TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Isidro Figueroa, Community Development Director
Alexis Huerta, Management Analyst
DATE: March 11, 2026
SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH
VANDORPE CHOU ASSOCIATES, INC. (VCA) TO ADD
EXPEDITED PLAN REVIEW SERVICES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
On September 27, 2024, the City Council renewed the agreement with VanDorpe Chou Associates, Inc. (VCA) to provide Building Code services that include building plan check and inspection services. VCA has been providing building inspection and plan check services for the City since 1990. VCA has also provided the City with other professional engineering services as required to assist staff in delivering services to residents, which include fire prevention inspections and reviewing grading plans.
DISCUSSION
The City’s current fee schedule and agreement with VCA do not include an option for expedited plan review services. In certain circumstances, applicants may request accelerated plan review timelines to meet project schedules. To provide flexibility while maintaining service quality and staff capacity, VCA has Tony Chou, Mayor
Calvin Lo, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Gretchen Shepherd Romey, Council Member
submitted a proposed addendum to the agreement that would establish two optional expedited plan review service options.
Under Option One (1) (Standard Expedited Service), the Building Department and VCA plan review consultant would coordinate an accelerated review timeframe based on the scope and complexity of the project. The cost for this expedited service would be two hundred percent (200%) of the standard plan review rate. The expedited review timeframe would begin once VCA receives the plans and all required supporting documentation.
Under Option Two (2) (Applicant Directed Expedited Service), the City would refer the applicant directly to the VCA plan review consultant to coordinate an expedited review timeline. Under this option, the applicant and VCA would agree upon the cost and review schedule based on the desired turnaround time and complexity of the project. The City would collect and retain the standard plan review fee, while the applicant would pay the consulting plan review firm directly for the expedited services.
Both options would be completely optional and would only be used at the request of an applicant seeking accelerated review timelines.
Adding expedited plan review services to the City’s agreement with VCA will provide applicants with additional flexibility while ensuring that the City maintains its current plan review service levels. This option may be particularly beneficial for applicants with time-sensitive projects while allowing the City to maintain its standard review timelines for other projects. The expedited review option also provides applicants with the option to obtain faster review without impacting staff workload or delaying other projects.
At the time of the contract renewal, staff took the opportunity to solicit proposals from other engineering consulting agencies that perform similar services. As a result, staff received proposals from Willdan Engineering and Transtech Engineers, Inc. VCA’s fees are below both aforementioned engineering consulting firm fees and VCA’s knowledge and familiarity with the City’s Municipal Code and policies enhances their value to the City.
Staff has been highly satisfied with the quality and reliability of services provided by VCA over the past thirty-six years (36). Approval of the proposed amendment would allow the City to expand available service options for applicants while continuing to utilize a trusted consultant with extensive institutional knowledge of the City’s building regulations, processes, and service standards.
FISCAL IMPACT & PROCUREMENT REVIEW
A budget amendment to the FY 2025-26 operating budget is not required as the City Council approved an appropriation of $250,000 in Community Development Department Contract for Building & Safety Services Account #101-14-4104-6270. However, there is a limited impact to these accounts because these charges are generally reimbursed through revenue generated by permit and inspection fees paid by applicants and expedited plan review services will be optional and applicant-driven.
The Finance Director has reviewed this report and concluded that this agreement is in the best interest of the City.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendment No. 1, direct the City Attorney to prepare the amendment, and authorize the City Manager to execute the amendment. If City Council concurs with staff’s recommendation, the appropriate motion would be:
“I move to approve Amendment No. 1 to the Professional Services Agreement with VCA to add expedited plan review services, direct the City Attorney to prepare the amendment consistent with the scope outlined in the staff report, and authorize the City Manager to execute said amendment.”
ATTACHMENTS
1. Professional Services Agreement with VCA dated September 27, 2024
2. Proposed Amendment No. 1 to the Professional Services Agreement with VCA
3. VCA Proposal for Expedited Plan Review Services