HomeMy WebLinkAbout- - Building Plan Review and Inspection PSA - 10/5/2010CITY COUNCIL AGENDA REPORT
MEETING DATE: OCTOBER 5, 2010 ITEM NUMBER:
SUBJECT: BUDGET ADJUSTMENT FOR CONTRACT BUILDING PLAN REVIEW AND
INSPECTION SERVICES AND' AUTHORIZATION TO AMEND PROFESSIONAL
SERVICE AGREEMENTS
DATE: SEPTEMBER 23, 2010
FROM: DEVELOPMENT SERVICES DEPARTMENT
PRESENTATION BY: KHANH NGUYEN, BUILDING OFFICIAL
KIMBERLY BRANDT, DIRECTOR
FOR FURTHER INFORMATION CONTACT: KHANH NGUYEN (714) 754-5277
RECOMMENDATIONS:
1. Approve budget adjustment in the amount of $125,000 from Development
Services salary savings to the Engineering and Architectural account.
2. Authorize the Mayor to amend Professional Services Agreements (PSAs)
approved in June 2010, for contract plan check and inspection services with the
companies of Scott Fazekas & Associates Inc., Bureau Veritas, and CSG
Consultants Inc., for the total amount not to exceed $175,000 in the aggregate.
BAC KG RO U N D/ANALYSIS :
The Development Services Department operations require the continued use of
contract plan check and inspection services in order to provide building safety services
in a timely and efficient manner. The on-going tenant improvement projects at South
Coast Plaza, along with several major projects, such as The Crossing Sanctuary, Vons
Shopping Center Remodel, In&Out, and Sonic Burger, will continue the need for
specialized contract services into the foreseeable future.
Copies of the PSAs with each of the above firms are attached. Most service costs are
recoverable and are designed as a percentage of the City's collected plan check fees
leaving adequate coverage for the City's administrative cost of providing services.
FISCAL:
Funds would come from salary savings from the vacant Chief Plans Examiner and
Senior Inspector positions.
LEGAL AND RISK MANAGEMENT REVIEW:
The attached professional services agreements are those provided by the City Attorney
and are "approved as to form". Additionally, the City's Risk Manager has approved all
insurance provisions for compliance with City requirements.
CONCLUSION:
Use of contract plan check, inspection, and staffing services continues to be a cost
effective means of providing required Building Safety services. The use of core City
staff supplemented by contracts for required services is a common cost-effective
practice for cities throughout the State.
9&�
HANH NGUYEN,KIMBERLY BRA T, AICP
rN
Building Official Development Se es Director
DISTRIBUTION: City Manager
Assistant City Manager
Assistant Finance Director
City Attorney
City Clerk (2)
Staff (4)
File (2)
Attachments: Budget Adjustment Memorandum
Professional Services Agreement for Scott Fazekas & Associates
Professional Services Agreement for CSG Consultants
Professional Services Agreement for Bureau Veritas
File: 100510BId Safe PSAs I Date: 92310 1 Time: 2:00 p.m.
2
City of Costa Mesa
Inter Office Memorandum
TO: BUDGET AND RESEARCH OFFICER
4
FROM: KIMBERLY BRANDT, DEVELOPMENT SERVICES DIRECTOR
DATE: SEPTEMBER 23, 2010
SUBJECT: BUDGET ADJUSTMENT REQUEST
Please generate the following budget adjustment to fund a contract Combination
Building Inspector:
From:
To:
$125,000 — Building Safety (18300) Account Number 501200 (Regular Salaries)
General Fund 101 - 20410
$125,000 — 530400 101 18300 20410 Engineering & Architectural
Our three building inspectors have each performed about 20 inspections per day over
the last 6 months. That is well above the national average of 12 and County average of
14. We have a need for a full time contract Combination Building Inspector to carry us
through this fiscal year and to provide needed coverage as our staff prepares for the
new codes in 2011.
The funds will come from salary savings from the vacant Senior Building Inspector and
Chief Plans Examiner positions.
Thank you for your assistance.
cc City Manager
.3
AMENDMENT NUMBER FIVE
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this day of October, 2010
("Effective Date") by and between the City of Costa Mesa, a municipal corporation
("City") and SCOTT FAZEKAS & ASSOCIATES, INC, a California corporation
("Consultant").
