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HomeMy WebLinkAboutCD Temporary Code Enforcement Services____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-549 Council Meeting: 12/18/2017 Disposition: Resolution 14431 Agenda Item No: 4.c Meeting Date: December 18, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Development Prepared by: Paul A. Jensen Community Development Director City Manager Approval: ______________ TOPIC: TEMPORARY CODE ENFORCEMENT SERVICES SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL SERVICE AGREEMENT FOR TEMPORARY CODE ENFORCEMENT SERVICES WITH CSG CONSULTANTS, INC. WITH A NOT-TO- EXCEED BUDGET AMOUNT OF $125,000. RECOMMENDATION: Staff recommends that the City Council adopt the attached Resolution authorizing the City Manager to execute a Professional Service Agreement for temporary Code Enforcement services. BACKGROUND: Several months ago, one of our Code Enforcement Officers moved on to a new enforcement job with the City of Brentwood. Consequently, the Code Enforcement Division currently has a Code Enforcement Officer I position that is vacant. The FY 17/18 budget authorizes a staff for the Code Enforcement Division of three Code Enforcement Officers and one Senior Code Enforcement Supervisor. The Senior Code Enforcement Supervisor (Supervisor) position is a new position that was just approved with the FY 17/18 budget. The City has conducted a recruitment for this position and just recently made a conditional offer to a candidate. Given that there will be a new Supervisor for the Division that will be hired shortly, it is prudent to temporarily fill the Code Enforcement Officer I vacancy with contract staff until this vacancy is filled. The contract staff will provide service needs while the Supervisor becomes familiar the Division operation and workload. The additional time will also give the Supervisor the opportunity to recruit and hire a candidate that is appropriate for the Division needs. Staff has secured a proposal for temporary Code Enforcement Services from CSG Consultants, Inc. (CSG); CSG is also our current contractor that administers and manages the massage business enforcement program. As noted above, during the anticipated recruitment periods for the currently vacant position, CSG would provide assistance for the day-to-day functions of the Code Enforcement Division. ANALYSIS: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 With the recent Code Enforcement Officer I vacancy, the Code Enforcement Division will need additional support to respond to complaints about various code matters. The Housing Inspection Program (HIP) is the major function of the Code Enforcement Division, as most of the Division’s funding is derived from the fees taken in from apartment buildings. However, aside from the HIP, which is staffed by two of the three budgeted officers, the City receives over 350 public complaints annually about a variety of code enforcement matters, ranging from illegal units, fences, signs, overgrown weeds on private property and other nuisances. During the period of this vacancy, the Division will need assistance to absorb some of the public complaints. Therefore, the contract services would provide an interim solution to assist the Division in absorbing the case load. The contract is proposed to be for one year (with an option to extend an additional six months) for a total budget amount of not-to-exceed $125,000. This contract cost is less than the full salary and benefit budgeted for this vacant position. As noted above, CSG administers our massage business enforcement. CSG staff is knowledgeable of and familiar with the City of San Rafael and community issues. Therefore, no front end training on City practices and protocols is necessary. Lastly, the hourly billing rates that are proposed are reasonable and comparable to hourly rates charged by other professional consultants. FISCAL IMPACT: Execution of the Professional Services Agreement would not result in a significant fiscal impact to the City. Salary savings will cover the charges for the on-going Code Enforcement Services. Therefore, this new contract will be funded by existing appropriations. The vacant Code Enforcement Officer I position is authorized in the budget for $93,000/year or $150,000 for one and one-half years (salary + benefits). The proposed contract to temporarily fill this vacancy does not exceed this amount. Once an officer is hired, the consultant services will cease. RECOMMENDED ACTION: Adopt Resolution ATTACHMENT: 1. City Council Resolution, with attached Professional Services Agreement with CSG for Code Enforcement Services 1 ATTACHMENT 1 RESOLUTION NO. 14431 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. TO PROVIDE TEMPORARY CODE ENFORCEMENT SERVICES (Term of Agreement: up to 1 year, with a six month extension for a total budget amount not to exceed $125,000) WHEREAS, the City of San Rafael has