HomeMy WebLinkAbout14-Development Services
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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From: James Funk h,.,
Director ~, , , ., .
SUbject: Resolution to Increase
Purchase Order Amounts for
Professional Plan Check Services
with Berryman & Henigar, EsGiI
Corporation, and Willdan
Dept: Development Services
Date: October 4, 2001
Synopsis of Previous Council Action:
9-5-00
Council approved Services Agreements for Professional Plan Check
Services with Berryman & Henigar, EsGil Corporation, and Willdan
Recommended Motion:
. Adopt Resolution
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'?J James Funk
Contact person: M..r:y I=r..ih"~gf.ln."ph I ....... Phone: ~R4_J;n!;7
Supporting data attached:
Staff Report
Ward:
FUNDING REQUIREMENTS: Amount:
Source: Acct. No. 772-192-2306
Trlled A,..,..nlln~ _ Arrli,..~nt n~po~it~
For Building Plan Checks
Finance:
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution authorizing the Director of Finance to increase purchase order amounts on existing purchase orders
for professional plan check services with Berryman & Henigar, EsGil Corporation, and WiIldan.
BACKGROUND
The Development Services Department, Plan Check Division, utilizes consultants to perform plan reviews to
determine compliance with applicable building codes on proposed development projects. Utilization of
consultants allows the division to offer an "expeditious plan review service" to customers. Per Ordinance
Amendment No. MC-949, adopted in August of 1995 and effective September 7,1995, an additional 25% fee to
cover City overhead for administration and processing is levied for this service. Additionally, it is occasionally
necessary to use consultant services on large, complex developments or during periods of high construction
activity which exceed the capacity of in-house staff. Having services agreements with multiple vendors allows
permit applicants a choice for processing of expeditious plan reviews and ensures availability of consultant
services during peak construction periods.
The Development Services Department prepared specifications for professional plan check services and the
Purchasing Division sent out notices inviting bids per Specification No. F-OI-02. Notices were sent to nine
vendors and six submitted proposals. At the meeting of September 5, 2000, the Council approved Resolution
No. 2000-263 approving services agreements with Berryman & Henigar, EsGil Corporation and WiIldan for
provision of professional plan check services for purchase order amounts totaling $92,000 in aggregate with two
single year options for renewal. Exercising the option for the second one-year renewal, purchase orders were
. established for the same amount in aggregate for the current fiscal year.
Staffs original estimate of$92,000 was based upon prior use (FY 99-00, 98-99) of the expeditious plan check
service. In FY 2000-01, the department processed payments totaling $99,124 for building plan check services.
As of October 31 sl of the current fiscal year, the Department has already processed payments totaling $52,345
and has pending invoices totaling $36,248, for a total amount of $88,593. While the Department could process
change orders to the existing purchase orders to pay the pending invoices, this would result in an available
balance between the three vendors of only $3,407 for the remainder of the fiscal year. Since charges of$88,593
have been incurred in the first third of the fiscal year, staff recommends increasing the aggregate cap on the
purchase orders to $300,000. This amount will allow the Department the flexibility to increase the purchase
orders as necessary. If requests for expeditious building plan check decline, there is no impact to the
Department budget. However, staff anticipates continued use of the outside expeditious building plan check
service due to increased construction and development activity as well as staff shortages in the Plan Check
Division.
FINANCIAL IMPACT
There is no impact to the City's general fund resulting from increase of the purchase orders for expeditious
professional plan check services. These services are used when applicants request expeditious review of their
plans. A portion of the plan check fees collected, in an amount equal to the consultant charges, is deposited to a
trust account and payment to the consultant is drawn from the trust account. Therefore, for the majority of
services rendered, the Development Services Department budget will not be impacted. If the Department needs
to use the plan check services for special projects or due to an influx of projects, as noted previously in
"Background," funds are available in the Development Services Department budget in the
. M/CC Agenda: 11/5/01
Res. To Increase Purchase Orders for Professional Building Plan Check Services with Berryman & Henigar,
EsGil Corp. and WiIldan
Page 2
Professional/Contractual Services Account No. 001-192-5502 ($10,000). The Department is not requesting
additional funds for the Professional/Contractual Services account through this agenda item.
