HomeMy WebLinkAbout2003 10 13 Regular 504 Resolution 2003-43 Building Code Services GSG ContractCOMMISSION AGENDA
ITEM 504
October 13, 2003
Meeting
Consent
Information
Public Hearin
Re ular X
MGR. ~~/Dept.
REQUEST:
City Manager requesting the City Commission to approve Resolution 2003-42 providing for an
evaluation of the City's building code related services, and approving a contract with
Government Services Group to provide technical assistance to the City in the performance of the
study.
PURPOSE:
This agenda item is needed to provide formal authorization for a cooperative joint study of the
City's building related services to be performed by the City and the building industry, and to
approve a contract with Government Services Group to provide technical services to the City in
the performance of the study.
CONSIDERATIONS:
In the June 16, 2003 Commission Workshop the Commission directed the City Manager to move
ahead with a study of the Building Department including employment of a competent consultant.
Since that time there have been numerous discussions with the members of the building industry
regarding the study. We have also negotiated a contract with the Government Services Group to
perform the study for the City. G.S.G. was chosen for their experience in building related studies
with local government and the knowledge they have already gained of the City through the
recently completed Development Services Cost Allocation and Overhead Study.
101303_COMM_Regular_504_Building_Service_Study
Page 2
FUNDING:
The contract with G.S.G. will be a not to exceed contract amount of $50,000. No additional
funds requests are anticipated for the study. The source of funds for the study will be the
Development Services Enterprise fund.
RECOMMENDATIONS:
It is recommended that the Commission approve Resolution 2003-42 and authorize the City
Manager to enter into an agreement with G.S.G. to perform the Building Services Study in an
amount not to exceed $50,000.
ATTACHMENTS:
Attachment "A" Resolution 2003-42/ Exhibits "A" and "B".
Attachment "B" G.S.G. Contract.
Attachment "C" June 16, 2003 Commission Workshop Minutes.
IMPLEMENTATION: See Exhibit "B".
COMMISSION ACTION:
2
ATTACHMENT "A"
RESOLUTION NUMBER 2003-42
RESOLUTION 2003-42
A RESOLUTION OF THE CITY COMMISSION OF
THE CITY OF WINTER SPRINGS, FLORIDA
PROVIDING FOR AN EVALUATION OF THE CITY'S
BUILDING PERMITTING SERVICES.
WHEREAS, the City of Winter Springs is known for vigorous regulations of
development and construction within the City to ensure compliance with all land
development and building codes, to protect the financial investment of property
owners, and to maximize the health and safety of the property owners and
visitors in Winter Springs, and
WHEREAS, the construction related industries have offered criticism
relative to the efficiency and level of customer service provided in the City's
building regulation services, and
WHEREAS, the City Commission has expressed an interest in entering
into a cooperative evaluation of the City's building related services with the
building industry.
NOW THEREFORE BE IT RESOLVED, in accordance with Exhibits "A"
and "B" attached hereto, the City Commission of the City of Winter Springs
authorizes the City Manager and representatives of the building industry to jointly
perform an evaluation of the City's Building Regulatory Services to determine
what recommendations, if any, can be made to improve the efficiency and level
of customer service offered by the City's Building Regulation Department without
compromising in any way the integrity, level of code compliance, or level of public
safety currently provided by these departments.
ADOPTED and approved this day of September 2003 by the City
Commission of the City of Winter Springs, County of Seminole, Florida.
John F. Bush, Mayor
ATTEST:
Andrea Lorenzo-Luaces, City Clerk
EXHIBIT "A"
PROJECT STRUCTURE
CITY COMMISSION
•Provides Formal Charge of the Project Team
Amends, Adopts, or Rejects Team Recommendations
PROJECT LEAD TEAM
City -City Manager Ron McLemore
City -City Manager -Appointee
H.B.A. -Vice President -Tom Logarmarsino
A.B.C. -Vice President -Mark P. Wylie
•Provides Guidance and Direction to Project Team
CITY TEAM
City -Project Consultant
G.S.G. -Skip Burnside
•Provides Technical Assistance
City Staff
•Assist Consultant In Performing
Operation Analysis
CUSTOMER TEAM
Customer -Project Consultant
B.O.F. Executive Director -Bob McCormick
•Provides Technical Assistance
Customer -Representatives
•Identifies Issues
•Defines Customer Service
•Benchmarks and Service Standards
•Provides Feedback and Input to
•Lead Team and City Team
EXHIBIT "B"
WORK FLOW SCHEDULE
Phase 1. Organization Completion Date -October 1, 2003
Goal: The goal of this phase is to develop a consensus regarding the methodology under which the project will be undertaken
including the following.
1) Staffing.
