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Home My WebLink AboutCOW 2016-06-13 Item 4D - Contract Amendment #1 - Building Inspection Services with 4Leaf Inc for $120,000COUNCIL AGENDA SYNOPSIS ---------------------------- - - - - -- Initials Meeting Date Prepared by Mqyor's review Council review 06/13/16 JH F-1 Resolution Mtg Date F-1 Ordinance Mtg Date 06/20/16 JH [:] Other Mt g Date SPONSOR ❑ Council ❑ Mayor ❑ HR Z DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PWI SPONSOWS The building division as well as other jurisdictions in Washington, have experienced 6MMARY recruitment difficulties employing building inspectors in this present market. Extensive recruitment and marketing have failed to fill our two current vacant building inspector positions. The council is being ask to amend the Professional Services budget for an additional $120,000 so that the building division can continue 41-eaf inspections services in order to maintain customer service times response times. REVIEWED BY 0 cow Mtg. Z CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. F-1 Planning Comm. DATE: 05/23/16 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR/ADMIN. Department of Community Development COMMITTEE" Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIIU�,D AMOUNT BUDGETED APPROPRIATION REQUIRED $120,000 $ $ Fund Source: 2015/2016 BUDGET SALARIES Comments: MTG. DATE RECORD OF COUNCIL ACTION 6/13/16 ITEM INFORMATION ITEM NO. 75 STAFF SPONSOR: JERRY E HIGHT I ORIGINAj. AGENDA DATE: 06/13/16 AGENDA ITI..m TITLE An amendment to the 41-eaf Inc inspection service contract (15-123) for additional $120,000. CATEGORY Z Discussion Mig Date 6113116 ® Motion Mt ,g Date 06120116 F-1 Resolution Mtg Date F-1 Ordinance Mtg Date E] BidAvard Mtg Date 0 Public Hearing Mtg Date [:] Other Mt g Date SPONSOR ❑ Council ❑ Mayor ❑ HR Z DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PWI SPONSOWS The building division as well as other jurisdictions in Washington, have experienced 6MMARY recruitment difficulties employing building inspectors in this present market. Extensive recruitment and marketing have failed to fill our two current vacant building inspector positions. The council is being ask to amend the Professional Services budget for an additional $120,000 so that the building division can continue 41-eaf inspections services in order to maintain customer service times response times. REVIEWED BY 0 cow Mtg. Z CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. F-1 Planning Comm. DATE: 05/23/16 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR/ADMIN. Department of Community Development COMMITTEE" Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIIU�,D AMOUNT BUDGETED APPROPRIATION REQUIRED $120,000 $ $ Fund Source: 2015/2016 BUDGET SALARIES Comments: MTG. DATE RECORD OF COUNCIL ACTION 6/13/16 MTG. DATE ATTACHMENTS 06/13/16 Informational Memorandum dated 05/23/16 41-eaf Inspections Service contract amendment Minutes from Community Affairs and Parks Committee meeting of 5/23/16 6/20/16 75 City of Tukwila Allan Ekberg, Mayor TO: Community Affairs and Parks FROM: Jack Pace, Director of the Department of Community Development BY: Jerry E Hight, Building Official CC: Mayor Ekberg DATE: May 23, 2016 SUBJECT: 4Leaf Inspections Services Contract Amendment ISSUE Should council approve amending the current contract (15 -123) with 4Leaf inspections services to provide building inspection coverage? BACKGROUND We have sustained the building inspection schedule in the past with the use of third party inspections services of 4Leaf Inc. With the two vacant building inspector positions and the current level of building development there is a need to continue 4Leaf inspections services in order to maintain customer service times response times. DISCUSSION The existing $100,000.00 4Leaf contract has previously been charged approximately $95,000.00 and will need to be amended to continue to provide building inspection services, and inspector vacation backup. Extensive recruitment and marketing have failed to fill our two current vacant building inspector positions [Jim Dunaway retired in December of 2014, Carol Martin left in January 2015]. FINANCIAL IMPACT Inspection service costs through the end of the contract on December 31, 2016 will require a contract amendment for an additional $120,000.00. The original $100,000 contract will not exceed $220,000 based on this amendment. The salaries from the two vacant building inspection positions will fund this amendment. RECOMMENDATION The Council is being asked to approve the $120,000 amendment to the 4Leaf Inspection Service contract and forward onto the June 13, 2016 Committee of the Whole meeting and the subsequent June 20, 2016 Regular Meeting Consent agenda. ATTACHMENTS 4Leaf Inspections Service contract amendment 77 w