TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Isidro Figueroa, Community Development Director
DATE: September 27, 2024
SUBJECT: APPROVAL OF CONTRACT RENEWAL FOR PLAN CHECK
SERVICES WITH VANDORPE CHOU ASSOCIATES, INC.
(VCA)
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The Community Development Department (Department) is seeking to renew the agreement with VanDorpe Chou Associates, Inc. (VCA) to provide Building Code services that include building plan check and inspection services (Exhibit A). VCA has been providing building inspection and plan check services for the City since 1990. VCA has also provided the City with other professional engineering services as required to assist staff in delivering services to residents, which include fire prevention inspections.
DISCUSSION
The current agreement dated September 8, 2021, includes an hourly rate schedule for specific services. VCA Code has submitted a request to increase the Plan Check services from $110 to $122 per hour and the Building Inspection services from $85 to $95 per hour. In collaboration with the City’s Fire Department, the Department also utilizes VCA for fire prevention inspection services.
The attached agreement extends VCA Code’s services for an additional 3 years and includes an annual cap of $221,000. This cap reflects the projected Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
volume of work, grading services, and fee increases. Per the agreement, the contract will expire on September 27, 2027.
Currently, the City’s Park & Public Works Director/City Engineer reviews grading plans. The amended contract will allow VCA to review all grading plans to assist staff to deliver services to residents in an efficient and effective manner.
In preparation of the contract renewal, staff took the opportunity to solicit proposals from two other engineering consulting agencies that perform similar services. As a result, staff received proposals from Willdan Engineering and Transtech Engineers, Inc., Willdan submitted an hourly rate of $145 for plan check services while Transtech Engineers, Inc. included an hourly rate between $145 and $160 for the same service. VCA’s fees are below both of the aforementioned engineering consulting firm fees and VCA’s knowledge and familiarity with the City’s Municipal Code and policies enhances their value to the City. Attachment 2 contains VCA’s scope of work and fee schedule.
Staff has been highly satisfied with the quality and reliability of services provided by VCA over the past thirty-four years. Given the Department's longstanding relationship with VCA, staff is confident that the exemplary level of service will continue. Additionally, it is important to highlight that VCA has provided valuable support by temporarily filling critical Departmental positions during periods of vacancy. Furthermore, VCA offers specialized grading services to assist the Public Works Department and fire prevention inspections to assist the Fire Department, which further enhances VCA’s value to the City.
FISCAL IMPACT & PROCUREMENT REVIEW
A budget amendment to the FY 2024-25 operating budget is not required as the City Council approved an appropriation of $250,000 in Community Development Department Contract for Building & Safety Services account 101-14-4104-6270 and in Parks and Public Works Administration, Contract Engineering Services account 101-40-4104-0000. However, there is a limited impact to these accounts because these charges are generally reimbursed through revenue generated by permit and inspection fees paid by applicants.
The Finance Director has reviewed this report and concluded that this agreement is in the best interest of the City.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve the contract and authorize the City Manager to execute the agreement. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the contract renewal for VCA and authorize the City Manager to execute the agreement.”
ATTACHMENTS
1. Professional Services Agreement
2. Scope of Work & Fee Schedule