City Council Agenda Report
Meeting Date: June 18, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Gerard Garcia, Assistant Engineer
Subject
Amendment No. 2 to Services Agreement with Interwest Consulting Group, Inc., Contract No.
CS-1442
Recommendation
Approve and authorize the City Administrator to execute Amendment No. 2 to the Services Agreement with Interwest Consulting Group, Inc., in substantially the same form as submitted, and authorizing Interwest Consulting Group, Inc. to provide additional support for on-call services for the additional amount not-to-exceed $250,000 (increasing the total contract cost to $850,000).
Background
As required by Vernon Municipal Code (VMC) Section 3.32.080, on February 24, 2021, the City advertised and received proposals for on-call building plan check and inspection services. On May 4, 2021, the City awarded Contract No. CS-1442 to Interwest Consulting Group, Inc. (Interwest) for on-call building plan check and inspection services for the period of May 17, 2021, through May 17, 2024, for a total amount not-to-exceed $600,000. In April 2024, the City entered into Amendment No. 1 to the Services Agreement with Interwest extending the agreement through August 17, 2024.
Typically, Interwest performed building plan check and inspection services as necessary with the majority of plan checks and inspections performed by City staff. However, due to the unexpected retirement of building inspection staff in December 2023, and a number of large complex building projects, such as the data center on Santa Fe, the City has relied more often on Interwest than it has in the past. Interwest has demonstrated the ability to meet the City’s needs and performed the additional plan check and inspection work delegated to them. Staff recently issued a Request for Proposals to solicit proposals for on-call building plan check and inspection services. At the conclusion of the RFP process, a new agreement will be presented to City Council for approval.
Until such time, the Department must rely on Interwest to perform the necessary and frequent plan check and inspection services. Due to the increased work assigned to Interwest staff is requesting an additional amount of $250,000 to cover additional costs incurred since the increased work load mentioned above and to ensure continued excellent customer service for both the current and upcoming projects. A portion of the costs incurred are offset by the permit and inspection fees collected from developers.
Amendment No. 2 requires City Council approval pursuant to VMC Section 3.32.030(B) as the total value over the lifetime of the contract with Interwest Consulting Group, Inc. exceeds $100,000.
The proposed amendment has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
Much of Interwest’s fees for service are offset by the permit and inspection fees collected from developers. Amendment No. 2 with Interwest Consulting Group, Inc. would add $250,000 to the services agreement for a grand total no-to-exceed $850,000. Sufficient funds for the agreement are available in General Fund, Public Works Department, Building Regulations Division, Professional Services Account No. 011-040-405-529225 for the current fiscal year and are included in Fiscal Year 2024-25 budget.
Attachments
1. Amendment No. 2 with Interwest Consulting Group, Inc.