Checking the Contract by uhe24123

VIEWS: 13 PAGES: 8

Checking the Contract document sample

More Info
									                                                                                                         07



Office of the City Manager
                                                                             CONSENT CALENDAR
                                                                             June 17, 2008

To:              Honorable Mayor and Members of the City Council
From:            Phil Kamlarz, City Manager
Submitted by: Dan Marks, Director, Planning and Development Department
Subject:         Contract: Plan Checking Services

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute contracts to provide plan
checking services as follows:

        1. Execute a contract amendment increasing the total amounts for Bureau
           Veritas North America and Telesis Engineers from $280,000 each, by
           $120,000 each, for a total amount not to exceed $400,000 each.

        2. Execute a contract with Interwest Consulting Group for a total amount not to
           exceed $120,000 for the period of July 1, 2008, through June 30, 2009.

FISCAL IMPACTS OF RECOMMENDATION
Fees paid to the Permit Service Center Fund fully cover the cost of contracted plan
check, inspection and special services for the Building and Safety Division. The
revenue for plan check fees are assessed at 65% of building permits and are received
under revenue code 833-8602-463-7101. The contractors are used only on an as-
needed basis, which varies based on level and complexity of construction activity and
other factors.

In addition to the $ 620,000 previously allocated, another $300,000 will need to be
allocated by AAOto the FY 2009 budget, as shown in the following chart:




    2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7000 ● TDD: (510) 981-6903 ● Fax: (510) 981-7099
                E-Mail: manager@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/manager
Contract: Plan Checking Services                                         CONSENT CALENDAR
                                                                               June 17, 2008

                                                      Contract
             Plan Check Contractors                 NTE amount Encumbrances      Balance
Telesis Engineers (Term: 3/01/07 - 6/30/09)         $ 280,000.00 $ 280,000.00 $        -
Contract Amendment                                    120,000.00          -     120,000.00
                                                      400,000.00   280,000.00   120,000.00

Bureau Veritas (Term: 3/01/07 - 6/30/09)            $ 280,000.00 $    220,000.00 $ 60,000.00
Contract Amendment                                    120,000.00            -     120,000.00
                                                      400,000.00     220,000.00   180,000.00

Interwest Consulting (Term:7/01/08 to 6/30/09)      $ 120,000.00           -    $ 120,000.00

TOTAL PLAN CHECKING CONTRACT                                                    $ 420,000.00
LESS: FY09 budget for Plan Checking (833-8602-463-3038)                           120,000.00
AMOUNT NEEDED THRU AAOin FY 2009 Budget                                         $ 300,000.00

Expenditure code is 833-8602-463-3038. The current contract number for Bureau
Veritas North America is 7228 and for Telesis Engineers is 7194. The Contract
Management System number for Bureau Veritas North America is HXFZY, for Telesis
Engineers is X7NE3, and for Interwest is E1DNS.

CURRENT SITUATION AND ITS EFFECTS
The City requires owners and contractors to obtain building permits prior to
construction. The City must provide a plan review before most permits can be issued
and provide inspections of work to ensure code compliance. The City also has adopted
programs to mitigate structural seismic hazards that require special engineering
expertise and guidance. Needs for these services vary with amount and complexity of
construction activity and other factors, which cannot be fully anticipated.

The City has traditionally maintained contracts with two consultants to provide services
to the Building and Safety division on as-needed basis. High activity and large projects
in the first 15 months of the contract term have created the need for an additional
contractor as well as more funds to pay for services through June 30, 2009, the current
term of the existing contracts.

BACKGROUND
The Planning and Development Department has established performance measures
that provide benchmarks for permit services including plan checking and inspections.
The department has maintained contracts for outside plan check services to ensure
reasonable turnaround times for customers since 1992. The contracts also provide:
    • Temporary staff for field inspection services,
    • Technical assistance on an as-needed basis for Code development, such as for
        seismic mitigation programs,




                                                 Page 2
Contract: Plan Checking Services                                 CONSENT CALENDAR
                                                                       June 17, 2008
    •   Geotechnical review by a qualified engineer,
    •   Review for unique projects such as Iceland and the Brower Center,
    •   Accelerated plan checks upon request and payment of special fee by the
        applicant.

