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AGENDA BILL Agenda Item No. 5(F) Date: March 17, 2015 To: El Cerrito City Council From: Margaret Development Service Manager Subject: Professional Services Agreement Amendment with West Coast Code Consultants ACTION REQUESTED Adopt a resolution authorizing the City Manager to amend the Professional Services Agreement between the City of El Cerrito and West Coast Code Consultants in an amount not to exceed $25,000 bringing the total contract to an amount not to exceed $50,000 and to extend the term of the Agreement through June 30, 2015. BACKGROUND On December 11, 2014 the City of El Cerrito entered into a Professional Services Agreement with West Coast Code Consultants to provide temporary staffing assistance to the Building and Planning Division. This contract was necessitated by a vacancy in the Permit Tech III position. Pursuant to Administrative Policy/Procedure IIIA, (Procurement including Professional Services Contracts) contracts up to $25,000 may be authorized by the City Manager. The same Policy/Procedure stipulates that purchases made from a single vendor (either individually or collectively within one fiscal year) over $25,000 require City Council approval. ANALYSIS Due to recent resignations in the Building Division, the Human Resources Department has been actively moving forward with the recruitment process for two Permit Tech positions. The job openings were posted on January 22, 2015 and closed on February 12, 2015. Fifty-nine applicants applied for the open positions. It is anticipated that the interviews will be held the last week in March. The extension of this Professional Services Agreement is necessary to ensure the seamless continuation of temporary staff assignments until the recruitment process is complete. It is anticipated that the successful candidates would be available to join the city by the end of April. However, this contract amount extends the contract to the end of June, to cover any unforeseen circumstances regarding the recruitment process. FINANCIAL CONSIDERATIONS Funding for the $25,000 amendment is available in the Fiscal Year 2014-15 Community Development Department’s adopted budget through anticipated regular staff salary savings created by recent vacancies. No new appropriations are needed. ---PAGE BREAK--- Agenda Item No. S(F) LEGAL CONSIDERATIONS The City Attorney has reviewed the proposed action and there are no legal issues. Scott Hanin, City Manager Attachments: 1. Resolution Page 2 ---PAGE BREAK--- Agenda Item No. 5(F) Attachment 1 RESOLUTION 2015-XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF EL CERRITO AND WEST COAST CODE CONSULTANTS IN AN AMOUNT NOT TO EXCEED $25,000 AND TO EXTEND THE TERM OF THE AGREEMENT TO JUNE 30, 2015 WHEREAS, on December 11, 2014 the City of El Cerrito entered into a professional services agreement with West Coast Code Consultants to provide temporary staffing assistance to the Building and Planning Division; and WHEREAS, additional time is needed to complete an employee recruitment and selection process, and additional tasks will total not more than $25,000; and WHEREAS, funding for the proposed amendment is available in the FY 2014-15 Community Development Department’s adopted budget through anticipated regular staff salary savings created by recent vacancies and no new appropriation of funds is required. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby authorizes the City Manager to amend the professional services agreement with West Coast Code Consultants in an amount not to exceed $25,000 bringing the total contract to an amount not to exceed $50,000 and to extend the term of the Agreement through June 30, 2015. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on March 17, 2015 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on March XX, 2015. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor