City Council Agenda Report
December 17, 2024
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Alex Hamilton, Interim Director of Community Development Nancy Lee, Development Services Manager
SUBJECT: AGREEMENT AMENDMENT NO. 5 FOR ON-CALL COMMUNITY
DEVELOPMENT CONSULTANT SERVICES AND ADDITIONAL SERVICES Background:
On October 25, 2023, an administratively approved agreement for building services in the amount of $37,900 with The Code Group, Inc. dba “VCA Code” (VCA) was fully executed by the City.
On November 7, 2023, City Council approved agreements with 27 firms 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, and technical review. VCA was one of the firms selected and the compensation increased annually not-to-exceed $150,000. The following services have been approved:
•Amendment No. 1 – This amendment extended the on-call services and the maximum compensation amount increased to $150,000 annually. The agreement helps offset staff shortages in the Building and Planning Divisions. The Community Development Department (Department) has used the following services since the contract was executed: Building Inspection Services, Building Official Services, Senior Permit Technician Services, and Planning Manager Services. Currently, the contract services are for interim Director of Community Development since the recent retirement of the department’s director.
•Amendment No. 2 – On June 4, 2024, City Council approved Amendment No. 2 increasing the maximum compensation amount of the contract to $375,000 (an increase
City Council December 17, 2024
Agreement Amendment No. 5 for On-Call Community Development Consultant Services and Additional Services
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of $225,000) through October 25, 2024 for on-call professional Community Development Consultant and Additional Services.
•Amendment No. 3 – On June 18, 2024, City Council approved Amendment No. 3 to add City Hall design services which included a project budget of $170,000 to the total contract compensation.
•Amendment No. 4 – On October 1, 2024, City Council approved Amendment No. 4 through October 25, 2025 for plan check services and related services, in an amount not to exceed $300,000 (a $300,000 increase), in addition to the $545,000 compensation amount approved for on-call services and design services; and authorized the City Manager to execute the amendment and any future amendments for plan check and related services within a 15% contingency.
Amendment No. 5 is requesting additional funds to be paid in the amount of $75,000 for a shortfall of on-call professional service, for a total amount of $450,000 (increase from Amendment No. 2 of $375,000).
Fiscal Impact:
Due to personnel cost savings from the vacant Community Development Director position, there is funding for the on-call services available in the current FY 2024/25 Adopted Budget.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goals: 1 and 3 - Provide high quality customer service to the community and create and sustain a resilient and economically prosperous City.
Recommended Action:
Staff recommends City Council approve Amendment No. 5 with The Code Group, Inc. dba “VCA Code” for an additional $75,000, increasing the on call services amount to $450,000 through October 25, 2025.
Attachments:
N/A