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Home My WebLink AboutCED On-Call Building Plan Review and Inspection Consulting Services Agr Amend____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 03/03/2025 Disposition: Adopted Resolution 15373 Agenda Item No: 4.c Meeting Date: March 3, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community & Economic Development Department Prepared by: Don Jeppson, Community & Economic Development Assistant Director and Chief Building Official City Manager Approval: __________ TOPIC: ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES AGREEMENT AMENDMENT SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000. RECOMMENDATION: Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000. BACKGROUND: The review of building plans is critical to the building permit review process and requires specialized skills, experience, and certifications. Over the past decade, the City has effectively utilized specialized consulting service providers to supplement plan reviews by City building division staff. To meet the ebbs and flows of permit and development activity, the City has utilized three consulting firms to address City needs; 4LEAF, Inc. (4LEAF) is one of three consulting firms currently providing these services. As San Rafael continues to receive an increased number of development applications and construction applications that are more complex (multi- SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 family housing / mixed-use commercial), the Community & Economic Development (CED) Department continues to need assistance from specialized consulting firms. 4LEAF provides building and inspection services for over 200 local jurisdictions and continues to grow and expand its services beyond California. 4LEAF is the newest building and inspection service provider supporting the City, and their additional firm capacity and capabilities have supported the CED Department permit pipeline and staffing needs in times when there is a high volume of permits that need to be processed. On October 29, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025. ANALYSIS: Staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000. This will cover existing commitments for services and allow staff to request assistance from the firm as they materialize. The CED Department needs to have the flexibility to use consultant support on short notice as workloads ebb and flow. The CED Assistant Director and Chief Building Official will review and approve each project, scope of work, and cost estimates, as needed. A copy of the draft First Amendment to the Professional Services Agreement (Attachment 2) and the scope of work and fee schedule (Attachment 3) is attached to this report. At the conclusion of 4LEAF’s proposed amended contract, staff will release a Request for Proposals (RFP) to select one or more consultants to provide on-call building plan review and inspection services in fiscal year (FY) 2025-26. Following the RFP process, staff will present any new professional services agreements in amounts exceeding $75,000 to the City Council for its review and approval. FISCAL IMPACT: The proposed first amendment to the professional services agreement with 4LEAF will increase the current contract by $65,000, from a not to exceed amount of $100,000 to a total not-to- exceed amount of $165,000. The CED Department will fund this proposed contract increase through existing available baseline funding appropriations within the CED Department FY 2024- 25 professional services budget (general ledger code 001-16-49001-9270). Services for building permit review under the proposed amendment professional services agreement will also be funded through permitting fees paid by developers. Funding to support contract costs for the period of July 2025 through December 2025 will be incorporated into the CED Department’s FY 2025-26 proposed budget. OPTIONS: The City Council has the following options to consider on this matter: 1.Adopt a resolution to authorize the City Manager to execute the proposed first amendment to the professional services agreement; SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 2.Direct staff to return with more information; or 3.Take no action. RECOMMENDED ACTION: Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000. ATTACHMENTS: 1.Resolution 2.Draft First Amendment to the Professional Services Agreement with 4LEAF, Inc. RESOLUTION NO. 15373 RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000 WHEREAS, on October 29, 2024, the City Council approved and authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025; and WHEREAS, staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000; and WHEREAS, on December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with 4LEAF to extend the term of the agreement to June 30, 2025; and WHEREAS, this will cover existing commitments for services and allow staff to request assistance from the firm as needed to fill short-term staffing gaps should they materialize; and WHEREAS, the proposed contract increase will be funded through existing available baseline funding appropriations within the Community and Economic Department FY 2024-25 professional services budget (general ledger code 001-16-49001-9270). NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 3rd day of March 2025, by the following vote, to wit: AYES: NOES: ABSENT: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate Councilmembers: None Councilmembers: None _____________________ Lindsay Lara, City Clerk 1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON CALL BUILDING CONSULTING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL CITY 4LEAF, INC. (hereinafter CONSULTANT _________________________. RECITALS WHEREAS the CITY and CONSULTANT entered into a Professional Services Agreement dated October 29, 2024, to perform professional services in connection with building permit program, for an amount not to exceed $100,000 (the Agreement); and WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional building consulting services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article II COMPENSATION amended to include additional compensation payable to CONSULTANT, on a time and materials basis in accordance with the Exhibit A to the Agreement, in a not-to-exceed amount of $65,000, and to change the total not-to-exceed amount under the Agreement to $165,000. 