| | | | | | | | Agenda Item - 3.e.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Lisa L. Kim
| From: | Niki Wetzel
| | Dept.: | City Manager
| Dept.: | Community Development
| | Subject: | Approval of Amendment No. 4 to agreements with Scott Fazekas & Associates, Inc., CSG Consultants, Inc., and The Code Group, Inc., for on-call plan review and Building Contractual Services on an “as-needed” basis. (Cost: $250,000 each amendment) (Action Item) | Date: | 10/24/2023 |
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| | | | | | | | OBJECTIVE
For the City Council to approve Amendment No. 4 with: 1) Scott Fazekas & Associates, Inc. (SFA), 2) CSG Consultants, Inc. (CSG), and 3) The Code Group, Inc. (VCA) for the City’s on-call plan review or building contractual and related services on an “as-needed” basis. |
| | | | | | | | BACKGROUND
The Community Development Department (CDD) utilizes third party services to supplement in-house staff or to fill temporary vacancies with contractual services on an “as-needed” basis. The intent is to achieve acceptable turnaround time and maintain expected levels of customer service.
At the beginning of the 23/24 fiscal year, CDD had nine (9) vacant budgeted positions of which three (3) were building inspectors. Since July, CDD has successfully conducted two (2) recruitments such that one (1) building inspector position is filled, and two (2) additional candidates are in background including a Code Enforcement Supervisor and a Senior Planner. Staff anticipates completing recruitments for a Code Enforcement Officer and two (2) building inspectors in the next six (6) months. In addition, contract staff are assisting at the building permit counter, a contract planner is assisting the Planning Division where there are currently three (3) vacancies, and overflow plan checks are being sent to a consultant for review given the many large projects currently planned and underway in the City. |
| | | | | | | | DISCUSSION
For CDD, Building Inspectors have maintained a forty-eight (48) hour response time for inspections since August 2023. To maintain this service delivery level, staff is requesting amendments to three (3) consultant contract for additional funds to augment contract staff until recruitments are completed. CDD currently uses SFA for building plan review services; CSG for building permit counter, code enforcement, and planning services; and VCA for building inspection, building permit counter, and code enforcement services.
Based on the current and on-going needs, staff requests an increase in each contract during the current contract term to maintain acceptable service levels. This necessitates a contract amendment to increase each contract by $250,000 for a total not to exceed compensation in the amount of $500,000 each.
The cost of contract services are offset by salary savings experienced while budgeted positions remain vacant, and staff estimates salary savings of approximately $500,000 for this fiscal year. The cost of contract services are also offset by the collection of revenue through fees paid by applicants for plan review, entitlements, building inspection, and building permits. In addition, contract staff will be diminished over time should positions be filled more quickly, such that the fully authorized contract amount may not be expended.
CONCLUSION
In summary, CDD staff requests a contract amendment for $250,000 for each of three (3) firms (SFA, CSG, and VCA) used to conduct its core services to maintain service levels while recruitments are completed for budgeted positions. |
| | | | | | | | FINANCIAL IMPACT
Amendment No. 4 would authorize an additional $750,000 across three (3) contracts for building contractual and related services. Funds would only be expended as necessary. The additional contract amount would be offset by $500,000 in salary savings from temporary vacant positions as well as fees paid for plan review, entitlement processing, building inspections, and building permits as collected from applicants. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Approve Amendment No. 4 for on-call Plan Review and Building Contractual Services to agreements with 1) Scott Fazekas & Associates, Inc., 2) CSG Consultants, Inc., and 3) The Code Group, Inc. to increase the compensation for each agreement in the amount of $250,000 per Agreement;
- Approve appropriation of an additional $250,000 from the General Fund to the Building Plan Check/Permits GL (111-212-1195);
- Authorize the City Manager, or her designees, to execute Amendment No. 4, and make minor modifications as appropriate thereto, on behalf of the City; and
- Authorize the City Manager, or her designees, to exercise option year amendment terms, for the current year and available option years.
By: Kenneth Le, Administrative Analyst
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