TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: FIRE CHIEF
DATE: SEPTEMBER 20, 2022
Placentia City Council
AGENDA REPORT
SUBJECT: AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH DENNIS GRUBB AND ASSOCIATES, LLC. FOR FIRE PREVENTION/FIRE
MARSHAL SERVICES FOR PLACENTIA FIRE AND LIFE SAFETY
DEPARTMENT
FISCAL
IMPACT: $100,000 — Department Contract Services (103066-6290), with at least 80% of revenue generated by fire inspection and permit fees offsetting this expense.
SUMMARY:
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 originally included a two (2) 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 within the City, as well as taking over other Fire preventative responsibilities, PFLSD required an an increase in the contract to $50,000 in March 2022, to $100,000 in May 2022, and $150,000 in July 2022.
However, the backlog still exists and PFLSD is in the process of hiring a Fire Marshal and expects to have a Fire Prevention Specialist on board by the end of 2022. Therefore, in order to continue providing timely inspection and fire preventions services, PFLSD is recommending to increase the amended contract amount with DGA to an additional $100,000, bringing the contract total to $250,000, as specified in Amendment 4 (Attachment 1).
1■g.
Sept 20, 2022
City Council Agenda
September 20, 2022
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 4 to the Professional Services Agreement with Dennis Grubb and Associates LLC. to increase the compensation from $150,000 to $250,000; and
2. Authorize the City Administrator to execute the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to Ensure that Public Safety Continues to be a High Priority, under Objective 2.8 which is to endeavor to maintain and improve Fire Department compliance.
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, LLC 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 recruit 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 $100,000 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 is $100,000. This impact will be offset by the updated Fire Fee Schedule which has been designed to recover at least 80% of the inspection and permit fees. Accordingly, the updated fee schedule, implemented on July 1, 2022, for fire prevention services will recover the costs of in-house staff and support by DGA. To date, the City has collected over $96,000 in fees and expects to invoice for an additional $20,000 for fire plan and inspection related services in September 2022.
City Council Agenda
September 20, 2022
Prepared by:
Crystal Adams
Management Analyst
Reviewed and approved:
Jennifer Lampman
Director of Finance
Attachments:
1. Amendment No. 4
Associates
2. Amendment No. 3
Associates
3. Amendment No. 2
Associates
4. Amendment No. 1
Associates
5. Original Professional
evie ed and approved:
(t
on Dobine
Chief
wed and approved:
Fir
Revi
DanileiArrula
City Administrator
to Professional Services Agreement with
to Professional Services Agreement with
to Professional Services Agreement with
to Professional Services Agreement with
Dennis Grubb and
Dennis Grubb and
Dennis Grubb and
Dennis Grubb and
Services Agreement with Dennis Grubb and Associates