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APPROVE A MOTION TO AUTHORIZE AN AGREEMENT EXTENSION FOR ON-CALL ENGINEERING PLAN REVIEW AND SURVEYOR TECHNICAL REVIEW SERVICES TO BUREAU VERITAS NORTH AMERICA, INC.
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a one-year and two-month extension to the Professional Service Agreement with Bureau Veritas North America, Inc., in the amount of $460,000, for a new not-to-exceed amount of $890,000 for On-call Engineering Plan Review and Surveyor Technical Review Services; and
2. Approve findings that support an exception to the competitive bidding requirement pursuant to Stockton Municipal Code Section 3.68.070.
It is further recommended that the City Manager be authorized to take all necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
On April 27, 2021, by Motion No. 2021-04-27-1206, Council awarded a three-year Professional Service Agreement in the amount of $300,000 to Bureau Veritas North America, Inc. (Bureau Veritas) for on-call engineering plan review and surveyor technical review services (Attachment A). The Agreement had an initial expiration date of April 27, 2024, and provided the option to extend the contract term up to two (2) additional years. Under administrative authority, the City Manager executed Amendment No. 1 to extend the Service Agreement with Bureau Veritas to April 27, 2025 and added $130,000 in additional funds (Attachment B).
The Engineering section within the Community Development Department (CDD) continues to experience increases in the number of improvement plan application submittals and overall engineering project application submittals. Based on this, it remains necessary to augment staffing levels with consultant services to maintain service level standards and meet established project turnaround times without long-term financial commitment of permanent staffing. The on-call engineering and technical surveyor services contract with Bureau Veritas supports this augmented staffing strategy.
It is recommended that Council approve a motion authorizing the City Manager to execute Amendment No. 2 to the Professional Service Agreement with Bureau Veritas for a not-to-exceed contract amount of $890,000 (Attachment C). Amendment No. 2 will align the Agreement extension with the City’s fiscal year, by extending the Agreement to June 30, 2026; and increases funding in the amount of $460,000 to provide on-call services for engineering plan review and surveyor technical review. There is no impact to the City’s General Fund from this action as the contract cost is paid by the collected fees for improvement plans and engineering applications.
DISCUSSION
Background
The Community Development Department (CDD) receives and processes applications for public infrastructure improvement plans and engineering applications such as maps, lot line adjustments, easement dedications, and Encroachment, Revocable, and Transportation permits. The demand for their review has increased beyond the current staffing level and specialized expertise in some instances and necessitates outside help through an on-call professional services agreement. In addition, technical review and approval for applications that involve legal description and plat maps for real properties require a licensed Land Surveyor (L.S.) under the Rules of California Board for Professional Engineers and Land Surveyor (Division 5, Section 404.2). The City does not have an L.S. on staff and relies on professional service agreements for this service.
An RFP was issued on August 27, 2020 (PUR 20-004) to solicit proposals for the on-call support for engineering plan review and surveyor technical review. The City received six (6) proposals. All proposals were determined to be responsive.
A selection committee, comprised of City staff members from CDD and Public Works Department, reviewed the proposals for completeness and evaluated the proposals against RFP requirements using the following criteria:
• Clear Understanding of Work
• Experience with similar kinds of work
• Staff qualifications and Technical ability
• Project Approach (including innovative ideas or techniques)
• Cost
After careful consideration of the proposals, Bureau Veritas, was found to be best qualified based on the noted criteria.
Bureau Veritas’ proposal demonstrated an understanding of the permitting process as well as a sense of timeliness and efficiency in plan checking and communication protocols. They have expertise in public works, planning, building, and engineering and are committed to providing the City with the highest quality and timely reviews of submitted plans and applications.
Bureau Veritas has been providing third-party plan review services for the City’s Building Division since 2016. Aside from providing consulting services to the City, a cornerstone of their expertise has been the provision of on-call services to over 150 public agencies. Bureau Veritas’ office is conveniently located less than one hour from the Community Development Department, Permit Center and therefore can meet with staff on short notice, if needed.
Present Situation
Bureau Veritas services ensure that the City obtains the necessary staffing help to review and approve improvement plans and engineering applications in a timely, efficient, and informed manner. Under the proposed amendment, Bureau Veritas will continue to work alongside the City to provide on-call professional services support related to engineering plan review and surveyor technical review, and supplement City staff to assist in processing engineering permit applications.
Expected duties entail supporting City staff, including but not limited to reviewing applications for improvement plans, final parcel maps, lot line adjustments, lot mergers, easement dedications and abandonments for technical correctness along with the associated calculations and support documentation. Bureau Veritas will also provide on-call support in processing engineering applications such as encroachment and transportation permits.
Compensation for engineering plans and surveyor technical reviews are paid on a time and material basis, not exceeding 40% of the plan checking and surveying review fees collected by the City for the work completed. Compensation for the support staff receiving and processing permit applications is an hourly based rate per the rate schedule in the agreement.
Findings
Pursuant to Stockton Municipal Code (SMC) Section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City’s current staffing level does not have the capacity to meet the increased workload demand for reviewing improvement plans and engineering applications in a timely and efficient manner.
2. The Professional Service Agreement can be extended if mutually agreed to in a written amendment. Bureau Veritas has agreed to extend the Service Agreement at the current rates.
3. Bureau Veritas has demonstrated the capacity and capability to assist the City in meeting this requirement and the City negotiated the contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
It is recommended that Council approve a motion authorizing the City Manager to execute Amendment No. 2 to the Professional Service Agreement with Bureau Veritas for a not-to-exceed contract amount of $890,000; and extend the Agreement to June 30, 2026.
FINANCIAL SUMMARY
The FY 2024-25 Annual Budget includes an appropriation of $230,000 in preparation of this Amendment in the Development Services Community Development, Special Services account No. 5520-000-630006-220-221. This account has sufficient funds for the anticipated expenditures. Account appropriations will be adjusted, if needed, in subsequent fiscal years and will be subject to Council approval during the annual budget development process.
There is no impact to the City’s General Fund from this action as the contract cost is paid by the collected fees for improvement plans and engineering applications.
Attachment A - Professional Services Agreement
Attachment B - Amendment No. 1
Attachment C - Amendment No. 2