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Home My WebLink AboutAGENDA REPORT 2024 1120 CCSA REG ITEM 10CCITY OF MOORPARK, CALIFORNIA City Council Meeting of November 20, 2024 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. C. Consider Amendment No. 1 to Professional Services Agreement with Charles Abbott Associates, Inc. for Building and Safety Services. Staff Recommendation: 1) Approve Amendment No. 1 to the Professional Services Agreement for Building and Safety Services with Charles Abbott Associates, Inc. subject to final language approval by the City Manager; and 2) Authorize the City Manager to approve future adjustments to the rates set forth in Exhibit E of the Agreement. (Staff: Jeannine Lugo, Administrative Specialist) Item: 10.C. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Doug Spondello, Community Development Director BY: Jeannine Lugo, Administrative Specialist DATE: 11/20/2024 Regular Meeting SUBJECT: Consider Amendment No. 1 to Professional Services Agreement with Charles Abbott Associates, Inc. for Building and Safety Services BACKGROUND/DISCUSSION Charles Abbott Associates, Inc. (CAA) has been providing the City with Building and Safety services since 1989. The current contract with CAA was approved in 2023 after proposals were solicited from five firms that provided such services in Southern California. CAA is currently staffing Moorpark with one building official and two permit technicians. The proposed amendment addresses a change to the rental rate set by the agreement due to City Hall’s relocation to 323 Science Drive. The amendment also updates the noticing section to capture the new address of City Hall. On November 1, 2024, the City requested that CAA staff relocate their offices to the new City Hall located at 323 Science Drive. According to Exhibit E of the existing agreement, CAA is responsible for a monthly rental fee covering support space, office space, and associated overhead and maintenance costs. The rental amount is determined based on the total square footage of three designated office spaces within City Hall, with rates aligned to the current market value for comparable leasable properties within City limits. As such, the rental rate will increase from $1.33 to $1.95 per square foot to accurately reflect the new office at 323 Science Drive. All rates for overhead and maintenance will remain unchanged. The proposed amendment replaces Exhibit E in its entirety. The proposed replacement, Exhibit E-2, captures the new rent and the unchanged overhead and maintenance rates as required by the agreement’s Scope of Services. Item: 10.C. 132 Honorable City Council 11/20/2024 Regular Meeting Page 2 ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no environmental review is required. FISCAL IMPACT Revenues to the City will be increased by $13.65 per month with the adjusted rental rate. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. STAFF RECOMMENDATION 1. Approve Amendment No. 1 to the Professional Services Agreement for Building and Safety Services with Charles Abbott Associates, Inc. subject to final language approval by the City Manager; and 2. Authorize the City Manager to approve future adjustments to the rates set forth in Exhibit E of the Agreement. Attachment: Amendment No. 1 to Charles Abbott Associates, Inc. Agreement 133 Rev. 12/15/2023 AMENDMENT NO. 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND CHARLES ABBOTT ASSOCIATES, INC., FOR BUILDING AND SAFETY SERVICES This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Charles Abbott Associates, Inc., a corporation (“Consultant”), for building and safety services (“Agreement”), is made and entered into on ______________________. RECITALS WHEREAS, on September 14, 2023, the City and Contractor entered into an Agreement to have the Contractor provide building and safety services; and WHEREAS, the City and Contractor now desire to amend the Agreement for an additional period; and WHEREAS, the City and Contractor now desire to amend the Agreement to recognize city hall’s new address and subsequently adjust the consultant’s monthly dues for rent and overhead charges for the use of City offices, and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I.Section 2, SCOPE OF SERVICES, is amended by replacing the rent, overhead and maintenance rates set forth in Exhibit E in its entirety, with new rates set forth in Exhibit E-2, attached hereto and incorporated herein by reference. II.Section 19, NOTICE, is amended by replacing this section in its entirety as follows: “Any notice to be given pursuant to this Agreement shall be in writing, and all such notices and any other document to be delivered shall be delivered by personal service or by deposit in the United States mail, certified or registered, return receipt requested, with postage prepaid, and addressed to the party for whom intended as follows: To: City Manager City of Moorpark 323 Science Drive Moorpark, CA 93021 To: Charles Abbott Associates, Inc. 27201 Los Altos #200 Mission Viejo, CA 92691 Attn: Rusty R. Reed ATTACHMENT 134 Amendment No. 1 to Agreement between City of Moorpark and Charles Abbott Associates, Inc. Page 2 Either party may, from time to time, by written notice to the other, designate a different address or contact person, which shall be substituted for the one above specified. Notices, payments and other documents shall be deemed delivered upon receipt by personal service or as of the third (3rd) day after deposit in the United States mail.” III. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK Charles Abbott Associates, Inc. _______________________________ _______________________________ Troy Brown City Manager Rusty R. Reed President Attest: _______________________________ Ky Spangler City Clerk 135 Amendment No. 1 to Agreement between City of Moorpark and Charles Abbott Associates, Inc. Page 3 EXHIBIT E-2 RENT, OVERHEAD AND MAINTENANCE Consultant agrees to pay City monthly rent and costs for overhead and maintenance for the duration of the term of the agreement. Table 1 shows the square footage of office and support space for Building and Safety. Rent is based upon the market rate of $1.95 square foot of leasable space. Rent may be adjusted annually by City each July 1 based on a survey of the Moorpark and surrounding area. Notification of increased rent will be given, in writing, at least thirty (30) days prior to July 1. Table 2 shows the costs for overhead and maintenance per person. The calculation of total cost is based upon the three personnel in Building and Safety. Operation and Maintenance costs may be adjusted annually by City each July 1 base upon adjustments in the City costs of operations and maintenance. Notification of increased operation and maintenance cost will be given, in writing, at least thirty (30) days prior to July 1. TABLE 1 SUPPORT SPACE UTILIZED PER PERSON OFFICE SPACE UTILIZED PER PERSON MARKET RENTAL RATE MONTHLY COST PER PERSON 27 SQ. FT. 64 SQ. FT. $1.95 / SQ. FT $177.45 TOTAL MOTHLY RENTAL RATE FOR 3 STAFF = $532.35 TABLE 2 OPERATIONS & MAINTENANCE FOR I.T. UTILITIES (GAS, ELECTRIC & WATER) COPY MACHINE & SUPPLIES PHONE MOTHLY COST PER PERSON $568 $39 $23 $40 $670.00 TOTAL MOTHLY COST FOR 3 STAFF = $2,010.00 136