consultants will field questions and public inquiries as well as write staff reports, resolutions, ordinances and provide public presentations.
Timely plans review, revisions and corrections are also an important part of this service.
The selected consultant will work collaboratively and jointly with the Fire Marshall on projects and services deemed necessary by the Fire Department.
Staff reviewed applicants based on requirements outlined in the RFQ and selected t he following vendors for Fire Plan Check Services on-call list:
4Leaf
Bureau Veritas
CSG Consultants, Inc.
The following table highlights a few of the major Fire Plan Check hourly rate costs by category as further referenced within each respective professional service agreement:
Major Hourly Rates – Fire Plan Check Services
Vendor Names Fire Inspector Fire Plan
Examiner
Fire Prev. Off/Fire Protection
Eng.
4Leaf $105/Hr $130/Hr $130/Hr
Bureau Veritas $110/Hr $110/Hr $140/Hr
CSG Consultants,
Inc.
$120/Hr $120/Hr N/A
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Compensation and Contract Terms
Selected vendors will work with staff at the time staff initiates a request for service. Costs will remain in line with rates outlined within each vendors’ PSA. The term of active service is contingent on the needs and discretion of the City . Time of performance may vary between service areas, project or role.
Attachments:
Attachment 1 – Professional Services Agreement with 4Leaf Inc. Attachment 2 – Professional Services Agreement with Bureau Veritas North America Attachment 3 – Professional Services Agreement with CSG Consultants Inc. Attachment 4 – Professional Services Agreement with JAS Pacific Attachment 5 – Professional Services Agreement with TRB + Associates Inc. Attachment 6 – Professional Services Agreement with True North Compliance Attachment 7 – Professional Services Agreement with VCA Code Group Attachment 8 – Professional Services Agreement with West Coast Code Group Attachment 9 – Professional Services Agreement with Willdan Engineering Attachment 10 – Professional Services Agreement with Annealta Group