determined that temporary code enforcement services are needed to provide support to the Code Enforcement Division of the Community Development Department during recruitment for recently vacated Code Enforcement Officer I/II position within the Division; and WHEREAS, at the City’s request, CSG Consultants, Inc (CSG) has submitted a Proposal Supplement – Code Enforcement Services, dated November 27, 2017, including a list of the hourly rates for performance of these services, and said proposal is attached to the Agreement for Professional Services; and WHEREAS, the costs associated with the CSG’s interim professional Code Enforcement services would be paid for from the salary savings from vacant position within the Code Enforcement Division; and WHEREAS, CSG has currently and previously performed Code Enforcement work for the City of San Rafael in a satisfactory manner and has familiarity with the City’s regulations, procedures and processes. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael does hereby authorize the City Manager to execute, on behalf of the City, an Agreement for Professional Code Enforcement Services with CSG Consultants, Inc., in the form attached hereto, subject to final approval as to form by the City Attorney. I, Esther C. Beirne, 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 18th of December, 2017, by the following vote, to wit: AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None _____________________________ Esther C. Beirne, City Clerk Exhibit A Agreement for Code Enforcement Services for Professional Code Enforcement Staffing Services between City of San Rafael and CSG Consultants, Inc, with attached Proposal Supplement – Code Enforcement Services, dated November 27, 2017. AGREEMENT FOR PROFESSIONAL SERVICES FOR PROFESSIONAL CODE ENFORCEMENT STAFFING SERVICES (Gf "It' .20 I =7- This Agreement is made and entered into this _ day of i>eteHPt:f't, , by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CSG Consultants, Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, due to a recent vacancy in the Code Enforcement Division and given the current workload of staff and the pace of code enforcement complaints, the CITY has detenruned that professional code enforcement services are needed to supplement existing staffing during the timeframe necessary to complete recruitments for a vacant position within the Code Enforcement Division. AGREEMENT NOW, THEREFORE, the pruties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Planning Manager, Raffi Boloyan is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR Robert Cushing is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (l0) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as follows: It is expected that CONTRACTOR will provide one consistent code enforcement officer to serve for the duration of the time needed for an average of 15-20 hours a week for general code enforcement. Work in excess of a total of 20 hours a week shall require plior authorization of the Project Manager; 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perfOlm the duties as follows: a) Provide work space for CONTRACTOR, b) provide general direction and support to CONTRACTOR; c) provide legal assistance to develop administrative enforcement cases; and d) provide Police Department escort or backup if needed and necessary. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR for the hours of work at the hourly rates, and for the authorized expenses, as specified in Exhibit "A", in a total anlount not to exceed $137,500. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this AgTeement shall be for 1 year, commencing on January 1,2018 and ending on December 31, 2018. Upon mutual agreement of the parties, and subject to the approval of the City Manager, the term of this Agreement may be extended for an additional period of six (6) months, if the total budget authorized by this agreement has not been exceeded and the City decides to continue using contract services to fill the vacancy. 6. TERMINATION. A. Discretionary. Either party may telminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may temlinate tlus Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other pruiy, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, witllin such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the pelionnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after tennination. 