REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements with Various Consultants to Provide Plan Check Review and Field Inspection Consulting Services for Department of Public Works Development and Utility Permitting Projects
Report
COUNCIL PILLAR
Manage Strategically Our Workforce Capacity and Resources
BACKGROUND
The Department of Public Works (DPW) utilizes third-party consultants to assist with plan check review and field inspection services for development and utility permitting projects. The use of outside consultants and contract services helps manage workload demand resulting from surges in activity and position vacancies within the department.
This strategy allows the City to continue delivering efficient and high quality customer service to the community in a timely manner. Additional resources are currently needed to address workload and perform after-hours inspections for development and utility permitting projects.
DISCUSSION
In 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 issued, with the award recommendation based on demonstrated competence and qualifications for the type of services to be performed and at fair and reasonable prices.
The SOQ solicited proposals from consultants for both plan check review and field inspection services. Proposers had the option of submitting proposals for one or both services. On May 27, 2024, the SOQ was published on the City’s e-procurement platform. The SOQ was viewed by 29 members, including consultants, plan rooms, and builder exchanges, among others. Additional firms were able to view the SOQ as members of various plan rooms and builder exchanges. Staff also provided direct notifications to firms who had viewed similar projects in the past or were known to provide the requested services.
The City received a total of six proposals in response to the SOQ, as shown in Table 1 below.
Table 1
List of Firms and Proposed Services
|
# |
Firm |
Proposed Services |
|
|
|
Plan Check |
Field Inspection |
|
1 |
Bureau Veritas North America (Sacramento, CA) |
X |
X |
|
2 |
CSG Consultants, Inc. (Foster City, CA) |
X |
X |
|
3 |
Interwest Consulting Group, Inc. (Pleasanton, CA) |
X |
X |
|
4 |
SNG and Associates, Inc. (Pleasanton, CA) |
X |
X |
|
5 |
Builders Protection Group, Inc. (Lomita, CA) |
|
X |
|
6 |
Zoon Engineering (Emeryville, CA) |
|
X |
A proposal review panel, consisting of staff from the Department of Public Works’ Field Services and Land and Property Development divisions, evaluated each proposal against the criteria set forth in the RFQ including responsiveness to the SOQ, experience of the firm, staff qualifications, staff availability, project approach, and customer references. Based on the panel’s evaluation, staff recommends awarding agreements for plan check services and field inspection services to CSG Consultants, Inc. and Interwest Consulting Group, Inc. Additionally, staff recommends awarding an agreement for field inspection services to Zoon Engineering.
Staff recommends the approval of three, three-year agreements, each with an initial not-to-exceed amount of $300,000, for a total aggregate amount of $900,000. Having three available consulting firms to select from allows the City flexibility in assigning work in case firms do not have adequate resources or cannot respond quickly enough. Actual work will be issued via task orders pursuant to the terms of the agreements.
Staff also requests City Manager authority to exercise up to two one-year extensions for each agreement and amend the not-to-exceed amounts for each agreement, as long as the cumulative aggregate total compensation for all three agreements does not exceed $900,000. The agreements include prevailing wage requirements.
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
These agreements are funded by developer deposits in the General Fund. There is no additional cost to the City other than administrative staff time and expense as developers and utility companies deposit funds for services provided under these agreements. Companies requesting expedited plan review and/or field inspection services are required to deposit a starting sum of $20,000, which will be drawn down to compensate the consultant (on a time and materials basis) for plan review and/or field inspection services. Companies may be required to deposit additional funds on an as-needed basis depending on the scope of work being requested. After completion of all work, unused funds will be returned to the developer(s). Adjustments to the Department’s revenue and expenditure budgets to recognize and appropriate the developer deposits will be brought forward as needed through the Monthly Financial Status Report process.
COORDINATION
This report has been coordinated with the Finance Department and the 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> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute agreements with CSG Consultants, Inc. and Interwest Consulting Group, Inc. for plan check review and field inspection services, and with Zoon Engineering for field inspection services, in support of Development and Utility Permitting Projects, for initial three-year terms starting on or around November 1, 2024 and ending on or around November 30, 2027, with a maximum compensation not to exceed $300,000 for each agreement, in final forms approved by the City Attorney; and
2. Authorize the City Manager or designee to take any actions as necessary to implement and administer the above agreements and to negotiate and execute amendments to (a) exercise up to two one-year extensions and (b) adjust the amounts, provided that the total aggregate compensation across all three agreements does not exceed $900,000, subject to the appropriation of funds and in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with CSG Consultants, Inc.
2. Agreement with Interwest Consulting Group, Inc.
3. Agreement with Zoon Engineering