HomeMy WebLinkAbout19-Development Services
e CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director
Subject:
Authorization for the
Director of Finance to
increase Purchase Orders to
Hall & Foreman, Inc. and
AEI-CASC Engineering, Inc.
d.b.a. as AEI-CASC
Consulting for On-Call Plan
Review Services.
Dept: Development Services
Date: May 31, 2007
MCC Date: July 2, 2007
Synopsis of Previous Council Action:
06/05/06
10/16/06
Resolution No. 2006-149 was adopted providing for contract plan checking by City
employed consultants and providing new methods for assessing fees to applicants and
compensating consultants.
Resolution No. 2006-363 was adopted approving Professional Services Agreements with
Hall & Foreman, Inc. and AEI-CASC Engineering, Inc. d.b.a. AEI-CASC
Consulting for On-Call Plan Review Services.
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Recommended Motion:
Adopt Resolution.
r~}/ I/. 1< HY
Valerie C. Ross
Contact person: Mark Lancaster. Deputy Director/City Enl:ineer Phone: 3305
Supporting data attached: Staff Report & Resolution
Ward:
All
FUNDING REQUIREMENTS: Amount:
$550,000
Source: (Acct. No.) 772-183-2306
Acct. Description: Engineering Design - Contractual
Services
Finance:
Council Notes
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Agenda Item No.1!l-
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Authorization for the Director of Finance to increase Purchase Orders to Hall & Foreman, Inc.
and AEI-CASC Engineering, Inc. d.b.a. as AEI-CASC Consulting for On-Call Plan Review
Services.
Background:
The Development Services Department is responsible for development plan review and plan
. checking for various land development and capital improvement projects. These responsibilities
inClude the review and plan checking of roads, bridges, buildings, grading, drainage,
landscaping, traffic signals, on-site improvements, handicap ramps, etc.
Contract plan review is essential to providing a continually improving level of service to the
development community and adequate quality control in the design process for capital
improvement projects. The level of development activity is by its nature highly variable and
having the services of a consultant firm helps to balance the workload.
The engineering land development activity has increased substantially over the last five years
and currently remains high, even with the downturn in residential development.
On October 16, 2006, the Mayor and Common Council adopted Resolution No. 2006-363
approving Professional Services Agreements with Hall & Foreman, Inc. AEI-CASC Consulting
for On-Call Plan Review Services. The total amount of funding allocation approved for both
consultants was $450,000 in aggregate.
Due to the continuing high demand for plan checking, the current funding allocation is being
rapidly expended. Fees for outstanding plan checks in progress for the first 7 months of the
agreement by AEI-CASC Consulting is $160,121 and for Hall & Foreman, Inc. is $424,140, for
a total current commitment to both consultants of $584,261. The demand for outside plan
review continues to be high and staff is projecting that an additional amount of $550,000, in
aggregate, will be needed to compensate the two consultants for plan checking through the
duration of the agreements, which are valid through October of 2007.
Staff is proposing to increase the purchase orders to the two consultants in the aggregate amount
of $550,000 for a total aggregate amount of $1,000,000. This increase will be adequate to
compensate the consultants for outstanding work in the amount of approximately $584,000,
leaving approximately $416,000 in aggregate to cover additional plan checking costs that may be
incurred during the remaining five months of the agreements. The agreements both expire on
October 16, 2007. The funding will again be reviewed for adequacy prior to the expiration date
and an option may be exercised at that time to extend the agreements for one additional year to
October 16, 2008.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
Please note that the additional amount of $416,000 will only be expended if the current high
demand for plan checking continues and warrants sending additional plans to AEI-CASC
Consulting and Hall & Foreman, 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.
On-call plan review services are also available from Transtech Engineers under the terms of a
similar agreement approved on June 5, 2006. Transtech Engineers, AEI-CASC Consulting and
Hall & Foreman, Inc. have all performed satisfactorily as on-call plan reviewers. Having three
consultants on-call has given staff adequate flexibility in meeting the plan review needs of the
development community.
Financial Impact:
Under the current method of accounting for plan check fees, all costs associated with plan
checking services (requested by the Development Services Department and performed by AEI-
CASC Consulting and Hall & Foreman, Inc.) 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.
Therefore, a budget adjustment is not required for this additional expenditure and no other
programs will be impacted
Recommendation:
Adopt Resolution.
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3 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
ADDITIONAL FUNDING ALLOCATION TO HALL & FOREMAN, INC. AND AEI-
4 CASC ENGINEERING, INC. D.B.A. AEI-CASC CONSULTING FOR ON-CALL PLAN
REVIEW SERVICES.
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RESOLUTION NO.
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WHEREAS, on October 16, 2006, Resolution No. 2006-363 was adopted approving
7 Agreements with Hall & Foreman, Inc. and AEI-CASC Engineering, Inc. d.b.a. AEI-CASC
8 Consulting for On-Call Plan Review Services, and
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WHEREAS, said Resolution allocated funding to compensate said consultants In
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amounts totaling up to $450,000 in aggregate, and
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WHEREAS, City has incurred more than $584,000 in cost in the first 7 months of said
13 Agreement, and
14 WHEREAS, five months remain on the Agreements, both of which expire on October
15 16,2007, and
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WHEREAS, said consultants are performing in a competent, professional manner and
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City wishes to continue using the services of both consultants.
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NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
OUNCIL OF THE CITY OF SAN BER.J'\'ARDINO AS FOLLOWS:
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SECTION I. The Finance Director is hereby authorized and directed to increase the
urchase Orders to said firms in the aggregate amount of $550,000 for a total aggregate
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llocation of $1 ,000,000.
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RESOLUTION ... AUTHORIZING AN ADDITIONAL FUNDING ALLOCATION
2 TO HALL & FOREMAN, INC. AND AEI-CASC ENGINEERING, INC. D.B.A. AEI-
CASC CONSULTING FOR ON-CALL PLAN REVIEW SERVICES.
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof, held
7 on the
day of
,2007, by the following vote, to wit:
8 Council Members:
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AYES
NAYS
ABSTAIN ABSENT
ESTRADA
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13 DERRY
BAXTER
BRINKER
14 KELLEY
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16 1C CAMMACK
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City Clerk
The foregoing resolution is hereby approved this
day of
,2007.
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Patrick J. Morris, Mayor
City of San Bernardino
pproved as to form:
AMES F. PENMAN,
ity Attorney
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