WHEREAS, Consultant and City entered into an agreement on July 6, 2006, for
Consultant to provide plan checking and inspection services on an as -needed basis to
support new large development projects and special programs in the City as described
herein below; and
WHEREAS, the term of Consultant and City's original Agreement expired on
June 30, 2007; and
WHEREAS, the original proposal contained a provision for five (5) additional one
(1) year extensions at City's option; and
and
WHEREAS, the first extension was exercised and expired on June 30, 2008; and
WHEREAS, the second extension was exercised and expired on June 30, 2009;
WHEREAS, the third extension was exercised and expired on June 30, 2010; and
WHEREAS, the fourth extension was exercised and expires on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension is inadequate; and
WHEREAS, the amount of compensation which originally contained an allocation
of Five Hundred Thousand Dollars ($500,000.00) needs to be changed to reflect the
actual amount budgeted.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the Parties agree as follows:
Paragraph 2.1. Compensation, shall be amended to read, "Consultant shall
be paid in accordance with the fee schedule set forth in Exhibit "C,"
attached hereto and made a part of this Agreement (the "Fee Schedule").
Because the services to be performed under this Agreement are on an "as
needed" basis in conjunction with agreements with other consultants (CSG
Consultants, Inc. and Bureau Veritas), the total amount not to be exceeded
is One Hundred Seventy -Five Thousand Dollars ($175,000) in the
Scott Fazekas & Associates, Inc.
VA
aggregate. The City's Finance Department will be responsible for tracking
the associated payments to insure that the amount budgeted for these
services is not exceeded.
2. All terms not herein defined. 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 and previous Amendments, shall remain in full force
and effect.
IN WITNESS WHEREOF, the Parties hereto have set their hand by their duly
authorized representatives as of the day and year first above written.
CITY OF COSTA MESA,
A municipal corporation
Mayor of the City of Costa Mesa
SCOTT FAZEKAS & ASSOCIATES, INC.
4 �eWA!
Signature
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
APPROVED AS TO CONTENT:
Project Manager
Date:
Date:
Date: 9'a--� — to
Scott Fazekas & Associates, Inc.
ZA'
City Attorney
Date: 14, Ltv
R
Scott Fazekas & Associates, Inc.
,OREXHIBIT C
Section 6 - Propos6d Fees
PLAN REVIEW
The traditional approach i7 proposing building plan check fees is to apply a percentage to the
revenue collected by the agency for plan review fees. Using the City's chart to. establish. the plan
check fee, SFA proposes to charge eighty-five percent (85%) of the established plan check fees
for the scope of work requested.
i
If SPA. is reviewing duplicate or identical plans on a project, the proposed fee is, fifteen percent
(15%) of the plan review fee collected after the initial model is checked at the prescribed rate, .
SPA will not charge for rechecks unless the plans are incomplete.or._revised for which the. City...,
would collect additional fees from the applicant as well. The City would then have the funds to
reimburse SFA. Additional services outside the main. scope of review would be charged at a rate
of $95.00 per hour or as mutually agreed upon based on the salary rate of the employee.
HOURLY CONTRACTIEMPLOYEE FEES
The following rates are based on the presumption that a professional services agreement
requiring E & 0 insurance will be used. If a different format is used, the fees may be subject to
f:.. consideration. These ratesiare for staff positions in the event such arrangements are decided to be.
established in addition to plan check consulting services.
For the positions listed in the RFP, the hourly rates are listed as follows to allow for comparison
of Proposals. The rates, which indicate a range of billing rates,
term anticipated.
are based on payroll rates of the
employees and the of employment
i
Building Counter Technician
$35.00- $45.00
Combination Building Inspector
$45.00- $60.00
Housing Code Inspector
$40.00- $55.00
Municipal Code Enforcement Officer
$40.00- $55.00
Office Support Specialist
$30.00- $45.00
Grading Inspector
$45,00- $60.00
Infrastructure Inspector
$45.00- $60.00
Plan Checker I
$50.00- $65.00
Plan Check Engineer
$75.00 - $100.00
AdditionalP ositions are s�, bject to mutually agreed upon rates
when so requested by the City.
