CITY OF SAN JACINTO
REQUEST FOR PROPOSAL
Building & Safety Inspection Services
1. OVERVIEW
The City of San Jacinto ("City") is requesting proposals from qualified firms to provide Building & Safety Inspection Services to support the City’s Building & Safety Division. These services are intended to supplement the work of in-house staff and will be delivered on a scheduled and as-needed basis.
The selected Consultant will act as an extension of City staff, performing field inspections for permitted residential and non-residential construction projects to verify compliance with the California Building Standards Code (Title 24), including structural, electrical, plumbing, mechanical, energy, and accessibility requirements, as well as applicable provisions of the San Jacinto Municipal Code and Development Code.
Services are limited to field inspections only. Plan review, permit processing, and building official services are not included in the scope of this RFP.
2. PURPOSE
The purpose of this Request for Proposals (RFP) is to establish a contract with a qualified firm to provide building inspection services for the City of San Jacinto. The City’s immediate need includes coverage on Mondays and Thursdays, excluding holidays, as well as approximately 90 hours of annual vacation relief for City staff.
Services will be provided under the direction of the City’s Senior Building Inspector and Community Development Manager, and are intended to supplement the City’s in-house capabilities. The selected Consultant will be expected to provide timely, thorough, and professional inspections while maintaining a high standard of customer service and responsiveness.
All inspections must be conducted by certified personnel who meet the applicable qualifications, including current ICC certification(s) and any licensing required under State law.
3. SCOPE OF SERVICES
The Consultant shall provide Building & Safety Inspection Services to supplement the City of San Jacinto’s in-house inspection staff. Services will be performed under the direction of the City’s Senior Building Inspector and Community Development Manager. The Consultant will serve as an extension of City staff and must demonstrate strong communication, professionalism, and technical competence in the application of building codes and construction standards.
The City currently offers inspections between 8:00 a.m. and 4:00 p.m., Monday through Thursday, excluding holidays, and operates with one Senior Building Inspector to fulfill this function. To supplement and support existing operations, the City is seeking a Consultant to provide eight (8) hours of inspection coverage on Mondays and Thursdays (excluding holidays) each week. In addition to this scheduled support, the City requires the ability to request inspection coverage on an as-needed basis to cover approximately 90 hours of planned absences, such as vacation leave. Ideally, the Consultant will also be capable of providing on-call services to address short-notice needs due to unforeseen absences, such as sick leave or emergencies. The City values reliability and flexibility and is seeking a firm that can deliver consistent coverage with minimal disruption to operations.
While most inspections are scheduled at least 24 hours in advance, the Consultant must provide flexibility to accommodate late or same-day requests, and work cooperatively with City staff to adjust the inspection route or daily schedule as needed.
Inspections are typically requested at least 24 hours in advance, and the City’s inspection schedule is developed each morning based on the volume and types of inspection requests received. The Consultant will be expected to assist the Senior Building Inspector and permit counter staff in confirming the daily schedule and organizing site visits for maximum efficiency, while ensuring timely customer service.
Future Service Adjustments:
While the City’s current need is for part-time coverage (Mondays and Thursdays), vacation relief, and on-call support, the City reserves the right to modify the level of service during the term of the agreement. This may include increasing the frequency or duration of inspection coverage, up to full-time support, based on future staffing levels, project volume, or operational needs. Any adjustments to the service level will be coordinated in writing with the selected Consultant and subject to mutually agreed terms, including any applicable adjustments to compensation or personnel assignments.
The Consultant shall be responsible for the following:
• Providing a reliable, presentable, and properly insured vehicle for travel to and between job sites within City limits
• Conducting on-site inspections for permitted construction projects, including:
o Residential and commercial new construction
o Room additions, patio covers, and accessory structures o Solar photovoltaic system installations
o Mechanical, electrical, and plumbing systems
o Tenant improvements
o HVAC replacements
o Pools, spas, and related safety barriers
• Verifying compliance with:
o California Building Standards Code (Title 24)
o San Jacinto Municipal Code and Development Code
o Applicable state and federal accessibility requirements • Providing clear, accurate, and complete documentation of inspection results using the City’s inspection management platform (EnerGov IG Inspect) on a City-issued tablet
• Preparing notices of correction and stop work notices (if authorized), and ensuring proper follow-up with contractors and permit holders
• Communicating effectively with contractors, homeowners, developers, and design professionals to clarify code requirements and resolve issues in the field • Assisting with daily inspection scheduling and route planning in coordination with City staff
• Being available and responsive to late requests or last-minute additions to the inspection schedule
• Demonstrating a high level of customer service, punctuality, and professionalism Note: The Consultant will not perform plan review, permit counter functions, building official duties, or any responsibilities beyond field inspections and daily scheduling coordination.
4. ADDITIONAL CONSUL TANT RESPONSIBILITIES
The Consultant shall be responsible for completing the specified services in accordance with the City's Professional Services Agreement (Exhibit A).