Because the use of the service depends to a large extent on the number and complexity
of building projects that private parties choose to build, it has been common for the City
to amend the contracts during the term to increase the authorized amount.

In February 2007, the City Council authorized contracts with Telesis and Bureau Veritas
in an amount not to exceed $280,000 each for a term from March 1, 2007, to June 30,
2009. However, high activity levels of construction, including large projects such as the
Brower Center, Arpeggio, Ed Roberts Campus, 1885 University, and 700 University,
have nearly consumed the authorized amounts. Telesis expenditures are currently near
the limit, and BV is also likely to reach the limit before the term concludes on June 30,
2009.

Additionally, given the activity level and complexity of projects, the department has a
need for an additional consultant to provide greater flexibility and to improve turnaround
times in plan checking and related specialized work In response to the City’s release of
a Request for Proposal (RFP) for an additional contractor for the final year of current
term (Specification No.08-10303-C), a total of fourteen proposals were received and
reviewed by a committee of Planning and Development Department staff. Proposals
were judged on five criteria outlined in the RFP, with Interwest Consulting Group
receiving the highest ranking.

RATIONALE FOR RECOMMENDATION
The services provided by the consultants are needed for the Building and Safety
Division to maintain a turnaround time for plan review that meets the City’s performance
requirements and the needs of the community. The demand for plan review will require
the use of all the current funding authority before the end of the contracts’ term and has
outstripped the ability of the current firms to provide all needed services in a timely
manner.

Consultants can be used flexibly when volume is higher than staff can handle or to
maintain necessary services in the face of unforeseeable staff shortages. Consultants
also provide special expertise when needed, such as for the soft story program. The
additional firm will give more flexibility in meeting demand and providing on time
customer service. Without the consultants, the review time would be increased
substantially, particularly on large and complex projects, and special expertise would
have to be contracted on a case-by-case basis causing delays in obtaining the required
services.




                                          Page 3
Contract: Plan Checking Services                                 CONSENT CALENDAR
                                                                       June 17, 2008
Because the consultants are paid only for work performed, any authorization in excess
of actual need will not be expended. Fees paid by the project applicant pay for all plan
check work so costs for the services cannot outstrip the revenue to pay for it.

In addition to the Interwest proposal receiving the highest ranking for the new RFP from
the review committee, principals with the new firm are familiar with City procedures, as
a result of working previously for City consultants.


ALTERNATIVE ACTIONS CONSIDERED
1. Add additional plan check staff to the Building and Safety Division: The department
would lose the flexibility to deal with varying amounts of activity and to access a wide
range of specialized expertise on an as-needed basis. 2. Take no action: The
department would not be able to meet its plan check and other performance
requirements, and projects could become stalled.

CONTACT PERSON
Joan MacQuarrie, Building & Safety Manager, 981-7441
Daniel Lambert, Senior Management Analyst, 981-7406



Attachments:

   1. Resolution – BureauVeritas
   2. Resolution – Telesis Engineers
   3. Resolution - Interwest




                                          Page 4
                              RESOLUTION NO.           -N.S.

 CONTRACT WITH BUREAUVERITAS TO PROVIDE PLAN CHECKING SERVICES

WHEREAS, the City of Berkeley has utilized the services of private plan checking
consultants since 1992 to provide expertise and the flexibility to respond to varying work
demand; and

WHEREAS, there is, and will be, a continuing need for flexibility to provide timely plan
review when City staff are not available to provide the required services within the
timeframe established to meet the City’s performance requirements; and

WHEREAS, the firms of BureauVeritas (contract No. 7228) and Telesis Engineers
(contract No. 7194) were previously selected through the competitive solicitation
process (RFP Specification No. 07-1017-C) to provide plan checking and other required
technical services for the Planning and Development Department; and

WHEREAS, there is a continued need for consultant plan checking services for the City
to provide timely plan review as well as a need for a greater choice of consultants to
provide the flexibility to meet performance standards; and

WHEREAS, the cost of the contracted service and overhead is fully recoverable in fees, and

WHEREAS, funding for the department's plan check contracts is a baseline budget item
(833-8602-463-3038), set at $120,000 for FY 09; and any additional funding above the
baseline will be available in the department's revenue to be appropriated as part of a
future amendment to the appropriations ordinance, and