%CQDp i "'?. yea "ss�fi�o9 (§aec.
AMENDMENT NUMBER FIVE
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this day of October, 2010
("Effective Date") by and between the City of Costa Mesa, a municipal corporation
("City") and CSG CONSULTANTS, INC., a California corporation ("Consultant").
WHEREAS, Consultant and City entered into an agreement on July 6, 2006, for
Consultant to provide plan checking and inspection services on an as -needed basis to
support new large development projects and special programs in the City as described
herein below; and
WHEREAS, the term of Consultant and City's original Agreement expired on
June 30, 2007; and
WHEREAS, the original proposal contained a provision for five (5) additional one
(1) year extensions at City's option; and
and
WHEREAS, the first extension was exercised and expired on June 30, 2008; and
WHEREAS, the second extension was exercised and expired on June 30, 2009;
WHEREAS, the third extension was exercised and expired on June 30, 2010; and
WHEREAS, the fourth extension was exercised and expires on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension is inadequate; and
WHEREAS, the amount of compensation which originally contained an allocation
of Five Hundred Thousand Dollars ($500,000.00) needs to be changed to reflect the
actual amount budgeted.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the Parties agree as follows:
Paragraph 2.1. Compensation, shall be amended to read, "Consultant shall
be paid in accordance with the fee schedule set forth in Exhibit "C,"
attached hereto and made a part of this Agreement (the "Fee Schedule").
Because the services to be performed under this Agreement are on an "as
needed" basis in conjunction with agreements with other consultants
(Bureau Veritas and Scott Fazekas & Associates), the total amount not to
be exceeded is One Hundred Seventy -Five Thousand Dollars ($175,000) in
the aggregate. The City's Finance Department will be responsible for
CSG Consultants, Inc.
U
tracking the associated payments to insure that the amount budgeted for
these services is not exceeded.
2. All terms not herein defined 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 and previous Amendments, shall remain in full force
and effect.
IN WITNESS WHEREOF, the Parties hereto have set their hand by their duly
authorized representatives as of the day and year first above written.
CITY OF COSTA MESA,
A municipal corporation
Date:
Mayor of the City of Costa Mesa
CSG CONSULTANTS, INC.
Date: q/23/20t0
Signature
�C�AoVa nv ort, V. 'P
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
APPROVED AS TO CONTENT:
Date:
Project Manager
q -2Z --(G
CSG Consultants, Inc.
APPROVED AS TO FORM:
Date: `� �l/—/0
City Attorney
CSG Consultants, Inc.
/to
a
1
ervice
Building Plan Review
Grading Plan Review
Expedited Plan Review I
i
Combination inspector "
Grading Inspector
PROPOSED FEE SCHEDULE
11
EXHIBIT C
Fee
B50/o of the plan review fee as. calculated
per CBC Table I -A
85% cf:.the City plan review. fee
To be negotiated
$55.00 per hour (City provides vehicle)
$60.00 per hour (CSG provides vehicle)
$60.00 per hour (City provides vehicle)
$65.00 per hour (CSG provides vehicle)
City of Costa Mesa j 5
AMENDMENT NUMBER FIVE
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this day of October, 2010
("Effective Date") by and between the City of Costa Mesa, a municipal corporation
("City") and BUREAU VERITAS, a California corporation ("Consultant").
WHEREAS, Consultant and City entered into an agreement on July 6, 2006, for
Consultant to provide plan checking and inspection services on an as -needed basis to
support new large development projects and special programs in the City as described
herein below; and
WHEREAS, the term of Consultant and City's original Agreement expired on
June 30, 2007; and
WHEREAS, the original proposal contained a provision for five (5) additional one
(1) year extensions at City's option; and
and
WHEREAS, the first extension was exercised and expired on June 30, 2008; and
WHEREAS, the second extension was exercised and expired on June 30, 2009;
WHEREAS, the third extension was exercised and expired on June 30, 2010; and
WHEREAS, the fourth extension was exercised and expires on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension is inadequate; and
WHEREAS, the amount of compensation, which originally contained an allocation
of Five Hundred Thousand Dollars ($500,000.00) needs to be changed to reflect the
actual amount budgeted.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the Parties agree as follows:
Paragraph 2.1. Compensation, shall be amended to read, "Consultant shall
be paid in accordance with the fee schedule set forth in Exhibit "C,"
attached hereto and made a part of this Agreement (the "Fee Schedule").
