TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob Moehling, Public Works Director
PREPARED BY: Renée Santos, Executive Assistant - Engineering
SUBJECT:
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Approval of Purchase Order Increase for Michael Baker International, Inc. for Plan Check Services
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ABSTRACT
Additional funding of $96,750 is needed to support ongoing engineering plan check services provided by Michael Baker International, Inc., under its current on-call consulting services agreement with the City. The additional $96,750 will need to be appropriated from the General Fund and an increase to MBI’s purchase order (PO) will need to be approved. Approval of this request will ensure continuity of service through the end of the fiscal year.
RECOMMENDATION
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Amend the Fiscal Year (FY) 2025/26 Operating Budget to establish an additional appropriation of $96,750, as detailed in the fiscal impact statement;
Approve a $96,750 increase to the purchase order with Michael Baker International, Inc. for On-Call Plan Check services for the remainder of Fiscal Year 2025/26; and
Authorize the City Manager to execute the purchase order increase on behalf of the City.
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PRIOR ACTION/VOTE
On June 20, 2023, the City Council authorized Agreements for miscellaneous On-Call consulting services with various consulting firms including Michael Baker International, Inc. for engineering plan check services (Vote: 4-0).
On June 17, 2025, the City Council approved a purchase order with Michael Baker International, Inc. for On-Call Plan Check services for FY 2025/26 for an amount not to exceed $440,000 from the Engineering General Fund (Vote: 5-0).
STRATEGIC ALIGNMENT
This item aligns with the City Council goal of: maintaining a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency relating to an administrative priority.
DISCUSSION
On June 20, 2023, the City Council approved on-call agreements for engineering plan check services with multiple consulting firms, including Michael Baker International, Inc. (MBI). MBI has since been providing ongoing civil engineering plan check services in support of private development projects, including grading permits and street improvement encroachment permits.
On June 17, 2025, the City Council approved a purchase order (PO) with MBI for Fiscal Year 2025/26 in an amount not to exceed $440,000. Due to budgetary constraints, the initial purchase order was issued in a reduced amount of $428,250. Based on current projections, staff has determined that the amount of the existing PO is insufficient and that additional funding is required to support continued service through the end of the fiscal year. An increase of $96,750 is needed, bringing the total PO amount to $525,000. To increase this PO, an additional appropriation of $96,750 is needed for the remainder of the fiscal year.
Approval of this request will allow the City to continue providing timely plan check services and avoid delays in development review and permitting.
PUBLIC NOTICING
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
CEQA AND REGULATORY OVERVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly.
FISCAL IMPACT
The approval of this item will increase the FY 2025/26 budget by $96,750. If approved, Finance staff recommends City Council approve an amendment to the FY 2025/26 Operating Budget to appropriate $96,750 to the Engineering account 1106120-60600 using the General Fund Unassigned Fund balance. Typically, the cost for these services is recovered through permit fees paid for by project applicants as part of the development review process.
With the additional budget, there will be sufficient funds available in the Operating Budget Engineering account to accommodate the additional PO increase request.
ATTACHMENTS
None.