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<br />Item #4
<br /> CITY COUNCIL AGENDA REPORT
<br />
<br />June 3, 2025
<br />Community Development
<br />
<br />TITLE: APPROVE PROFESSIONAL SERVICES AGREEMENTS WITH 4LEAF, INC.,
<br />INDEPENDENT CODE CONSULTANTS, INC., TRB + ASSOCIATES, INC., TRUE
<br />NORTH COMPLIANCE SERVICES, INC., AND WEST COAST CODE
<br />CONSULTANTS, INC., TO PROVIDE ON-CALL BUILDING AND FIRE CODE
<br />PLAN REVIEW, AND PERMIT COUNTER AND INSPECTION SERVICES FOR
<br />THE NOT-TO-EXCEED ANNUAL AGGREGATE AMOUNT OF $1,039,500, FOR A
<br />TOTAL OF $3,118,500 OVER THE INITIAL THREE-YEAR TERM
<br />
<br />SUMMARY
<br />The City has historically used outside consultants to augment in-house staff for on-call building
<br />and fire code plan review, inspection, and permit counter services. These agreements are
<br />necessary to ensure adequate and timely resources are available to meet the demand for
<br />permitting- and construction-related services, and that specialist plan check services, beyond
<br />the expertise of City staff, can be provided for major projects. Existing on-call agreements are
<br />set to expire at the end of June 2025, and staff has evaluated and recommends five qualified
<br />firms to provide services under new agreements starting in July. The proposed on-call
<br />agreements will cover plan review, permit counter, and inspection services for three years
<br />through June 30, 2028, with the option for up to two additional one-year extensions.
<br />
<br />The draft two-year budget for FY 2025/26 and FY 2026/27 includes a total of $1,039,500
<br />annually, for a total of $3,118,500 over the initial three-year contract term, in funding for
<br />building and fire code plan review service expenses. Although the recommended annual
<br />aggregate contract amount is up to the recommended $1,039,500, there is no guaranteed
<br />amount of work for any of the consultant firms. Expenditures related to these agreements are
<br />directly tied to building development activity and fees. Since permit/plan check fees collected
<br />on development activity fund this on-call consultant work on an as-needed basis, fees
<br />collected, and consultant costs rise and fall proportionately based on the actual number of
<br />permits submitted and processed. The FY 2025/26 recommended budget anticipates $4.5
<br />million in building plan check and permitting fee revenue, a portion of which funds outside plan
<br />check services and a portion of which funds City staff also providing plan check services,
<br />generally for smaller and more routine projects.
<br />
<br />RECOMMENDATION
<br />1. Approve Professional Services Agreements with 4LEAF, Inc., Independent Code
<br />Consultants, Inc., True North Compliance Services, Inc., TRB + Associates, Inc., and
<br />West Coast Code Consultants, Inc., effective July 1, 2025, through June 30, 2028, with
<br />up to two additional one year extensions, and authorize the City Manager to execute the
<br />attached agreements and future potential extensions.
<br />2. Approve a $1,039,500 annual aggregate, for a total of $3,118,500 over the initial three-
<br />year term of the contracts, in maximum compensation (cumulative across the five
<br />Docusign Envelope ID: 3A7963A8-840B-46FD-938C-873D645F7FB4
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