TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: JULY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR PROFESSIONAL BUILDING DIVISION SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
In August 2023, City staff entered into a professional services agreement with 4LEAF for an amount not to exceed $25,000 for plan review and contract building staff services. In November 2023, due to the City’s Building Official vacancy, the City Council approved an additional $180,000 in compensation for a total contract amount of $205,000. Since then, the Building Official position has continued to remain vacant and the City has utilized 4LEAF for a contract Building Official to be onsite at City Hall and in the field as needed twice a week. The Building Division is in need of continued contract services to assist during the ongoing recruitment process and to provide on-call services to assist with plan check processes. Amending the professional services agreement with 4LEAF will allow City operations to continue without interruption to the community.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the existing professional services agreement with 4LEAF, Inc. extending the term to June 30, 2025, with an optional one-year extension, and increasing compensation by $75,000, for a total contract amount of $280,000.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
• Request additional information from staff.
• Do not authorize the amendment.
FINANCIAL REVIEW
The cost for contract building services provided by 4Leaf from August 2023 to June 2025 is estimated at $280,000. This estimate is based on the current volume of work being assigned to the contract Building Division staff and could change if the City receives a greater number of building plan submissions than anticipated. If this happens, staff would return to the City Council for authorization of additional funding. Funding is included in the Community Development Department budget, and salary savings from the Building Official vacancy. The building plan check fee budgeted in 2024-25 is $660,000 which is collected to recover the costs for staff and contracted services to review building plans for the year. These fees are paid in full by applicants submitting construction plans to the City.
The staff cost to prepare this report and administer this contract is estimated at $500 and is included in the operating budget of the Community Development Department.
ANALYSIS
The Building Division is responsible for reviewing and implementing building standards for all residential and commercial improvements to ensure compliance with all applicable codes. Due to the continued vacancy of the Building Official position, as well as several complex development projects, contract staff services are necessary to continue operations without interruptions to the community.
The proposed amendment will allow the City to receive approximately two days of contract Building Official services per week, as well as provide plan check review and other Building Division contract staff as needed. When a permanent, full-time Building Official is hired through the recruitment process, the City will maintain the agreement with 4LEAF for on-call Building Division needs, such as plan checks.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: General Plan and 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Alex Cousins
Community Development Department Senior Management Analyst