7. OWNERSHIP OF DOCUMENTS. The written docunlents and materials prepared by the CONTRACTOR in connection with the peliormance of its duties under this Agreement, shall be the sole propeliy of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 2 8. Upon reasonable notice, inspection and audit, all available to CITY, or its agent, for U<ll11lallll.,U by CONTRACTOR in connection with its performance of its duties with CITY or its agent in any audit or mSpe(~tlcm 9. The parties that they shall not performance of any of their res1pectn the other party, and any att€~mlpt arising hereunder shall 10. A. Scope of Coverage. maintain, at no expense to the 1. A one million dollars ($1,000,000) death, bodily injury, personal injury, or ",,.n,,,,,,,,,"" CONTRACTOR shall fully cooperate greement nor the consent of or obligations CONTRACTOR shall in minimum amount of ($2,000,000) aggregate, for 2. An automobile liability (owned, non-owned, hired vehicles) insurance occunence. policy in the minimum amount of one million ($1,000,000) 3. If it compensation insurance, as required by employer's liability insurance with of no accident for bodily injury or disease. CONTRACTOR's be specifically endorsed to waive any right of B. Other Insurance Requirements. CONTRACTOR m requirements: 1. Except for professional liability insurance, the insurance policies shall agents, employees, and volunteers, as additionally operations) under the policies. 2. policies shall be primary with ""''''Y'''f'T not call upon CITY's insurance or noncontributory" coverage in CONTRACTOR'S CG20 0413. 3 shall maintain worker's with statutory limits, and one million dollars ($1,000,000) per shall required of the meet the following 3. insurance, the insurance contractual liability CITY a waiver of against CITY by agrees to obtain this provision applies endorsement from the insurer. 5. termination of this five years. 6. If Insurance IS coinciding with the effective date of this 7. The limits or worker's compensation text or by endorsement, coverage for subrogation, a waiver of subrogation on a Claims Made Form, then, following shall survive for a period of not less than a reh'oactive date of placement combination of primary and umbrella or excess in this Agreement may be satisfied by a Any umbrella or excess insurance shall shall also apply on a primary and contain or be endorsed to a noncontributory basis for the benefit of before CITY'S own insurance or insured. 8. It shall a proceeds broader than or in excess and/or limits shall be available to requirements for Agreement; or (2) the I"'Ir"''';'I1,~r "'''!F'r,;",p proceeds available to (if to in a written contract or agreement) l.UaJu"'..... shall be called upon to protect it as a named this Agreement that any available insurance U ..... "',lU .... U minimum insurance coverage requirements additional insured party. Furthelmore, the coverage and limits specified in this limits of coverage of any insurance policy or or self-insured retentions in approved by the PROJECT of liability. Policies containing any to provide that the SIR be "'~""'.U'''''H'''' insured party. At CITY's shall be reduced or vH),HH'<LL'_,-, a bond guaranteeing attorney's fees and defense expenses. D. Proof MANAGER or evidencing the declaration page and/or general liability policy, CONTRACTOR shall provide to the Attorney all of the following: (1) Certificates of I'lnrpr'!>lIYP required in this Agreement; (2) a copy of the policy page listing all policy endorsements for the commercial 4 evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shaH be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indenmify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attomeys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shaH, to the fullest extent permitted by law, indemnify, release, defend and hold hannless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period oftime allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the perfonnance of its duties and obligations under this Agreement. 5 13. 14. any third patty, any or Agreement, to the other paIty. 15. All notices and other Agreement, including any notice of delivery, or deposited with the parties intended to be notified. Notice shall if mailed, upon the date follows: TO CITY's Project Manager: TO CONTRACTOR's Project 16. For the purposes, and for the duration, agents and employees shall act in the capacity the CITY. CONTRACTOR and CONTRACTOR, its that of an employee CITY. 6 gmemc;nt, to create in conditions of this gIVen under this and given by personal addressed to the personal delivery, or Notice shall be given as ... .,LL.ULI5, Code Enforcement Manager not 17. terms and conditions of this Agreement, all reference, represent Agreement. written Agreement shall supersede any subject matter between the CONTRACTOR No other agreement, promise or all documents respect to the greemems, oral or written, or to the subject matter this Agreement, shall be valid or binding, except a written amendment to this a 18. 19, this 20. telms conditions of this Agreement shall not except <>rnpn,;n,,"'nt to this Agreement signed by ",..'...