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Consent-Community Services # 27.
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| Board of Supervisors |
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| Subject |
| Approve agreements with Bureau Veritas North America, Inc. and 4Leaf, Inc. for building plan review, inspection and other permit-related professional services for the Building Division for a total amount of up to $500,000 per contract from July 1, 2018 through June 30, 2021 with optional two year extensions. (No general fund impact) (Echiburu) |
| Recommended Action |
- Authorize the Chair to sign agreements with Bureau Veritas North America, Inc. (Attachment A) and 4Leaf, Inc. (Attachment B) for building plan review, building inspection and other permit-related professional services on an as-needed basis from July 1, 2018 through June 30, 2021, with two year extensions. Each contract provides that compensation shall not exceed $300,000 over the initial three-year term; and
- Authorize the Director or designee to execute up to two one-year extensions of the term of each agreement upon expiration of the initial three-year term, with each annual renewal including up to $100,000 in additional compensation. Total compensation would not exceed $500,000 for each contract over the five-year term.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
The proposed agreements with Bureau Veritas North America, Inc. and 4Leaf, Inc. provide for supplemental plan review, inspection and other permit related professional services for the Building Division. These agreements are expected to provide the support needed to review the large complex construction projects and provide inspectors on an as-needed basis to help county staff during periods of high construction activity and/or limited in-house expertise or staffing.
The Building Division regularly uses consultant services on an as-needed basis to assist staff with complex plan reviews and inspections of new buildings during periods of high construction activity and/or limited staffing resources. Consultant support for plan review and/or inspection services enhances staff's ability to reduce plan check turn-around time and manage the inspection workload as demand fluctuates. As part of the competitive selection process, the Building Division issued a Request for Proposals (RFP) to solicit proposals from outside companies that provide plan review, inspection, and other permit-related services.
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| Collaborations (including Board advisory groups and external partner agencies) |
| Department of Financial Services, Public Works Division, County Counsel |
| Competitive Bid Process |
Request for Proposals (RFP) Service Requested: Profession Building/Fire Plan Review and Inspection Services
Evaluation Criteria Included in RFP
- Contractor Minimum Qualification Requirement (Pass/Fail)
- Quality and Completeness of Submittal (15 points)
- Qualifications & Experience (20 points)
- Demonstrated Competence (20 points)
- Delivery Schedule (20 points)
- Reasonableness of Costs (20 points)
- Previous Customer References (5 points)
Bids Received
| Bidder |
Total Points |
Average Rank |
| Bureau Veritas, North America, Inc. |
250 |
97% |
| 4Leaf, Inc. |
221 |
84% |
| CSG |
227 |
82% |
| Willdan |
211 |
80% |
| West Coast Code Consultants, Inc. |
204 |
75% |
| TRB+ Associates |
191 |
77% |
Based on the aforementioned criteria, staff recommends that Bureau Veritas North America, Inc., and 4Leaf, Inc. be awarded contracts to provide plan review, inspection, and permit-related services to the County on an as-needed basis. By utilizing the two firms selected, staff will have the flexibility to assign projects to contract plan reviewers and/or inspectors who are best suited to meet Building Inspection Division needs.
Approval of the contracts will give staff the ability to spend up to $300,000 over the three year initial term. Given the unpredictable nature of the building industry, it is possible that compensation may exceed $100,000 for a contractor in any given fiscal year and less in other years, provided the total amount expended amount does not exceed $300,000 over three years. As proposed, each contract may be extended for two one-year terms by the Director, for a total term of five years. Extensions are contingent upon the appropriation of funds by the division in the annual budget for such fiscal year, as well as County Counsel approval of any related extension documents. The total not-to exceed amount for each contract would be $500,000 over the full five-year term. These actions will help the Building Inspection Division maintain responsive and accurate customer service throughout the contract period. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
All expenditures relating to the services provided in these contracts will be paid from revenue for that direct project. There will be no general fund fiscal impact. Although the contracts allow for expenditures up to $300,000 per contract over the 3-year term, it is not anticipated that the FY 18-19 expenditures will exceed the budgeted amount of $194,784 as the services provided will be on an as-needed basis. Additional funding will be included in the requested budget process for future fiscal years.
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