HomeMy WebLinkAbout03 - CC-7 - Budget Adjustment for Contract Fire Syst - 3/15/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 15, 2011 ITEM NUMBER:
SUBJECT: BUDGET ADJUSTMENT FOR CONTRACT FIRE SYSTEM PLAN REVIEW AND
INSPECTION SERVICES AND AUTHORIZATION TO AMEND PROFESSIONAL
SERVICE AGREEMENTS
DATE: MARCH 2, 2011
FROM: FIRE DEPARTMENT/DEVELOPMENT SERVICES DEPARTMENT
PRESENTATION BY: KIRK DOMINIC, INTERIM FIRE CHIEF
FOR FURTHER INFORMATION CONTACT: KHANH NGUYEN (714) 754-5277
RECOMMENDATIONS:
1. Authorize the Mayor to amend Professional Services Agreements (PSAs)
approved in October 2010, to include contract fire system plan check and
inspection services in addition to contract building 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 $205,000 in the
aggregate.
2. Approve budget adjustment #11-016 in the amount of $30,000 to reallocate
general fund appropriations within the Fire Department to the Engineering and
Architectural account for contract fire system plan check and inspection services.
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. Part of that service includes plan check and inspection
of fire systems such as sprinklers and alarms. Historically fire system reviews and
enforcement have been performed by Costa Mesa Fire Prevention staff.
With the recent staff reduction in Fire Prevention, coupled with the new California
Residential Code that mandates sprinkler systems in all new residential buildings, Fire
Prevention has a need for outside consultants to provide timely fire system reviews and
inspections.
Copies of the PSAs with each of the above firms are attached. The service costs are
recoverable and are designed as a percentage of the City's collected plan check and
1
inspection fees leaving adequate coverage for the City's administrative cost of providing
services.
FISCAL:
The attached budget #11-016 reallocates $30,000 to the Engineering and Architectural
account from the Fixed Asset — Office Furniture account within the Fire Department
General Fund budget. The original budgeted costs were associated with moving Fire
Prevention personnel from Fire Station #1 to the 5th floor of City Hall. These funds are
no longer needed for that purpose.
LEGAL REVIEW:
The attached professional services agreements are those provided by the City Attorney
and are. "approved as to form".
CONCLUSION:
Use of contract plan check, inspection, and staffing services continues to be a cost
effective means of providing required Building Safety and Fire Prevention services. The
use of core City staff supplemented by contracts for required services is a common cost
effective practice for cities throughout the State.
KHANH NGUYEN,C'/ KIRK DOMINIC
Building Official f f/ Interim Fire Chief
KIMBERLY BRAUT, AICP
Development Services Director
DISTRIBUTION: Chief Executive Officer
Assistant Chief Executive Officer
Assistant Finance Director
City Attorney
City Clerk (2)
Staff (4)
File (2)
Attachments: Budget Adjustment #11-016
Professional Services Agreement for Scott Fazekas & Associates
Professional Services Agreement for CSG Consultants
Professional Services Agreement for Bureau Veritas
Filer 031511 Bld Safet PSAs I Date: 030311 Time: 8:30 a.m.
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3
AMENDMENT NUMBER SIX
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this day of March, 2011
("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,.'20 06, . 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 expir..ed=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 expires on June 30, 2010.; and
WHEREAS, the fourth extension was exercised and expired on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension is inadequate and was
revised on October 5, 2010; and
WHEREAS, the revised amount budgeted for the fourth extension is still
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:
1. 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
Bureau Veritas
needed" basis in conjunction with agreements with other consultants (CSG
Consultants, Inc. and Scott Fazekas & Associates), the total amount not to
be exceeded is Two Hundred Five Thousand Dollars ($205,000) in the
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
BUREAU VERITAS
Date:
Date: Z /
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
Bureau Veritas
APPROVED AS TO CONTENT:
Date:
Proj
APPROVED AS TO
Y Date:
City Attorney - nwV Y\m ova
Bureau Veritas
CP
h
an
Schedule of Rates*for
DommunitY Devel
Billing Title
BUIIdin OOfficial tl_
Program -ME
Billing TWO
sr. Engineer II
EXHIBIT C
City af'Costa Mesa
Bulldrng,Plarr Check and inspection Services
Fees for Building, Purl Chock.an'd Inapp tion
i' •R tes
Hourly
Hourly Billing R—Ates
Special SerYices T Atninistrafion
Billing Title Hourly Billing Rates
Professional Reimbu'sement plus sick leave,
The hourly billing rates.. include the cost of salaries of the Bureau Veritas employees, p
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 compensipted at 1-112 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 a hardware. `I"
�ti,.2
. I
i
4-1 MW
i
7
S
85%Jurrsdiction Coliected Ran-. Check Fee
TBDPridr•to fhe Review;es
a fee schedule
Profes'sionat.Servides
Construction 11 :Ana, geraent.I {_tlbn
-Billing
Hourly Bllling.Rates
Rate sating title . .. ' . ..
