TO:
VIA:
FROM:
DATE:
CITY COUNCIL
CITY ADMINISTRATOR
FIRE MARSHAL
OCTOBER 17, 2023
Placentia City Council
AGENDA REPORT
SUBJECT: RENEWAL OF PROFESSIONAL SERVICES AGREEMENT WITH DENNIS
GRUBB AND ASSOCIATES, A WILLDAN ENGINEERING COMPANY FOR FIRE
PLAN REVIEW SERVICES
FISCAL
IMPACT: EXPENSE: Up to $75,000 per year (up to $150,000 for two-year extension) Placentia Fire and Life Safety Department (PFLSD) Contractual Services account (103067-6290)
REVENUE: Expenses are 100% recovered via plan check and permit fees charged to the applicant.
SUMMARY:
On June 4, 2019, the City Council voted to establish the Placentia Fire and Life Safety Department (PFLSD). As a part of that decision, the City Council directed the City Administrator to take the necessary steps to implement the PFLSD, 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 Placentia Fire and Life Safety Department 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. DGA began fire prevention services in January 2022, and due to the on-going need for fire plan review, PFLSD needs to renew the original contract with DGA (Attachment 1).
Currently, the existing contract is set to expire on October 26, 2023; however, the City has the option to extend the agreement for one (1) additional two-year term based upon contractor performance and at the discretion of the City. Staff recommends the City Council exercise the option to extend Dennis Grubb and Associates contract for the additional one (1) two-year term with an amended expiration date of October 26, 2025. Additionally, as part of proposed contract, Staff recommends increasing the yearly contract amount to $75,000 per year as compared to Fiscal Year (FY) 2021-22, based on inflation rates for services.
1.f.
Oct. 17, 2023
City Council Agenda
October 17, 2023
This proposed action will approve the contract extension of DGA's initial contract with a not -to - exceed contract amount of $75,000.00 per year for FY 2023-24 and FY 2024-25. The cumulative not -to -exceed contract amount is $150,000.00. The fiscal impact will be limited as the PFLSD has an updated Fire Fee Schedule and recovers fire inspection and permit fees.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Professional Services Agreement with Dennis Grubb and Associates, a Willdan Engineering Company for Fire Plan Review Services for an additional one (1) two- year term contract not -to -exceed amount by $75,000.00 or $150,00.00 per year; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount or $15,000.00; and
3. Authorize the City Administrator and/or his designee to execute all 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 plan review services are an integral part of a fire department. The State of California requires development projects to undergo a plan review and permit process as part of normal operations.
The PFLSD is not currently staffed to independently perform fire plan reviews without a consultant.
The proposed DGA contract is to serve the role of performing fire plan review and will include fire inspection services on an as -needed basis due to the hiring of a fire prevention specialist.
Currently, DGA is providing fire plan review services to the City. After review of the services provided during the contract period, Staff recommends that the City Council exercise the option to extend the terms of the agreement for an additional one (1) two-year term ending on October 26, 2025, for a total contract amount of $150,000.00 or $75,000.00 per contract year.
The City finds Dennis Grubb and Associates to be responsive, communicative, reliable, and professional. DGA has provided quality services and has done a good job of keeping a high- quality plan review process in place for PFLSD.
The contract scope of work for fire plan review services provides for the review of fire plans including suppression systems, alarm systems, sprinkler systems, and fire and life safety. The contractor will provide fire inspection services on an as -needed basis only. In addition, the contract scope of work will be revised to eliminate Contract Fire Marshal services due to having an in- house Fire Marshal.
City Council Agenda
October 17, 2023
FISCAL IMPACT:
The professional services agreement with DGA will extend the contract term for an additional two -years with a not -to -exceed amount of $150,000.00 or an annual expenditure of up to $75,000.00 for FY 2023-24 and $75,000.00 for FY 2024-25. The cost for these services is included in the Fire Department's FY 2023-24 Operating budget and will be included in the Proposed FY 2024-25 Operating Budget and are 100% recoverable through plan check and permit fees paid by the applicant. All other terms of the contract will remain unchanged.
Prepared by:
Amanda Hdrner
Fire Marshal
Reviewed and approved
Jennifer Lampman
Director of Finance
Attachments:
,- Reviewed and approved:
J'assn Dobine
Fire hief
Reviewed and approved:
Damien R. Arrula
City Administrator
1. Professional Services Agreement with Dennis Grubb and Associates, A Willdan Engineering Company
2. Revised 2023 Scope of Work and Fee Schedule