TO:Andrew P. Powers, City Manager
FROM:Kelvin Parker, Community Development Director
DATE:April 25, 2023
SUBJECT: Building Professional Services Agreement
RECOMMENDATION:
1. Approve the fifth amendment to Contract No. 12267-2019 for professional Building and Planning consulting services with CSG Consultants, Inc. (CSG), effective through June 30, 2023, to add $300,000 with a revised not-to-exceed amount of $1,025,000 over the lifetime of the agreement.
2. Approve budget appropriation transfer and expenditure in the amount of $300,000 from the following accounts: $185,000 from A/C #001-4010-641-5699 (Community Development, Building, Consultant Services / Other) and $115,000 from A/C #001-4210-641-5699 (Planning Consultant Services / Other) to A/C #001-6110-642-5010 (Building, Temporary Help/ Temporary Agency Services).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. The additional requested expenditure of $300,000 to A/C #001-6110-642-5010 will be covered by a transfer from A/C #001- 4010-641-5699 ($185,000) and A/C #001-4210-641-5699 ($115,000) which is already included in the Adopted FY 2022-23 General Fund budget. Minimal staff costs to prepare the amendment is included in the Adopted FY 2022-23 General Fund Budget.
BACKGROUND:
In December 2019, the City entered into a contract with CSG for $75,000 to provide temporary Building Official and mechanical/plumbing plan-checking services until the vacant Building Official and Senior Combination Building Inspector positions were permanently filled. These recruitment efforts were temporarily halted due to the COVID-19 health emergency.
Building Professional Services Agreement
April 25, 2023
6 0
0 On May 12, 2020, City Council approved a first amendment to Contract No. 12267- 2019 with CSG for professional building-related services for a total revised not-to- exceed amount of $350,000 and extended the termination date to June 30, 2021.
On February 26, 2021, a second amendment to the contract was approved, extending the term two years until June 30, 2023. On October 12, 2021, due to an increase in complex planning applications, City staff amended the contract (Amendment No. 3) to add an additional $150,000 for planning consulting services.
On June 14, 2022, a fourth amendment was approved, providing for additional funds adding $200,000 for building services and $25,000 for planning services with the not-to-exceed amount of $725,000.
Recruitment for the Building Official was completed in January 2022, and the new Building Official started his employment on February 7, 2022. The Senior Combination Building Inspector (which includes mechanical and plumbing plan check) position was filled, and that employee started on November 21, 2022.
However, there is a sustained increase in both planning and building applications and larger projects where supplemental services provided by the consultant enhances staff’s ability to respond to a variety of applications in a timely manner.
DISCUSSION/ANALYSIS:
CSG provided the City with staff augmentation of a part-time Building Official and plan review services for various projects during the previous and current fiscal years. The services of the part-time Building Official are no longer needed; however, plan review services remain crucial for larger projects, efficient response to the public, and to accommodate an influx of specialized technical services (i.e.
Solar Panel Permits). Services provided by CSG augment plan checks performed by City staff.
The Building & Safety Division has experienced an increase in workload volume and project complexity above previous years and specifically when comparing 2021 to 2022. The overall volume of projects shows a growth of ten percent in Building (Architectural and Structural) Permits and 50 percent increase in specialty Solar Panel Permits among other areas.
In 2022, several key members of the Building Division staff retired resulting in multiple active recruitments for permanent replacements. This has necessitated higher than anticipated reliance on CSG’s services. An additional $300,000 is required to fund consultant building plan-check and inspection services through the agreement’s expiration on June 30, 2023, as identified in Attachment #1. Funds to fulfill the requested contract increase would be transferred within line Building Professional Services Agreement
April 25, 2023
6 0
0 items of the Adopted FY 2022-23 General Fund Budget. If approved, the total amount of the agreement will not exceed $1,025,000.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.
D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
PREPARED BY: Jesse De Anda, Building Official
Michelle McMurtry, Office Supervisor
Attachments:
Attachment #1 – Fifth Amendment to Agreement with CSG
CDD:400-10/H:\COMMON\City Council\CC Agenda Items\2023\04252023\CSG Contract Amend\CSG Staff Report.docx"