X1'55
ResldenfEn Ineerit
X140
Resident En 'ineer I ` .:
$14.5'
$9D
Consbvction:Mana.ger
$'16t7•
$B5
l7ir ' i .
•
$130
Construction Maria er,::l
$120
Construction Observe] V
$120' '
$110
Construction Observer •IV
$105
_
Construction Obsiruer.ili
.. _._ -__ .__ 11.
$90
COP.
Hourly Billing R—Ates
Special SerYices T Atninistrafion
Billing Title Hourly Billing Rates
Professional Reimbu'sement plus sick leave,
The hourly billing rates.. include the cost of salaries of the Bureau Veritas employees, p
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 compensipted at 1-112 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 a hardware. `I"
�ti,.2
. I
i
4-1 MW
i
7
1 City! of Costa Mesa
:. Bulldinq Flan Check and lnspecfion Sarvices
Direct Expenses ., i .
Reimbursement for direct i;xpenses as listed below, incurred in connection -with the work, will be at cost'
plus.fifteen percent (16%0) for itema;such as
i meat rental ands cial supplies related to the
n Maps, photograpi�s, reproductions, printing, equ p pe
work
oConsultants; sods engti7esrs, surveyors, contractors;;and other outside services.
c ' Rented vehicles, local public transportation and taxis; travel and subsistence.
n. Specific telecommunications and delivery charges.
r� Specialfees, insurance, permits, and licenses applicable to the work.
n Outside computer: process -Ing;, computation, and proprietary programs purchased for the w6rk.
Reimbursement for employee -owned vehicles used in cpnne�ioh with the work will be at the current' IRS .
pef mile rate..
piher in-house charges for prints reproductions and equlpment use; stc.:will be at standard company
Th foregoing Schedule: of Charges Is incorporated into the. agreement for the services provided, effective,
January 3, 2006 throughe,m
, pecber 31,�20D6', and will be adjusted thereafiter:
42
0
fire, Plan Check Inspection
"Rates*
All Fire Plan Reviews
85% of the City's Collected Fee
All Fire Inspections
$100/hr
City of Costa Mesa, will provide a Vehicle to perform all inspection activity.
Professional Reimbursement
The hourly billing rates include the cost of salaries if 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'h 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.
The foregoing Schedule of Charges Is incorporated into the agreement for the services
provided, effective March 16, 2011 through June 30, 2011.
N
AMENDMENT NUMBER SIX
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment 'is. made and entered into this day of March, 2011 ("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 fi, 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
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; .
and
WHEREAS, the third extension was exercised and expires on June 30, 2010; and
WHEREAS, the fourth extension was exercised and expired on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension 'is inadequate and was
revised on October 5, 2010; and
WHEREAS, the revised amount budgeted for the fourth extension is still
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:
1. 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
CSG Consultants, Inc.
/D
needed" basis in conjunction with agreements with other consultants
(Bureau Veritas and Scott Fazekas & Associates), the total amount not. to
be exceeded is Two Hundred Five Thousand Dollars ($205,-000) in the
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 ternis_not herein defined shall have the same meaning and use asset
forth in the Agreement.
3..: AU other: terms,; conditions; and provisions of the Agreement not .in conflict
with this ,Amendment andprevious 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. .
/ �✓ �-^-"7 Date: 3l 04 t I
Signature
icor tf r t VL( -E
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
CSG Consultants, Inc.
APPROVED AS TO CONTENT:
Date: 3
//�/J/
Project Manager
APPROVED AS TO FORM:
Y Date: 2�
City Attorney — c vn W1 1� v (u w
CSG Consultants, Inc.
