HomeMy WebLinkAbout19-Development Services
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Dept: Development Services
Request to Establish Purchase
Order with Willden Assoc. for
Subject: Building Plan Review Services for
Rebuild of Residences/Structures
Damaged or Destroyed in the
'Old Fire"
Date: 04/27/2004
FUe No.:
OR1G\NAl
MCC Date: May 3, 2004
Synopsis of Previous CouncU Action:
4/21/04 - Ways and Means Committee recommended approval
Recommended motion:
1.) Adopt Resolution
2.) Authorize the Director of Finance to amend the FY 03-04 Development
Services Depl budget by moving salary and benefits savings In the
cumulative amount 01$129,500 from Divisions 183, 185, 191, and 19288 per
the staff report Into account no. 001-192-5502-0000 to cover the purchase
order with Willdan Assoc. In the amount of $129,500.
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Signature
Contact person~llWl.ph I .....a~.I:lI..ll'Ilng nffIl"l.1
Mary Freiberg, Sr. Admin. Oper. Super.
Supporting data attached: Staff Report
Ph"..." !.AA~71
W.......A R '7
. .
FUNDING REQUIREMENTS:
Amount- '''?q.Mn
Source: (Acct. No.) 001-192-5502-0000
(Acct. Description) ProfesslonaUContractual Sarvical
Finance:
Council Notes:
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Request to establish purchase order with Willdan Associates for building plan review
services for rebuild of residences/structures damaged or destroyed in the 'Old Fire.'
Backaround:
Three-hundred-thirty (330) homes were destroyed in the 'Old Fire" from October 25 -
26, 2003 within the City of San Bernardino. After the fire the Mayor and Council took
action to waive building plan review and permit fees for the original property owners
who wished to rebuild their homes. Development Services Department staff was
directed to establish a contract with a private company for provision of building plan
review services in order to provide quick tum-around of plans processing for the fire
victims. In-house plan check staff members were already impacted by increased
demand for plan check services due to the high level of construction activity in the City.
An emergency purchase order for $24,500 was established with Willdan Associates (PO
No. 100971). Willdan Associates was selected because they are already one of the
City's vendors for building plan review services, they are local and they had expressed
a special commitment to the City to provide expeditious service on-demand for the fire
rebuilds. Ninety-eight (98) fire rebuild plans have been submitted as of April 20, 2004.
On average, Willdan is turning the plans around within five working days of submittal.
The Department is requesting approval to increase the purchase order with Willdan
Associates by $105,000 bringing the purchase order to a total amount of $129,500.
This purchase order is expected to cover costs for building plan review services for the
fire rebuilds for the remainder of this fiscal year and FY 04-05. Staff estimates that the
City will receive rebuild plans on approximately two-thirds of the damaged structures
within this time period.
Financiallmoact:
Since the Council waived plan review and building permit fees for the Original property
owners whose homes were damaged in the Old Fire, revenue or expeditious fees are
not available to pay for outside plan review services. Also, FEMA/OES has determined
that the outside building plan review services are not an eligible expense for
reimbursement from them. Based on this, all of the $129,500 costs from Willdan Assoc.
will have to be paid by the General Fund.
Salary savings could be used to pay for the building plan review services. The following
is a breakdown of salary savings that could be allocated to fund the entire purchase
order with Willdan Associates. (Note: These amounts include salaries and benefits.)
Building Inspector II (191) $4722/mo. X 7 months vacant
Plans Examiner (192) $5404/mo. X 6.5 months vacant
Eng. Assistant III (185) $4831/mo. X 8 months vacant
Draftsperson (183) $3755/mo. X 5 months vacant
Total Savings
$37,779
35,126
38,648
18.775
$130,328
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
Since the above salary savings were already anticipated savings to the General Fund in
the Mid-Year report, this action will reduce the General Fund expenditure savings that
were anticipated by $129,500. A budget amendment is requested and needed to move
the necessary funds out of the salary and benefits accounts and into the contractual
services account from which the Willdan purchase order will be paid.
Recommendation:
1. Adopt the resolution
2. Authorize the Director of Finance to <ill n:llld the FY 03-04 Develupllltllll Services
Dept. budget by moving salary and benefits savings in the cumulative amount of
$129,500 from Divisions 183, 185, 191, and 192 as per the staff report into
account no. 001-192-5502-0000 to cover the purChase order with Willdan Assoc.
in the amount of $129,500.
RESOLUTION ~ ~ f 1f
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING SERVICES
AGREEMENT WITH WILLDAN ASSOCIATES FOR PROVISION OF
PROFESSIONAL BUILDING PLAN REVIEW SERVICES FOR REBUILD OF
RESIDENCES/STRUCTURES DAMAGED OR DESTROYED IN THE "OLD FIRE."
