TO:
VIA:
FROM:
DATE:
SUBJECT:
Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF DEVELOPMENT SERVICES
JUNE 21, 2022
AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT FOR
PROVISION OF BUILDING INSPECTION, PERMIT TECHNICIAN AND FIRE
PLAN CHECK AND INSPECTION SERVICES
FISCAL
IMPACT: REVENUE $100,000 (102532-4163)
EXPENSES $100,000 (102532-6050)
SUMMARY:
In July 2020, the City contracted with CSG Consultants Inc. ("CSG") to provide contract staffing services to perform fire plan check and inspection services related to development. In April 2021, Amendment No. 1 to the Professional Services Agreement was approved administratively increasing the annual consultant compensation to $40,000. In May 2022, Amendment No. 2 to the Professional Services Sgreement was approved administratively to extend the agreement to June 2023 and to include building inspection services. This action would approve an amended Professional Services Agreement (Amendment No. 3) with CSG for a term ending June 30, 2023 for contract staffing to include the following services as needed: building plan check, building inspection, building permit technician staffing, other building staffing as needed, and fire plan check and inspection services in an amount not to exceed $100,000 per Fiscal Year ("FY"), including the remainder of this FY.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 3 to the Professional Services Agreement with CSG, to provide professional services as needed related to building plan check, building inspection, building permit technician staffing, and fire plan check and inspection services for a term ending June 30, 2023; and
2. Approve Resolution No. R-2022-45, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2021-22 in compliance with City Charter of the City of Placentia §§ 1206 and 1209 pertaining to appropriations for actual expenditures; and
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City Council Agenda
June 21, 2022
3. Authorize the City Administrator to approve up to two (2) additional one-year extensions pursuant to the terms of the subject Amendment No. 3 to the Professional Services Agreement with CSG.
BACKGROUND:
With the establishment of the Placentia Fire and Life Safety Department in July 2020, Orange County Fire Association (OCFA) no longer performed fire plan check and fire inspection services related to development. Therefore, in July 2020, the City contracted with CSG Consultants Inc. ("CSG") to provide contract staffing services to perform fire plan check and inspection services related to development. That professional services agreement was approved administratively.
Since that time, other consultant(s) were also brought under contract to perform similar services as needed, however, there is still a need for CSG to perform some fire plan check and inspection services related to development.
In April 2021, Amendment No. 1 to the Professional Services Agreement for CSG was approved administratively increasing the annual consultant compensation to $40,000. This was based on the workload CSG was handling, and at the time, CSG was the City's primary fire consultant.
In May 2022, Amendment No. 2 to the Professional Services Agreement was approved administratively to extend the terms of the agreement to June 2023. This amendment also expanded the CSG scope of services to include building inspection services as the City Inspector is currently not available.
The recommended actions would approve an amended Professional Services Agreement (Amendment No. 3) with CSG for a term ending June 30, 2023 for contract staffing to include the following services as needed: building plan check, building inspection, building permit technician staffing, other building staffing as needed and fire plan check and inspection services in an amount not to exceed $100,000 per Fiscal Year ("FY"), including the remainder of this fiscal year.
DISCUSSION:
CSG is a full service firm providing professional building, fire, engineering, planning and project management services including on-site planning and building consulting services for public agencies throughout California. They currently have offices and agreements for these services in Orange County and Statewide. CSG rates are competitive, if not less than the rates charged by other consultants providing similar staffing to other cities.
When the original PSA was approved with CSG in July 2020, Staff obtained quotes for the subject services from several firms to provide both fire plan check and inspection services and on-call building services. Based on that procurement process, the City entered into Agreements with both CSG and Transtech. CSG is unique in that they have been able to provide plan check, inspection, and staffing support for the City as needed.
Although there are other firms under contract to provide fire related plan check and inspection services, CSG provides those services as well as the needed building inspection and building
City Council Agenda
June 21, 2022
staffing needs that have arisen. It should be noted that CSG continues to finish up the fire plan checks and inspections regarding projects already in process. Most of the entirely new fire plan checks are being reviewed by other consultant(s). The proposed agreement will be for a term ending June 30, 2023 with an option to extend for two additional one-year terms to be approved by the City Administrator.
FISCAL IMPACT:
It should be noted that while funds authorized under previous agreements with CSG have been exhausted, adequate funds are included in the current budget as well as the draft FY 2022-23 budget. However, the agreement in place limits the funds that can be expended with CSG to $40,000 per fiscal year. During the mid -year budget process for FY 2021-22, City Council approved an augmentation to both the Building Division revenue account and the Building Division expenditure account for contract services. Due to a positive increase in building activity, the City brought in significantly more revenue than anticipated, which has been reflected in the current and proposed budgets. Consequently, at mid -year, the City Council also approved an increase in expenditures for building division contract services. The revenue coming in for building and fire related development services will offset 100% of the costs incurred pursuant to the subject agreement. This amendment will allow the City to continue to provide services at a level that is demanded by our residents and the development community.
Prepared by:
eph T! Lambert
Reviewed and approved:
Jennifer Lampman
irector of Development Services Director of Finance
Reviewed and approved:
Damien R. Arrula.�
City Administrator
Attachments:
1. Amendment No. 3 to Professional Services Agreement with CSG a. Scope of Work/Fee Schedule
b. Amendment No. 2, Amendment No. 1 and original Professional Services Agreement
2. Resolution R-2022-45