Service
Building Plan Review
Grading Plan Review
Expedited Plan Review
Gradirig Inspeotor
PROPOSED FEE SCHEDULE:
EXHIBIT C
85% of the -plan review fee as. calculated
p
per OBC Table 1-A
85% of:.the City plan review. fee
To be negbtlated
out (91t
.$56.00 per y pmvldP8
$60.00 per hour (CSG provid6g vehicle)
$Mbo P"r hour bur (01ty provlddsyehlole).
$65.00 per, hour (CSG provides vekicile)
City of costa Mesa *15
CURRENT FIRE SERVICE FEE SCHEDULE
- MARCH 2011
Service
Fire Plan Review
Fire Inspector/Fire Marshal
/Y
Fee
$90.00 per hour
$70.00 per hour (City provides vehicle)
11
3
AMENDMENT NUMBER SIX
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this day of March, 2011
("Effective Date") by and between the City of Costa Mesa, a municipal corporation
("City") and SCOTT FAZEKAS & ASSOCIATES, INC., a Calif6rnia 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 3.0, 20.09;
WHEREAS, the third extension was exercised and expires on June 30, 2010; and
WHEREAS, the fourth extension was exercised and expired on June 30, 2011; and
WHEREAS, the amount budgeted for the fourth extension is inadequate and was
revised on October 5, 2010; and
WHEREAS, the revised amount budgeted for the fourth extension is still
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:
1. Paragraph 2.1. Compensation, shall be amended to read, "Consultant
shall be paid in accordance with the fee schedule set forth in Exhibit "C,"
Scott Fazekas & Associates, Inc.
1-5—
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 CSG Consultants, Inc.), the total amount not to be
exceeded is Two Hundred Five Thousand Dollars ($205, 000) in the
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
�00��
Signature
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
Date:
Date
.--4 -/
Scott Fazekas & Associates, Inc.
APPROVED AS TO CONTENT:
7�-� 4 Date:
Proil ect anager
APPROVED AS TO FORM:
l/
X + Date: Z� Zq ! l
City Attorney �Ll ✓h 'Oe/ J Wn I 1 Re jl! v w E
Scott Pazekas & Associates, Inc.
1;7
EXHIBIT C
Section 6 Pr'oposbd Fees
PLATY REVIEW
The traditional. approachip.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' roposes to charge`ei'hty-five peroenf (85%) of the established plan. check fees
for the scope of work requested.
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 -riot charge for .x ph:ecks.unless the plans are incomplete: or -revised for *hi ch the,City —
would collect additional flies from,the applicant-aTlie City v�ould::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 mutuaxly agreed upozi•based on;the.salary rate of the employee,,.. .
HOURLY CONTRACThMPL61M FEES
The following rates are baked on the presumption that a professional services agreement
requiring E &0 insurance will be.used. If a different format is used, the. fees maybe subject to
consideration. These rateslare for staff positions in the event such arrangements are decided to be.
established in addition to flan dhecic consulting services.
For thepositions listed i11"clualaindicatta
P, the hourly rates are listed as follows to allow for comparison
of Proposals. The rates, range of billing rates, are based on payroll nates of the
employees and the term o�, employment anticipated.
1$35,00-
Building Counter Technician
$45.00
Combination Building Inspector
$45.D0 -
$60.00
'
Housing Code Inspector
$40.00-
$55.06
Municipal Code Enforcement Officer
$40.00-
$55.00
Office Support Specialist
$30.00 -
$45.00
Grading Inspector 1
$45.00 -
$60.00
Infrastructure Insp ctoz
$45.OD -
$60.00
Plan Checker �
$50.00 -
$65.00
Plan Check Engineer
$75,00 -
$I D0.00
Additional positions are sbjectto mutually agreed upon
rates when so requested
by the City.
i
�8ulfdin� oaf 1y for Govem aent
Fire Prevention Fees
Fire Plan Rev,,iew
Fire Inspection
100.00/hour
'� l OO.00lhour
Tn:o!tx�.otes�
1) The same .individual who performs the plan rev:ie���s will perform the inspections,
h_otivever, if more consistent ongoing hou s are needed an inspector who meets the City's
approval may be selected at a lesser rate depending on their qualifications.
2) A tvvo_hour minimum applies to plan :check and inspections.
9 Corporate IP:irk, suite 200, Irvine, CA 9.260&-5973 • 949 / 475-29D9 -FAX 949/475-2580 - sfairvine rs aoi.con)
An Equal O,pporrunity F_inplvyer
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