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HomeMy WebLinkAboutAGENDA REPORT 2010 0602 CC REG ITEM 10P ITEM 10.P. Or MOORPARK.CAL.' f:ity council Meoting of ACTION:1,2ja n 0_ MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: David A. Bobardt, Community Development Director DATE: May 24, 2010 (CC Meeting of 6/212010) SUBJECT: Consider an Amendment to the Agreement for Building and Safety Services with Charles Abbott Associates Regarding Payment of Invoices DISCUSSION Charles Abbott Associates (CAA) has been providing the City with Building and Safety services since 1989. The most recent contract with CAA was approved in 2007 after proposals were solicited from 13 firms that provided such services in Southern California. Invoices are paid from a reserve fund that includes CAA's share of the plan check and permit fees, and based on staff time charges. The Building and Safety Services reserve fund increases when CAA's share of the plan check and building permit revenue exceeds their staff time charges. and decreases when their staff time charges exceed their share of the plan check and building permit revenue. CAA is currently staffing Moorpark with one building official. one building inspector, and one permit technician. The current economic slowdown has brought a substantial reduction in building activity, which has in turn resulted in less plan check and building permit revenue. In response, CAA has reduced its Building and Safety staff time charges as much as possible by eliminating one building inspector position (last year), having the Building Official provide services for other CAA offices that are not billed to Moorpark, and by having the Permit Technician assist the Public Works Department with engineering permits. with those time charges billed to a separate fund. Nonetheless, the Building and Safety fund continued to decrease. raising a concern to City staff that this fund might one day not have a sufficient balance to allow for the completion of unfinished plan check and inspection work. On February 24. 2010, staff discussed this concern with CAA. CAA offered informally to maintain a balance in the Building and Safety reserve fund at least equal to the estimated cost to finish unfinished plan checks and inspections. Since this 262 Honorable City Council June 2. 2010 Page 2 time. CAA has been providing staff with estimates of unfinished plan check and inspection work as part of its invoices. The fund balance is currently at the level needed to complete unfinished plan checks and inspections. The attached amendment to the Agreement with CAA would formalize the maintenance of the reserve fund to at least this level. FISCAL IMPACT None. STAFF RECOMMENDATION Approve the attached Addendum to the Agreement for Building and Safety Services. ATTACHMENT: Addendum to Agreement for Building and Safety Services S-CommunKy DevelopmentADMINAGM T S%CAA%cc agenda report 10 0602 doc 263 Honorable City Council June 2, 2010 Page 3 ADDENDUM TO AGREEMENT FOR BUILDING AND SAFETY SERVICES This day of . 2010, Charles Abbott Associates, Inc., and the City of Moorpark, a general law city, entered into this Addendum to the Agreement for Building and Safety Services dated August 30. 2007. IT IS MUTUALLY AGREED by and between the parties as follows: 1. Section I, COMPENSATION TO CONSULTANT, is amended as follows: I. COMPENSATION FOR BUILDING AND SAFETY SERVICES A. The fees in full Compensation to the CONSULTANT for the services rendered shall be as follows: Monthly Fees Collected CONSULTANT % of Fees Plan Check 67% Inspection (Permit Fee) 58% B. The hourly fee rates for services provided pursuant to this Agreement shall be those contained in Exhibit "B". Said rates may be adjusted November 1, 2007 and each subsequent November 1 as follows: CONSULTANT shall notify CITY in writing forty-five (45) days or more prior to November 1 of the proposed changes in said hourly rates. The proposed change shall be either the change to the Consumer Price Index, using the U.S. City Average for All Urban Consumers All Items Indexes for the previous 12 month period (August to previous August or seven percent (7%), whichever is less. Said changes consistent with the above limits shall become effective November 1 unless CITY notifies CONSULTANT in writing of its rejection of the intended changes in hourly rates. A written request for changes in excess of the above limits must be submitted to CITY forty-five (45) days prior to the proposed effective date and requires City Council approval to become effective. C. CONSULTANT shall provide CITY with an estimate of the staff charges to complete unfinished Plan Check and Inspection work with each monthly invoice. CONSULTANT shall not invoice the City any amount that would reduce the Building and Safety fund below that needed to complete the unfinished Plan Check and Inspection work. D. CITY shall make payment to CONSULTANT within thirty (30) days of receipt of invoices, except for those invoices which are contested or questioned, in writing, and are returned to CONSULTANT within thirty (30) days of the receipt of invoices. CC ATTACHMENT SAGommunity DevelopmenAADMINWGMTS\CAA1cc agenda report 10_0602.doc 264 Honorable City Council June 2, 2010 Page 4 2. Except as amended by this Addendum, all of the provisions of the Agreement as previously amended shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Addendum to be executed by their duly authorized officers the day and year first above written. CITY OF MOORPARK CHARLES ABBOTT ASSOCIATES INC. Janice S. Parvin, Mayor Rusty R. Reed, President ATTEST: Deborah S. Traffenstedt City Clerk SACommunity Development\ADMMAGM T S%CAA%cc agenda report 10_0602.doc 265