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Home My WebLink AboutItem 4.14 Build Svcs Consultants Annual Review CITY CLERK File # DrJ[Q][Q]-[a][3J AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 5, 2001 SUBJECT: Annual Review and fee adjustments for existing Building Service Consultants, LP2A, BJY & 4Leaf, Inc. Report Prepared by: Eddie Peabody Jr., Community Development Director & George Thomas, Chief Building Official A TT ACHMENTS: 1. Resolution with Exhibit B approving the fee amendments for the Consultants 2. Projected 2001-2002 Building & Safety Workload 3 . Workload & Performance Measures - Historical Data 4. Rate Comparisons & 2001 Fee Increase RECOMMENDATION: /'1 . / Adopt resolution approving fee amendments and authorize the A {J'f'V Community Development Director to sign on behalf of the City. FINANCIAL STATEMENT: In Fiscal Year 2001-2002 it is projected that 15,950 hours of inspection, plan check and specialized services will be required. Only those hours required will be billed. If the Fiscal Year 200112002 hours of services do reach the projections, the annual cost of services under these contracts will be $1,150,500. DESCRIPTION: Since July 1995, the City of Dublin has contracted with the firm LP2A for primary Building and Safety Services. Due to cyclical construction activity, the City has found that the type of contract arrangement best suits the City's needs. Building inspection and plan check needs have increased dramatically since the economic upturn starting in Fiscal Year 1996-97. Since 1999, LP2A has not been able to fill critical positions in commercial inspections and plan review due to the tight labor market in the Bay Area. As a result, the City of Dublin is working with additional building inspection and plan review providers to maintain a pool of qualified applicants to fill vacant and new positions. In fiscal year 2000-2001, the City of Dublin contracted with two new firms, BJY and 4Leaf, Inc., for Building and Safety Services due to the increase in construction activity. BJY's work has been exemplary and responsive to the City's needs. In Fiscal Year 2001-2002, inspection and plan checking services will require one full time Senior Inspector, one and one-half full time In-House Plans Examiners, two and one-half full time Commercial COPIES TO: Bldg. Consultants g:agenda/200l/6-5 cc bldg contract -'1.11 ITEM NO. Inspectors, three full time residential inspectors and one-halftime library Inspector. In addition, some additional off-site plan examiner services will be performed for complicated commercial projects. 2001-2002 ProposedRate Increase: Attachment 4 traces the changes in yearly fees for building services since 1995. Contract inspection services have risen in cost from $55 to $60 for regular residential inspections. In 2001-2002, staffis recommending increased hourly rates ($8 for the plan examiners and $6 for regular building inspectors). There is no change in rate proposed for the Commercial Inspector classification. The increases in hourly fees for the three firms are necessary in order to retain the individuals who are currently performing work for the City. The proposed increases are generally fifteen to twenty percent below the published rates for all three companies. .The assumptions used in estimating service needs are outlined in Attachment 2. Attachment 3 provides a historical workload and proposed 2001-2002 fee schedule. In fiscal year 2001-2002, the Community Development Department is proposing a higher service level that would change the contract Senior Inspector position to a permanent City position. The higher service level should result in a savings of $50,000 (Fifty-thousand dollars) based on the anticipated $162,240 contract Senior Inspector expense for the fiscal year 2001-2002. RECOMMENDATION: Staff recommends that the City Council adopt the resolution amending the fees as detailed in Attachment 4 for LP2A, BJY and 4LEAF, Inc. and authorize the Community Development Director to sign the contracts on behalf of the City. REVISED PAGE 2 ITEM 4.14 6/5/01 CITY COUNCIL MTG 2001-2002 Proposed Rate Increase: Attachment 4 traces the changes in yearly fees for building services since 1995. Contract inspection services have risen in cost from $55 to $60 for regular residential inspections. In 2001-2002, staffis recommending increased hourly rates ($8 for the plan examiners and $6 for regular building inspectors). There is no change in rate proposed for the Commercial Inspector classification. The increases in hourly fees for the three firms are necessary in order to retain the individuals who are currently performing work for the City. The proposed increases are generally fifteen to twenty percent below the published rates for all three companies. The assumptions used in estimating service needs are outlined in Attachment 2. Attachment 3 provides a historical workload and proposed 2001-2002 fee schedule. In fiscal year 2001-2002, the Community Development Department is proposing a higher service level that would change the contract Senior Inspector position to a permanent City position. The higher service level should result in a savings of $50,000 (Fifty-thousand dollars) based on the anticipated $162,240 contract Senior Inspector expense for the fiscal year 2001-2002. RECOMMENDATION: Staff recommends that the City Council adopt the resolution amending the fees as detailed in Attachment 4 for LP2A, BJY and 4LEAF, Inc. and authorize the Community Development Director to sign the contracts on behalf of the City. --J,- /bQ b RESOLUTION NO. - 01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********************************************* APPROVING FEE AMENDMENTS FOR APPROVED CONTRACTS WITH CONSULTANTS IN THE BUILDING & SAFETY SERVICES DIVISION RELATED TO BUILDING INSPECTION SERVICES WHEREAS, the City of Dublin is experiencing significant increases in new development applications; and