City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01151 June 21, 2022
Title: Agreements for On-Call Plan Review, Field Inspection, and/or Permit Processing Services [Published for 10-day Review 06/09/2022]
Location: Citywide
Recommendation: Adopt a Resolution 1) authorizing the City Manager or the City Manager’s designee to execute separate professional service agreements for on-call plan review, field inspection and/or permit processing services with 4Leaf, Inc., BPR Consulting Group, CSG Consultants, Inc., Shums Coda Associates, and TRB and Associates, Inc., each with a not-toexceed amount of $3,500,000 for one year with four one-year renewal options for a total not to exceed amount of $17,500,000 for each contract; and 2) determining the expenditures for all five contracts shall not exceed $3,500,000 in any given fiscal year.
Contact: Susanne Tam, Administrative Analyst, (916) 808-5375, [email protected]; Anna Tekautz, Supervising Engineer, (916) 808-7877, [email protected], Community Development Department
Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
3-Professional Services Agreement for 4Leaf
5-Professional Services Agreement for BPR
6-Professional Services Agreement for CSG
7-Professional Services Agreement for Shums Coda
8-Professional Services Agreement for TRB
Description/Analysis
Issue Detail: The volume of development projects submitted has continually been higher than anticipated. This increase in the volume of projects is expected to continue. On-call plan review, field inspection, and/or permit processing services provide the flexibility to augment staffing levels as needed when there is an increase in development activity and peak workloads. A Request for Proposals (RFP #P21211211006) was released on February 9, 2022. A panel reviewed the proposals that were submitted and selected five consulting firms to provide these on-call services: 4Leaf, BPR, CSG, Shums Coda, and TRB.
Each contract specifies services of a total not-to-exceed $3.5 million each year. After the first year, the following years are optional for each year. The potential total amount shall not exceed $17,500,000. This allows the City the flexibility to use each consultant based on their expertise and availability. On-call services will not exceed more than $3.5 million for any given fiscal year.
Policy Considerations: The recommendations in this report are consistent with Administrative Policy-4101 – Procurement of Professional Services and in support of Title 8 of the Sacramento City Code.
The Sacramento City Code Section 4.04.020 and the City Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to City Council action. This item was published for 10-day review on June 9, 2022, in compliance with the City Code.
Economic Impacts: Not applicable.
Environmental Considerations: This report concerns administrative activities and government fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines15060(c)(3)).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Additional plan review, inspection, and permitting processing services are needed to augment staffing levels for anticipated upcoming projects. Consulting services provide the flexibility to respond to peaks in activity, as needed.
Financial Considerations: Funding in the amount of $3.5 million for the consulting services agreements will be available in the Community Development Department Fiscal Year 2022/23 operating budget. On-call services will not exceed more than $3.5 million each fiscal year.
Local Business Enterprise (LBE): The LBE requirement was waived prior to the issuance of the Request for Proposals (RFPs), so no firms need to qualify as a LBE to submit a proposal.
Background: On August 29, 2017, pursuant to City Council Resolution 2017-0340, the City Council authorized the City Manager to execute five separate professional service agreements for on-call plan review, field inspection and/or permit processing services with 4Leaf, Inc., Bureau Veritas North America, Inc., Interwest Consulting Group, Inc., Shums Coda Associates, and TRB and Associates. Each separate contract had an annual not to exceed amount of $1.0 million with four one-year renewal options for a total not to exceed amount of $5.0 million for each contract. Resolution 2017-0340 also provided that the total expenditures for all five contractors combined could not exceed $1.0 million in any given fiscal year.
On December 12, 2017, through City Council Resolution 2017-0470, the City Council increased the Community Development Department revenue and expenditure budget by $750,000 to cover the cost of the increased consultant services. Subsequently on June 19, 2018, Council resolution 2018-0246 modified the authorized total expenditures for all five contractors from $1.0 million to $1.75 million for the first fiscal (contract) year. On February 26, 2019, Resolution 2019-0060 authorized the city manager to execute a supplemental agreement with each of the five contractors increasing the not-to-exceed amount for the second contract year from $1.0 million to $2.0 million and increasing the total not-to-exceed amount for each agreement from $5,000,000 to $6,000,000; increasing the Fiscal Year 2018/19 operating revenue and expenditure budgets by $1.0 million; and increasing the combined expenditures for all five contracts to $2.0 million for the second year. On March 10, 2020, Resolution 2020-0065 authorized the city manager to execute supplemental agreements with Interwest Consulting Group, Inc. and TRB and Associates increasing the not to exceed amount for the third year from $1,000,000 to $2,000,000 and increasing the total not to exceed amount for those contracts from $6,000,000 to $7,000,000; increasing the fiscal year operating budget in the amount of $2,000,000; and provided the total combined expenditures for all five contracts was not to exceed $3 million dollars for the third contract year.
RESOLUTION NO. 2022-
Adopted by the Sacramento City Council
Agreements for On-Call Plan Review, Field Inspection, and/or Permit Processing Services
BACKGROUND:
A. The Community Development Department has evaluated the workload and determined that there is a need to contract with consultants to have the flexibility to respond to anticipated increase in volume of development projects.
B. On February 9, 2022, a Request for Proposals (RFP #P212111211006) was issued to potential consultants.
C. 4Leaf, Inc., BPR Consulting Group, CSG Consultants, Inc., Shums Coda Associates, and TRB and Associates, Inc. were selected to provide on-call plan review, field inspection, and/or permit processing services.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager or City Manager’s Designee is authorized to execute Professional Services Agreements for 4Leaf, Inc., BPR Consulting Group, CSG Consultants, Inc., Shums Coda Associates, and TRB and Associates, Inc. each with a not-to-exceed amount of $3,500,000 for one year with four one-year renewal options for a total not to exceed amount of $17,500,000 for each contract.
Section 2. Total expenditures for all five contractors shall not exceed $3.5 million in any given year.