2) Assignments of Responsibility.
3) Work Flow.
4) Time Frames.
5) Formal Commission Charge Resolution.
Phase 2. Issue Analysis
Completion Date -December 1, 2003
Goal: The goal of this phase is to develop a clear understanding of the issues underpinning the need for this study and forming the
framework of the study including the following.
1) Definitions of service area concerns.
2) Vision statement describing the overall ideal conditions that can be achieved through the resolution of issues.
3) Benchmarking and establishing desired outcomes in service area.
4) Performance standards for service activities.
5) Commission Workshop Number "1".
WORK FLOW
Page 1 of 2
EXHIBIT "B"
Phase 3A. Operations Analysis
Completion Date - Apri12004
Goal: The goal of this phase is to analyze the resources and structures by which the organization operates in order to come to a
consensus of what resources and structures amendments are needed to meet desired benchmarks and performance standards including
the following.
1) Organizational culture.
2) Organizational structures.
3) Process analysis.
4) Financing.
5) Commission Workshop Number " 2".
Phase 3B. Operations Analysis
Completion Date -May 1, 2004
Goal: The goal of this phase is to finalize operational analysis indicated from workshop Number " 2".
Phase 4. Publication Phase.
Completion Date -June 1, 2004
Goal: The goal of this phase is to complete the formal report of the project team and to publish the report with the Commission.
WORK FLOW
Page 2 of 2
ATTACHMENT "B"
GOVERNMENT SERVICES GROUP
SCOPE OF SERVICES
CITY OF WINTER SPRINGS
BUILDING CODE PROGRAM OPERATIONS AND PERFORMANCE REVIEW
PROPOSED SCOPE OF SERVICES
Task 1. Prepare data request and schedule project
Prepare a comprehensive data request letter and schedule project kick off meeting,
interviews with City Commissioners and management staff, Building staff, other city
department staff, and external groups that interact with the Building Codes Program.
Task 2. Review data provided by the city and prepare for site visit
Review data provided by the city in response to data request letter and prepare
interview instruments and interview response templates for each interview to be
conducted
Task 3. Conduct site visit
1. Conduct project kick off meeting
2. Conduct individual interviews with each City Commissioner regarding study
expectations and Building Code Program operational and performance issues
3. Conduct individual interviews with City Management staff regarding study
expectations and Building Codes Program operational and performance issues
4. Conduct interviews with Building Codes Program staff regarding operating
processes and procedures for each major activity performed and shadow
building inspection staff, plans review staff, and permit office staff during routine
business day.
5. Conduct interviews with other City departmental staff that interact with the
Building Codes Program
6. Conduct interviews with County staff, developers, homeowners associations, and
other external groups affected by Building Code Program operations
7. Perform an analysis of a sample of building department files focusing on period
of time required to complete provision of service. Identifying and collecting
causal data on any delays in the provision of service
Task 4. Document site visit data collected and prepare draft and final
operational profile of City Building operations
Complete interview response templates, building process charts, and written
documentation of interviews conducted during site visits and prepare profile of City of
Winter Springs's Building Code Program operations, including process diagrams for
each major process, permit service time comparisons with analysis and documentation
City of Winter Springs
Building Codes Program Operations & Performance Review
of time ranges required to provide service, and submit to the City for review and
comment and revise as necessary following receipt of comments
Task 5. Conduct initial analysis and prepare list of issues
Perform initial analysis of data developed in response to City's response to data request
letter, site visit, file review and building inspector and plans examiner shadowing and
prepare a comprehensive list of potential issues (including service provision times) to
be further reviewed and addressed via recommendations and submit to the City for
review and comment
Task 6. Conduct additional research, benchmarking interviews, analysis and
prepare draft operations and performance review, recommendations,
implementation schedule and projected costs/savings
1. Perform additional research as necessary to address issues on final issues list
requiring additional information
2. Conduct benchmarking interviews with other City Building Code Program
operations identified for comparison
3. Prepare draft operations and performance review report with recommendations,
implementation schedule and projected costs/savings resulting from
implementation of recommendations
4. Submit draft to the City for review and comment
5. Revise upon receipt of City comments and publish final report and submit to City
Task 7. Prepare presentation and provide to the City
1. Prepare MS PowerPoint presentation detailing the operations and performance
review process and providing the major recommendations included in the report
2. Present to the City Commission, City Management staff, or other parties
designated by the City
Fees and Costs
For services provided by GSG, the fixed fee professional services fee for the proposed
scope of services is $49,500. A fixed fee method of compensation eliminates any
uncertainty in the total fee. The hours and fees matrix on the following pages describes
the level of work effort for each task.