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. WILLDAN ASSOCIATES is a finn competent, experienced and able to
$105,000 for a total purchase order amount of $129,500. The Mayor is hereby authorized and
directed to execute an Agreement for Services on behalf of the City; a copy of the agreement is
attached and incorporated herein (Exhibit A).
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SECTION 2. The authorization to execute the above referenced agreement is rescinded if
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it is not executed within sixty (60) days of the passage of this resolution.
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III
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EXHIBIT A
AGREEMENT FOR SERVICES
This AGREEMENT is made and entered into this ~ day of , by
and between Willdan Associates ("Contractor") and the CITY OF SAN BERNARDINO
("CITY").
WITNESSETH:
A. WHEREAS, CITY has need for professional building plan review services for
rebuild ofresidences/structures damaged or destroyed in the "Old Fire," and
B. WHEREAS, CONTRACTOR is competent and able to perform said services
and,
C. NOW, THEREFORE, the parties hereto agree as follows:
1.
CONTRACTOR shall furnish professional building plan review services
as needed to CITY in accordance with letter dated November 5, 2003
attached hereto and incorporated as Exhibit "B." The standard turn-
around time for assigned plan checks shall be five (5) working days for the
initial check and three (3) working days for rechecks. If these standard
turn-around times are not met, a penalty of ten percent (10%) of the
contractor's plan check fee will be assessed for the assigned plan check.
2. Over the term of this Agreement, CONTRACTOR shall be paid for such
services an amount not to exceed $129,500. This Agreement may be
canceled by two weeks written notice by either party.
3. CONTRACTOR shall provide the Director of Development Services
with a monthly statement of hours worked in arrears and shall be provided
payment within thirty (30) days therefrom. CITY retains the right to
challenge all or any part of the statement.
4. The term of this agreement shall begin May 3,2004 and shall end June 30,
2005.
5. CONTRACTOR shall indemnify, defend and hold CITY, its officers,
employees and agents harmless from any claim, demand, liability, suit,
judgment or expenses (including, without limitation, reasonable costs of
defense) arising out of or related to CONTRACTOR'S performance
under this agreement, except that such duty to indemnify, defend and hold
harmless shall not apply where injury to person or property is caused by
CITY'S willful or sole negligence.
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Agreement for Services by and between Willdan Associates and the City of San Bernardino
Professional Building Plan Review Services for Fire Rebuilds
Page 2 00, 04/28/04
6.
CONTRACTOR shall perfonn work tasks as directed by the Director of
Development Services or his designee, but for all intents and purposes
CONTRACTOR shall be an independent contractor and not an agent or
employee of the CITY and, as such, shall not be entitled to any benefits,
including but not limited to, medical insurance, retirement and workers'
compensation.
7. In the perfonnance of this Agreement contractor shall not discriminate on
the basis of race, creed, color, religion, sex, physical handicap, ethnic
background or country of origin.
8. Any notice to be given pursuant to this Agreement shall be deposited with
the United States Postal Service, postage prepaid and addressed as
follows:
To the City:
James Funk
Director of Development Services
300 North "0" Street
San Bernardino, CA 92418
To the Contractor: Ron Espalin, P.E.
Senior Vice President
Willdan Associates
650 Hospitality Lane, Suite 400
San Bernardino, CA 92408
Phone: 909-386-0200
Fax: 909-888-5107
Nothing in this paragraph shall be construed to prevent the giving of
notice by personal service.
9. CONTRACTOR shall maintain insurance policies meeting the minimum
requirements set forth herein. All insurance maintained by the Contractor
shall be provided by insurers satisfactory to the City. Certificates
evidencing all insurance coverage required herein shall be delivered to the
City prior to the Contractor perfonning any of the services under this
Agreement. All insurance certificates required herein shall name the City
as an additional insured and provide for thirty (30) days written notice
from the insurer to the City prior to cancellation of any insurance policy of
the CONTRACTOR.
A.
Comprehensive General Liability and Automobile Insurance - The
Contractor shall maintain comprehensive general liability and
automobile liability insurance with a combined single limit of not
less than One Million Dollars ($1,000,000.00) per occurrence.
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Agreement for Services by and between WiIldan Associates and the City of San Bernardino
Professional Building Plan Review Services for Fire Rebuilds
Page 3 00, 04/28/04
B.
Worker's Comoensation Insurance - The Contractor shall maintain
worker's compensation insurance in accordance with the laws of
the State of California for all workers employed by the Contractor.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day
and date first above shown.
ATTEST:
Rachel Clark, City Clerk
Approved as to form
and legal content:
James F. Pe
City Alto e
By:
SlZ-, Mr.I)"", C~T't
Willdan Associates
By:
Ron Espalin, P.E.
