REPORT TO COUNCIL
SUBJECT
Title
Action to Amend and Include Approved Consultant Agreements for Plan Review and Inspection Services for City Projects
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services
BACKGROUND
In November 2019, the City conducted a competitive procurement process for plan review and inspection services resulting in recommendation of award to 12 consulting firms (Attachment 1).
1. 4Leaf, Inc.
2. APC International, Inc.
3. Bureau Veritas North America, Inc.
4. CSG Consultants, Inc.
5. Gates Associates
6. Interwest Consulting Group, Inc.
7. Jason Addison Smith, Inc. (JAS Pacific)
8. Metropolitan Planning Group
9. NV5
10. Shums Coda Associates, Inc.
11. TRB & Associates, Inc.
12. West Coast Code Consultants, Inc.
Of the approved firms listed above, the Building Division (Division) has used Jason Addison Smith Consulting Services, Inc. (dba JAS Pacific), Shums Coda Associates, Inc., TRB + Associates, Inc. and West Coast Code Consultants, Inc.’s plan review and inspection services. Two other firms, Synergetic Consulting (a software consulting service) and Plan Review Consultants, Inc. are not included in the list above but already had existing ongoing agreements with the Division. In February 2021, an aggregate maximum compensation of $2.4 million was approved to be used across all 6 of the aforementioned firms. The $2.4 million was sourced from the Division’s fee generated revenue and has no impact to the General Fund.
The purpose of this report is to request authorization to execute and amend agreements with four additional vendors from the list of approved firms above; specifically: 4Leaf, Inc.; Bureau Veritas North America, Inc.; CSG Consultants, Inc.; and Interwest Consulting Group, Inc. for plan review and inspection services. In addition, the Division seeks to increase the maximum aggregate compensation by $500,000 (from $2.4 million to $2.9 million).
DISCUSSION
The Community Development Department’s Building Division continues to experience record levels of permit, plan review and inspection activity in residential and commercial developments. In an effort to provide and maintain the highest level of service to our community, additional agreements are needed to meet the demands of plan review and inspection services due to the surge in activities and staff constraints.
Activity data tracking indicates that from January 2021 to December 2021, the valuation of applications received in the Building Division amounted to $1.3 billion. Some of the City’s largest developments will be or are currently in the plan review phase or are active and under construction. The Division’s need to provide exceptional plan review and inspection services has not decreased.
Submittals for data centers and major tenant improvements continue to flow in. At the same time, the community’s smaller or mid-size residential and business/commercial permitting and plan review services have not decreased and still require staff’s careful evaluation. An example of a typical larger development includes multi-level residential units (407 units) and multi-level garages, a new 8 story 565,000 square foot building, and a 6-story office building with affordable housing units. Additionally, the industrial and manufacturing sector are directly engaged in efforts to combat COVID-19 and the global chip shortage. These firms rely on the fast and efficient, highly specialized and technical services provided by the Building Division.
The use of consultants has proven to be a key strategy and is necessary to cover workload demands resulting from surges in activity and the numerous position vacancies.
Staff is recommending that the four firms below from the approved list be included in the Division’s list of consultants:
• 4Leaf, Inc.
• Bureau Veritas North America, Inc.
• CSG Consultants, Inc. and
• Interwest Consulting Group, Inc.
Increasing the number of firms that provide plan review will give staff more flexibility and capacity to utilize consultant services to process building permit applications. Staff is also recommending an increase of $500,000 for the overall aggregate amount to reflect the increased workload. The Division plans to conduct a new competitive bidding process in the future before the agreements reach their respective expiration terms.
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 potential significant impact on the environment.
FISCAL IMPACT
The Building Division operates based upon a 100% cost recovery model with permit fees intended to cover the full costs of service delivery and as a part of the FY 2021/22 Adopted Budget, all Building Division activity is now reflected in the Building Development Service Fund.
The continued accelerated pace of development activity in the City and high level of vacancies in the division has increased the need for the City to use consultants to meet current development demand. The proposed increase of $500,000 (for total of $2,949,000) for plan review and inspection services provided by consultants for the Building Division is budgeted as part of the FY 2021/22 Adopted Budget, and no additional budgetary action is required. Appropriations needed in future years will be requested as part of the regular biennial budget process.
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, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute Agreements or Amendments with the following firms for plan review and inspection services beginning on January 26, 2022 and ending on November 24, 2024:
1. 4Leaf, Inc. Amendment No. 1
2. Bureau Veritas North America, Inc. Agreement
3. CSG Consultants, Inc. Amendment No. 1
4. Interwest Consulting Group, Inc. Agreement
5. Jason Addison Smith Consulting Services, Inc. (JAS Pacific) Amendment No. 2
6. Plan Review Consultants, Inc. Amendment No. 4
7. Shums Coda Associates Inc. Amendment No. 5
8. Synergetic Consulting Amendment No. 2
9. TRB + Associates, Inc. Amendment No. 5
10. West Coast Code Consultants, Inc. Amendment No. 3; and
2. Authorize the City Manager to increase the maximum aggregate compensation by $500,000 for a new revised amount of $2,949,000 across all ten firms listed below:
1. 4Leaf, Inc. Amendment No. 1
2. Bureau Veritas North America, Inc. Agreement
3. CSG Consultants, Inc. Amendment No. 1
4. Interwest Consulting Group, Inc. Agreement
5. Jason Addison Smith Consulting Services, Inc. (JAS Pacific) Amendment No. 2
6. Plan Review Consultants, Inc. Amendment No. 4
7. Shums Coda Associates, Inc. Amendment No. 5
8. Synergetic Consulting Amendment No. 2
9. TRB + Associates, Inc. Amendment No. 5
10. West Coast Code Consultants, Inc. Amendment No. 3.
Staff
Reviewed by: Andrew Crabtree, Director, Community Development Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Master List from 2019 Report to Council
2. 4Leaf, Inc. Amendment No. 1
3. Bureau Veritas North America, Inc. Agreement
4. CSG Consultants, Inc. Amendment No. 1
5. Interwest Consulting Group, Inc. Agreement
6. Jason Addison Smith Consulting Services, Inc. (JAS Pacific) Amendment No. 2
7. Plan Review Consultants, Inc. Amendment No. 4
8. Shums Coda Associates, Inc. Amendment No. 5
9. Synergetic Consulting Amendment No. 2
10. TRB + Associates, Inc. Amendment No. 5
11 West Coast Code Consultants, Inc. Amendment No. 3