City Council Agenda Report
June 18, 2024
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: John P. Ramirez, Director of Community Development
Richard Newton, Emergency Preparedness Manager
Sandra Duran, Senior Management Analyst
SUBJECT: AGREEMENT AMENDMENT NO. 3 FOR ON-CALL COMMUNITY
DEVELOPMENT CONSULTANT SERVICES AND ADDITIONAL SERVICES Background:
On November 7, 2023, City Council approved an agreement with The Code Group, Inc. (VCA) to provide on-call Community Development Consultant and Additional Services intended to support Community Development and other City departments with staff augmentation services, priority projects, long-range planning projects, technical review and preparation for environmental review documents. The agreement was approved for an amount not-to-exceed $150,000 annually for a three-year term and ends October 2026.
Amendment No. 1 increased the maximum compensation amount of the contract to $150,000 annually as approved. The contract with VCA currently helps offset staff shortages in the Building and Planning Divisions. Community Development Department (Department) has used the following services since the contract was executed: Building Inspection Services, Building Official Services, Senior Permit Techician Services, and Planning Manager Services. The Department is working closely with the Human Resources Department to recruit for the vacant positions and has multiple recruitments underway. On June 4, 2024, City Council approved Amendment No. 2 increasing the maximum compensation amount of the contract to $375,000 through October 25, 2024.
VCA and their consultants submitted a proposal for design services for the Security & Safety Improvements and Emergency Operations Center (EOC) Bathroom Upgrades Projects. The project includes architectural and engineering design services for the project areas. The project will create a secure entryway into City Hall; re-configuring the current entrance to accommodate a greeter counter and additional office space for Public Safety staff. The adjacent office area in Room 15 will be converted to office space for Community Development and Public Affairs staff. Additionally, the EOC restrooms in the lower level of City Hall will be remodeled and
City Council
Community Development Consultant and Additional Services Agreement Amendment No. 3
June 18, 2024
Page No. 2
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7 updated to substantially meet ADA (Americans with Disabilities Act) compliance standards. The design services include preliminary design and final architectural / engineering construction documents as required for City’s Building Division review and approval.
The breakdown below identifies the proposed design costs:
Schematic / Preliminary Design including 3D sketches and design development refinements based on Owner input: $24,000
Architectural Construction Documents (Articles 1 & 2): $25,000 Architect’s Construction Administration duties (Article 3) $25,000 Permit processing services (if required) for Building Dept. review phase: $4,000 Mechanical, Electrical & Plumbing Engineering Design: $26,400 *Optional Interior Design for selections of interior materials and colors): $10,000 AutoCAD – As-Built Survey: $10,830
Structural Engineering Design Services: $25,000
Structural Engineer Construction Administration: $3,000 Contingency (10%): $15,323
Total Estimated Design Services: $168,553
Fiscal Impact:
Design services will be funded by the American Rescue Act Plan Act Fund balance of $272,000 for safety and security improvements to City Hall.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goal: 1 - Provide high quality customer service to the community.
Recommended Action:
Staff recommends City Council approve Amendment No. 3 to the agreement with The Code Group, Inc. through October 25, 2024 design services, in an amount not to exceed $170,000, in addition to the $375,000 approved for on-call services; and authorize the City Manager to execute the amendment and amendments for design services within the 10% contingency, on behalf of the City, in a form approved by the City Attorney.
Attachments:
N/A