REPORT TO COUNCIL
SUBJECT
Title
Action to Award Master Agreements to CSG Consultants, Inc. and Bureau Veritas North America, Inc. to Provide Plan Check Review and Inspection Consulting Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s Water & Sewer Utilities Department (Department) provides plan review and inspection for water and recycled water improvements completed by developers and other private entities. During fiscal year 2024/25, the Department completed reviews for over 770 building permits and 500 encroachment permits. In addition, staff reviewed applications for recycled water use permits and internal City capital projects. The Department also conducts inspections for all water and recycled water improvements located within the public right-of-way, as well as onsite inspection to ensure compliance with recycled water regulations and fat, oil, and grease (FOG) requirements.
Before development improvements can be accepted by the City, submitted plans must undergo comprehensive reviews, and constructed facilities must pass field inspections. These steps are essential to ensure compliance with applicable City, State, and Federal standards and specifications.
Due to the high volume of plan submittals and the number of projects requiring inspection prior to City acceptance, the Department has identified a need to supplement current staffing levels. To meet this demand and maintain timely service to customers, the Department plans to utilize third-party consultants to support plan reviews and inspection services. These consultants will augment existing staff capacity, helping ensure efficient processing and oversight of development-related water and recycled water infrastructure improvements.
DISCUSSION
Pursuant to Section 2.105.140(c) of City Code, a formal Statement of Qualifications (SOQ) was conducted for Plan Check Reviews, Field Inspections, and Related Services to support the Department’s plan review and inspection workload.
The SOQ was published on the City’s e-procurement system. Four proposals were received from BPR Consulting Group, CSG Consultants, Inc., Bureau Veritas North America, Inc., and Ghirardelli Associates. The proposals were evaluated based on several criteria, including firm experiences, qualifications, technical capabilities, and responsiveness to the SOQ requirements. Following the evaluations, CSG Consultants, Inc. and Bureau Veritas North America, Inc. were determined to meet the qualifications and service needs outlined in the SOQ.
The proposed master agreements with CSG Consultants, Inc. (Attachment 1) and Bureau Veritas North America, Inc. (Attachment 2) include a scope of services that reflects the Department’s operational needs and the nature of work involved. Services include offsite and onsite plan reviews for water, recycled water, and sewer utilities; offsite inspections for water, recycled water, and sewer utilities; and onsite inspections for water, recycled water, and sewer pre-treatment inspection services.
Staff recommends entering into master agreements with CSG Consultants, Inc. and Bureau Veritas North America, Inc. for a five-year term starting on or about August 27, 2025, through June 30, 2030. Rates have been established in the agreements but may be subject to annual rate increases if requested as outlined in the agreements and in accordance with the regional Consumer Price Index.
ENVIRONMENTAL REVIEW
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 (b)(4) in that it is a fiscal activity that does not involve commitment to a specific project which may result in a potential significant impact on the environment.
COORDINATION
This report has been coordinated with the Finance Department, the City Manager’s Office, and the City Attorney’s Office.
FISCAL IMPACT
The proposed agreements are for a not-to-exceed amount of $1,250,000. Funding is available in the Water Utility operating budget.
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 beginning the Thursday evening before the Tuesday meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute master agreements with CSG Consultants, Inc. and Bureau Veritas North America, Inc. to provide plan check review and inspection services for a term of five years, starting on or around August 26, 2025 and ending on or around June 30, 2030, with a maximum compensation not-to-exceed $1,250,000, subject to the appropriation of funds and review and approval as to form by the City Attorney; and
2. Authorize the City Manager to take any actions necessary to implement and administer the master agreements, including negotiating and executing future amendments to (a) add or delete services associated with the scope of work and (b) make de minimis changes, subject to subject to the appropriation of funds and review and approval as to form by the City Attorney.
Staff
Reviewed by: John Ramirez, Director, Water & Sewer Utilities
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Master Agreement for Services Between the City of Santa Clara and CSG Consultants, Inc.
2. Master Agreement for Services Between the City of Santa Clara and Bureau Veritas North America, Inc.