City of Winter Springs
Building Codes Program Operations & Performance Review
APPENDIX 6
HOURS AND FEES MATRIX
City of Winter Springs
Building Codes Program Operations & Performance Review
CITY OF WINTER SPRINGS
BUILDING CODE PROGRAM OPERATIONS AND PERFORMANCE REVIEW
HOURS & FEES.
..HOURS ANQ FEES
Total
Hours
Total Fees
Task 1 -Pre are data re uest and schedule ro'ect 16 $2,000
Task 2 -Review data rovided b the cit and re are for site visit 40 $5,000
Task 3 -Conduct site visit 80 $10,000
Task 4 -Document site visit data collected and prepare draft and final operational profile of City
Buildin Code Pro ram o erations
80
$10,000
Task 5 -Conduct initial anal sis and re are list of issues 24 $3,000
Task 6 -Conduct additional research, benchmarking interviews, analysis and prepare draft
operations and performance review, recommendations, implementation schedule and projected
costs/savin s
104
$13,000
Task 7 -Pre are resentation and resent to the Cit 16 $2,000
TOTAL 348 $45 000
Ex enses $4,500
GRAND TOTAL $49 500
City of Winter Springs
Building Codes Program Operations & Performance Review
APPENDIX C
DELIVERABLES AND PAYMENT SCHEDULE
City of Winter Springs
Building Codes Program Operations & Performance Review
CITY OF WINTER SPRINGS
BUILDING CODE PROGRAM OPERATIONS AND PERFORMANCE REVIEW
DELIVERABLES AND PAYMENT SCHEDULE
Deliverable
Schedule
Payment Schedule
Notice to Proceed by the
City
Tasks 1 - 3
Tasks 4 & 5
Task 6
Presentation of Review
by August 1, 2003
by September 15, 2003
43% of fixed fee
($21,500)
by October 15, 2003
by November 15, 2003
by October 30, 2001
26% of fixed fee
($13,000)
26% of fixed fee
($13,000)
4% of fixed fee
($2,000)
City of Winter Springs
Building Codes Program Operations & Performance Review
ATTACHMENT "C"
COMMISSION WORKSHOP MINUTES
JUNE 16, 2003
('ITY OF WINTER SPRINGS
M INU"I'ES
CITY COMMISSION
WORKSHOP -JUNK 16, 2003
PAGE 4 OF 9
I~apc 1/Side f3
With further discussion, Commissioner Blake stated, "I noticed certain entries in here
such as the Mechanical, Plumbing, Electric -those kind of Permit Fees are multiples of
what we had originally budgeted. Other Permit Fees are up forty, fifty percent (40, 50%)
perhaps -Plan Review maybe almost even 100%, but these mechanical type Permits are
up 500%, 600%. Why is that? Why are they so off the mark? I would expect that they
would all be off by, not exactly the same, but by similar amounts if we are having full
development which I think is what is going on here."
Ms. Frangoul responded, "Looking at the year to date actual for instance, the Electrical
Permits are already at $28,500.00 that we have collected and we still have a quarter to go.
Plumbing, $60,500.00 - a quarter to go. Mechanical, $39,750.00 - so we have...."
Commissioner Blake said, "...I understand it. I am not saying the numbers are wrong, it
is just a curious thing going on here where we have some of these permits up five (5)
times, six (6) times, from what we looked at and what we budgeted." Ms. Frangoul
stated, "They are probably consistent with what they have been in the past, but yes there
is something that has happened this year that has made them much larger than they have
been in the past." Manager McLemore added, "It is worth looking into."
Next, discussion developed' regarding Enterprise Funds in relation'.. to the Building
Department, and the' front counter area of the Building Dcparlment. Regarding the
overall aesthetics of the Lobby`area, Mayor Bush stated, "T do not know where this would
fit in but when people walk into City Hall they do not know where to go and they usually
go to the wrong place." Mayor Bush added, "If we talk about customer service, I think
that is one of the places we could start with -helping people when they .walk in the door."
Mayor Bush said, "Well, there is no proposal in there- to address that in this Budget is
there?" Manager McLemore said, "No." Commissioner McGizulis added, "~ think the
whole lobby is really shabbyand unattractive, the` trophes...'." Commissioner Mat~inez
suggested, "...Upgrading..." Furthermore, Mayor Bush stated, "I still would like at
some paint, some time -that we have same customer service" when people enter'`the
Lobby area of City Hall.
Commissioner Blake' suggested, "Actually those'signs could probably come under the
Development Enterprise Fund because that` helps us to operate a lot more efficiently."
Manager McLemore said, "That sounds' like a good idea to me."
