December 16, 2025
Community Development
DATE: December 16, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Lina Velasco, Director of Community Development
George Kabaivanov, Building Official
Subject: Establish a On-call List for Building Plan Check and Inspection Services
FINANCIAL IMPACT: The total payment limit for each contract will not exceed $1,000,000 per firm over the term of the agreement. The on-call services will be funded through applicant fees and are included within the approved Fiscal Year 2025-2026
budget and will be budgeted accordingly in subsequent
fiscal year budgets (Account String: 15063619-400201).
PREVIOUS COUNCIL
ACTION:
November 17, 2020, December 15, 2015, November 15,
2011
STATEMENT OF THE
ISSUE:
The Community Development Department is requesting
authorization to establish a new on-call list of consultants to provide Building Plan Check and Inspection Services.
Establishing this list will enable the City to expedite the contracting process and efficiently retain qualified firms as needed to support project demands.
RECOMMENDED ACTION: ADOPT a resolution establishing a list of on-call consultants for Building Plan Check and Inspection
Services contracts, for an amount not to exceed
$1,000,000 per firm over a three-year period from
January 1, 2026, through December 31, 2028, with two
options to extend the contracts for an additional year – Community Development Department (Lina Velasco 510-
620-6841/George Kabaivanov 510-620-5519).
AGENDA
REPORT
December 16, 2025
DISCUSSION:
On November 17, 2020, the City Council adopted Resolution No. 127-20 establishing a list of ten on-call consultants to provide Building Plan Check and Inspection Services for an initial three-year term, from January 1, 2020, through December 31, 2023, with an option to extend the contracts for an additional two years, through December 31, 2025, and a not-to-exceed amount of $750,000 per vendor. In 2023, the contracts for the most frequently used vendors were subsequently extended for the additional two-year period through December 31, 2025. In anticipation of these contracts expiring, on September 26, 2025, the Community Development Department issued a Request for Qualifications (RFQ) for On-Call Building Plan Check and Inspection Services. The RFQ was posted on the City’s BidsOnline system, which notified 1,641 vendors. Of those, 37 vendors downloaded the RFQ, and 12 vendors submitted responses (Attachment 1).
An evaluation panel consisting of Building Division staff reviewed and scored each submittal based on the following criteria: Methodology and Approach of Work, Past Performance, Proposer Qualifications, and Cost Proposal.
Following the evaluation, the panel determined that all 12 firms met the minimum qualifications established in the RFQ (Attachment 2). Given the high quality and competitiveness of the responses, staff recommends including all 12 firms on the City’s on-call list to maximize flexibility and encourage competitive pricing. The firms are listed below in alphabetical order:
1. 4LEAF, Inc.
2. BPR Consulting Group
3. Bureau Veritas
4. Builder's Protection Group, LLC
5. CSG Consultants, Inc.
6. Interwest Consulting Group, Inc.
7. Shums Coda Associates, Inc.
8. The Code Group, Inc.
9. TRB and Associates, Inc.
10. True North Compliance Services, Inc.
11. West Coast Code Consultants, Inc.
12. Willdan Engineering
Each on-call contract will be for an amount not to exceed $1,000,000 over a three (3)- year term, with two options to extend for one (1) additional year. Firms on this list will be selected to perform specific project-related work based on their expertise, availability, and costs. Establishing this on-call service contracts will allow the City to efficiently provide building plan checks and inspection services to support ongoing and future development projects. Subsequently, City staff is recommending that the City Council adopt the resolution approving the on-call list for building plan check and inspection services contracts. In addition to the list approved in 2020, on-call building plan check and inspection services lists were also approved in 2015 and 2011.
December 16, 2025
SYNERGISTIC POLICIES:
The proposed on-call list supports implementation of the following programs adopted in the city’s 6th cycle housing element:
Program 1.e: expedited review which calls for the city to “continue to offer on-call planning and building permit plan check services to provide expedited review/priority processing for residential land use entitlements, especially those that provide housing for target needs, including extremely low-income households” and
Program 1.n: facilitate and monitor pipeline housing projects which calls for the city “to ensure completion of the entitled or proposed (i.e., pipeline) projects identified in table b-3 of Appendix B: sites inventory & methodology within the planning period (by January 31, 2031), the city will monitor progress of these projects and will coordinate with applicants to facilitate remaining approvals and permits. In addition, the city will offer expedited permit review for pipeline projects and assistance with securing funding if the project is eligible under Program 1.k or other available funding source.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution for On-Call Building Plan Check and Inspection Services Attachment 2 – BidsOnline Report
Attachment 3 – Rating Matrix