HomeMy WebLinkAbout04 - CC-6 - Building Safety & Fire Prevention Plan - 6/7/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 7, 2011
ITEM NUMBER:
SUBJECT: BUILDING SAFETY & FIRE PREVENTION PLAN REVIEW AND INSPECTION
SERVICES
DATE: MAY 26, 2011
FROM: DEVELOPMENT SERVICES DEPARTMENT/FIRE DEPARTMENT
PRESENTATION BY: KHANH NGUYEN, INTERIM DEVELOPMENT SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: KHANH NGUYEN (714) 754-5270
RECOMMENDATION:
Authorize the Mayor to extend the Professional Services Agreements (PSAs) approved
in March 2011, for 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 $313,000 in the aggregate..
BACKGROUND/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 sprinkler and alarm. Historically, the fire systems review 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 systems review and
inspection.
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
inspection fees leaving adequate coverage for the City's administrative cost of providing
services.
FISCAL:
These PSA extensions are for the 2011-12 fiscal year. The current Preliminary Budget
for FY 11-12 includes $75,000 in Fire Department — Fire Prevention Division and
$238,000 in Development Services — Building Safety Division budgets. Should the
Council adopt the FY 11-12 budget including these amounts totaling $313,000, the
appropriate amount will be budgeted to fulfill the above PSAs.
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 NGUY KIRK DO
Interim Develo t Services Director Interim Fi
DISTRIBUTION: Chief Executive Officer
Assistant Chief Executive Officer
Interim Finance Director
Assistant Finance Director
City Attorney
City Clerk (2)
Staff (4)
File (2)
Attachments: Professional Services Agreement for Scott Fazekas & Associates
Professional Services Agreement for CSG Consultants
Professional Services Agreement for Bureau Veritas
File: 060711 Building FirePSAs I Date: 052611 1 Time: 4:00 .m.
2
AMENDMENT NUMBER SEVEN
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this 1St day of July, 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, 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 tern 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 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, Consultant and City now wish to amend the Agreement to exercise
the fifth one (1) year extension; 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:
Bureau Veritas
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 Three Hundred Thirteen Thousand Dollars ($313,000) 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
N 4adle
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
Date:
Date: a ��
Bureau Veritas
APPROVED AS TO CONTENT:
APPROVED AS TO FORM:
City Attorney
Date: �—, Z 7,
Date: G 2 III
Bureau Veritas
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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'/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.
The foregoing Schedule of Charges Is incorporated into the agreement for the services
provided, effective March 16, 2011 through June 30, 2011.
J
City of Costa Mesa
Building flan Check and Inspection Services
Section 4: b Propote.6.Fees for B-p-11din , plan Check "and Inspection
Services
Plan Review Fees
;Rates
Building Plan Review Services 85% Jurisdiction Collected Plan Check Fee'
Accelerated Building Plan Review Services TBD Prior to the Reviev
"Predicated on City maintaining an acceptable fee schedule
Schedule of Rates for Addditional Professional Services_
Community Development Construction Management i, Observation
Billing Title Hourly Billing Rates Billing Title Hourly Billing Rates
Building Official 11
$155
De uty Building Official
$140
Senior Inspector
$90
Inspector
$85
Inspector/Plans Exam IV
$130
Inspector/Plans Exam III
$120
Inspector/Plans Exam II
$110
Inspector/Plans Exam 1
$105
Permit Technician III
$90
Permit Technician II
$75
Permit Technician 1
$70
Resident En ineer II
$160
Resident Engineer 1
$145
Construction Manager
Dir
$160
Construction Manager 1
$140
Construction Observer V
$120
Construction Observer IV
$115
Construction Observer III
$90
Construction Observer II
$60
Construction Observer 1
$75
Construction Technician
$75
Program Management I Engineering Special Services I Administration
Billing Title Hourly Billing. Rates Billing Title Hourly Billing Rates
Sr. Engineer II
$145
Sr. Engineer 1
$140
Engineer V
$130
Engineer IV
$125
Engineer ill
$115
En ineer II
$105
Engineer 1
$90
Engineering Asst II
$65
Engineering Asst I
$75
Special lst/Designer IV
$140
Special ist/De signer 111
$130
Specialist/Designer II
$120
Special ist/Desl ner I 1
$110
Principal
$230
Sr. Project Manager
$175
Project Manager
$160
Technician IV
$105
Technician III
$90
Technician II
$75
Technician 1
$70
Administrative M mt
$100
SR. Admin Assistant
$90
AA III / Contracts S Ist.
$75
Admin Assistant II
$70
AA I/Clerical II/Facilities
$55
Clerical 1
$45
Professional Reimbursement
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.
