Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Steve Monowitz, Director of Planning and Building
Subject: Amendments to the agreements with 4LEAF Inc., CSG Consultants, and TRB + Associates for Plan Check and Building Inspection Services
RECOMMENDATION:
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Adopt a resolution authorizing amendments to the agreements with 4LEAF Inc., CSG Consultants, and TRB + Associates for plan check and building inspection services, increasing the agreement not-to-exceed amounts by $750,000, $800,000, and $625,000 respectively, and extending the agreement end dates through June 30, 2027.
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BACKGROUND:
On June 14, 2022, following a Request for Proposals (RFP) for plan review, building inspection, and permitting services, the Board approved agreements with three firms (4LEAF Inc., CSG Consultants, and TRB + Associates) based on their proven abilities to provide the necessary and desired services and to offer the County better coverage overlap due to the skilled labor shortages affecting the greater bay area. These services include the technical review of plans submitted with permit applications, and assistance with building inspections when needed.
Following Board approval, the Director of Planning and Building executed first amendments to the agreements with 4LEAF Inc., CSG Consultants, and TRB + Associates to include additional contract staffing services within the scope of work, including permit technicians and clerical/administration staff on an as-needed basis, with no change to the amount or term of the agreements.
In response to high permit volume and fluctuations in permanent staffing, the Planning and Building Department has executed several subsequent amendments with 4LEAF Inc., CSG Consultants, and TRB + Associates to increase the agreement not-to-exceed (NTE) amounts and modify scope of work.
DISCUSSION:
The Department continues to require ongoing plan check and building inspection services and proposes to extend these existing agreements for an additional two years beyond the initial three-year agreement term, to June 30, 2027. The Department also proposes to increase the not-to-exceed amounts for each agreement as follows: 4LEAF Inc. to be increased by $750,000 for a new not-to-exceed amount of $1,775,000; CSG Consultants to be increased by $800,000 for a new not-to-exceed amount of $3,825,000; and TRB + Associates to be increased by $625,000 for a new not-to-exceed amount of $2,050,000. The Department plans to issue an RFP before these agreement terms expire, should the Department continue to require these services beyond the proposed extension date.
COMMUNITY IMPACT:
These agreement extensions will enable the Department to provide timely and accurate permit processing services, which helps ensure development and construction projects are safe and minimize environmental impacts.
FISCAL IMPACT:
Most of the costs associated with the plan review, permit processing, and building inspection services provided by the contractors are covered by permit application fees. Sufficient appropriations will be included in the FY 2025-27 budgets to cover these costs.