TO:
CITY COUNCIL
VIA: CITY ADMINISTRATOR
Placentia Cit Council
AGENDA REPORT
FROM: DIRECTOR OF DEVELOPMENT SERVICES
DATE: FEBRUARY 21, 2023
SUBJECT: AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. FOR PROVISION OF BUILDING INSPECTION, PERMIT
TECHNICIAN AND PLAN CHECK AND INSPECTION SERVICES
FISCAL
IMPACT: REVENUE $150,000 (102532-4160)
EXPENSES $150,000 (102532-6290)
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 Agreement was approved administratively to extend the agreement to June 2023 and to include building inspection services. In June 2022, Amendment No. 3 to the Professional Services Agreement was approved by City Council to amend the Professional Services Agreement with CSG 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"). The requested action would approve an amended Professional Services Agreement (Amendment No. 4) with CSG for a term ending June 30, 2024, for contract staffing to include the following services as needed: building plan check, building inspection, building permit technician staffing, other building and planning related staffing as needed, and plan check and inspection services in an amount not to exceed $250,000 per Fiscal Year ("FY"), including the remainder of this Fiscal Year.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 4 to the Professional Services Agreement with CSG Consultants, Inc., to provide professional services as needed related to building plan check, building inspection, building permit technician staffing, other building and planning related staffing as needed, and plan check and inspection services for a term ending June 30, 2024; and
1.e,
Feb 21, 2023
City Council Agenda
February 21, 2023
2. Approve Resolution No. R-2023-10, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§ 1206 and 1209 pertaining to appropriations for actual expenditures; and
3. Authorize the City Administrator to approve up to two (2) additional one-year extensions pursuant to the terms of the subject Amendment No. 4 to the Professional Services Agreement with CSG; and
4. Authorize the City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
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 limited fire plan check and inspection services related to development while the City's Fire Marshall gets acclimated with the City. At this time, the larger need for CSG's services is related to building inspection and other building related contract staffing needs due to current vacancies.
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.
In June 2022, Amendment No. 3 to the Professional Services Agreement was approved by City Council to amend the Professional Services Agreement with CSG 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").
The recommended actions would approve an amended Professional Services Agreement (Amendment No. 3) with CSG for a term ending June 30, 2024, for contract staffing to include the following services as needed: building plan check, building inspection, building permit technician staffing, other building and planning related staffing and fire plan check and inspection services as needed in an amount not to exceed $250,000 per Fiscal Year ("FY"), including the remainder of this fiscal year.
City Council Agenda
February 21, 2023
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. In addition, they also provide fire plan check and inspection services, as well as Planning related services.
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 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. All of the entirely new fire plan checks are being reviewed by other consultant(s) and will be reviewed by the in-house Fire Marshall once that individual starts with the City. The proposed agreement will be for a term ending June 30, 2024, 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 FY 2022-23 budget. However, the agreement in place limits the funds that can be expended with CSG to $100,000 per fiscal year. Due to a positive increase in building activity, the City anticipates generating more revenue than anticipated, which has been reflected in the current and proposed budgets. 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: Reviewed and approved:
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Josep Limbert Jennifer Lampman
Director of Development Services Director of Finance
City Council Agenda
February 21, 2023
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Amendment No. 4 to Professional Services Agreement with CSG a. Scope of WorklFee Schedule
b. Professional Services Agreement and Amendment Nos. 3, 2, and 1
2. Resolution R-2023-10