5. TERM
The term of the agreement shall be determined upon need of services and consistent with the City's policies. The initial period of the contract is three (3) years, with the option for contract extensions.
6. PROPOSAL REQUIREMENTS
To ensure a consistent and efficient review process, proposals must be organized according to the format below. Each section should be clearly labeled. Proposers are encouraged to focus exclusively on the requested scope of work—field inspection services only—and to avoid including unrelated services such as plan check, permit processing, or building official functions unless specifically requested elsewhere in this RFP.
A. Cover Letter (2 pages maximum)
Submit a cover letter signed by an individual authorized to bind the firm contractually. The letter should briefly introduce the firm, express interest in providing Building & Safety Inspection Services to the City of San Jacinto, and acknowledge receipt and understanding of the RFP.
The cover letter must include the name, title, address, telephone number, and email address of the individual authorized to negotiate and finalize the contract on the firm’s behalf. The cover letter also constitutes a certification that the firm complies with all applicable federal and state nondiscrimination and equal opportunity laws. Unsigned proposals, or those signed by unauthorized individuals, may be rejected as nonresponsive.
B. Statement of Understanding (4 pages maximum)
Provide a narrative describing the firm’s understanding of the City’s needs. The City is seeking a qualified firm to provide a professional, responsive, and adaptable inspector to serve as a part-time extension of its in-house Building & Safety team.
This section should confirm that:
• The assigned inspector will provide on-site inspection services on Mondays and Thursdays, for up to eight (8) hours per day.
• The firm will provide additional inspection coverage on an as-needed basis to cover approximately 90 hours of planned staff absences (e.g., vacation). • The firm is also capable of providing on-call inspection services in the event of unplanned absences, such as sick leave or other unforeseen circumstances. • The scope of work is strictly limited to field inspection services and does not include plan review, permit processing, or other administrative or building official functions.
Describe how the firm will coordinate with City staff to support daily inspection scheduling, respond to late or same-day inspection requests, and deliver courteous, knowledgeable customer service in interactions with the public and construction professionals.
C. Firm Profile and Qualifications (6 pages maximum)
Describe the firm’s legal name, structure (corporation, LLC, etc.), headquarters location, and any local offices that will support this contract. Summarize relevant experience providing building inspection services to public agencies, particularly cities with similar volume and structure to San Jacinto.
Include an overview of the firm's organizational structure, areas of technical expertise, and familiarity with California Building Standards Code (Title 24). Emphasize the firm’s experience operating as a contract inspection provider and its ability to reliably staff this engagement over the life of the agreement.
D. Key Personnel
Identify the individual(s) the firm proposes to assign as the primary inspector(s) under this contract. For each, provide a résumé or summary biography that includes relevant certifications (e.g., ICC Combination Inspector), years of experience, and past municipal assignments.
If separate from the inspector(s), identify the individual who will serve as the firm’s project manager and primary contact for billing, contract administration, and scheduling coordination. Indicate whether proposed staff are direct employees or contract personnel.
If multiple inspectors are proposed, explain how continuity, supervision, and quality assurance will be maintained.
Clearly state each individual’s availability to support the required four-day inspection schedule and additional vacation relief hours.
E. Project Approach (4 pages maximum)
Describe the firm’s approach to service delivery. Include how your staff will coordinate with the City’s Senior Building Inspector and permit counter staff to:
• Develop efficient daily inspection schedules
• Respond to same-day or late requests
• Utilize the City’s EnerGov IG Inspect system (or similar) Explain how the assigned inspector(s) will manage interactions in the field with contractors, developers, and homeowners—balancing customer service with effective code enforcement. Include any tools or systems the firm uses to improve responsiveness, documentation accuracy, or coordination with City staff.
You may also describe how your firm ensures personnel stay current with code changes and how staff performance is reviewed or supported internally.
F. References
Provide at least three references from public agencies where the firm has provided similar inspection services within the last five years. For each reference, include:
• Agency name
• Contract or project description
• Duration of service
• Contact person’s name, title, phone number, and email Where available, include references that demonstrate experience serving as a supplemental inspector, familiarity with EnerGov (or comparable platforms), and working within similar staffing or scheduling models.
G. Insurance and Liability Coverage
Confirm that the firm can meet the insurance requirements outlined in the City’s standard Professional Services Agreement (Exhibit A), including:
• Commercial General Liability Insurance of not less than $2 million per occurrence • Workers’ Compensation Insurance (as required by law)
• Automobile Liability Insurance for vehicles used in performance of work • Professional Liability Insurance (errors and omissions), if applicable Firms do not need to submit insurance certificates with the proposal but must affirm that required coverage will be in place upon contract execution.
