TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE OCTOBER 17, 2023
SUBJECT: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH HR GREEN PACIFIC, INC., FOR ON-CALL PRIVATE DEVELOPMENT PLAN
CHECK SERVICES
FISCAL
IMPACT: EXPENSE: $ 75,000 PROFESSIONAL SERVICES AGREEMENT BUDGET: $ 150,000 FISCAL YEAR 2023-24 OPERATING BUDGET
(103551-6290)
PASS-THROUGH COST 100% COVERED BY
APPLICANT PLAN CHECK FEES (103551-4310)
SUMMARY:
In order to meet the engineering plan check demand for private development projects in a timely manner, on-call plan check services provided by professional consultants who specialize in certain areas have been utilized to support City Staff in this effort. The City currently maintains a bench list of three (3) different consulting firms it calls upon to provide these services. The not -to - exceed dollar amount for one of the three firms, HR Green Pacific, Inc. (HR Green), is nearing the contract maximum.
The City currently maintains an on-call plan check professional services agreement with HR Green, for a not -to -exceed amount of $75,000. Based upon the volume of private development reviews HR Green are conducting, Staff is recommending that the City Council approve the proposed Amendment No. 1 increasing the not -to -exceed contract amount to $150,000. This action will provide sufficient contract spending authority necessary to provide on-call plan check services for private development projects. The cost to provide these services, including City overhead costs are covered by private developers via established plan check fees and deposits charged to all project applicants.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve Amendment No. 1 to Professional Services Agreement with HR Green, Inc. for an additional $75,000 for On -Call Plan Check Services for a cumulative contract not -to -exceed amount of $150,000; and
.e.
Oct. 17, 2023
City Council Agenda
October 17, 2023
2. Authorize the City Administrator to approve contract change orders up to 10% of the contract not -to -exceed amount, or $150,000; and
3. Adopt Resolution No. R-2023-80, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
4. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
DISCUSSION:
On July 6, 2021, the City Council approved an on-call professional services agreement with HR Green, along with several other firms to create a bench list to provide on-call private development plan check services. The scope of services includes reviews of various plans and reports such as:
• Rough/Precise Grading Plans
• Erosion Control Plans
• Water Quality Management Plans (WQMPs)
• Sewer Capacity Studies
• Hydrology and Hydraulics Reports
• Tentative Parcel/Tract Maps
• Lot Line Adjustments and Mergers
• Street Improvement Plans
• Storm Drain Plans
• Sanitary Sewer Plans
HR Green was selected from this bench list based upon their qualifications and experience on similar projects. They are currently providing the City with plan check services and their performance over the past several years has been excellent. HR Green have been responsive to the City's needs and have worked well with the various private teams developing projects in Placentia.
To continue facilitating private development reviews, Staff is recommending that the City Council approve the proposed Amendment No. 1 increasing the not -to -exceed contract amount to $150,000 to provide sufficient contractual spending authority necessary to continue providing on- call plan check services for private development projects. The cost of these services is paid in advance by project applicants and property developers.
City Council Agenda
October 17, 2023
FISCAL IMPACT:
The proposed contract not -to -exceed amount to provide plan check services for this project totals $150,000. Staff is recommending adoption of Resolution No. 2023-80 to appropriate additional plan check revenue from private development projects forecasted for the remainder of Fiscal Year (FY) 2023-24. With this recommended action, a total of $150,000 has been budgeted in the FY 2023-24 Operating Budget for this expense. As such, sufficient funds exist for the recommended actions.
Prepared by: Reviewed and approved:
Chris Tanio, P.E. Jennifer'Lampman
Deputy Director of Public Works/City Engineer Director of Finance Reviewed and approved: Reviewed and approved:
Luis Estevez
Deputy City Administrator
DarriieArrula
City Administrator
Attachments:
1. Amendment No. 1 to Professional Services Agreement with HR Green Pacific, Inc.
2. Resolution No. 2023-80 - Budget Amendment