City of Tukwila Agreement Number: • 6200 Southcenter Boulevard, Tukwila WA 98188 CONTRACT FOR SERVICES Amendment #1 Between the City of Tukwila and 41-eaf Inc. That portion of Contract No. 15-123 between the City of Tukwila and 41-eaf Inc. is amended as follows: Section 2: 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $220,000.00 at a rate of $70.00 per hour. All other provisions of the contract shall remain in full force and effect. Dated this _day of _, 2016. CITY OF TUKWILA CONTRACTOR Mayor, Allan Ekberg, Mayor Printed Name Gene Barry Title: 41-eaf Inc. Vice President CA: 2012 Page I of I 79 CITY OF TUKWILA EXHIBIT "B" TO BUILDING SERVICES CONTRACT Inspection Services Commercial Building Inspector (Building Inspector 11) ............... .......................$70/hour Overtime........................................................ ..........................$1.5X hourly rate Consultant's Building Inspector will be billed to the City at the Commercial Building Inspector (Inspector II) rate of $70 /hr. 4LEAF's Project Manager will work with the City for reviewing and approving inspection staff assigned to the City. • Review by Engineer must be authorized in advance via email by City of Tukwila. • Overtime must be authorized by the City of Tukwila via email prior to being incurred. • Commercial Building Inspector rates apply for commercial building, plumbing and mechanical inspections, and inspections of multi - family residential (more than two dwelling units per building). • Residential Building Inspector rates apply for residential building, plumbing and mechanical inspections. • Inspections services will be charged based on the actual inspection, not the staff assigned by the consultant. For example, if consultant sends a senior combination inspector to conduct a residential building inspection, consultant will charge the City the residential inspector rate. • Rates are inclusive of "tools of the trade" such as forms, telephones and consumables. • All invoicing to be done monthly. Invoices must be itemized and include contract number. • Staff Augmentation work (excluding plan review) is subject to 2 -hour minimum charges unless stated otherwise. Services billed in 2 -hour increments. • All billable expenses will be charged at cost plus 20 %. • Mileage will be billed at the IRS allowable rate plus 20 %. • All requests should be made directly to 4LEAF's Project Manager. 4LEAF's designated Project Manager for this contract is: Ed O'Reilly 1201 Pacific Avenue, Suite 600, Tacoma WA, 98402 eoreilly @41eafinc.com Phone: (253) 203 -3336 Fax: (253) 203 -3101 We City Council Community Affairs and Parks Committee COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes May23, 2016 - 5:30 p.m. - Council Chamber, City Hall Councilmembers: De'Sean Quinn, Chair; Kathy Hougardy, Thomas McLeod Staff: David Cline, Laura Benjamin, Moira Bradshaw, Chris Flores, Rachel Bianchi, Rick Still, Jack Pace, Laurel Humphrey CALL TO ORDER: Committee Chair Quinn called the meeting to order at 5:30 p.m. I. ANNOUNCEMENT There was consensus to discuss the Committee work plan as the first item of business. II. BUSINESS AGENDA A. Committee Work Plan Councilmember McLeod mentioned he has coordinated with Parks Department staff and will be bringing forward an update on the Health Tukwila initiative. Chair Quinn noted that the Committee has been working on the issue with playground access for apartment- dwelling children. Since the topic first came up, there have been reports that one of the apartment complexes is now prohibiting children from being in the laundry room. Chair Quinn has been communicating with adjacent property owners and has requested sample agreement language relating to the potential for a public private partnership to provide play space. The City Attorney is currently working on this, and when it is complete the Committee will be prepared to discuss next steps and make a recommendation to the full Council. DISCUSSION ONLY. B. Contract Amendment: B -Force Security for Tukwila Parks Staff is seeking Council approval of an amendment to a contract with B -Force Protection in the amount of $11,100 to extend park security services through the end of 2016. The new contract total will be $44,400. UNANIMOUS APPROVAL. FORWARD TO JUNE 61 2016 REGULAR CONSENT AGENDA. C. Contract Amendment: 4Leaf Inspection Services Staff is seeking Council approval of an amendment to a contract with 4Leaf Inspection Services in the amount of $120,000 to extend the provision of inspection services through the end of 2016. Use of 3rd party inspection services has sustained the schedule due to two vacant building inspector positions and the high level of development. Salaries from the vacant positions will fund this amendment. UNANIMOUS APPROVAL. FORWARD TO JUNE 13, 2016 COMMITTEE OF THE WHOLE.