Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 22, 2025
SUBJECT: CONTRACTS FOR BUILDING PLAN REVIEW, BUILDING
INSPECTION, AND PERMIT-RELATED PROFESSIONAL
SERVICES
DEPARTMENT: Community Development
PRESENTER: John Caprarelli
RECOMMENDED ACTION
City Council:
1. Award one-year contracts to Scott Fazekas & Associates, JAS Pacific, TRB and Associates, and Shums Coda Associates for building plan review, building inspection, and permit-related professional services for a combined total annual amount not to exceed $1,000,000, effective Fiscal Year 2025-26.
2. Authorize the City Manager or designee to execute up to four additional one-year renewal options beginning in Fiscal Year 2026-27, not to exceed the combined total annual contract amount and contingent upon the appropriation of funds by the City Council in the annual budget for such Fiscal Year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) regularly uses contractual services on an as-needed basis to assist staff with building plan review, inspection, and permit-related professional services for new buildings during periods of high construction activity. In 2024, the Building and Safety division issued 5,481 permits and performed 37,003 building inspections for more than $409 million in new construction. This is consistent with the average activity levels within the past five years. Building and Safety revenue has exceeded expectations; during the past four years, the division has collected an average of $10.4 million in revenue per year. Contractual support for building plan review and building inspection helps supplement staff’s efforts to reduce plan
check turnaround time and manage the inspection workload as demand fluctuates. Contractual services also help maintain appropriate staffing and customer service levels.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms to provide building plan review, building inspection, and permit-related professional services. The RFP was published and circulated via the City’s e-procurement system, BidNet, on February 11, 2025. The City transmitted the solicitation to 1,864 vendors on BidNet, of which 50 vendors downloaded the RFP and 10 companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel comprised of City staff scored the responses using the following categories of weighted criteria:
• Staff qualifications
• References
• Proposed schedule and available on-site services
• Expediency of turn-around times for plan check services • Thoroughness and clarity of proposal
The evaluation team scored the responses based on a 100-point system, with the results outlined below:
Rank Company Location Score
1. Scott Fazekas & Associates Irvine, CA 98.33
2. JAS Pacific Upland, CA 98.00
3. TRB and Associates Long Beach, CA 95.00
4. Shums Coda Associates Pleasanton, CA 93.00
5. 4LEAF, Inc. Newport Beach, CA 90.67
6. Bureau Veritas Westlake Village, CA 82.67
7. West Coast Code Consultants, Inc. Oceanside, CA 81.33
8. SAFEbuilt (Interwest) Irvine, CA 81.00
9. CSG Consultants, Inc. Orange, CA 80.67
10. m6 Consulting, Inc. Moorpark, CA 80.67
Based on the results of the evaluation process, staff recommends Scott Fazekas & Associates, JAS Pacific, TRB and Associates, and Shums Coda Associates be awarded contracts to provide building plan review, building inspection, and permit-related professional services to the City on an as-needed basis. By utilizing the four firms selected, staff will have the flexibility to assign projects to contract building plan reviewers and/or inspectors who are best suited to meet the City’s needs, while retaining appropriate staffing and customer service levels.
Revenue generated from the fees collected for plan review, expedited plan review, and building permits will help offset these costs. If approved, contracts entered into pursuant to the RFP will have the option for four additional one-year renewals. The City Council’s approval of the recommended action will help the City maintain desired customer service levels.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds will be available in expenditure account 1003800-516101 (Building & Safety- Contractual Services) to support the recommended action.
ATTACHMENTS
Scott Fazekas & Associates Proposal (available in the City Clerk's Reading File) JAS Pacific Proposal (available in the City Clerk's Reading File) TRB and Associates Proposal (available in the City Clerk's Reading File) Shums Coda Associates Proposal (available in the City Clerk's Reading File)