CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: {{section.name}} Account Number: 26-4662 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 6, 2023
SUBJECT:
On-Call Public Works Plan Review Services – Agreements
RECOMMENDATION:
Approve individual on-call professional plan review service agreements through June 30, 2025, with up to two optional one-year extensions, with: CSG Consultants, Inc. in an amount not to exceed $400,000; Ghirardelli Associates, Inc. in an amount not to exceed $400,000; and West Coast Code Consultants, Inc. in an amount not to exceed $400,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and execute any future term extensions or amendments that do not change the not to exceed amount of the agreements.
BACKGROUND:
The Public Works Department (“PW”) provides plan review services within the Transportation Engineering Division during the Planning Entitlement, Building Permit, Encroachment Permit, and Mapping review processes. Currently, these services are provided by staff, with the exception of mapping services currently provided by a consultant surveyor. The City is required to abide by State-required deadlines for these review processes; failure to meet these deadlines may result in the invocation of the Permit Streamlining Act for Planning Entitlements or certain building permits being deemed approved, such as Accessory Dwelling Units.
Due to the high volume of complex development the City is currently experiencing and limited staff availability, these plan review services are difficult to provide in a timely manner that meets the required deadlines. To meet the required review turnaround times, PW proposes transitioning to consultant reviewers as a staff supplement and thereby increase the Division’s capacity in providing these services.
PW issued a request for qualifications (“RFQ”) in August 2023 to solicit multiple firms capable of providing plan review services on an on-call basis. The RFQ identified two (2) tasks where PW was seeking plan review support services and allowed interested firms to submit statements of qualifications for any or both of those identified areas. The two areas identified were: Plan Review services including Mapping review, and Administrative Support services.
In total, PW staff received responses from five (5) firms and evaluated those submissions based on the firms’ experience in public agency plan review, the proposed consultants’ staff qualifications, and the pricing structure. Ultimately, PW staff utilized those criteria and follow-up interviews identifying three firms for Council to consider awarding agreements for on- call professional plan review services. The firms selected by PW staff are:
•CSG Consultants, Inc.
•Ghirardelli Associates, Inc.
•West Coast Code Consultants, Inc.
CITY OF SAN MATEO
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These firms will each enter into separate agreements with the City for approximately two-year terms ending on June 30, 2025, with up to two optional one-year extensions pending a performance review by staff.
BUDGET IMPACT:
Historical costs associated with these services as provided by staff amounted to approximately $350,000 per fiscal year.
The support services provided by these consultant firms will be charged to planning application trust accounts as services are incurred. The trust accounts are funded by the project developer receiving these services.
ENVIRONMENTAL DETERMINATION:
The approval of these professional services agreements is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Agreement with CSG Consultants
Att 2 – Agreement with Ghirardelli Associates
Att 3 – Agreement with West Coast Code Consultants
STAFF CONTACT
Jason Hallare, Senior Engineer
[email protected]
650-522-7316