HomeMy WebLinkAboutItem 8.5 BldgConsltAnnualReview CI'TY CLERK
File # 600-30
AG E N DA STATEMENT
CITY COUNCIL MEETING DATE: June 3, 2003
SUBJECT: Annual Review and Fee Adjustments for existing Building and
Safety Consultants, Linhart, Petersen and Powers Associates
(LP2A), Bernard Johnson Yotmg Incorporated (BJY) & 4Leaf, Inc.
Report Prepared by: Gregory Shreeve Sr., Building Official
ATTACHMENTS: 1. Resolution Approving the Fee Amendments (revised-Exhibit B of
existing agreements) for LP2A and 4Leaf, entitled Attachments
IA and lB.
2. Projected 2003-2004 Building & Safety Workload
3. Workload & Performance Measures - Historical Data
RECOMMENDATION: 1. Receive Staff presentation.
2. Approve continuation of contracts with LP2A and 4Leaf and
cancellation of agreement with BJY for Building and Safety
Services.
3. Adopt the Resolution Approving Fee Amendment Agreements
and authorize the Community Development Director to sign on
the behalf of the City.
FINANCIAL STATEMENT: In Fiscal Year 2003-2004 it is projected that 16,120 hours of
inspection, plan check and specialized services will be required.
Only those hours required will be billed. Based on these projected
hours of service the annual cost of these contracts wilt be
$1,217,320. Funding will be included in the Fiscal Year 2003-2004
Preliminary Budget.
DESCRIPTION:
Since July 1995, the City of Dublin has contracted with the firm LP2A for primary Building and Safety
Services. In 1999, LP2A was unable to fill critical positions in building inspections due to the tight labor
market in the Bay Area. As a result, in Fiscal Year 2000-2001, the City of Dublin contracted with the
firm BJY and in Fiscal Year 2001-2002 added 4Leaf Inc., for Building and Safety Services. Due to
cyclical construction activity, the City has found that this type of contract arrangement best suits the
City's needs.
COPIES TO: Bldg. Consultants
V:~gendasL2003\cc annual review bldg contract 6-3.doc
Contract Staff Levels provided to the City by each company includes the following:
LP2A - 2 In-House Plans Examiners, 1 Commercial Inspector and 1 Residential Building
Inspectors.
4Leaf - 1 Commercial Building Inspector, and 3 Residential Building Inspectors.
BJY -No assigned Staff
LP2A and 4Leaf have received positive responses on the City's Customer Service cards over the past
year. Their work has been exemplary and responsive to the City's needs. Customer requests on the
phone and over the counter have been handled quickly and efficiently.
Unfortunately, BJY has not provided service to the City's standards. The City has not been provided with
building inspectors when needed. Inspectors whose services have been offered to the City do not meet
City standards. In addition, the one building inspector that was provided, was removed by BJY from the
City after only three weeks. Therefore, Staff is recommending that BJY's agreement with the City be
discontinued.
In Fiscal Year 2003-2004, Staff projects that contract services will be required as follows:
· One and one-half (1 ½) full time In-House Plans Examiners
· Two (2) full time Commercial Inspectors
· Four (4) full time Residential Inspectors
· In addition, some additional off-site plan examiner services will be performed for complicated
commercial projects.
The assumptions used in estimating service needs are outlined in Attachment 2.
2003-2004 Proposed Rate Increase:
Staff is recommending an increase in the hourly payment for Building and Safety services. The
recommended rate increase for Residential Building Inspectors is from $66 to $70 per hour, for
Commercial Inspectors from $75 to $80 and for Plan Examiners from $78 to $83.
The proposed rate increases reflects an increase of 3 percent per year over the last two-year period for an
overall total increase of 6 percent. The proposed increase in hourly fees for the two firms are necessary in
order to retain the individuals who are currently performing work for the City. The increase is generally
ten to twenty percent below the published rates for both companies. Council granted the last increase of
$6 for Residential Inspectors and $8 for Plan Examiners in June 2001. No increase was given to the
Commercial Inspector position. Attachment 3 provides a historical workload and proposed 2003-2004
fee schedule.