2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. r ртѶ спсф 2 CITY OF SAN RAFAEL CONSULTANT ______________________________By:______________________________ CRISTINE ALILOVICH, City Manager Name:____________________________ Title:_____________________________ ATTEST: [If Consultant is a corporation, add signature of second corporate officer] ______________________________ LINDSAY LARA, City Clerk By:_____________________________ Name:____________________________ APPROVED AS TO FORM: Title:_____________________________ ______________________________ Andrea Visveshwara, Chief Assistant City Attorney Kevin Duggan Gene Barry - .$ )/ $ - .$ )/ )- $.1 .#2-җ-ррѶспсфрфѷфу2Ҙ DQGUHD YLVYHVKZDUD -$./$) '$'*1$#җ-ртѶспсфпцѷср2Ҙ $).4 -җ-ртѶспсфпшѷрч2Ҙ OLQGVD\ ODUD RESOLUTION NO. 15373 RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND A PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF, INC. FOR ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING SERVICES IN AN AMOUNT OF $65,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $165,000 WHEREAS, on October 29, 2024, the City Council approved and authorized the City Manager to enter into a Professional Services Agreement with 4LEAF for on-call building plan review and inspection consulting services in an amount not to exceed $100,000 for the contract term of October 2024 through December 2025; and WHEREAS, staff seeks to amend the amount of the on-call building plan review and inspection consulting services with 4LEAF from a not to exceed amount of $100,000 to a total contract amount not to exceed $165,000; and WHEREAS, on December 8, 2024, the City Manager approved and authorized an amendment to the Professional Services Agreement with 4LEAF to extend the term of the agreement to June 30, 2025; and WHEREAS, this will cover existing commitments for services and allow staff to request assistance from the firm as needed to fill short-term staffing gaps should they materialize; and WHEREAS, the proposed contract increase will be funded through existing available baseline funding appropriations within the Community and Economic Department FY 2024-25 professional services budget (general ledger code 001-16-49001-9270). NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby authorizes the City Manager to amend the Professional Services Agreement between the City and 4LEAF, Inc., for additional on-call building plan review and inspection consulting services in the amount of $65,000, for a total contract amount not to exceed $165,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 3rd day of March 2025, by the following vote, to wit: AYES: NOES: ABSENT: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate Councilmembers: None Councilmembers: None Lindsay Lara, City Clerk CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. Step RESPONSIBLE DEPARTMENT DESCRIPTION COMPLETED DATE REVIEWER Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org Click here to enter a date. 2/23/2025 ☐ ☒ 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 2/24/2025 2/24/2025 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 3/6/2025 ☒ __AG__ 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 3/6/2025 ☒ 5 Project Manager When necessary, contractor-signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval ☐ N/A Or 3/3/2025 ☒ PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 3/7/2025 X 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community & Economic Development Project Manager: Don Jeppson Extension: Click here to enter text. Contractor Name: 4Leaf, Inc. Contractor’s Contact: Kevin Duggan Contact’s Email: kduggan@4leafinc.com ☐ FPPC: Check if Contractor/Consultant must file Form 700 1st Amendment - 4Leaf Inc. - On Call Building Consulting Services Final Audit Report 2025-03-13 Created:2025-03-11 By:Nataly Torres (nataly.torres@cityofsanrafael.org) Status:Signed Transaction ID:CBJCHBCAABAAl4VzxzSdRB7tnCsPA8dqQqGU8CK7UUEa "1st Amendment - 4Leaf Inc. - On Call Building Consulting Servi ces" History Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2025-03-11 - 9:55:06 PM GMT- IP address: 199.88.113.8 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2025-03-11 - 9:59:49 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2025-03-11 - 10:49:48 PM GMT- IP address: 104.47.64.254 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2025-03-11 - 10:53:05 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to andrea.visveshwara@cityofsanrafael.org for signature 2025-03-11 - 10:53:07 PM GMT Email viewed by andrea.visveshwara@cityofsanrafael.org 2025-03-11 - 10:53:46 PM GMT- IP address: 104.47.64.254 Signer andrea.visveshwara@cityofsanrafael.org entered name at signing as Andrea Visveshwara 2025-03-11 - 10:54:41 PM GMT- IP address: 199.88.113.8 Document e-signed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org) Signature Date: 2025-03-11 - 10:54:43 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to city.clerk@cityofsanrafael.org for approval 2025-03-11 - 10:54:44 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2025-03-11 - 11:21:51 PM GMT- IP address: 199.88.113.8 Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara 2025-03-11 - 11:23:00 PM GMT- IP address: 199.88.113.8 Document approved by Lindsay Lara (city.clerk@cityofsanrafael.org) Approval Date: 2025-03-11 - 11:23:02 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2025-03-11 - 11:23:04 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2025-03-13 - 2:16:42 PM GMT- IP address: 71.198.110.147 Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2025-03-13 - 2:21:34 PM GMT- IP address: 71.198.110.147 Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2025-03-13 - 2:21:36 PM GMT - Time Source: server- IP address: 71.198.110.147 Document emailed to city.clerk@cityofsanrafael.org for signature 2025-03-13 - 2:21:38 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2025-03-13 - 4:17:51 PM GMT- IP address: 199.88.113.8 Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara 2025-03-13 - 4:18:17 PM GMT- IP address: 199.88.113.8 Document e-signed by Lindsay Lara (city.clerk@cityofsanrafael.org) Signature Date: 2025-03-13 - 4:18:19 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2025-03-13 - 4:18:19 PM GMT