HomeMy WebLinkAbout10 - CC-10 - Professional Services Contract w/ - 5/16/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: May 16, 2017
ITEM NUMBER: CC -10
SUBJECT: PROFESSIONAL SERVICES CONTRACT AMENDMENT WITH JEANELLE HEASTON
DBA PERMIT MANAGEMENT SOLUTIONS
DATE: MAY 9, 2017
FROM: OFFICE OF THE CITY MANAGER
PRESENTATION BY: ASHLEY M. GARCIA, MANAGEMENT ANALYST
FOR FURTHER INFORMATION CONTACT: ASHLEY M. GARCIA, MANAGEMENT ANALYST
(714) 754-5249
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve Amendment One to the existing Professional Services Agreement
(Attachment 1) with Jeanelle Heaston DBA Permit Management Solutions to
increase total compensation by an amount not to exceed $36,000; and
2. Authorize the City Manager and City Clerk to execute the agreement; and
3. Authorize the City Manager and City Clerk to accept and execute future
amendments to the agreement.
BACKGROUND:
In October 2016, the City entered into a Professional Services Agreement (PSA) with
Jeanelle Heaston DBA Permit Management Solutions to retain Ms. Jeanelle Heaston to
provide permit technician consulting services. The Agreement also provides for two (2)
one (1) year extensions. Since October, Ms. Heaston has augmented the front counter
staff in Development Services serving a high volume of residents and developers
wishing to pull permits for construction. The initial contract with Permit Management
Solutions was for $49,000. Due to the workload needs of the department, the amount
allocated to the current contract will be fully expended in the next several weeks.
In order to fund the remainder of the initial term, staff is asking the City Council to
authorize an increase in compensation to a maximum of $85,000 to be funded by
unused consulting appropriations in the Development Services department. The
assistance to the public and knowledge provided by Permit Management Solutions
helps an essential front counter role. The City is currently recruiting to fill the vacant
Building Technician position with a full-time staff person. Based on current staffing
needs and workload, staff believes that we need to retain the services of Jeanelle
Heaston DBA Permit Management Solutions until the new hire comes on board to
ensure there is no interruption in service to the public. Attached is Amendment One to
the Professional Services Agreement (PSA) with Jeanelle Heaston DBA Permit
1
Management Solutions to allow Ms. Heaston to continue to carry out the permit
technician duties until the permanent position is filled.
ALTERNATIVES CONSIDERED:
The alternative to the proposed City Council action would be to not move forward with
the contract amendment for the stated permit technician consulting. Due to the volume
of work currently being handled by the Permit & Plan Check Division, a significant
impact to the current level of service and delayed turnaround time for permits would be
experienced.
FISCAL REVIEW:
Funding for this amendment is to come from unused consulting appropriations in the
Development Services department budget.
LEGAL REVIEW:
The City Attorney's Office has reviewed the attached Professional Services Agreement
Amendment and approved it as to form.
CONCLUSION:
Staff recommends that the City Council authorize the City Manager to execute an
amendment to the Professional Services Agreement with Permit Management Solutions
to perform permit technician consulting services in amount not to exceed $36,000.
ASHLEY M. GARCIA
Management Analyst
JAY M. TREVINO
Interim Economic and Development
Services Director
TAMARA S. LETOURNEAU
Assistant City Manager
STEPHEN DUNIVENT
Interim Finance Director
THOMAS DUARTE THOMAS R. HATCH
City Attorney City Manager
ATTACHMENTS: 1 Amendment number one to Professional Services
Aareement with Permit Manaaement Solutions
2
AMENDMENT NUMBER ONE
TO PROFESSIONAL SERVICES AGREEMENT
WITH
JEANELLE HEASTON DBA PERMIT MANAGEMENT SOLUTIONS
This Amendment Number One ("Amendment") is made and entered into this 16th day of
May, 2017 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal
corporation ("City"), and JEANELLE HEASTON, an individual DBA PERMIT MANAGEMENT
SOLUTIONS ("Consultant").
WHEREAS, City and Consultant entered into an agreement on October 1, 2016 for
Consultant to provide interim permit technician services (the "Agreement"); and
WHEREAS, City requires more services than initially contemplated, and desires to
increase Consultant's maximum annual compensation accordingly to Eighty -Five Thousand
Dollars ($85,000.00).
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
Section 2.1 of the Agreement shall be amended to reflect that Consultant's total
annual compensation shall not exceed Eighty -Five Thousand Dollars
($85,000.00).
2. All terms not defined herein shall have the same meaning and use as set forth in
the Agreement.
3. All other terms, conditions, and provisions of the Agreement not in conflict with
this Amendment shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by and through their respective authorized officers, as of the date first written above.
CITY OF COSTA MESA
Date:
City Manager
CONSULTANT
Date:
Signature
Name and Title
Jeanelle Heaston DBA Permit Management Solutions
Amendment Number One
Rev. 11-16
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED AS TO INSURANCE:
Risk Management
DEPARTMENTALAPPROVAL
Assistant City Manager
APPROVED AS TO PURCHASING:
Interim Finance Director
2
Rev. 11-16
Date:
Date:
Date:
Date:
Jeanelle Heaston DBA Permit Management Solutions
Amendment Number One