19E - RFP - PART-TIME PLAN CHECK SRVS

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 18, 2011 TITLE: REQUEST FOR PROPOSALS FOR PART TIME PLAN CHECK SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15` Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Planning and Building Agency to send a Request for Proposals to qualified consulting firms to provide part-time plan check services for the Building Division. DISCUSSION For many years the Building Division achieved a goal of a three week or less turnaround time for plan checks. This goal was attained for over 90 percent of plan check submissions. This was in part the result of streamlining internal processes, incorporating a contract plan checker to assist customers at the public counter, and outsourcing plan checking services during especially high volume months. Beginning in 2009, budget constraints resulted in the reduction of in-house plan check staff as well as the cancelling of contracts for both a contract plan checker and outsourced plan check services. While these reductions negatively impacted plan check turnaround times, the impact was lessened by a concurrent reduction in plan check submittals due to the economic downturn. Although building activity remains below the five year average, Planning and Building Agency statistics indicate a slow but steady upward trend in both plan check submittals and public counter customers over the last 12 months. While this increase is a positive sign for development, current staffing levels are no longer sufficient to maintain an acceptable turnaround time and still provide a high quality plan check. In December 2010, the City Council approved a contract with Scott Fazekas and Associates, Inc. for outsourcing of certain types of plan checks. This additional plan check option has partially improved turnaround times, but has had no effect on public counter service. To continue to reduce plan check turnaround times and improve service at the public counter, the Planning and Building Agency is proposing to contract with a private consulting firm providing a part time plan checker to assist customers at the public counter and perform while-you-wait plan checks on smaller projects. A Request for Proposals for consultant services was prepared in conjunction with this request (Exhibit 1). The recommended plan check services contract will be submitted for City Council authorization after the review of proposals has been completed. 19E-1