City Council Agenda Report
April 15, 2025
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Alex Hamilton, Interim Director of Community Development SUBJECT: AGREEMENT AMENDMENT NO. 6 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 retirement of the department’s director.
•Amendment No. 2 – On June 4, 2024, City Council approved increasing the maximum compensation amount of the contract to $375,000 (an increase of $225,000) through October 25, 2024, for on-call professional Community Development Consultant and Additional Services.
City Council April 15, 2025
Agreement Amendment No. 6 – VCA Amendment No. 6 Page No. 2 1 3
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•Amendment No. 3 – On June 18, 2024, City Council approved adding 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 extending plan check and related services through October 25, 2025, 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 – On December 17, 2024, City Council approved additional funds to be paid in the amount of $75,000 for a shortfall of on-call professional service through October 25, 2024, for a total amount of $450,000 (increase from Amendment No. 2 of $375,000).
•Amendment No. 6 is requesting additional funds for the following services:
➢Plan check services - $206,000 for additional fundings for a shortfall for The Walk Project. This cost is paid for by the developer (pass-thru); and ➢Community Development Consultant Services for years two (October 2024-2025) and three (October 2025-2026) in addition to the original contract - $408,000 per year for years two and three (for staff augmentation).
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 for the remainder of the fiscal year and the budgets for Fiscal Years 2025/26 and 2026/27 will be budgeted accordingly.
Citizens Advised:
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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. 6 with $206,000 for plan check services and $408,000 for years two and three for on-call consulting services; and authorize the City Manager to execute the amendment on behalf of the City, in a form approved by the City Attorney.
City Council April 15, 2025
Agreement Amendment No. 6 – VCA Amendment No. 6 Page No. 3 1 3
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Attachments:
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