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THE CITY OF 16 - "' CITY COUNCIL AGENDA REPORT pLEASANTONs July 17, 2012 Community Development Iuilding Division TITLE: APPROVE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC., AND THE FIRST AMENDMENT TO THE AGREEMENT WITH INTERWEST CONSULTING GROUP TO PROVIDE BUILDING AND FIRE CODE PLAN REVIEW AND INSPECTION SERVICES SUMMARY The City maintains agreements with two service firms for building and fire code plan review and inspection services. In anticipation of increased building activity, an amendment is required to increase the not-to-exceed contract amount with Interwest Consulting Group. Further, to assure adequate consulting services are available to meet demand, an additional new agreement is being recommended with 4Leaf, Inc. This agreement will result in the City having three consulting firms under contract for these services. In addition to the above, staff is recommending approval of $249,598 of expenditures that occurred in FY 2011-12 that were in excess of the maximum allowable contract amount for the two consulting firms. The increases were required to address the significant amount of plan review activities that occurred related to such projects as Pleasanton Gateway, Clorox Research, and Continuing Life Communities. The current agreements do not include a mechanism to go above their not-to-exceed amount. The City Budget anticipates $500,000 in annual building and fire code plan review service fees, and, as such, staff anticipates that service provided through all three agreements combined will not exceed this amount. However, depending on the amount of planned construction activity, plan review service demand may result in fees that exceed this amount. To address this potential situation, staff is also recommending that the City Manager be authorized to approve increases to the maximum contract amounts to meet the service demand. RECOMMENDATION 1. Approve the Professional Services Agreement with 4Leaf, Inc. to provide building and fire code plan review and inspection services for the not-to-exceed amount of $250,000, effective through FY 2012-13, with a two-year extension if approved by the City. 2. Approve the First Amendment to the Agreement with Interwest Consulting Group to increase the not-to-exceed fee amount from $275,000 to $400,000. 3. Authorize the payment of $249,598 in service fees for FY 2011-12 building and fire code plan review and inspection services.