Title
Recommendation to Authorize the City Manager to Execute an Agreement with CSG Consultants Inc. for Professional Plan Check Services for a 24-Month Term in an Amount not to Exceed $600,000 and Appropriate $150,000 for Fiscal Year 2016-17 to Fund the First Year of the Agreement. (Community Development 481003)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Execute an Agreement with CSG Consultants Inc. for Professional Plan Check Services for a 24-Month Term in an Amount not to Exceed $600,000 and Appropriate $150,000 for Fiscal Year 2016-17 to Fund the First Year of the Agreement.
BACKGROUND
The Community Development Department (CDD) has been using outside building plan check services since June 2014, when the City’s Plan Check Engineer resigned. The use of outside plan check services, combined with the in-house expertise to review non-structural work at the Permit Center, has been effective given the high volume of development activity over the last several years. The City has contracted with CSG Consultants Inc. (CSG) for these plan check services. From July 1, 2014 to July 1, 2016, CSG plan checked 1,486 projects, which included 2,431 reviews (most projects required more than one plan check review). The total value of these projects exceeded $245 million. The City also contracts with CSG for Fire Department plan check services.
As part of its contracts management activity, staff determined that it would be appropriate to issue a Request for Proposals (RFP) for building plan check services prior to entering into a new contract with CSG to ensure that the City’s building plan check needs were being met in the most effective and efficient manner. On July 7, 2016, CDD issued a RFP for Building Plan Review Services. Eight proposals were received. The City’s Building Official, City Engineer and an outside reviewer conducted an initial screening of the proposals. A panel consisting of the CDD Director, City Engineer, and the Supervising Plan Check Engineer from the City of Berkeley interviewed the top three firms. Based on the initial review and subsequent interviews, the panel recommended awarding a two-year, $600,000 contract to CSG Consultants Inc. for building plan check and staff augmentation services. The Consultant Services Agreement is attached as Exhibit 1.
DISCUSSION
To solicit the maximum number of proposals, the RFP was widely distributed. Staff contacted surrounding cities to identify firms that provide plan checking services to those jurisdictions. Notices were also sent to consultants on the CDD consultant list. In addition, the notice of RFP was placed on the City’s web page and published in the Alameda Journal. The proposals were opened on July 28, 2016, after advertising for a 20-day period. Eight consultants submitted proposals. Proposals were submitted by:
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• Alleron |
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• Builders Protection Group LLC |
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• Bureau Veritas |
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• CSG Consultants Inc. |
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• 4Leaf, Inc. • Interwest Consulting Group |
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• West Coast Code Consultants |
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• Willdan |
Four proposals were deemed non-responsive based on the initial review of the proposals. Four proposals were responsive and the top three firms were invited for an interview with a panel of City staff and an outside reviewer. Based on this selection process, the panel recommended CSG as the firm best able to meet the City’s needs. Therefore, staff is recommending that the City Council approve a two-year, $600,000 contract with CSG to provide building plan check and staff augmentation services.
FINANCIAL IMPACT
There is no financial impact to the City’s General Fund. The plan review services to be provided by CSG are covered entirely by plan review fees collected from permit applicants. Funds are budgeted in Community Development Fund for building plan check services. However, due to the high volume of permit activity and staff augmentation services due to the extended medical leave of the City’s Building Official, additional funds need to be appropriated to fully fund the first year of the Agreement. Therefore, staff is requesting that the City Council appropriate an additional $150,000 for the remainder of Fiscal Year 2016-17 to ensure that building plan check and staff augmentation services continue. Funds are available in Community Development Fund fund balance for this appropriation.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
CSG will provide building plan check services consistent with the State Building Standards Code, as well as the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
Approval of a two-year agreement for Building plan check services is not a project under the California Environmental Quality Act because it is an organizational or administrative activity of the City that will not result in direct or indirect physical changes to the environment. CEQA Guidelines, section 15378(b)(5).
RECOMMENDATION
Authorize the City Manager to execute an agreement with CSG Consultants Inc. for Building plan check services for a 24-month term in an amount not to exceed $600,000 and appropriate $150,000 for Fiscal Year 2016-17 to fund the first year of the Agreement.
Respectfully submitted,
Debbie Potter, Community Development Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. CSG Consultant Services Agreement