REPORT TO COUNCIL
SUBJECT
Title
Action on Master Service Agreements with Ten (10) Consulting Firms for As-Needed Consultant Plan Check, Inspections, and Permitting Support Services for the Building Division of the Community Development Department for a Maximum Aggregate Amount Across the Ten Agreements of $8,000,000
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services
BACKGROUND
On November 12, 2019, the City Council authorized the City Manager to execute agreements with fifteen consultants to provide Plan Check Review and Field Inspection Services across various service areas. These agreements allow for consultant services to support the Building Division in maintaining levels of customer service to address peak volumes of applications and requests for the City’s plan review and inspection services, as well as provide technical expertise. These agreements were amended over their term to increase the maximum compensation due to the continued high level of development activity.
These agreements are set to expire between October and November of 2024. To ensure uninterrupted support for their core functions, the Building Division (Division) of the Community Development Department is requesting the approval of these agreements, as these services are essential for maintaining a robust level of customer service to the community. They provide for a more streamlined permitting process including shorter plan review cycle times and greater inspection scheduling availability.
DISCUSSION
Subject to compliance with Chapter 2.105 of the City Code and applicable laws of the State of California, a formal request for Statement of Qualifications (SOQ) was conducted, with the award recommendation based on demonstrated competence and qualifications for the type of services to be performed and at fair and reasonable prices.
On March 29, 2024, staff solicited qualifications from consultants to provide building plan check review, field inspections, and permitting support staff services. The City published the SOQ using the City’s e-procurement tool. Thirteen proposals were received from the following firms, listed in alphabetical order:
1. 4LEAF, Inc.
2. BPR Consulting Group, LLC
3. Bureau Veritas
4. The Code Group, Inc. DBA VCA Code
5. CSG Consultants, Inc.
6. JAS PACIFIC
7. JLEE Engineering
8. Plan Review Consultants, Inc.
9. Shums Coda Associates, Inc.
10. TRB and Associates, Inc.
11. True North Compliance Services, Inc.
12. UpAvanti Inc.
13. West Coast Code Consultants, Inc.
The proposals were independently evaluated and scored by a three-member evaluation panel against the criteria and weights published in the SOQ, including company information, experience, qualifications, and technical capacity. Firms were required to indicate the type of services they were interested in providing: Building and Certified Access Specialist (CASp) Plan Review Services and/or Building and CASp Inspection Services.
The final ranking is as follows:
|
Rank |
Firm |
Building and CASp Plan Review |
Building and CASp Inspection |
|
1 |
TRB and Associates, Inc. |
X |
X |
|
1 |
West Coast Code Consultants, Inc. |
X |
X |
|
2 |
4LEAF, Inc. |
X |
X |
|
2 |
Shums Coda Associates, Inc. |
X |
X |
|
3 |
CSG Consultants, Inc. |
X |
X |
|
3 |
True North Compliance Services, Inc. |
X |
X |
|
4 |
BPR Consulting Group, LLC |
X |
|
|
5 |
Plan Review Consultants, Inc. |
X |
|
|
5 |
UpAvanti Inc. |
X |
|
|
5 |
The Code Group, Inc. DBA VCA Code |
X |
X |
|
6 |
Bureau Veritas |
X |
X |
|
7 |
JAS Pacific |
X |
|
|
8 |
Jlee Engineering |
X |
|
Based on the rankings, the City negotiated contract terms with the ten highest-ranked firms. In accordance with the SOQ, the City will enter into a master agreement with these firms. Actual project or work will be issued via task orders pursuant to the terms of the master agreement.
The term of the proposed ten master agreements will be five years with the option to exercise up to two additional one-year options for a total of seven years. Each agreement will not specify a total maximum compensation. Instead, each approved task order issued under the terms of the agreement will specify the maximum amount payable to the consultants for the work approved. Compensation will be based on time-and-materials or a percentage of the fees collected by the City. The total amount for all approved task orders across all agreements is subject to a maximum aggregate amount of $8,000,000.
ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The funding agreement will include full compensation for the consultant plan check review, field inspections and permitting support staff services.
Compensation to the shortlisted consultants for completed plan check review, field inspections and permitting support staff services shall be tracked through detailed approved task orders, and total compensation shall not exceed an aggregate maximum of $8,000,000 across the ten Master Agreements over the five years. Funding for these services is budgeted in the Building Development Services Fund. These costs will be factored into future budgets.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, or by email to: clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to negotiate and execute master service agreements for Plan Check Review, Field Inspection Services and Permitting Support Staff Services with the following firms for a five-year term starting on or around September 16, 2024, and ending on or around September 15, 2029, with a total maximum aggregate compensation of $8,000,000, subject to review and approval as to form by the City Attorney and the appropriation of funds:
1. 4LEAF, Inc.
2. BPR Consulting Group, LLC
3. The Code Group, Inc. DBA VCA Code
4. CSG Consultants, Inc.
5. Plan Review Consultants, Inc.
6. Shums Coda Associates, Inc.
7. TRB and Associates, Inc.
8. True North Compliance Services, Inc.
9. UpAvanti Inc.
10. West Coast Code Consultants, Inc.
2. Authorize the City Manager to take any actions as necessary to implement and administer the above agreements, to negotiate and execute amendments, and exercise options to renew for up to two additional years, subject to the maximum aggregate compensation above, appropriation of funds, and review and approval as to form by the City Attorney.
Staff
Reviewed by: Reena Brilliot, Acting Director, Community Development Department
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. 4LEAF, Inc. Agreement
2. BPR Consulting Group, LLC Agreement
3. The Code Group, Inc. DBA VCA Code Agreement
4. CSG Consultants, Inc. Agreement
5. Plan Review Consultants, Inc. Agreement
6. Shums Coda Associates, Inc. Agreement
7. TRB and Associates, Inc. Agreement
8. True North Compliance Services, Inc. Agreement
9. UpAvanti Inc. Agreement
10. West Coast Code Consultants, Inc. Agreement