Staff Report/Resolution – Enter into an Agreement with WC3 for Contract Staff Support Services or Direct Staff to Distribute Requests For Proposals (RFPs) for Contract Staff Support Services.

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STAFF REPORT

AGENDA ITEM: Resolution Providing Staff Direction: Authorize the Interim City Manager
to Enter into an Agreement with WC3 for Contract Staff Support Services
or Direct Staff to Distribute Requests For Proposals (RFPs) for Contract
Staff Support Services.

MEETING DATE: April 19, 2011

PREPARED BY: Donna M. Kenney, Community Development Director

REVIEWED BY: Victoria Lewis, Interim City Manager

NECESSARY ACTION:

City Council review and consider possible adoption of the attached Resolution providing staff direction: authorize the Interim City Manager to enter into an Agreement with WC3 for contract staff support services or direct staff to distribute Requests For Proposals (RFPs) for contract staff support services.

BACKGROUND AND DISCUSSION:

The City retained the firm of Linhart Peterson Powers Associates ("LP2A") to provide contract staff support services in October of 2003 for City building and development needs. Subsequently, LP2A was bought by Bureau Veritas North America, Inc. (`BV"), a French company with offices world-wide. The City’s most recent Professional Services Agreement ("contract") with BV is dated January 4, 2011. This month-to-month contract requires the City to fully fund a 40-hour weekly Permit Technician and a 40-hour weekly Building Inspector. Although BV staff has performed well in meeting assigned City responsibilities, it is not economically feasible to continue the relationship which requires fifteen (15) days notice to terminate.

The City has an on-going and projected need for support services in the Building Department in response to building and code enforcement activities. City staff met with WC3, a company PROPOSING TO PROVIDE Building Department services for the City. The attached proposal would retain our existing Building Permit Technician and Building Inspector at substantial savings to the City. The citizens of Livingston should not notice any changes to the excellent service the Building Department has been providing to them if this consultant is selected.

FISCAL IMPACT:

■ The fiscal impact of the proposed contract is $54.50 per hour for Building Inspector services and $31.53 for Building Permit Technician services. The City currently pays Bureau Veritas $60 per hour for Building Inspector services and $40 per hour for Building Permit Technician services. Thus, the City will save $13.97 per hour under this proposal.

■ For Structural Plan Reviews completed at WC3’s San Ramon office, a flat fee equal
to fifty percent (50%) of the plan review fees collected by the City of Livingston is
proposed.

WC3 proposes a flat fee equal to forty percent (40%) of the Building Department fees collected by the City of Livingston for any subdivisions.

® Overtime for In-House Services, if needed and when authorized by the City of Livingston, will be charged at 150% of the standard hourly rates. No overtime will be charged without prior authorization by the City.

The City Council can either adopt the attached Resolution entering into an agreement with WC3 or direct staff to release an RFP to obtain additional proposals.

ATTACHMENTS:

1. Resolution No. 2011-

Exhibit A – WC3 Proposal

RESOLUTION 2011-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON

AUTHORIZING THE INTERIM CITY MANAGER TO ENTER INTO AN AGREEMENT WITH WC3
FOR CONTRACT STAFF SUPPORT SERVICES

WHEREAS, the City retained the firm of Bureau Veritas (`BV" formerly "LPZA") to provide contract staff support services in October of 2003 for City building and development needs; and

WHEREAS, BV has performed well in meeting assigned City responsibilities since providing service to the City, but this relationship is no longer financially feasible for the City; and

WHEREAS, the City has an on-going and projected need for support services in the Building Department in response to the review of building and code enforcement activities and was approached by WC3; and

WHEREAS, the City Council considered the WC3 proposal at its regular meeting of April 19, 2011.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Livingston hereby authorizes

the Interim City Manager to enter into an agreement with WC3 to provide continued contract staff support services according to the proposal set forth in Exhibit A, in a form approved by the City Attorney.

Passed and adopted this 10 day of April 2011 by the following vote:

AYES:

NOES:

ABSENT:
ABSTAIN:

Rodrigo Espinoza, 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 April 2011.

Antonio Silva, City Clerk

of the City of Livingston

 

WEST COAST CODE CONSULTANTS, Inc.
2400 Camino Ramon, Suite # 240

San Ramon, CA 94583

Telephone: (925) 275-1700

Cell Phone: (925) 766-5600

Fax: (925) 275-0600

March 14th 2011

Ms. Victoria Lewis

Interim City Manager

Finance/Administration

Ms. Donna Kenney

Community Development Director
Community Development

City Hall

1416 C Street

Livingston, CA 95334

Subject: City of Livingston

Cost Proposal to Provide Building Department Services.

Dear Ms. Lewis and Kenney:

We are thrilled at the opportunity that we have to provide Building Department Services to the City of Livingston. In accordance with your request West Coast Code Consultants, Inc. (WC) is pleased to submit this cost proposal for the services.

As we had discussed in our meeting on March 10th, 2011, we would like to present the following items:

■ Fifty Four Dollars and Eighty Six Cents an hour ($ 54.86) for In-House Building Official / In-House Building Inspection Services. These In-House fees will be invoiced for work performed during normal business hours for eight hours (8 hrs.) per day and forty hours (40 hrs.) a week basis.

■ Thirty One Dollars and Fifty Three Cents an hour ($ 31.53) for In-House Building Counter Services. These In-House fees will be invoiced for work performed during normal business hours for eight hours (8 hrs.) per day and forty hours (40 hrs.) a week basis.

City of Livingston WC3

Cost Proposal to Provide In-House Building Department Services. Page 2

■ For Structural Plan Reviews completed at WC3’s San Ramon office, we propose a flat fee equal to fifty percent (50%) of the plan review fees collected by the City of Livingston.

■ In addition to the above, WC3 proposes a flat fee of 40% of the Building Department fees collected by the City of Livingston for any tract developments (sub-divisions).

■ Overtime for In-House Services, if needed and when authorized by the City of Livingston, will be charged at 150% of the standard hourly rates. No overtime will be charged without prior authorization by client.

■ These rates are effective through June 30th, 2012.

■ At the beginning of each month, West Coast Code Consultants, Inc. (WC) will furnish to the City of Livingston an invoice and a statement of the work performed for compensation during the preceding month. Such statement will also include a detailed record of the month’s actual reimbursable expenditures.

We look forward to hearing from you with any questions you may have and hope that ultimately we will be given the opportunity to provide the quality service expected by the City of Livingston.

Sincerely,

Giyan A. Senaratne, S.E., P.E., LEED AP, CASp Principal / CEO

WC3

West Coast Code Consultants, Inc. – WC3
2400 Camino Ramon, Suite #240
San Ramon, CA – 94583

Phone # (925)275-1700

Fax # (925)275-0600

Cell # (925)766-5600

 

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