11
l
City of Costa Mesa
Building Plan Check and Inspection Services
Direct Expenses
Reimbursement for direct expenses, as listed below, incurred in connection with the work, will be at cost
plus fifteen percent (15%) for items such as:
• Maps, photographs, reproductions, printing, equipment rental and special supplies related to the
work.
n Consultants, soils engineers, surveyors, contractors, and other outside services.
n Rented vehicles, local public transportation and taxis, travel and subsistence.
n Specific telecommunications and delivery charges.
• Special fees, insurance, permits, and licenses applicable to the work.
a Outside computer processing, computation, and proprietary programs purchased for the work.
Reimbursement for employee -owned vehicles used in connection with the work will be at the current IRS
per mile rate.
Other in-house charges for prints, reproductions and equipment use, etc. will be at standard company
rates.
The foregoing Schedule of Charges Is incorporated into the agreement for the services provided, effective
January 3, 2006 through December 31, 2006, and will be adjusted thereafter.
F
AMENDMENT NUMBER SEVEN
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this 1St day of July, 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 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 tern 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 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, Consultant and City now wish to amend the Agreement to exercise
the fifth one (1) year extension; 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:
CSG Consultants, Inc.
9
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
needed" basis in conjunction with agreements with other consultants
(Bureau Veritas and Scott Fazekas & Associates), the total amount not to
be exceeded is Three Hundred Thirteen Thousand Dollars ($313,000) 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
Date:
Mayor of the City of Costa Mesa
CSG CONSULTANTS, INC.
Date: 5/.27/2011
Signature
KVA®A mor,k , VP
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
/0
CSG Consultants, Inc.
APPROVED AS TO CONTENT:
Project Manager
APPROVED AS`TO FORM:
City Attorney
Date: C--- 2-- 7—//
Date:
CSG Consultants, Inc.
PROPOSED FEE SCHEDULE efS �g
Service . Fee
Building Plan Review 85% of the plan review fee as calculated
per CBC Table 1-A
Grading Plan Review 85% of the City plan review fee
Expedited Plan Review To be negotiated
Combination Inspector
Grading Inspector
$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 1 5
CURRENT FIRE SERVICE FEE SCHEDULE S G
MARCH 2011
Service Fee
Fire Plan Review $90.00 per hour
Fire Inspector/Fire Marshal $70.00 per hour (City provides vehicle)
AMENDMENT NUMBER SEVEN
TO PROFESSIONAL SERVICES AGREEMENT
FOR BUILDING PLAN CHECK AND INSPECTION
This Amendment is made and entered into this 1" day of July, 2011 ("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 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, Consultant and City now wish to amend the Agreement to exercise
the fifth one (1) year extension; 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:
Scott Fazekas & Associates, Inc.
H
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 CSG Consultants, Inc.), the total amount not to be
exceeded is Three Hundred Thirteen Thousand Dollars ($313,000) 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
Signature
Name and Title
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
Date:
Date: S �7 ✓�
15 -
Scott Fazekas & Associates, Inc.
APPROVED AS TO CONTENT:
Project Manager
APPROVED AS TO FORM:
City Attorn Yloll
,"Date:
a-?
Date: 05451/1
16
Scott Farekas & Associates, Inc.
Section 6 - Proposed Fees
PLAN REVIEW
The traditional approach in 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 seventy-five percent (75%) of the established plan check fees
for the scope of work requested.
- If SFA 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.
-- SFA 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 CONTRACT EMPLOYEE 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
consideration. These rates are 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 mange of billing rates are based on payroll rates of the
employees and the term of employment anticipated.
Building Counter Technician $30.00 - $45.00
Combination Building Inspector $40.00 - $60.00
Housing Code Inspector $40.00 - $60.00
Municipal Code Enforcement Officer $40.00 - $60.00
Office Support Specialist $30.00 - $40.00
Additional positions are subject to mutually agreed upon rates when so requested by the City.
/7
�r9lding Saf�iy dor Governrr�enf
j
I
Fire Prevention Fees
i
Fire flan Relrievv
Fire Inspection
i
$100.00/hour,
l fl0.fl0/13om•
Foot -notes:
3) The same individual w -ho per Dans the plan reviews Will peri•.onn the inspections,
h.ow. ever, if more consisle it ongoing hours ars needed an inspector who m=eets the City's
approval may he selected at a lesser rale depending on their qualifications.
2� A -two-hour minimum applies to }plan check and inspections.
9 Corporate 'ark, Seita 200, Irvine, CA 92605-5473 - 949/475-29!94 -FAX 949/475-2560 • sfairvirre@aol.com
An Equal Oppor[uoity Employer