H. Fee Proposal
Provide a comprehensive fee schedule for inspection services. At minimum, this should include:
• Standard hourly rate(s), broken out by classification if more than one type of inspector is proposed
• A clear indication of whether rates include travel, mileage, equipment, and overhead Separate rates (if applicable) for:
• After-hours, weekend, or emergency inspections
• Specialty services such as CASp inspections
• Vacation relief beyond the base 90-hour allocation
Indicate whether proposed rates are fixed for the initial contract term, and describe any anticipated rate adjustments for future renewals.
I. Additional Information (Optional)
Proposers may include any other information that supports their qualifications, such as:
• Client testimonials
• Internal quality control measures
• Sample documentation (e.g., inspection checklists)
• Tools or procedures that reflect the firm’s commitment to professionalism and responsiveness
7. EVALUATION CRITERIA
Proposals will be evaluated by a review panel consisting of City staff. The City reserves the right to conduct interviews with top-ranking firms if additional information is needed. The evaluation will consider overall responsiveness, qualifications, and ability to meet the City’s needs as described in this RFP. Proposals will be scored based on the following weighted criteria:
Evaluation Criteria Weight
Understanding of Scope and City Needs 20%
Qualifications and Experience of Firm 20%
Qualifications and Availability of Key Personnel 20%
Project Approach and Responsiveness 15%
References and Past Performance 10%
Cost Proposal 15%
The City will assess how well the proposal demonstrates an understanding of the requested inspection services, daily scheduling, flexibility, and the importance of serving as an extension of City staff. Proposals should clearly reflect an understanding that this is not a full-service building division contract but limited to field inspections and related coordination.
Qualifications and Experience of Firm (20%)
This criterion evaluates the proposer’s overall experience providing municipal building inspection services, particularly part-time or supplemental staffing. Familiarity with Title 24, local codes, and EnerGov (or similar platforms) will be considered.
Qualifications and Availability of Key Personnel (20%)
The evaluation will focus on the experience, credentials, and availability of the proposed inspector(s) and project manager. The City places a high value on continuity of personnel and the ability to reliably staff a four-day inspection schedule, with minimal substitution or disruption.
Project Approach and Responsiveness (15%)
Proposals should describe a practical, responsive, and collaborative approach to managing daily inspections, adjusting to real-time requests, coordinating with City staff, and maintaining customer service standards in the field. Use of technology, communication systems, and internal quality control measures will be considered under this criterion.
References and Past Performance (10%)
The City will review the proposer’s track record providing similar services for other agencies, particularly those of similar size, structure, or volume. References may be contacted to verify past performance, reliability, and customer service.
Cost Proposal (15%)
While cost is not the sole determining factor, it will be evaluated for competitiveness, clarity, and consistency with the proposed scope of services. The City will review whether the fee structure accounts for all anticipated costs and provides fair value for the requested work.
8. Submittal
Proposals must be submitted electronically via the City’s PlanetBids e-Procurement Portal, accessible at:
https://vendors.planetbids.com/portal/39490/portal-home All proposals must be submitted no later than 12:00 PM (Noon), Tuesday, September 2, 2025. Late proposals will not be accepted, regardless of the reason. Postmarks, hand deliveries, and faxed or emailed submittals will not be considered.
Once submitted, proposals, including the designated personnel and firm composition, may not be altered without prior written approval from the City.
All questions regarding this RFP must be submitted through the PlanetBids portal by 5:00 PM, Tuesday, August 26, 2025. Answers to all submitted questions will be posted publicly on the PlanetBids portal. Proposers are responsible for monitoring the portal for updates or addenda.
Direct contact with City staff, elected officials, or any other City representatives regarding this solicitation is strictly prohibited. Any attempt to influence the selection process through direct communication outside the formal channels may result in immediate disqualification of the proposer.
All costs associated with preparing and submitting a proposal shall be borne solely by the proposer.
For reference or clarification only (not for proposal submission or questions), the City's primary point of contact is:
Rene Yarnall
Community Development Manager
City of San Jacinto
595 S. San Jacinto Avenue
San Jacinto, CA 92583
[email protected]
9. Confidentiality
Prior to proposal submittal deadline, all proposals will be designated confidential to the extent permitted by the California Public Records Act. After proposal selection all responses may be regarded as public record and may be subject to review by the public. Any language purported to render confidential all or portions of the proposals will be regarded as noneffective and will be disregarded.
10.Amendments to Requests for Proposals
The City reserves the right to amend the RFP by addendum prior to the final proposal submittal date.
11.Non commitment of City
The City reserves the right to reject any and all proposals and to waive informalities and minor irregularities in any proposal reviewed. The City may reject any proposal that does not conform to the instructions provided in this RFP. Additionally, the City reserves the right to negotiate all final terms and conditions of any proposal received before entering into a final contract.
12.Conflict of Interest
The consultant shall disclose any financial, business, or other relationships with the City, its officials and staff. The consultant shall also list current clients who may have a financial interest in the outcome of this contract.
The City may request a qualification interview with the consultant(s) prior to making a final decision. This selection will be conducted according to the City's adopted procedures. The City reserves the right to reject any and all proposals.