--.'n any conflicts arise between the terms Agreement, and the conditions of the attached exhibits or the documents AV." ... "",I> n""', ...... "' ... "T •• " by reterenc:e, Agreement shall control. that CITY may Agreement, any monies which contract or resolution for any unpaid amounts. to by either party of any breach or violation of any term, covenant or condition of or of any ordinance, law or regulation, shall not be "'''''';AU''' condition, ordinance, law or regulation, or same or other term, covenant, condition, ordinance, by either party of any fee, performance, or under this Agreement, shall not be deemed to a Av"ns,",'u by the other party of any term, condition, covenant or regulation. in any action brought to enforce the terms of this 7 CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification) . 22. APPLICABLE LAW. The laws of the State ofCalifomia shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ager ATTEST: /.z.g 1-hJz-c-, ~ R L 4 1 ESTHER C. BEIRNE, City Clerk CONTRACTOR BY: __ ~--4--f.~ _____ _ Title: P8E5I{)EJ{[ 8 Compensation Rate Sheet Services are billed on a time and materials basis according to CSG's hourly rates, shown below. r' CSG CONSULTANTS PERSONNEL I SERVICES ALL INCLUSIVE HOURLY RATE Code Enforcement Manager Senior Code Enforcement Officer / Related Support Personnel Code Enforcement Officer Counter Technician $125 $110 $100 $65 All hourly rates include overhead costs including, but not limited to, salaries, benefits, Workers Compensation Insurance, travel and office expenses. Overtime work will be billed at 1.5x the hourly rates indicated in the table above. On each anniversary of the contract start date, CSG will initiate a rate increase based on change in CP/-W for the applicable region. CSG will mail an invoice at the beginning of every month for services rendered during the previous month. 550 Pilgrim Drive, Foster City, CA 94404 phone (650) 522-2500 I fax (650) 522-2599 I www.csgengr.com Exhibit A Compensation Rate Sheet Services are billed on a time and materials basis according to CSG's hourly rates, shown below. r' CSG CONSULTANTS PERSONNEL I SERVICES ! ALL INCLUSIVE HOURLY RATE Code Enforcement Manager Senior Code Enforcement Officer / Related Support Personnel Code Enforcement Officer Counter Technician I $125 $110 $100 $65 All hourly rates include overhead costs including, but not limited to, salaries, benefits, Workers Compensation Insurance, travel and office expenses. Overtime work will be billed at 1.5x the hourly rates indicoted in the table above. On each anniversary of the contract start date, CSG will initiate a rate increase based on change in CPI-W for the applicable region. CSG will mail an invoice at the beginning of every month for services rendered during the previous month. 550 Pilgrim Drive, Foster City, CA 94404 phone (650) 522-2500 I fax (650) 522-2599 I www.csgengr .com CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Development Project Manager: Raffi Boloyan Extension: 3095 Contractor Name: CSG Consultants Inc. Contractor's Contact: Robert Cushing Contact's Email: robertc@csgengr.com 01 FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 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 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval *PSA> $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PII'JS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE 11/16/2017 11/16/2017 12/1/2017 11/29/2017 Click here to enter a date. 0 N/A Or 12/18/2017 j) 6) 11 r 1 & \1 I If/It " ' t/ ~ I ~ REVIEWER Check/Initial ~ IZl IZl LMM LAG IZl LAG 0 RB IZl ~M ·l/IvtlA ~ Y:B- STAFF REPORT APPROVAL ROUTING SLIP Staff Report Author: Paul Jensen Date of Meeting: 12/18/2017 Department: Community Development Topic: Professional Service Agreement for Temporary Code Enforcement Officer Subject: Resolution Authorizing the City Manager to Execute PSA for Code Enforcement Services Type: (check all that apply) ☐ Consent Calendar ☐ Public Hearing ☐ Discussion Item ☒ Resolution ☐ Ordinance ☒ Professional Services Agreement ☐ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ☐ Yes ☒No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ Due Date Responsibility Description Completed Date Initial / Comment DEPARTMENT REVIEW FRIDAY noon 12/1 Director Director approves staff report is ready for ACM, City Attorney & Finance review. 12/1/2017 ☒ PJ CONTENT REVIEW MONDAY morning 12/4 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will review items, make edits using track changes and ask questions using comments. Items will be returned to the author by end of day Wednesday. 12/7/2017 12/5/2017 12/4/2017 ☒ RW ☒ LG ☒ MM DEPARTMENT REVISIONS FRIDAY noon 12/8 Author Author revises the report based on comments receives and produces a final version (all track changes and comments removed) by Friday at noon. 12/7/2017 ☒ RS for RB ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning 12/11 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will check to see their comments were adequately addressed and sign-off for the City Manager to conduct the final review. Click here to enter a date. Click here to enter a date. Click here to enter a date. ☒ ☒ ☒ TUES noon 12/12 City Manager Final review and approval 12/13/2017 ☒ JS