On the subject of Inspections, Gammissioner Blake said, "If we can get -say the last
eight (8) weeks or so, commit to spending a little more money on much faster inspections
to help people get C.O.'s Certificates of Occupancy] faster, .that helps us to get a years
worth of Ad Valorem revenue." Manager McLemore responded, "I agree with you, T just
do not know if more Inspectors can necessarily speed up the Contractor." Furthermore,
Commissioner Blake stated, "All I`wottld suggest is that in the last' eight (8) weeks or so
that if we could find a way to have a much faster turn-around on inspections, when
requested -within twenty-four (24) hours."
CITY OF WINTER SPRINGS
MINUTES
CITY COMMISSION
WORKSHOP -JUNE 16, 2003
PAGE 5 OF 9
Further discussion.
Commissioner iMeLedd stated, "The other evening we asked Ron [McLemare] to lank
into -the Building Department to see what we can do to streamline it, to make it simpler
and possibly more user-friendly. But. in that process Ron [McLemore], if zt comes out -
that additional people are needed, would wcbe able to come tothis partieularFund to do
that?" Manager McLemorc responded, ` "Absolutely." Commissioner McLeod asked
further, "So shouldn't that also he part of that study here that we are getting ready to d~?"
Manager McLemare said, "I think that it should be." Further, Commissioner McLeod
commented that "If the study - shpws that that Department needs the help to get this
streamlined, then I would` want to come back to this Fund immediately and assist them."
Commissioner McGinnis stated, "I agree." Commissioner Martinez-said also, "I agree
wzth the Commissioner."
Furthermore, Commissioner McLeod said, "I hope we move very quickly with this
Consulting group, and l hope we would within ninety- (90) .days, have some results .back
here in front of this Commission to be able to move forward with that."
Regarding the .hiring of Consultants, Commissioner McL~od stated, "Un thisparticular
one - what I would like to see is an outsider that can step in because there seems to be a
difference between our Building Official acid our City Manager, from what I have heard
at different times, of whatthose needs are - what1 would like to see here, is somebody
that has been in several $uilding Departlnents throughout the State of Florida' and has
worked in helping to streamline those things." Discussara#
Mr. Lockcuff next advised the Commission that on page G-10, Fuel & Oil -that instead
of the $1,200.00 noted on the page, "It really needs to be $2,000.00."
Mr. Lockcuff then addressed the Transportation Improvement Fund.
Regarding the construction of the proposed new Public Works compound, Commissioner
Blake inquired, "What kind of capital is tied up in those three (3) parcels, that could be
used to develop the garage?" Mr. Lockcuff said, "Good question." Additionally,
Commissioner Blake said, "Those two (2) parcels -being the empty lot and the house,
may be a step in the right direction to get this garage built." Manager McLemore said,
"We need some direction from you -you would probably want to include it in that whole
park area, an additional park area particularly for parking which is vastly needed over
there." Commissioner Blake said, "I think if we need to increase the parking that we
ought to try and find a way to do it given the real estate we already have there. The other
thing is we have that piece of property still out on [State Road] 419. I thought two (2)
years ago, we talked about looking at the value of that and seeing what we might be able
to do with it." Commissioner Blake further stated, "I think we were looking at it as
utilizing it for a cost offset, and I think, if you check the Minutes, that is what the
Commission agreed to."
RESOLUTION 2003-42
A RESOLUTION OF THE CITY COMMISSION OF
THE CITY OF WINTER SPRINGS, FLORIDA
PROVIDING FOR AN EVALUATION OF THE CITY'S
BUILDING PERMITTING SERVICES.
WHEREAS, the City of Winter Springs is known for vigorous regulations of
development and construction within the City to ensure compliance with all land
development and building codes, to protect the financial investment of property
owners, and to maximize the health and safety of the property owners and
visitors in Winter Springs, and
WHEREAS, the construction related industries have offered criticism
relative to the efficiency and level of customer service provided in the City's
building regulation services, and
WHEREAS, the City Commission has expressed an interest in entering
into a cooperative evaluation of the City's building related services with the
building industry.
NOW THEREFORE BE IT RESOLVED, in accordance with Exhibits "A"
and "B" attached hereto, the City Commission of the City of Winter Springs
authorizes the City Manager and representatives of the building industry to jointly
perform an evaluation of the City's Building Regulatory Services to determine
what recommendations, if any, can be made to improve the efficiency and level
of customer service offered by the City's Building Regulation Department without
compromising in any way the integrity, level of code compliance, or level of public
safety currently provided by these departments.
ADOPTED and approved this 13th day of October 2CC3 by the City
Commission of the City of Winter Springs, County of Seminole, Florida.
/5~~~
Jo F. Bush, Mayor
dre~enzo-Luaces, City Clerk