Agenda Item Wording:
title
Authorize the City Manager to extend the emergency contract for Engineering Plan Review and Related Services to lnterwest Consulting Group, not to exceed $200,000, for one year ending June 30, 2023.
body
Deadline for Action: 6/20/2022
Submitting Department: Community Development
Contact Name and Phone Number:
Jason Huckleberry, Community Development Assistant Director, jason.huckleberry@visalia.city <mailto:jason.huckleberry@visalia.city>, (559)713-4495
Paul Bernal, Community Development Assistant Director, paul.bernal@visalia.city <mailto:paul.bernal@visalia.city>, (559)713-4025
Department Recommendation:
Staff recommends that Council Authorize the City Manager to extend the emergency contract for Engineering Plan Review and Related Services to lnterwest Consulting Group for one year (ending June 30, 2023) to facilitate City staff with professional land surveyor related document review and approvals due to the current vacancy with the City’s Land Surveyor position at a not-to-exceed maximum of $200,000.
Summary:
The Community Development Engineering Division is seeking to extend the emergency contract with lnterwest Consulting Group for one year. The current emergency contract expires June 30, 2022. If approved for an additional one year, the emergency contract will expire June 30, 2023. As a result of the current vacancy with the City’s Land Surveyor position, the emergency contract with lnterwest Consulting Group has facilitated both the Engineering Development Services Division and Planning Division by providing the ability for a contracted licensed surveyor to review and sign on subdivision maps and parcel maps, as well as the technical review of easements, grant deeds, and lot line adjustments submitted to the City. It is difficult to anticipate the actual amount that may be expended since it’s unknown how many companies may request third part review, and because City Staff is not certain how long the Surveyor services will be needed until the internal position is filled. However, staff believes that $200,000 is a high estimate.
Background Discussion:
Community Development staff has made significant progress in eliminating the backlog for both building permit review and review of final subdivision / parcel map processing due to staffing levels and enhancements in our review processes. However, due to the vacancy with the City’s Land Surveyor position, staff has had to rely on the emergency contract to have Interwest Consulting Group’s licensed Land Surveyor sign on subdivision maps and parcel maps, while also providing technical assistance and review on other related matters including legal descriptions, easement documents, and public right-of-way dedications.
The emergency contract has allowed Community Development staff to continue to process maps, lot line adjustments, easement abandonments, right-of-way dedications etc., in a timely manner without causing significant delays in these processes. Extending the emergency contract will continue to be beneficial to both the Community Development Department and the development community.
Both the Director and Assistant Director of the Community Development Department will continue to monitor review timelines to ensure that maps and other request do not fall behind per state mandated review timelines. The extension of the emergency contract will allow the division to continue to process maps and other documents in a timely manner, as well as provide the required Professional Land Surveyor technical review and approval of such documents.
Fiscal Impact:
The City will not increase or modify our development fee schedule for the services provided by lnterwest Consulting Group. The City's current fee collection structure was established as non-recuperative for services rendered and does not fully offset the cost associated with staff review time spent on development projects and is subsidized by the general fund. The City established and maintains the fee structure to lessen the burden on developers and promote development in the City of Visalia. The City is required to provide the service as noted in the report. The additional cost required for the emergency contract services will not be passed onto the public as these services are required to be provided by the City.
Prior Council Action:
On October 19, 2020, the City Council authorized the City Manager to execute a one-year emergency contract with lnterwest Consulting Group for Engineering Plan Review and Related Services.
On December 20, 2021, the City Council authorized the City Manager to extend the emergency contract for Engineering Plan Review and Related Service for six months ending June 30, 2022.
Other: N/A
Alternatives:
The City Council can choose to not approve the request to extend the emergency contract for one year.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to approve the authorization of the City Manager to extend the emergency contract for Engineering Plan Review and Related Services to lnterwest Consulting Group for one year, ending June 30, 2023 at a not-to-exceed maximum of $200,000.
end
Environmental Assessment Status: N/A
CEQA Review: None Required.
Attachments:
1. Copy of previous signed Professional Services Agreement for Engineering Plan Review and Related Services.
2. Billing Rates.