Item 23 - On-Call Building Safety Division Consultant Service Agreements

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On-Call Building Safety Division Consultant Service Agreements May 17, 2022 Page 2 2 6 6 6 secure contract inspection staff provides a means to expeditiously service projects and reduce response time for inspection of general workload by permanent in-house staff. The Planning and Building Agency has continued to improve customer service by streamlining processes, such as by introducing an electronic plan review system, migrating to a digital environment through scanning of all building permit and plan records, and working to implement an online portal permitting system through a new comprehensive land management system. To meet continued construction activity and the associated Building Safety Services demand, staff recommends new agreements for on-call services to allow continuity of timely and first-rate customer service. SELECTION PROCESS On March 25, 2022, the Planning and Building Agency released a Request for Qualifications (RFQ) to seek firms to provide Permit, Plan Check, and Building Inspection Services on an as-needed basis. Vendors were required to submit descriptions of their firms, relevant experience and qualifications, references, and their proposed hourly rates at various levels through PlanetBids. The criteria for evaluating the proposals submitted considered the following: Firm/Team Experience 25% Understanding of Need 20% Relevant Project Experience 25% References 5% Fee 25% Proposals were accepted through April 8, 2022. The City notified 408 firms of the RFQ proposal period. Seven of those vendors were Santa Ana vendors. Thirty-four vendors downloaded the RFQ from PlanetBids, none of which were Santa Ana vendors. Of the 34 prospective bidders, 14 vendors submitted complete proposals by the deadline. Vendors from the previous Building Safety Division services agreement were also notified of the RFQ and were encouraged to submit for continued services. Of the 14 previously selected vendors, two were vendors located in Santa Ana. Those two vendors did not submit a proposal. The selection processes consisted of a three-member panel from the Planning and Building Agency and the Public Works Agency. The selected vendors will provide on-call Building Safety Division services including plan review, technical, inspection services, and expedited services for the Planning & Building Agency. An appointment to the pre-approved list does not guarantee work to a consultant. If needed, firms will be selected based upon their ability to perform the required work within the timeframe needed and budget constraints. The authorization of the City Manager to execute agreements for on-call Building Safety Division Services with the list of 14 firms will allow the Building Safety Division to hire qualified, experienced consultants for specific