Title
Resolution to Approve Renewal 3 to the Professional Services Agreement between Carlisle/Wortman Associates, Inc. and the City of Ann Arbor for On-Call Third Party Building, Rental, and Planning Services ($350,000.00)
Memorandum
Building and Rental Services is seeking to continue services with Carlisle/Wortman Associates, Inc., a third-party agency providing plan review, inspection, administrative, planning, and Building Official services as requested. This resolution is a request for a one-year renewal on an existing contract due to expire on July 3, 2023. The request is for continued services for one year.
Within this year, we will evaluate the feasibility of a new professional services agreement with extended timing, or we will explore completing an updated RFP.
Budget/Fiscal Impact: For the purpose of this renewal, there will be no change in service or terms of the contract; funds in the amount of $350,000.00 are available for allocation in the Construction Fund and budgeted for FY 24.
The contract includes services such as administrative support, planning administration, building, trade, and rental inspections within 24 hours of the City’s request, and regular plan review services to meet service demand. These are on-call, need-based services designed to allow the Building and Rental department flexibility and capacity at high-demand times. The contract allows the City to temporarily fill gaps in staffing due to illness, turnover, or other unexpected circumstances.
Staff
Prepared by: Lisha Turner-Tolbert, Building and Rental Services Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, It is necessary to retain a qualified professional services firm to perform building, trade, and rental housing inspections, administrative support, planning administrative support and plan review services when needed;
Whereas, the City has had a contract with Carlisle/Wortman Associates, Inc. for five years and the existing terms and conditions, all of which are agreeable to the City, will remain the same during the one-year renewal period;
Whereas, Carlisle/Wortman Associates, Inc. is in compliance with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances; and
Whereas, Cost for the building, rental, and planning professional services have been defined in terms of hourly fees specific to services provided as defined in the contract;
RESOLVED, That City Council approve Renewal 3 to the Professional Services Agreement between Carlisle/Wortman Associates, Inc. and the City of Ann Arbor for On-Call Third Party Building, Rental, and Planning Services, which shall be effective for a period of one year (“Renewal Agreement”);
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year;
RESOLVED, That the City Council approve a ten percent (10%) contingency to be expendable from the Construction Fund, subject to City Administrator approval;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Renewal Agreement; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this Resolution.