HomeMy WebLinkAbout2012-09-11 - AGENDA REPORTS - BLDG INSPECTOR CONTR (2)Agenda Item: 4
CITY OF SANTA CLARITA
AGENDA REPORT /
CONSENT CALENDAR City Manager Approval: J
Item to be presented by: Damon Letz
DATE: September 11, 2012
SUBJECT: AWARD CONTRACTS FOR PLAN REVIEW, BUILDING
INSPECTION, AND PERMIT -RELATED PROFESSIONAL
SERVICES FOR THE BUILDING & SAFETY DIVISION
DEPARTMENT: Public Works
RECOMMENDED ACTION
1. City Council award contracts to California Code Check, SPS Plan Check Services, Inc., and
West Coast Code Consultants, Inc., for plan review, building inspection, and permit -related
professional services for the Building & Safety division, in an annual amount not to exceed
$175,000 each.
2. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, and execute up to
three (3) annual renewal options not to exceed $175,000 each, plus Consumer Price Index
adjustments, contingent upon the appropriation of funds by the City Council in the annual
budget for such fiscal year, and execute all documents subject to City Attorney approval.
BACKGROUND
The Building & Safety division regularly uses contractual services on an as -needed basis to assist
staff with plan reviews and inspections of new buildings during periods of high construction
activity. Contractual support for plan review and/or inspection services helps supplement staffs
effort to reduce plan check turn -around time and manage the inspection workload as demand
fluctuates. Contractual services help maintain appropriate staffing levels where positions become
vacant and frozen. Current vacant and frozen positions in Building & Safety include one assistant
engineer (plan check) position and one building inspector position.
As part of the selection process, Building & Safety conducted a Request for Proposal (RFP)
process to solicit proposals from outside companies that provide plan review, building
inspection, and permit -related services. Six proposals (see attachment) were received by the City
during the process. The proposals were reviewed and evaluated based on a list of criteria to
determine each company's ability to meet specific needs of Building & Safety in two areas, plan
review and building inspection services. Categories were: A) staff qualifications, B) ability to
review plans in the City's ePlans system, C) Certified Access Specialist plan reviewer, D) ability
to provide onsite plan check staff, E) provide expedited plan check, F) cost of services, G) ability
to meet turn -around time frames, and H) overall customer service, as determined from interviews
with company references. (See attachment.)
Based on the results of the evaluation process, staff recommends the following firms, California
Code Check, SPS Plan Check Services, Inc., and West Coast Code Consultants, Inc., be awarded
contracts to provide plan review, building inspection, and permit -related services to the City on
an as -needed basis. By utilizing the three firms selected, staff will have the flexibility to assign
projects to contract plan reviewers and/or inspectors who are best suited to meet Building &
Safety's needs.
Approval of the contracts will give staff the ability to spend up to $175,000 annually for such
services with the ability to renew the amount each year for three years. Staff is seeking City
Council authorization to enter into these contracts. Such action by the City Council will help
Building & Safety maintain desired customer service levels.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Funding for contractual plan review, building inspection, and other permit -related services as
described herein is generated directly from the fees collected for plan review and building
permits.
Funding available includes a combination of the following sources: salary savings from two
positions currently vacant and frozen, professional services previously approved by the City
Council with adoption of the Fiscal Year 2012-13 budget, and revenue generated from expedited
plan review services.
ATTACHMENTS
RFP Proposal List
RFP Evaluation Totals
City of Santa Clarita
Request for Proposal For:
CONTRACTUAL SERVICES FOR PLAN REVIEW, BUILDING INSPECTION, AND
PERMIT -RELATED PROFESSIONAL SERVICES FOR THE CITY OF SANTA CLARITA
BUILDING & SAFETY DIVISION
Date: July 30, 2012
Project No,: BS -11-12-48
Company
Location
California Code Check Newbury Park, CA
Interwest Consulting Group Huntington Beach, CA
RKA Consulting Group Walnut, CA
SPS Plan Check Services, Inc. Anaheim, CA
The "G" Crew Glendale, CA
West Coast Code Consultants, Inc. San Ramon, CA
3
RFP Evaluation Totals
PLAN CHECK -EVALUATION CRITERIA OVERALL CATEGORY BREAKDOWN
Company
A
B
IC
ID
E
F
G
H*
Total
Rank
California Code Check
15
15
5
10
5
13.5
7
40
110.5
3
Interwest Consulting Group
12
15
5
10
5
16.5
6.5
40
110
4
RKA Consulting Group
13
15
5
10
5
15.5
5.5
39
108
5
SPS Plan Check Services, Inc
10
15
0
10
5
30
9
33
112
2
The "G"Crew
10
10
0
10
5
5.5
7
36
83.5
6
West Coast Code Consultants, Inc.
15
.15
5
10
5
17.5
7
39
113.5
1
*based on information obtained from
references
INSPECTION - EVAL UA TION CRITERIA OVERALL CA TEGOR Y BREAKDO WN
Company
A
C
F
H
Total
Rank
California Code Check
10
5
17
30*
62
2
Interwest Consulting Group
10
5
13
30*
58
3
RKA Consulting Group
10
5
13
30*
58
3
SPS Plan Check Services, Inc
10
0
30
30*
70
1
The "G"Crew
10
0
4
36
50
6
West Coast Code Consultants, Inc.
10
5
11
30*
56
5
*no inspection reference information available
therefore assuming 30 out ofpossible 36
SAPW\BLDG\B&S Contract Services\2012 Contracts\RFP evaluation Criteria\RFP Evaluation Totals.doc