Senior Vice President
CITY OF SAN BERNARDINO
By:
Judith Valles
Mayor
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EXHIBIT B
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November 5, 2003
Mr. Joe Lease, Development & Inspection Services Manager
CITY OF SAN BERNARDINO
300 N. D Street, 3rd Floor
San Bernardino, CA 92418
Subject:
In-House Plan Review Services
Dear Mr. Lease:
Willdan is pleased to present this proposal to provide in-house Building and Safety Plan
Review services to the City of San Bernardino on an on-call basis.
The designated plan checker will examine building plans for compliance with the adopted
version of the California Building Code, California Mechanical Code, California Plumbing
Code, National Electrical Code, and the Accessibility, Noise and Energy Conservation
requirements as mandated by State Title 24 and all applicable Ordinances.
We propose that these services be provided for an hourly rate equal to $95 per hour.
We would like to request that a remote access terminal be established and maintained in
our San Bernardino office solely at Willdan's expense.
Willdan appreciates the opportunity to submit this proposal to the City of San Bernardino,
and we look forWard to undertaking this assignment. If you need any additional
information, please do not hesitate to contact me.
Respectfully submitted, :L-
WILLDAN
~ ~y -
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Ronald Espalin, P. E.
Sr. Vice President
OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. - CITY CLERK
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.cLsan-bernardino.ca.us
'"
May 6, 2004
Ron Espalin, P.E.
Senior Vice President
Willdan Associates
650 Hospitality Lane, Suite 400
San Bernardino, CA 92408
Dear Mr. Espalin,
At the Mayor and Common Council meeting of May 3, 2004, the City of San Bernardino
adopted Resolution 2004-119 - Resolution approving services agreement with Willdan
Associates for provision of professional building plan review services for rebuild of
residences/structures damaged or destroyed in the HOld Fire H..
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by July 2, 2004.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
~ fJ1fC):<(XC j'J/{'''-
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
A ..,."............,..,. co.... ......,-n. 'T...,,- ."","C"o T_.~~_:... _ A ~_~.._.~1..:1:... _ n_____< c__ 'lu___ r..: __,.-. _ .. ~ _" ~ _~__
OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. . CITY CLERK
300 North "D" Street. San Bernarilino . CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.cLsan-bernardino.ca.us
'"
June 28, 2004
Ron Espalin, P.E.
Senior Vice President
WilIdan Associates
650 Hospitality Lane, Suite 400
San Bernardino, CA 92408
Dear Mr. Espalin,
At the Mayor and Common Council meeting of May 3, 2004, the City of San Bernardino
adopted Resolution 2004-119 - Resolution approving a services agreement with Wil/dan
Associates for provision of professional building plan review services for rebuild of
residences/structures damaged or destroyed in the "Old Fire".
On May 6, 2004, an original agreement was sent to you for signatures. If the agreement has been
signed, please return it to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as Dossible.
Please be advised that the resolution and agreement will be null and void if not executed
and returned to the City Clerk's Office by July 2, 2004.
If you have any questions, please do not hesitate to contact me at (909) 384-5002.
Thank you,
cfft !cLJJ-t ~~
Michelle Taylor
Senior Secretary
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity. Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
June 29, 2004
TO:
Veronica Martinez, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-119 - Willdan Associates
CC:
Attached is a fully executed copy of the services agreement with Willdan Associates for
provision of professional building plan review services for rebuild of residences/structures
damaged or destroyed in the "Old Fire". An original agreement is on file in the City Clerk's
Office.
If you have any questions, please call me at ext. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 5- 3-0~ Item # I q Resolution #
Vote: Ayes '13-') Nays -€'I Abstain er
Change to motion to amend original documents 0 Companion Resolutions
2.004 - \l '1
Absent ?-.
Null/Void After: iGo days / tr 1")- g -6'-1
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor: 5 -5- 0 't
Date of Mayor's Signature: 5-ro--C'-/
Date of Clerk/CDC Signature: b -b --Ct.-I
Reso. Log Updated:
Seal Impressed:
~
g-
Date MemolLetter Sent for Signature:
I't Reminder Letter Sent: Co - ;} \( -0 Lj
5 -b -C'-j Date Returned: Co-a"\-o'f
2nd Reminder Letter Sent:
Not Returned: 0
Request for Council Action & Staff Report Attached: Yes -L No By
Updated Prior Resolutions (Other Than Below): Yes NoL By
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes NoL By
Updated CDC Personnel Folders (5557): Yes No" By
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes NoT y-
Copies Distributed to:
Animal Control 0 EDA 0 Information Services 0
City Administrator 0 Facilities 0 Parks & Recreation 0
City Attorney 0' Finance ~ Police Department 0
Code Compliance 0 Fire Department 0 Public Services 0
Development Services ~ Human Resources 0 Water Department 0
Others: 3
Notes:
Ready to File: _
Date:
Revised 12/18/03