2 1
4 7
CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 5, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Gabriel Elliott, Director of Community Development and
Housing
Department: Community Development and Housing
Subject: Amendment Number Nine to the Consulting Services Agreement with Willdan Engineering for Plan Review,
Inspection, Stormwater Management, And Counter
Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve Amendment No. 9 to the Consulting Services Agreement with Willdan Engineering for Plan Review, Inspection, Stormwater Management, and Counter Services.
Executive Summary
Willdan has submitted a proposal requesting a contract amendment to adjust the “as needed” or required additional services hourly rate schedule, to current industry standard costs. Per the agreement, the percentage of fee plan review will be charged through three reviews including approval. Subsequent reviews, if required, will be charged based on the hourly rate schedule.
Background
The Community Development and Housing Department strives to provide next-day building inspection services and a 10-day turnaround on plan review services for all projects. Due to the cyclic nature of construction activity and the broad expertise necessary for the proper review of construction drawings, the City contracts with outside companies for specialized plan reviews and inspection services related to building and safety. These resources are needed to provide acceptable levels of 2 1
4 7
service to the public.
On September 2, 2014, the Mayor and City Council approved the original Consultant Services Agreement with Willdan Engineering, (Resolution 2014-327) to provide building inspection and counter technician services to keep pace with the increase in plan check submittals and building inspections requests. This agreement has been amended multiple times to allow for on-going increases in development activities that have occurred over the last 10 years. Since the last amendment to the agreement with Willdan was approved, the Community Development and Housing Department completed a Request for Proposal (RFP) to solicit interest from professional consulting firms that provide on-call contract services related to building plan check, inspection, and staffing services.
On August 18, 2021, the Mayor and City Council adopted Resolution No. 2021- 204, authorizing the City Manager to execute the eighth amendment to the Professional Services Agreement between the City of San Bernardino and Willdan Engineering for plan review, inspection, stormwater management and counter services, increasing the contract by $650,000 for services rendered during FY 2020/21. This increase was required to keep pace with increases in plan check submittals and building inspection requests.
On that same meeting (August 18, 2021), the Mayor and City Council also adopted Resolution No. 2021-205 approving the award of a three-year Professional Services Agreements between the City and Willdan Engineering, the City and Interwest Consulting Group and the City and 4Leaf to include two (2) one-year extension options for plan check, building inspection and staffing services.
Discussion
Willdan’s proposed increase to the hourly rate schedule modifies the currently established hourly rate in the executed agreement which has not been updated or increased since 2014 when the first Professional Services Agreement was executed.
Exhibit “A” of Amendment Number Nine, to the Consulting Services Agreement with Willdan, only addresses the hourly rate schedule. No other aspect of the agreement is being amended. It should be noted that the proposed hourly rate schedule is deemed additional services that are not part of the agreed percentage-based schedule of services. This hourly rate schedule only applies as needed, specifically after the third plan check.
2021-2025 Strategic Targets and Goals
The contract amendment is consistent with Key Target No. 1b: Improved Financial & Operational Capacity - Implement, maintain, and update a fiscal accountability plan and create a framework for spending decisions. Specifically, the hourly rate schedule increase is being proposed to align with current 2024 industry cost standards for subsequent plan check or plan review, only if it is required. Providing this service improves customer service and facilitates economic growth. 2 1
4 7
Fiscal Impact
There is no fiscal impact to the General Fund with this action. This amendment only applies to the proposed hourly rate schedule increase in the current Professional Services Agreement with Willdan. The fees are currently being paid by the applicant and will continue to the paid by an applicant for a building permit plan check after the third plan check by Willdan.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve Amendment No. 9 to the Consulting Services Agreement with Willdan Engineering for Plan Review, Inspection, Stormwater Management, and Counter Services.
Attachments
Attachment 1 Amendment No. 9 of the PSA with Wildan Engineering Attachment 2 PSA with Willdan Engineering
Attachment 3 Resolution 2021-204 & 2021-205 authorizing Amendment No. 8 with Willdan Engineering
Attachment 4 Amendment No. 6 with Willdan Engineering Attachment 5 Amendment No. 5 with Willdan Engineering Attachment 6 Amendment No. 4 with Willdan Engineering Attachment 7 Amendment No. 3 with Willdan Engineering Attachment 8 Willdan Consultant Services Agreement 2014-366 Ward:
All Wards
Synopsis of Previous Council Actions:
September 2, 2014, Resolution 2014-327 approving a Consultant Services Agreement with Willdan Engineering and CSG Consultants, Inc. to provide building inspection and counter technician services to keep pace with the increase in plan check submittals and building inspections requests. The Agreement also includes services for Plan Review, Inspection, Stormwater Management, Fire and Life Safety Plan Review, Building Official and Counter Services not to exceed $355,000.00.
February 7, 2015, Resolution 2015-28 approving amendment two to increase the contract amount of the Professional Services Agreement with Willdan Engineering by $180,000.00 (increases the total amount of the agreement to $535,000.00).
March 21, 2016, Resolution 2016-51 approving amendment three to increase the contract amount of the Professional Services Agreement with Willdan Engineering in the amount not to exceed $705,000.00.
July 18, 2016, Resolution 2106-147 approving amendment four to increase the 2 1
4 7
contract amount of the Professional Services Agreement with Willdan Engineering in an amount not to exceed $835,000.00.
July 5, 2017, Resolution 2017-121 approving amendment five to increase the contract amount of the Professional Services Agreement with Willdan Engineering in an amount not to exceed $1,190,000.00.
June 5, 2019, Resolution 2019-151 approving amendment six to increase the contract amount of the Professional Services Agreement with Willdan Engineering in an amount not to exceed $1,500,000.00 for a term ending September 30, 2019, with two six-month extensions.
October 7, 2020, Resolution 2020-247 approving amendment seven to the Professional Services Agreement with Willdan Engineering for a period of six months with an additional three months to cover any unforeseen circumstances.
On August 18, 2021, the Mayor and City Council of the City of San Bernardino, California, Adopted Resolution No. 2021-204, authorizing the City Manager to execute the eighth amendment to the Professional Services Agreement between the City of San Bernardino and Willdan Engineering for plan review, inspection, stormwater management and counter services, increasing the contract by $650,000 for services rendered during FY 2020/21 required to keep pace with increases in plan check submittals and building inspection requests (increases the total amount of the contract to $2,150,000.00).
On August 18, 2021, the Mayor and City Council of the City of San Bernardino, California, adopted Resolution No. 2021-205 approving the award of a three-year Professional Services Agreements between the City of San Bernardino and Willdan Engineering, the City of San Bernardino and Interwest Consulting Group and the City of San Bernardino and 4Leaf to include two (2) one-year extension options for plan check, building inspection and staffing services.