HomeMy Public PortalAbout11. Agreement with 4Leaf - Professional Building Division ServicesClaremont City Council
Agenda Report
File #:4929 Item No:11.
TO:ADAM PIRRIE, CITY MANAGER
FROM:BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE:NOVEMBER 14, 2023
Reviewed by:
City Manager:AP
SUBJECT:
AUTHORIZATION TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH 4LEAF,
INC.FOR PROFESSIONAL BUILDING DIVISION SERVICES (FUNDING SOURCE:GENERAL
FUND)
SUMMARY
Due to an upcoming vacancy in the Building Division,as well as an increase in building plan check
submittals,the City is in need of additional contract services to assist during the recruitment process,
and to provide on-call services to assist with plan check processes for upcoming development
projects.Staff has solicited and reviewed qualifications from several firms and has concluded that
4LEAF is the most qualified to provide these services.On August 14,2023,staff entered into a
professional services agreement with 4LEAF for an amount not-to-exceed $25,000 and since then,
4LEAF has provided plan review and contract building staff services to the City.Amending the
professional services agreement with 4LEAF will allow City operations to continue without
interruption to the community.
RECOMMENDATION
Staff recommends the City Council authorize the City Manager to execute an amendment to the
existing professional services agreement with 4LEAF,Inc.adding an additional $180,000 in
compensation, for a total contract amount of $205,000.
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
·Request additional information from staff.
·Do not authorize the agreement.
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FINANCIAL REVIEW
The cost for contract Building Division services provided by 4LEAF through June 30,2024 is
$205,000.Funding is included in the Community Development Department budget,as well as
utilizing salary savings from the Building Official vacancy.The City will not be obligated for any
employee benefit costs through the California Public Employee Retirement System (CalPERS),or
other associated employee benefits since the requested services will be performed by contract staff.
The staff cost to prepare this report is estimated at $500 and is included in the operating budget of
the Community Development Department.
ANALYSIS
The Building Division is responsible for reviewing and implementing building standards for all
residential and commercial improvements to ensure compliance with all applicable codes.Due to an
upcoming vacancy in the Building Division,as well as several upcoming complex development
projects,contract staff services are necessary to continue operations without interruptions without
interruption to the community.
The proposed amendment will allow the City to receive approximately twenty hours of interim
Building Official services per week,as well as provide plan review and contract staff,as needed.
When a permanent,full-time Building Official is hired through the recruitment process,the City will
maintain the agreement with 4LEAF for on-call Building Division needs, such as plan checks.
City staff has verified the proposed hourly rates for the consultant to ensure they are comparable with
industry rates in the region.Staff has determined that after reviewing the qualifications and
interviewing the firm, 4LEAF is a qualified consultant for the type of work that is needed.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents
and finds that it applies to the following City Planning Documents:General Plan and the 2022-24
Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act
(CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to
interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:Prepared by:
Brad Johnson Alex Cousins
Community Development Director Management Analyst
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