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NEWPORT BEACH
City Council Staff Report
COUNCIL STAFF REPORT
CITY OF
January 14, 2025
Agenda Item No. 13
ABSTRACT:
On June 28, 2022, the City of Newport Beach entered into a Professional Services Agreement with The Code Group, doing business as VCA Code, to provide building safety consulting services for the Community Development Department’s Building Division. Due to ongoing workload demands and staffing vacancies, these consulting services continue to be necessary. Amendment No. Two to the agreement, which proposes an additional $250,000, is now presented for the City Council’s consideration. The contract amendment will be funded through salary savings.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and
b) Approve and authorize the Mayor and City Clerk to execute Amendment No. Two to Professional Services Agreement with The Code Group, for Staff Augmentation and Plan Review Services to increase the contract amount by $250,000, for a not-to-exceed amount of $1,270,000.
DISCUSSION:
The Community Development Department engages consulting firms to provide plan check services in addition to on-call staff augmentation for inspection and permit technician services. Plan reviews are categorized into three key areas: mechanical - electrical-plumbing, structural, and building/fire-life safety. These consulting firms play an important role in supporting the department's ability to deliver high -quality customer service and meet timely turnaround expectations.
Additionally, staff augmentation helps address staffing needs for building inspections and front counter permit technician positions, ensuring consistent service delivery.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Seimone Jurjis, Assistant City Manager/Community Development Director - (949) 644-3282, [email protected]
PREPARED BY:
Tonee Thai, Deputy Community Development Director / Chief Building Official - 949-718-1867, [email protected] TITLE:
Amendment No. Two to Professional Services Agreement for The Code Group dba VCA Code for Building Safety Related Services Amendment No. Two to Professional Services Agreement for The Code Group dba VCA Code for Building Related Services January 14, 2025
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The Community Development Department conducted a Request for Proposals (RFP) process in 2022 to secure staff augmentation and building safety plan check consulting services. After a thorough review process, the City entered into a three-year professional services agreement with The Code Group for a total not-to-exceed amount of $900,000.
In July 2024, Amendment No. One was approved to increase the total compensation by $120,000 due to higher workload demands.
An additional amendment to the agreement is required to continue assisting applicants with building code plan check services, due to a vacant civil engineering position . The vacant civil engineering position will be filled in January 2025, but training of the new employee will be required before that individual is working to full capacity. Additionally, building inspection and permit technician staffing is needed to assist with a temporary permit technician vacancy and inspection needs.
Amendment No. Two , for an additional $250,000 is requested to the agreement to continue with plan check and staff augmentation. The revised not -to-exceed amount is $1,270,000 over the remaining term of the contract. The agreement will terminate on June 30, 2025, unless extended further . Prior to the agreement’s termination, staff will conduct a new RFP for building safety related services. Staff anticipates completing the RFP process and recommending consultants by June 2025.
FISCAL IMPACT:
The total cost for the amendment is $250,000 over the remaining term of the contract.
The adopted budget includes salary savings that will offset the cost of services. The costs will be expensed to the professional services account - 0105042-811008.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the enviro nment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Amendment No. Two to Professional Services Agreement Attachment B – Amendment No. One to Professional Services Agreement Attachment C - Professional Services Agreement with The Code Group dba VCA Code