Loading...
HomeMy WebLinkAbout19E - RFP - PART-TIME PLAN CHECK SRVSREQUEST 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 Request for Proposals for Part Time Plan Check Services April 18, 2011 Page 2 FISCAL IMPACT There is no fiscal impact associated with this action. ' JeM. Trevino cutive Director Planning and Building Agency MF:rb MF/RFP/request to send RFP - Part-time plancheck services Exhibit: 1. Request for Proposals 19E-2 REQUEST FOR PROPOSALS FOR PART-TIME PLAN CHECK SERVICES APRIL 18, 2011 CITY OF SANTA ANA BUILDING DIVISION, M-20 20 CIVIC CENTER PLAZA POST OFFICE BOX 1988 SANTA ANA, CALIFORNIA 92702 Submittal Deadline Due Date and Time: XXXX XX, 2011 Before 5:00 p.m. Proposal Submittal: Proposals must be submitted to the City of Santa Ana, Planning and Building Agency, Attn: Fred Heidari, Deputy Building Official, per the Submittal Instructions Section of this RFP. ALL PROPOSALS MUST BE RECEIVED BEFORE 5:00 PM ON XXXX XX, 2011. NO LATE PROPOSALS WILL BE ACCEPTED. Any requests for clarification or other questions concerning this RFP must be submitted via e-mail to fheidari0santa-ana.org before 4:00 p.m. on xxxx xx, 2011. Responses will be provided via an addendum sent via email. The City of Santa Ana reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City's needs. 19E-3 REQUEST FOR PROPOSALS FOR PART-TIME PLAN CHECK SERVICES 1. BACKGROUND/ INTRODUCTION The City of Santa Ana is seeking proposals from qualified firms (Consultant) to provide part-time plan check services for the Permits and Plan Check Division of the Planning and Building Agency. For many years the Building Division has achieved a goal of a three week or less turnaround time for over 90 percent of plan checks. This has been accomplished through a variety of process improvements, but also by incorporating a part-time contract plan checker to review small projects and assist customers at the public counter. In 2009, budget constraints resulted in the reduction of in-house plan check staff as well as the elimination of a contract plan checker. While these reductions negatively impacted plan check turnaround times and service at the public counter, the impact was lessened by a concurrent reduction in plan check submittals due to the economic downturn. Although building activity remains comparatively low, 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. This increase in development and public counter activity has resulted in the need to once hire a part-time contract plan checker to augment in-house staff for both plan check services and assistance to customers at the public counter. II. PURPOSE The purpose of this Request for Proposals ("RFP") is to solicit competitive proposals from qualified persons and/or firms to provide a contract staff person to provide building plan check services and customer assistance at the public counter for the City of Santa Ana ("City"). The City's intent is to minimize response time and improve customer service at the public counter by supplementing in house staff with consulting services for building plan check. III. GENERAL INFORMATION The term of the consultant will begin when the proposal is approved by the Executive Director of the City of Santa Ana Planning & Building Agency, A. In an effort to promote the hiring and utilization of local businesses/merchants, when selecting a consultant to perform the tasks identified in the following sections, local companies shall be given preference. B. This RFP does not commit the City to pay costs incurred in preparation of a response. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety. C. All responses to the RFP shall become property of the City. Applicants who wish to retrieve documents submitted as part of the response to the RFP may do so after Consultant selection. 19E-4 D. All costs incurred in the preparation of the proposal, the submission of additional information and/or any aspect of a proposal prior to award of a written contract will be borne by the respondent. E. The City reserves the right to reject and replace any and all subcontractors, and reserves the right to approve all subcontractors. ADDENDA Any subsequent changes in RFP from the date of preparation to date of submittal will result in an addendum by the issuing office. RULES FOR PROPOSALS The signer of the RFP must declare in writing that the only person, persons, company or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and, that the signer of the proposal has full authority to bind the principal proposer. IV. SCOPE OF SERVICES The selected consultant shall provide the following services on a part-time basis (20 hours per week): Thorough and efficient plan review, including approval or disapproval of submitted plans for residential, commercial and industrial additions/alterations/tenant improvements. • Review of ancillary items requiring plan check such as signs, walls and fences. In addition to plan check services, the consultant will assist engineers, architects, contractors and general public with questions regarding Building Code requirements and State Laws at the public counter. V. SUBMITTAL INFORMATION AND DEADLINE Proposals are due to the City of Santa Ana Permits and Plan Check Division, M-19, 20 Civic Center Plaza, P.O. Box 1988, Santa Ana, CA 92702 and made attention to Fred Heidari at (714) 647-5862 or can be faxed to 714-973-1461. Proposals received after the date and time specified in this RFP will be rejected by the Agency as non-responsive. VI. SUBMITTAL REQUIREMENTS Respondents desiring to respond to the RFP shall submit an original and two (2) copies of the proposal, marked on the outside "RFP FOR PLAN CHECK CONSULTANT SERVICES". Proposed rate structure shall be submitted in a separate sealed envelope. The proposals shall 3 19E-5 include the name of the respondent. In order to be considered, a proposal must be submitted prior to 5:00 pm on XXXXX XX, 2011 to the attention of: Fred Heidari Deputy Building Official City of Santa Ana 20 Civic Center Plaza (M-19) Santa Ana, CA 92702 Responses sent by telephone, or email will not be accepted. It is the sole responsibility of each proposer to ensure that its proposal reaches the City by the time and date specified. Once opened, all responses become public record and will be available to the public for review. Cost incurred by the respondent in the preparation of the response to this RFP is the sole responsibility of the respondent, and will not be reimbursed by the City. Please include the following in the submitted RFP: Letter of Introduction - Briefly describe the firm; and the name, address, e-mail, and phone number of the contact person as well as a summary of the respondent's understanding of the scope of services and overall approach to the scope of services. The letter should be signed by an officer of the respondent's firm authorized to bind the firm to all commitment made in the proposal. 2. Experience and Qualifications - Describe relevant experience and qualifications of key individuals that may be involved in providing services. Provide resumes for all key personnel. 3. References - Provide at least three (3) references that may be contacted for verification of the respondent's experience and qualifications. 4. Rate and Service Structure (submitted in a separate sealed envelope) - Fee Structure for personnel specified as an hourly rate. 5. Insurance Requirements - All required insurance must be current and up-to-date in advance and renewed annually. A consultant my not work for the City of Santa Ana until the appropriate insurance has been provided and approved by the City Attorney. This shall be verified by City Staff. VII. CONSULTANT SELECTION The City will review the responses to the RFP and make a determination as to the most responsive, best suited and most qualified to provide the service being requested. Generally, the criteria will include, but not be limited to: • The responsiveness to the specific needs of the City and an understanding of the services to be provided. 4 19E-6 • Experience, expertise and knowledge particular to the City's needs, in providing services of a similar nature. • The skills, education and experience of the consultant. • Local businesses preference. For purposes of selection criteria, local is defined as having a headquarters or branch office located in either the City of Santa Ana, or within Orange County. • References. • Cost. VIII. METHOD OF PAYMENT The Consultant shall submit a monthly invoice to the City for the services rendered in that month. The invoice shall include a summary as well as a detailed breakdown of the tasks, the hours, and hourly rates. IX. REGULATIONS The selected consultant shall be expected to comply with all applicable federal, state, city regulations, and contract provisions. 5 19E-7 19E-8