Because the services to be performed under this Agreement are on an "as
needed" basis in conjunction with agreements with other consultants (CSG
Consultants, Inc. and Scott Fazekas & Associates), the total amount not to
be exceeded is One Hundred Seventy -Five Thousand Dollars ($175,000) in
the aggregate. The City's Finance Department will be responsible for
Bureau Veritas
tracking the associated payments to insure that the amount budgeted for
these services is not exceeded.
2. All terms not herein defined 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 and previous Amendments, shall remain in full force
and effect.
IN WITNESS WHEREOF, the Parties hereto have set their hand by their duly
authorized representatives as of the day and year first above written.
CITY OF COSTA MESA,
A municipal corporation
Mayor of the City of Costa Mesa
BUREAU VERITAS
4ature 'A' � 1
Na e and itle
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
APPROVED AS TO CONTENT:
Date:
Date:�0
Date:
Project Manager
/3
L2—(G
Bureau Veritas
APPROVED AS TO FORM:
Date: I laI / (v
City Attorne
Bureau Veritas
Pian'Reyi'e Fees I..'
Building Pian Review Servi les
Accelerated Building Plan Revi
'Predicated on City maintaining an
i Schedule of Ratos•for Ad
I Community Developt
?, Billing Title
EXHIBIT
City of costa Mesa
Building Plan Check and inspection Services.
Fees for BUiidifig, Plan Check and Inspection
Prior to the Review
iiona:l P'rofessionW.Servides
:nt Construction Management].Observe tion
Hourly•Bt]ling Rates Billing Title . .. Hourly Bfiling Rates
$1'55 Residerrf �En
In it $160
$140 Resident Inaer I $145
$90 Construction Manager $160:
�a� Dir
�inspectorJPlans Exarn 1111 $120 _J
;.,r.,e���.rot�naa=uamllf $110
Program managemenE1=n1J1rteriry
Billing 7it1e I ! Hourly Billing Rdtes
Sr. Engineer li $145 '
Sr. Engineer 1 I $140
- --- �z1An
130
120
110
Construction Observer III
Oyu
Construction Observer 11
$80
Construction Observer i
$75
Construetlo I Technician
$75
Special Services! Administration
Billing Title
Hourly Billing Rates
Professional Reimbu semen
The hourly billing rates include the cost of salaries of the Bureau Veritas employees, plus sick leave,
vacation, holiday and other fringe benefits. The percentage added to salary costs includes indirect
overhead costs and fee (profit). All employees classified as "non-exempt" by the U.S. Department of
Labor will be compensated at 1-1/2 times salary, as per state and Federal wage and hour laws. Billing
rates will be calculated accordingly for these overtime hours.
Communication Fee
Project Labor Times 3,.0% which includes telecommunications, faxes, standard U.S. Mail, mobile phones,
and internet access and hardware. Gtti:Z
-J.
4-1
i
bs'S€�CFs
Direct Expenses
Reimbursement for direct
plus fifteen percent (1.5%)
o Maps, photograp
work.
h Consultants, soil
o Rented vehicles,
Specific telecom
o Special fees, ins
n Outside computf
Reimbursement for
per mile rate.
Other in-house charges
rates.
The foregoing Schedule
January 3, 2006 through
Cify of .Costa Mesa
Bui}l�dinv Plan Check and Inspection Services
i!iA;4d 51
512 -7Effill
sxpenses, as listed below, incurred in connection with the work, will be at cost
or items such as:
reproductions, printing, equipment rental and special supplies related to the
engineers, surveyors, contractors, and other outside services.
)cal public transportation and taxis, travel and subsistence.
unications and delivery charges.
-ance, permits, and licenses applicable to the work.
processing; computation, and proprietary programs purchased for the work.
vehicles used in.connection with the work will be at the current IRS
prints, reproductions and equipment use, etc. will be at standard company
is incorporated into the agreement for the services provided, effective
31, 2006, and will be adjusted thereafter.
4-2
14