3 Resolution Authorizing the City Manager to Execute an Agreement with WC3 (West Coast Consultants, Inc.) for Building Department Support Services.

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Meeting Date: September 19, 2017

STAFF REPORT

AGENDA ITEM: Resolution Authorizing the City Manager to Execute an Agreement with WC3 (West Coast Consultants), Inc. for Building Department Support Services.

MEETING DATE: September 19, 2017

PREPARED BY: Jose Antonio Ramirez, City Manager

REVIEWED BY: Jose Antonio Ramirez, City Manager

RECOMMENDATION:

I. Adopt Resolution 2017-_ Authorizing the City Manager to Finalize Negotiations and Execute an Agreement with West Coast Consultants, Inc. (WC3) for Building Department Support Services.

BACKGROUND:

The City has been providing Building Department Services (plan checking, building inspection, code enforcement) via a contract provider since at least 2003. The most recent Building Department Contract Support Services Agreement was entered into July 2015 with 4Leaf, Inc. and expired June 30, 2017 and 4Leaf, Inc. agreed to continue providing services until September 30, 2017.

Staffing levels will remain the same and a smooth transition should ensue. Staff issued a Request for Proposals (RFP) for building permit plan review and field inspection services. The RFP had a release date of August 9, 2017 with a submittal deadline of September 5, 2017, by 5:00 p.m. The City sent the RFP to 15 firms that provide contract building services, posted the RFP on the City website, and otherwise sought and tried to make it known to interested firms that the City was seeking proposals. The City received three proposals by the deadline.

City Manager, Public Works Director and Accountant performed a screening/evaluation.

DISCUSSION:

In the evaluation of the three firms, staff was guided by the criteria of cost, availability, flexibility, and quality of service and experience.

CONCLUSIONS:

It was the unanimous ranking of the panel that West Coast Consultants was the top firm with CGS a close second. Staff is very familiar with WC3 because they have served in this capacity in the recent past.

Based upon the discussion above staff recommends the City enter into an Agreement with WC3, Inc. to provide Building Services to Livingston including Plan Checking, in-house Building Inspector and Building Permit Technician.

Based on the current level and volume of building activity and activity in the foreseeable future, staff recommends that the Building Inspector be provided at three days, 24 hours per week. To provide good customer service, staff recommends that the Building Permit Technician be provided five days, 40 hours per week and be able to answer simple building related questions that would assist a homeowner, landlord, or small business owner with very minor non-structural repairs or additions.

A key component of this recommendation is the ability and practice ofWC3, Inc., to expand or contract services in order to respond to changes over time in the amount and complexity of building and construction activity.

FISCAL IMPACT:

The last five years’ cost has ranged from $160,000 to current year at a projected cost of $245,000.

ATTACHMENTS:

1. Resolution 2017-

2. WC3, Inc., Proposal includes scope of work

3. WC3, Inc. Agreement for Professional Services

RESOLUTION NO. 2017-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH WC3 (WEST COAST CONSULTANTS, INC.) FOR BUILDING DEPARTMENT

SUPPORT SERVICES

WHEREAS, the City has been providing Building Department Services (plan checking, building inspection, code enforcement) via a contract provider since at least 2003; and

WHEREAS, the most recent Building Department Contract Support Services Agreement was entered into July 2015 with 4Leaf, Inc., and expired June 30, 2017, and 4Leaf, Inc. agreed to continue providing services until September 30, 2017.

WHEREAS, staff issued a request for Proposals (RFP) for building permit, plan review and field inspection services with a release date of August 9, 2017 and a submittal deadline of September 5, 2017; and

WHEREAS, the City sent the RFP to 15 firms that provide contract building services, posted the RFP on the City website, and otherwise sought and tried to make it known to interested firms that the City was seeking proposals; and

WHEREAS, the City received three proposals by the deadline; and

WHEREAS, staff performed a screening/evaluation of the three firms and was guided by the criteria of cost, availability, flexibility, and quality of service and experience; and

WHEREAS, it was the unanimous ranking of the panel that West Coast Consultants was the top firm.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Livingston hereby approves entering into a Building Department Support Services Agreement with West Coast Consultants, Inc., to include Plan Checking, in-house Building Inspector and Building Permit Technician.

BE IT FURTHER RESOLVED, that the City Manager is authorized to execute the Agreement with WC3 (West Coast Consultants, Inc.) in a form approved by the City Attorney.

Passed and adopted this 19th day of September, 2017, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

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Jim Soria, Mayor

of the City of Livingston

ATTEST:

I, hereby certify that the foregoing resolution was regularly introduced, passed and adopted at a regular meeting of the City Council of the City of Livingston this 19th day of September,2017.

Betty Cota, Deputy City Clerk of the City of Livingston

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