RECOMMENDATION
Staff recommends that the Mayor and Council authorize the Purchasing Manager to increase existing
purchaseorders for professional plan check services with Berryman & Henigar, EsGil Corporation, and Wildan
to a total aggregate amount of $300,000.
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES DEPARTMENT
INTEROFFICE MEMORANDUM
TO: Fred Wilson, City Administrator
FROM: James Funk, Director of Development Services
SUBJECT: Council Question Regarding Agenda Items No. 14 and No. 15 for the
November 5, 2001 Mayor and Common Council Meeting
DATE: November 5,2001
COPIES:
Question: Why is the same consultant identified to provide services in Agenda Items
No. 14 and No. 15?
Answer: One agenda item (Item No. 14) requests approval for building services and the
other agenda item (Item No. 15) requests approval for engineering plan check services.
Item No. 14 is a request to increase the purchase orders for professional building plan
check services for buildings to be checked to determine compliance with applicable
building codes. The Building Division (under Building Official Joe Lease) would utilize
these services.
Item No. 15 is a request to approve professional service agreements for engineering plan
checking services and development review. The Engineering Division (under City
Engineer Ray Casey) would utilize these services.
Wildan is a provider of both engineering and building plan check services.
Question: Why is the requested increase greater in magnitude for expediting building
plan check services than engineering plan check services?
Answer: Clients more frequently request expediting building plan check services than
engineering plan check services. Also, there is a greater number of vacant positions and
new personnel in the Building Division than currently in the Engineering Division.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO
INCREASE EXISTING PURCHASE ORDERS WITH BERRYMAN & HENIGAR,
ESGIL CORPORATION AND WILLDAN FOR PROFESSIONAL PLAN CHECK
SERVICES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION I. The Purchasing Manager is hereby authorized and directed to increase the
three existing Purchase Orders with Berryman & Henigar, EsGil Corporation, and Willdan for
PROFESSIONAL PLAN CHECK SERVICES, per Specification No. F-01-02, for purchase
order amounts totaling $300,000 in aggregate, with one one-year renewal option. Said increase
of the three Purchase Orders shall also incorporate an extension of the term of the three
Services Agreements dated September 8, 2000, with Berryman & Henigar, EsGiI Corporation,
and Willdan by one year with one one-year renewal option.
SECTION 2. The authorization to execute the above referenced Purchase Order
increases is rescinded ifnot issued within sixty (60) days of the passage of this resolution.
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT x*
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): l \ -5 -() \ Item #
Vote: Ayes 1- r") Nays ...Q-
\ 4- Resolution #
Abstain ...e-
200\-34'.;;1...
Absent e-
Change to motion to amend original documents:
-
Reso. # On Attachments: - Contract term:
Note on Resolution of Attachment stored separately:-=-
Direct City Clerk to (circle I): PUBLISH. POST, RECORD W!COUNTY
NullNoid After:<;'() 0",,/,::, ) , -'-I -0;;L
,
By: -
Date Sent to Mayor: 11-,)-() \
Date of Mayor's Signature: 1\-'-<::>\
Date of Clerk/CDC Signature: \ (-\-0\
Reso. Log Updated:
Seal Impressed:
........
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Date Memo! etter ent or Igna
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See
See Attached:
Date Returned: -
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes / No By
Yes No V By
Yes No /" By
Yes No / By
Yes N07 By
Copies Distributed to:
City Attorney V Code Compliance
Dev. Services ~ EDA
Finance ./
MIS
Parks & Rec.
Police
Public Services
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: ~ Date: ~
Revised 011l2!01