NOW THEREFORE, BE IT RESOLVED that the Council of the City of Berkeley
authorizes the City Manager to execute an amendment to the contract with BureauVeritas
(CMS No. HXFZY) to provide plan checking services for the Planning and Development
Department for the remainder of the period March 1, 2007, through June 30, 2009,
increasing the contract by $120,000 to an amount not to exceed $400,000 (from account
833-8602-463-3038); all other terms to remain the same. A record signature copy of said
contract and any amendments to be on file in the Office of the City Clerk.
                              RESOLUTION NO.           -N.S.

      CONTRACT WITH TELESIS ENGINEERS TO PROVIDE PLAN CHECKING
                              SERVICES

WHEREAS, the City of Berkeley has utilized the services of private plan checking
consultants since 1992 to provide expertise and the flexibility to respond to varying work
demand; and

WHEREAS, there is, and will be, a continuing need for flexibility to provide timely plan
review when City staff are not available to provide the required services within the
timeframe established to meet the City’s performance requirements; and

WHEREAS, the firms of BureauVeritas (contract No. 7228) and Telesis Engineers
(contract No. 7194) were previously selected through the competitive solicitation
process (RFP Specification No. 07-1017-C) to provide plan checking and other required
technical services for the Planning and Development Department; and

WHEREAS, there is a continued need for consultant plan checking services for the City
to provide timely plan review as well as a need for a greater choice of consultants to
provide the flexibility to meet performance standards; and

WHEREAS, the cost of the contracted service and overhead is fully recoverable in fees, and

WHEREAS, funding for the department's plan check contracts is a baseline budget item
(833-8602-463-3038), set at $120,000 for FY 09; and any additional funding above the
baseline will be available in the department's revenue to be appropriated as part of a
future amendment to the appropriations ordinance, and

NOW THEREFORE, BE IT RESOLVED that the Council of the City of Berkeley
authorizes the City Manager to execute to execute an amendment to the contract with
Telesis Engineers (CMS No. X7NE3) to provide plan checking services for the Planning
and Development Department for the remainder of the period March 1, 2007, through
June 30, 2009, increasing the contract by $120,000 to an amount not to exceed
$400,000 (from account 833-8602-463-3038); all other terms to remain the same. A
record signature copy of said contract and any amendments to be on file in the Office of
the City Clerk.
                              RESOLUTION NO.           -N.S.

     CONTRACT WITH INTERWEST CONSULTING GROUP TO PROVIDE PLAN
                        CHECKING SERVICES

WHEREAS, the City of Berkeley has utilized the services of private plan checking
consultants since 1992 to provide expertise and the flexibility to respond to varying work
demand; and

WHEREAS, there is, and will be, a continuing need for flexibility to provide timely plan
review when City staff are not available to provide the required services within the
timeframe established to meet the City’s performance requirements; and

WHEREAS, the firms of BureauVeritas (contract No. 7228) and Telesis Engineers
(contract No. 7194) were previously selected through the competitive solicitation
process (RFP Specification No. 07-1017-C) to provide plan checking and other required
technical services for the Planning and Development Department; and

WHEREAS, there is a continued need for consultant plan checking services for the City
to provide timely plan review as well as a need for a greater choice of consultants to
provide the flexibility to meet performance standards; and

WHEREAS, the cost of the contracted service and overhead is fully recoverable in fees, and

WHEREAS, funding for the department's plan check contracts is a baseline budget item
(833-8602-463-3038), set at $120,000 for FY 09; and any additional funding above the
baseline will be available in the department's revenue to be appropriated as part of a
future amendment to the appropriations ordinance, and

NOW THEREFORE, BE IT RESOLVED that the Council of the City of Berkeley
authorizes the City Manager to execute a contract and any amendments with Interwest
Consulting Group (CMS No. E1DNS) to provide plan checking services per specification
number 08-10303-C for the Planning and Development Department for the period July
1, 2008, through June 30, 2009, for an amount not to exceed $120,000 (from account
833-8602-463-3038). A record signature copy of said contract and any amendments to
be on file in the Office of the City Clerk.

								
To top