Below is a historical rate comparison:
Proposed 2003-
Job Title Original Rates 2000-2001 rate 2001-2002 rate 2004 rate
1995-1996 adjustment adjustment adjustment
Project Manager $80 Deleted from contractN/a N/a
Building Official $65 Deleted from contractN/a N/a
Senior Building Inspector $60 $70 $78 Deleted from contract
Building Inspectors $55 $60 $66 $70
In-House Plans Examiner $65 $70 $78 $83
Off-Site Plans Examiner $65 $70 $78 $83
Fire Code Plan Checking $65 Deleted from contractN/a N/a
Fire Inspection $65 Deleted from contractN/a N/a
Commercial Inspector Added in 2000-2001 $75 $75 $80
RECOMMENDATION:
Staff recommends that the City Council receive Staff presentation, approve the continuation of contracts
with Linhart Petersen and Powers Associates and 4Leaf Inc to provide Building and Safety services to the
City of Dublin in Fiscal Year 2003-2004, that the agreement with the firm BJY be terminated and adopt
the Resolution Approving Fee Amendment Agreements and authorize the Community Development
Director to sign on the behalf of the City. All other provisions of the latest contracts with these firms
shall remain in effect.
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, staff has determined it necessary to hire additional inspectors to provide inspection
services including plan checks and field checks of new projects, and
WHEREAS, staff has 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, 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 of the City of Dublin does
approve the fee amendments in Exhibit B of the standard consultant agreements for the following firms:
LP2A; and 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 sign
the amendments on behalf of the City.
ATTACHMENT i
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
LP2A
EXHIBIT B
(Revised July 1,2003)
COMPENSATION 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 and Nextel radio.
1. Commercial Inspector $80.00
(Includes knowledge and certification in commercial
building systems including structural, mechanical,
plumbing, and electrical systems.)
2. Building Inspectors $70.00
(Includes Inspection as well as any plan checking
of Residential and Non-Structural Commercial/
Industrial Plans.)
3. Off-site and on-site Plan Checking $83.00
(As authorized by City Manager and/or designee.)
4. Public Works Inspector (includes vehicle) $73.13
(Added to agreement on April 1, 2003)
5. Public Works, Resident Engineer (includes vehicle) $135.00
(Added to agreement on April 1, 2003)
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 therefore 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 timesheets 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.
CITY OF DUBLIN LP2A
Eddie Peabody, Community Development Director
Attest:
Kay Keck, City Clerk
Approved as to Form:
Elizabeth H. Silver, City Attorney
4Leaf
EXHIBIT B
(Revised July 1, 21)03)
COMPENSATION 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 and Nextel radio.
1. Commercial Inspector $80.00
(Includes knowledge and certification in commercial
building systems including structural, mechanical,
plumbing, and electrical systems.)
2. Building Inspectors $70.00
(Includes Inspection as well as any plan checking
of Residential and Non-Structural Commercial/
Industrial Plans.)
3. Off-site and on-site Plan Checking $83.00
(As authorized by City Manager and/or designee.)
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 therefore 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 timesheets 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.
CITY OF DUBLIN 4LEAF
Eddie Peabody, Community Development Director
Attest:
Kay Keck, City Clerk
Approved as to Form:
Elizabeth H. Silver, City Attorney
PROJECTED 2003-2004
BUILDING AND SAFETY WORKLOAD
Estimated Valuation $187,246,251
Estimated number of permits 1,108
Estimated Inspections 20,251
Total Estimated new dwelling units issued 610
Total Estimated dwelling units finaled 751
Number of hours for inspection, plan check,
and outside plan review 16,120
Significant Projects
· Valley Center (New building and exterior · Chacon Dental Office
renovations
· Dublin Place · The Site of Village Pkwy and AVB
· Toll Brothers Homes · Dublin Ranch Phase I
5 Single Family Neighborhoods (Area A) Shea Homes (Highgrove L-6)
4 Muilti-Family Neighborhoods (Area G)
· Koll Retail · General Motors
· Palace Auto · Greenbriar Homes Phase II
· Senior Center · Dublin Honda Remodel
· Emerald Glen Park
ATTACHMENT 2
ACTUAL BUDGET ESTIMATED ESTIMATED
INDICATOR 2001-2002 2002-2003 2002-2003 2003-2004
Building Valuation $186,669,906 $150,018,494 $220,111,463 $187,246,251
Permits Issued 1,429 1084 1,552 1,108
Inspections 16,492 19,548 22,382 20,251
Dwelling Units Issued 493 451 606 610
Dwelling Units Finaled 314 1,045 977 751
Fiscal Year 2003-2004
Contract Labor Projection
POSITION HOURLY HOURS/Est. TOTAL COST
RATE ESTIMATED
Off-site/On-site Plan Review $83 3,120 $258,960
Building Inspectors (4) Residential $70 8,320 $582,400
Outside/Special Plan Chk. $83 520 $ 43,160
Building Inspectors (2) Commercial $80 4, t60 $332,800
TOTAL 16,120 $1,217,320
ATTACHMENT 3