TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: FIRE CHIEF
DATE: MARCH 1, 2022
Placentia City Council
SUBJECT: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES
DENNIS GRUBB AND ASSOCIATES, LLC. FOR FIRE
MARSHAL SERVICES FOR PLACENTIA FIRE Al
DEPARTMENT
FISCAL
IMPACT: $25,500 Department Contract Services (103065-6290) SUMMARY:
AGREEMENT WITH
PREVENTION/FIRE
VD LIFE SAFETY
On June 4, 2019, the City Council voted to establish the Placentia Fire & Life Safety Department (PFLSD). As part of that decision, the City Council directed the City Administrator to take the necessary steps to implement the Department, which includes taking steps to ensure that buildings within city limits are regularly inspected for fire safety. On October 4, 2021, a Professional Services Agreement (PSA) was executed with Dennis Grubb and Associates, LLC (DGA) to provide the PFLSD with various fire prevention related services including, but not limited to, fire plan review, fire prevention inspections, and acting as the City's Fire Marshal.
The PSA with DGA includes a two-year contract term with the contract amount of $24,500 which was approved under the purview of the City Administrator's signature authority. DGA began fire prevention services in January 2022, and due to the backlog of inspections due in the city, as well as taking over other Fire preventative responsibilities, PFLSD needs to increase the compensation of the original contract with DGA — resulting in Amendment 1 (Attachment 1).
Given the new contract total is $50,000, which exceeds the City Administrator's cumulative authority, the proposed Amendment is being presented for City Council consideration.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 1 to the Professional Services Agreement with Dennis Grubb and Associates LLC. to increase the original compensation from $24,500 to $50,000; and
2. Authorize the City Administrator to execute the necessary documents, in a form approved by the City Attorney.
1. e.
Mar. 1, 2022
City Council Agenda
March 1, 2022
DISCUSSION:
Fire prevention services are an integral part of a full-service municipal fire department. The State of California determines that certain businesses require fire inspections as part of their ongoing operations. The PFLSD was not initially set up to independently begin these inspections or review fire plans without utilizing the services of an experienced consultant. When the initial contract was drafted, several fire prevention agencies were contacted to submit proposals, and ultimately Dennis Grubb and Associates was awarded a contract due to their pricing and record of excellent service within Orange County.
The aforementioned contract will fulfill a temporary role until such time as the PFLSD is able to hire an in-house Fire Marshal and Fire Prevention Specialist. Ultimately, the goal is to have DGA support in-house PFLSD staff on an "as needed" basis until such time as PFLSD can complete the backlogged inspections for the City.
To continue their support during this divisional stand up period, Staff recommends increasing the contract award by $25,500 to allow DGA to provide the needed fire inspection support services.
No other changes to the agreement are proposed, nor is the rate of compensation paid under the existing terms of the agreement.
FISCAL IMPACT:
The fiscal impact of the proposed contract amendment will be limited as the PFLSD will soon have an updated Fire Fee Schedule to recover inspection and permit fees. It is expected that the new City fee schedule will be presented to City Council in March 2022. Once adopted, the fire prevention services rates will recover the costs of in-house staff with support by DGA.
Prepared by: /Kevie*d ar\d approved:
Crystal Adams "
Management Analyst
Reviewed and approved:
R. Arrula
City Administrator
n Dobine
Chief
City Council Agenda
March 1, 2022
Attachments:
1. Amendment No. 1 to Professional Services Agreement with Dennis Grubb and Associates
2. Dennis Grubb and Associates Agreement (Executed)