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Home My WebLink About12-Development Services tit tit e CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION From: Valerie C. Ross, Director Subject: Resolution approving Amendment No. 3 to Agreement for Services with Transtech Engineers, Inc. for Professional Civil Engineering Plan Checking Services and authorization for the Director of Finance to increase the amount of the purchase order. Dept: Development Services Date: February 28, 2007 MCC Date: April 2, 2007 Synopsis of Previous Council Action: 09/09/86 Resolution No. 86-350 was adopted authorizing expedited engineering plan check 06/18/0 I services Resolution No. 01-208 was adopted approving consulting plan check services in the amount of $24,500. Resolution No. 2001-343 approving Professional Services Agreements with Willdan and Engineering Resources of Southern California, Inc. for Engineering Plan Checking Service and Development Review. Resolution No. 2004-245 approving Professional Services Agreements with Transtech Engineers and Willdan for Engineering Plan Checking Service. Resolution No. 2005-240 approving Amendment No 1 to extend Plan Checking Service increasing the Purchase Order amount to $350,000. Resolution No. 2006-150 approving Amendment No 2 to which modified the method of compensating Contractor. 11/05/01 08/02/04 07/18/05 06/05/06 Recommended Motion: Adopt Resolution. Jt!uW V.1(/#- Valerie C. Ross Contact person: Mark Lancaster. Deputy Director/City EnlZineer Phone: 3305 Supporting data attached: Staff Report. Reso. & Amend. No.3 Ward: All FUNDING REQUIREMENTS: Amount: No cost to City. all costs oaid bv developer Source: (Acc!. No.) 772-183-2306 Acct. Description: Exoedited Plan Check Services Trust Account Finance: Council Notes: '1/,;1//)7 Agenda Item No. ~ 1 CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION STAFF REPORT tit Subiect: Resolution approving Amendment No. 3 to Agreement for Services with Transtech Engineers, Inc. for Professional Civil Engineering Plan Checking Services and authorization for the Director of Finance to increase the amount of the purchase order. Backl!:round: The Development Services Department is responsible for plan checking for various land development projects. This program consists of the review and plan checking of roads, bridges, buildings, grading, drainage, landscaping, traffic signals, on-site improvements, handicap ramps, etc. Contract plan checking is essential to providing a continually improving level of service to the development community. Land development in the City of San Bernardino has increased significantly over the last five years and having the services of one or more consultant firms is essential for providing timely plan checking dUring peak periods as we are currently experiencing. On August 2, 2004, the Mayor and Common Council adopted Resolution No. 2004-245 approving an Agreement for Services in the not-to-exceed amount of $200,000 with Transtech Engineers, Inc. to provide expedited engineering plan check services. e On July 18,2005, the Mayor and Common Council adopted Resolution No. 2005-240 approving Amendment No. I which extended the term of the Agreement to August 2, 2006, and authorized an increase in the total compensation to $350,000. On June 5, 2006, the Mayor and Common Council adopted Resolution No. 2006-150 approving Amendment No.2, which extended the Agreement to August 2, 2007, and modified the method of compensating the Contractor. Due to the current high demand for plan checking, the current funding allocation in the amount of $350,000 has been expended. One outstanding invoice from Transtech Ertgineers, Inc. in the amount $178,468.80 substantially exceeds the balance available in the purchase order and payment is being withheld pending approval of this Amendment which, if approved, will authorize an increase in the total amount of the purchase order. Transtech Engineers, Inc. has been providing expedited plan checking services to the City in a cost effective, timely and accurate manner for the past 2-1/2 years. Over the past 2-1/2 years, plan checkers employed by Transtech Engineers, Inc. have become knowledgeable of City standards and requirements and are able to complete plan checks with very little supervision or review by City staff. Many private engineers and developers have specifically requested that their plans be sent to Transtech Engineers, Inc. for expedited plan check. e Staff is proposing to increase the Purchase Order in the amount of $500,000 for a total Purchase Order amount of $850,000. This increase will allow payment of the outstanding invoice in the amount of $178,468.80 and leave approximately $320,000 available in anticipation of additional plan checking costs, which will be incurred dUring the remaining term of the Agreement. e e e CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION STAFF REPORT - Continued Amendment No.2 provided for an administrative extension of time to August 2, 2008, subject to the consent of both parties. Please note that the additional amount of $320,000 will only be expended if the current high demand for plan checking continues and warrants sending additional plans to Transtech Engineers, Inc. for checking. The full amount of any additional expenditure will be funded from plan check revenues paid by the developers who benefit from the enhanced services; therefore, it is unnecessary to transfer funds from other sources. Financial Imoact: Under the current method of accounting for plan check fees, all costs associated with plan checking services (conducted by Transtech Engineering, Inc. and requested by the De~elopment Services Department) are paid by the developer, including City staff time and overhead. There is no cost to the City for plan checking services since the Contractor has agreed to accept 65% of the plan checking fees collected from applicants as full compensation for its services and the balance of 35% is retained to cover in-house administrative costs. Recommendation: Adopt Resolution. 3 tit tit tit 1 2 3 4 5 6 7 8 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING AMENDMENT NO. 3 TO AGREEMENT FOR SERVICES WITH TRANSTECH ENGINEERS, INC. FOR PROFESSIONAL CIVIL ENGINEERING PLAN CHECKING SERVICES. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. Transtech Engineers, Inc., a firm that is competent, experienced, and able 9 to perform requested services, has been adequately providing Consultant Engineering Plan 10 11 12 13 Checking Services to the City for the past year in accordance with Resolutions No. 2004-245, 2005-240, and 2006-150. Pursuant to this determination, the Finance Department is hereby authorized and directed to increase Purchase Order No. 300171 to Transtech Engineers, Inc. in 14 the amount of $500,000 for additional services based on Amendment No.3 to Agreement for 15 16 of$850,000. 17 18 19 Services attached hereto and incorporated herein as Exhibit "A" for a total not to exceed amount SECTION 2. The Mayor is hereby authorized and directed to execute the attached Amendment No.3 to Agreement for Services on behalf of the City. 20 SECTION 3. The authorization to execute the above-referenced Amendment No.3 to 21 Agreement for Services is rescinded if it is not signed by the parties within sixty (60) days of 22 the passage of this resolution. 23 III 24 III 25 26 27 28 - 1 - No. J;)- 'I Ja-JD7 -2- e e e EXHIBIT A AMENDMENT NO.3 TO AGREEMENT FOR SERVICES This AGREEMENT is made and entered into this day of , 2007, by and between Transtech Engineers, Inc. ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY"). WITNESSETH: A. WHEREAS, on August 2, 2004, the Mayor and Common Council of CITY adopted Resolution No. 2004-245 approving an Agreement for Services with CONTRACTOR for Engineering Plan Checking Services, and B. WHEREAS, on July 18, 2005, the Mayor and Common Council of CITY adopted Resolution No. 2005-240 approving Amendment No. I to Agreement for Services with CONTRACTOR for Engineering Plan Checking Services, and C. WHEREAS, on June 5, 2006, the Mayor and Common Council of CITY adopted Resolution No. 2006-150 approving Amendment No.2 to Agreement for Services with CONTRACTOR for Engineering Plan Checking Services, and D. WHEREAS, CONTRACTOR, under terms of said Agreement for Services, has performed competent, cost-efficient and timely plan checking services for CITY, and E. WHEREAS, said Agreement for Services as amended is valid through August 2, 2007, with provisions for an automatic extension to August 2, 2008, and F. WHEREAS, allocated funding for said Agreement for Services as amended has been expended, and G. WHEREAS, CITY continues to require the services of CONTRACTOR, and H. WHEREAS, CONTRACTOR, by signature hereon, agrees to continue providing services to CITY throughout the term of said Agreement. I. NOW, THEREFORE, the parties hereto agree as follows: I. Section C(2) of the Agreement for Services as amended is hereby amended to add the following: "(g) Over the term of this Amendment No.3 to Agreement for Services, CONTRACTOR shall be paid for such services an additional amount of $500,000 for a not to exceed a total amount $850,000." 2. All other terms and conditions of the Agreement for Services, Amendment No. I and Amendment No.2 shall remain in full force and effect. - I - e e e EXHIBIT A AMENDMENT NO.3 TO AGREEMENT FOR SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Amendment No.3 to Agreement for Services on the day and date first above shown. Date: ATTEST: Rachel Clark, City Clerk Approved as to form James F. Penman, City Attorney By: Transtech Engineers, Inc. Name: Title: CITY OF SAN BERNARDINO By: Patrick 1. Morris, Mayor 7- - 2-