WHEREAS, with the acceleration of new development projects in both Western and Eastern Dublin, the need to retain outside consultant firms is necessary, and WHEREAS, staffhas determined it necessary to hire additional inspectors to provide inspection services including plan checks and field checks of new projects, and WHEREAS, staffhas determined it necessary to hire technical support to provide expertise in plan checking and other construction issues when current staff is unable to complete projects in a timely fashion due to workloads, and WHEREAS, the City of Dublin Planning Commission and City Council has directed staff to move projects expeditiously, and hire consultant firms when services are needed, and WHEREAS, the firms of LP2A, BJY and 4LEAF, Inc. have demonstrated they have adequate ability to perform inspections, plan check, and other services as required, and; WHEREAS, consultants will only perform work on a time and material basis at the direction of the Community Development Director, and WHEREAS, all costs will be charged to the Community Development Department budget in accordance with costs associated with certain projects, and WHEREAS, the contracts and amendments have been reviewed and approved as to form by the City Attorney's Office as to form. NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Dublin does approve the fee amendments in Exhibit B of the standard consultant agreements for the following firms: LP2A; BJY & 4LEAF, Inc., BE IT FURTHER RESOLVED that the Community Development Director is authorized to obtain consultant signatures accepting this amendment to Exhibit B for the affected consultants and sil7n the amendments on behalf of the City. t/, / t/ ~/:5 / t::> I ATTACHMENT 1 PASSED, APPROVED AND ADOPTED this 5th day of June, 2001. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk g:\correspo\agendas\O 1 \6-5 annual review bldg contract cPcVb EXHIBIT B :34to PAYMENT SCHEDULE A. CITY shall pay CONTRACTOR for services rendered in accordance with the hourly rates stated in section B. CONTRACTOR shall submit invoices, not more often than once per month, based upon the work completed. At the sole discretion of the CITY other payment schedules may be considered. Invoice shall include an accounting of all hours by classification and task. The format and documentation included on the invoice, shall be subject to approval by the City Manager and/or designee. B. HOURLY RATES: The following rates include all reimbursable or indirect costs, including but not limited to a vehicle. 1. Commercial Inspector (Includes knowledge and certification in commercial building systems including structural, mechanical, plumbing, and electrical systems.) $75.00 2. Building Inspectors (Includes Inspection as well as any plan checking of Residential and Non-Structural Commercial/ Industrial Plans.) $66.00 3. Off-site and on-site Plan Checking (As authorized by City Manager and/or designee.) $78.00 C. The hourly rates shown in Section B above, shall be the total which the CITY shall pay for the services to be rendered by CONTRACTOR pursuant to this Agreement. CITY shall not pay any additional sum for any expense or cost whatsoever incurred by CONTRACTOR in rendering services pursuant to this Agreement. D. CITY shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in writing and authorized by the City Manager and/or designee. E. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of CITY. In this event, CITY shall compensate the CONTRACTOR for all outstanding costs incurred as of the date of written notice thereof and shall terminate this Agreement. CONTRACTOR shall maintain adequate logs and time sheets in order to verify costs incurred to date. F. The CONTRACTOR is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed copy of this Agreement. Page 5 ofl1 g:agendalO1l2001 LP2A agree 7/01101 'I ~ 1:, PROJECTED 2001-2002 BUILDING AND SAFETY WORKLOAD Estimated valuation of Permits Issued Estimated number of permits Estimated Inspections Total Estimated new dwelling units issued Total Estimated dwelling units finaled Number of hours for inspection, plan check, and outside plan review Significant Projects . Koll Retail . Quarry Lane School . Toll Brothers Homes . Marriott Hotel . GM Automall . Emerald Pointe Building 2 / 3 / Parking structure . Shea Shopping Center and Waterford Apt. Complex . Dublin Ranch Golf Course . Dublin V olkswagon . Safeway (Dublin/Amador Plaza) . Dublin Library . Safeway (Waterford) $337,282,116 1463 22,670 735 867 18,030 . Hansen Ranch . Brookfield Homes . Tassajara Meadows II . Shea Homes . Dublin Autoworks . Fudruckers . Sybase . Corrie Center . Koll Phase3 and 4 Office . Archstone Homes . Greenbriar Homes . Commerce One (2 Buildings) ATTACHMENT 2 :5 t:>D t- . WOR.~OAD"&. PEE.F()RMANCE ..lVIEASURES .... BUILDilNGAND SAFETY DIVISION. . ":... .:"" ::." . ... :: . . :"::,: ..", ": . ".:. IIISTOLQICAL D.A]'A.. ACTUAL BUDGET ESTIMATED ESTIMATED INDICATOR 1999-00 2000-01 2000-01 2001-2002 Building Valuation 287,501,525 232,096,125 271,439,617 337,282,116 Permits Issued 2,521 2,330 1,988 1,463 Inspections 28,232 19,293 19,163 22,670 Dwelling Units Issued 783 658 690 735 Dwelling Units Finaled 1,347 1,075 904 867 Fiscal Year 2001-2002 Contract Labor Proj ection POSITION HOURLY HOURS/Est. TOTAL COST RATE ESTIMATED Off-site/On-site Plan Review $78 3120 $243,360 Building Inspectors (3) Residential $66 6,240 $411,840 Outside/Special Plan Chk. $78 350 $ 27,300 Building Inspectors (2 1/2) $75 5,200 $390,000 Commercial Building Inspectors (1/2) Library $75 1,040 $78,000 TOTAL 15,950 $1,150,500 ATTACHMENT 3 Fee Increase Rate Comparisons 2001 ~ ~ f' ncrease 6.00 8.00 01 Fee I Dollar 75.00 66.00 $ -- 78.00 $ Proposed Ju $ $ $ 4 Jun-OO 60.00 70.00 Attachment $ $ Sept. 99 60.00 65.00 $ $ Apr-98 $ 55.00 $ 65.00 JUI-95 55.00 65.00 Commercial Inspector Building Inspector L! On and Off-site Plan Checf$ g:corresp/gb/LP2 rate c9mp