TO:
VIA:
FROM:
DATE:
CITY COUNCIL
CITY ADMINISTRATOR
FIRE CHIEF
MARCH 7, 2023
Placentia City Council
AGENDA REPORT
SUBJECT: AMENDMENT NO. 5 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: EXPENSE: $75,000 — Department Contract Services (102532-6290) REVENUE: $75,000 — Fire Plan Check Revenues (102532-4163) 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, $150,000 in July 2022, and $100,000 in September 2022.
However, the backlog still exists and PFLSD has since hired an in-house Fire Marshal and expects to have a Fire Prevention Specialist on board by the end of July 2023. 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 $75,000, bringing the contract total to $325,000, as specified in Amendment 5 (Attachment 1).
1.e.
March 7, 2023
City Council Agenda
March 7, 2023
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 5 to the Professional Services Agreement with Dennis Grubb and Associates LLC. to increase the compensation from $250,000 to $325,000; and
2. Approve Resolution No. R-2023-11, 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 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. Ultimately, we were provided with a team of people to review fire plans and to inspect local busineses in Placentia.
The aforementioned contract will continue to fulfill the temporary role until such time as the PFLSD is able to recruit an in-house 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 $75,000 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.
City Council Agenda
March 7, 2023
FISCAL IMPACT:
The fiscal impact of the proposed contract amendment is $75,000. This impact will be offset by an updated Fire Fee Schedule which has been designed to recover at least 80% of the inspection and permit fees.
Accordingly, an updated fee schedule, will be submitted for Council review this spring for fire prevention and inspection services and will recover the costs of eligible plan checks and fire inspections. To date, the City has collected over $156,000 in fire plan reviews and has invoiced local businesss for $16,000 for annual fire inspection services this fiscal year.
Prepared by:
Amanda'Horner
Fire Marshal
Reviewed and approved:
Jennifer Lampman
Director of Finance
Attachments:
1. Amendment No. 5 to
Associates
2. Resolution R-2023-11
3. Amendment No. 4 to
Associates
4. Amendment No. 3 to
Associates
5. Amendment No. 2 to
Associates
6. Amendment No. 1 to
Associates
7. Original Professional Services Agreement with Dennis Grubb and Associates Re -wed and approved:
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Reviewed and approved:
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City Administrator
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