____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 4.c
Meeting Date: March 3, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community & Economic Development Department Prepared by: Don Jeppson,
Community & Economic
Development Assistant
Director
and Chief Building Official
City Manager Approval: __________
TOPIC: ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING
SERVICES AGREEMENT AMENDMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL
BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000.
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000.
BACKGROUND:
The review of building plans is critical to the building permit review process and requires specialized skills, experience, and certifications. Over the past decade, the City has effectively utilized specialized consulting service providers to supplement plan reviews by City building division staff. To meet the ebbs and flows of permit and development activity, the City has utilized three consulting firms to address City needs; 4LEAF, Inc. (4LEAF) is one of three consulting firms currently providing these services. As San Rafael continues to receive an increased number of development applications and construction applications that are more complex (multi- SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
family housing / mixed-use commercial), the Community & Economic Development (CED) Department continues to need assistance from specialized consulting firms. 4LEAF provides building and inspection services for over 200 local jurisdictions and continues to grow and expand its services beyond California. 4LEAF is the newest building and inspection service provider supporting the City, and their additional firm capacity and capabilities have supported the CED Department permit pipeline and staffing needs in times when there is a high volume of permits that need to be processed.
On October 29, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025.
ANALYSIS:
Staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000. This will cover existing commitments for services and allow staff to request assistance from the firm as they materialize. The CED Department needs to have the flexibility to use consultant support on short notice as workloads ebb and flow. The CED Assistant Director and Chief Building Official will review and approve each project, scope of work, and cost estimates, as needed. A copy of the draft First Amendment to the Professional Services Agreement (Attachment 2) and the scope of work and fee schedule (Attachment 3) is attached to this report.
At the conclusion of 4LEAF’s proposed amended contract, staff will release a Request for Proposals (RFP) to select one or more consultants to provide on-call building plan review and inspection services in fiscal year (FY) 2025-26. Following the RFP process, staff will present any new professional services agreements in amounts exceeding $75,000 to the City Council for its review and approval.
FISCAL IMPACT:
The proposed first amendment to the professional services agreement with 4LEAF will increase the current contract by $65,000, from a not to exceed amount of $100,000 to a total not-toexceed amount of $165,000. The CED Department will fund this proposed contract increase through existing available baseline funding appropriations within the CED Department FY 2024- 25 professional services budget (general ledger code 001-16-49001-9270). Services for building permit review under the proposed amendment professional services agreement will also be funded through permitting fees paid by developers. Funding to support contract costs for the period of July 2025 through December 2025 will be incorporated into the CED Department’s FY 2025-26 proposed budget.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt a resolution to authorize the City Manager to execute the proposed first amendment to the professional services agreement;
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
2. Direct staff to return with more information; or
3. Take no action.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000.
ATTACHMENTS:
1. Resolution
2. Draft First Amendment to the Professional Services Agreement with 4LEAF, Inc.
RESOLUTION NO. ______
RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000
WHEREAS, on October 29, 2024, the City Council approved and authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025; and WHEREAS, staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000; and
WHEREAS, on December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with 4LEAF to extend the term of the agreement to June 30, 2025; and
WHEREAS, this will cover existing commitments for services and allow staff to request assistance from the firm as needed to fill short-term staffing gaps should they materialize; and WHEREAS, the proposed contract increase will be funded through existing available baseline funding appropriations within the Community and Economic Department FY 2024- 25 professional services budget (general ledger code 001-16-49001-9270).
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 3rd day of March 2025, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON CALL BUILDING CONSULTING SERVICES
THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and 4LEAF, INC. (hereinafter “CONSULTANT”), is made and entered into as of _________________________.
RECITALS
WHEREAS the CITY and CONSULTANT entered into a Professional Services Agreement dated October 29, 2024, to perform professional services in connection with CITY’S building permit program, for an amount not to exceed $100,000 (the Agreement); and
WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional building consulting services;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Article II of the Agreement, entitled “COMPENSATION” is hereby amended to include additional compensation payable to CONSULTANT, on a time and materials basis in accordance with the Exhibit A to the Agreement, in a not-to-exceed amount of $65,000, and to change the total not-to-exceed amount under the Agreement to $165,000.
2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written.
2 CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Consultant is a corporation, add
signature of second corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:_____________________________
Name:____________________________
APPROVED AS TO FORM:
Title:_____________________________
______________________________
Andrea Visveshwara, Chief Assistant City Attorney