Each year the City budgets for as-needed building plan review and inspection services, and permit technician services. The City currently has contracts with Bureau Veritas North America, Inc. and 4Leaf, Inc. for these as-needed services. This arrangement allows the City to provide an acceptable level of plan review, building inspection and permit technician services, when building activities increase beyond the capacity of the services that can be provided by in-house staff. The arrangement also enhances the Building Division’s and Permit Center’s ability to maintain its desired level of customer service.
At this time staff does not see a need to increase the budgeted amount for as-needed services. However, with a shortage of qualified service providers currently in the industry and the inability to provide consistent and sufficient services to maintain an acceptable level of service, it was determined that the City needed access to a larger pool of qualified vendors.
On August 4, 2022, the City issued a request for proposals (RFP) for building plan review and inspection services for the fiscal years ending June 30, 2023, 2024 and 2025, with the option to extend two additional one-year terms. Renewal is based on the quality and good standing of the consultant providing the professional services. The RFP was published on the City website and a trade website, and nine proposals were submitted.
Building Division and Permit Center staff evaluated the nine proposals on the basis of experience and qualifications of the firm, understanding of the services proposed, and completeness of the proposal and any supporting documents. After a thorough review and discussion, staff recommends that the contracts be awarded to Bureau Veritas North America, Inc., 4Leaf, Inc., Shums Coda Associates Inc., and BPR Consulting Group LLC.
Human Resources staff met and conferred with the Public Service Employees Bargaining Unit represented by AFSCME regarding the contracts. Both parties agree to the terms of the contracts, except that the contract term noted above that was included in the RFP was modified to an initial one-year term, with the option of three additional one-year extensions. The City also agreed to provide updates to the Union regarding the status of the vacant Office Assistant II position and the Community Development Department organizational study.
In order to allow staff the flexibility to select the appropriate consultant for each as-needed assignment, each contract has a not-to-exceed amount of $640,000. However, staff does not anticipate spending more than the $640,000 that is budgeted for this fiscal year between the four contracts, and staff will have full discretion on how the work and associated funds are allocated amongst the four contractors.