PREPARED BY: LIBBY TYLER DATE OF MEETING: 11/04/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE A FOURTH AMENDMENT TO AN EXISTING AGREEMENT WITH INTERWEST CONSULTING GROUP, INC. FOR ON-CALL BUILDING INSPECTION SERVICES TO ADD $50,000, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $230,000
CEQA: This proposed action is not a project as defined by CEQA. CEQA Guidelines Section 15378(b)(4) states that a “project” does not include the creation of government funding mechanisms or other governmental fiscal activities, which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Providing adequate inspection services is key to ensuring the safety of San Pablo’s building stock, and “Improve Public Safety” is an adopted policy item under the FY 2023-25 Council Priority Workplan, effective May 1, 2023, amended through December 13, 2023.
BACKGROUND
On September 1, 2023, the Community Development Department’s incumbent Building Inspector resigned. This position is a vital role in the daily operations of the Department and City. In the spring and summer of 2023, the City undertook two separate searches for a new Building Inspector under the current position description and was not able to identify sufficiently qualified applicants to fill the position. As a result, the City sought to fill the position with services from a consulting firm and to concurrently undertake a review of the current position description, duties, and salary range. A reclassified position of Senior Building Inspector was approved on March 4, 2024 via Resolution 2024-033, and following a delay due to a temporary position hiring freeze, hiring for this position is currently underway.
On September 27, 2023, the City entered into an agreement with Interwest Consulting Group, Inc. for the provision of On-Call Building Inspection Services. This agreement was for an initial amount not to exceed $50,000, within the administrative authority of the City Manager. The Interwest Consulting Group, Inc. agreement supplements a multi-year agreement that the City has maintained with 4-Leaf, Inc. for the provision of Residential Health and Safety inspection services.
Because the Sr. Building Inspector position has been vacant since September 2023, the Community Development salary account (212-1755-41000) has a higher than anticipated balance due to this staff vacancy. On February 20, 2024, via Resolution 2024-018, the City executed a First Amendment to the Agreement with Interwest Consulting Group, Inc. to add $80,000 to the contract amount, for a new not-to-exceed amount of $130,000, and to extend the contract end date through June 30, 2025. Resolution 2024-018 also reallocated $80,000 from the Community Development salary account (212-1755-41000) to the professional services account (212-1755-4600) to fund the contract amendment.
On March 1, 2024, the City executed a Second Amendment adding a more comprehensive fee schedule to afford increased flexibility in staffing assignments. No increase was made to the total contract amount by this Second Amendment.
With the Sr. Building Inspector position still vacant, the City executed a Third Amendment on July 15, 2024, to add $50,000 for a total contract amount not to exceed $180,000. This funding increase was within the administrative authority of the City Manager, and the $50,000 was reallocated from the Community Development salary account (212-1755-41000) to the professional services account (212-1755-43600), with no increase in the Departmental budget as a result.
The not-to-exceed contract amount of $180,000 for the Interwest Consulting Group agreement will soon be met. The City is currently in the hiring process for a Sr. Building Inspector. The Community Development Director is recommending a Fourth Amendment to provide continued Building Inspection services until the staff position can be filled. The Fourth Amendment would add an additional $50,000 in compensation, for a new total contract amount not to exceed $230,000.
FISCAL IMPACT
The Department will reallocate funds from a separate on-call consultant within the Community Development Professional Services budget (212-1755-43600). No new funding is necessary.
ATTACHMENTS
Att A - Resolution
Att B - Executed Agreement for Interwest Consulting Group, Inc. dated September 27, 2023
Att C - First Amendment dated February 20, 2024
Att D - Second Amendment dated March 1, 2024
Att E - Third Amendment dated July 15, 2024
Att F - Proposed Fourth Amendment to Agreement dated November 5, 2024