Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: NOVEMBER 21, 2023
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL PRIVATE
DEVELOPMENT PLAN CHECK SERVICES
FISCAL
IMPACT: EXPENSE: $350,000 PROFESSIONAL ENGINEERING SERVICES (103551-6290)
REVENUE: $350,000 PASS-THROUGH COST 100% COVERED BY
APPLICANT PLAN CHECK FEES (103551-4399)
SUMMARY:
To meet engineering plan check demand for private development projects in a timely manner, on- call plan check services provided by professional consultants who specialize in certain areas have been utilized to support City Staff in this effort. The City currently maintains a bench list of three (3) different consulting firms it calls upon to provide these services and these existing agreements are nearing the maximum compensation amount. Staff issued a formal Request for Proposals ("RFP") for on-call plan check services and solicited competitive proposals from qualified engineering firms. A total of six (6) proposals were received.
After a thorough review of the proposals by Staff, a bench list of the top three (3) ranked firms are proposed to place under contract to provide the City with these services for all ongoing and future private development projects. These services include plan check entitlement reviews, preliminary tract and parcel map reviews, review of Water Quality Management and Storm Water Pollution Prevention Plans, and plan check review of street improvement plans. In addition, these consultants would review technical engineering reports such as sewer and storm drain capacity studies. The cost to provide these services, including City overhead costs are covered by private developers via established plan check fees and deposits charged to all project applicants.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve a Professional Services Agreement with HR Green Pacific, Inc. for professional consulting services to provide on-call private development plan check services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
1.e.
Nov 21, 2023
City Council Agenda
November 21, 2023
2. Approve a Professional Services Agreement with NV5, Inc. for professional consulting services to provide on-call private development plan check services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
3. Approve a Professional Services Agreement with Bureau Veritas North America, Inc. for professional consulting services to provide on-call private development plan check services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
4. Authorize the City Administrator to approve any contract term extensions based on performance and amendments up to 10% of the contract not -to -exceed amount, or $35,000; and
5. Authorize the City Administrator to execute the above-mentioned Professional Services Agreements, in forms approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
As a result of the need to retain the professional assistance from qualified consultants to assist Staff with plan checking services in support of private development projects in the City, Staff prepared an RFP for these services. A total of six (6) proposals were received from qualified consulting firms with extensive experience in municipal plan checking services. These proposals were evaluated by City Staff and the following are the top three final scores and rankings:
NO. CONSULTANT TOTAL
SCORE
1 HR Green Inc. 90
2 NV5, Inc. 85
3 Bureau Veritas North America, Inc. 80
Based upon each firm's extensive experience and expertise in providing plan checking services, the three (3) top firms scored highly in the evaluation process. By utilizing more than one (1) firm to provide these services, the City can achieve greater flexibility in turning over plan check reviews in a timely fashion. Individual plan check projects are assigned based upon the type of work to be performed as the expertise and experience of each firm varies. As demand for these external services continues to grow, this additional plan check resource will help the City meet this demand and fulfill development deadlines over the next several years.
City Council Agenda
November 21, 2023
The top three (3) ranked firms are familiar with the needs of the City, the requirements of the contract terms and conditions and Staff's expectations for timely turnaround on plan check reviews. The scope of services under these contracts will include on-call plan check of various plan types and reports such as:
• Rough/Precise Grading Plans
• Erosion Control Plans
• Water Quality Management Plans (WQMPs)
• Sewer Capacity Studies
• Hydrology and Hydraulics Reports
• Tentative Parcel/Tract Maps
• Lot Line Adjustments and Mergers
• Street Improvement Plans
• Storm Drain Plans
• Sanitary Sewer Plans
HR Green Pacific, Inc. and Bureau Veritas are currently providing the City with plan check services and their performance over the past several years has been excellent. Both firms have been responsive to the City's needs and have worked well with the various private teams developing projects in Placentia.
Therefore, Staff proposes the City enter into separate on-call agreements with three (3) consultants for plan check services. The cost of these services is paid in advance by project applicants and property developers. The consultants shall perform these services as described in each task order at the direction of the City Engineer, based upon the agreed cost per sheet basis as enumerated in the fee schedule that was recently adopted by the City Council.
FISCAL IMPACT:
The cost for plan checking services along with the City's overhead is offset by the plan check fees collected from developers and project applicants in accordance with the City's adopted Fee Schedule. Accordingly, sufficient funds exist to pay for these services on an on-going, as -needed basis.
Prepared by:
coet
Reviewed and approved:
aJ-
Chris Tanio Jennifer"Lampman
Deputy Director of Public Works/City Engineer Director of Finance
City Council Agenda
November 21, 2023
Reviewed -and a
roved: Reviewed and approved:
Luis Estevez 1
Deputy City Administrator
Damien R. Arrula
City Administrator
Attachments:
1. Agreement with HR Green Pacific, Inc.
2. Agreement with NV5, Inc.
3. Agreement with Bureau Veritas North America, Inc.