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AUTHORIZE THE CITY MANAGER TO APPROVE A THREE-YEAR AGREEMENT WITH CSG CONSULTANTS, INC. FOR FIRE PLAN REVIEW SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a three-year agreement with CSG Consultants, Inc. to provide fire plan review services for an amount not to exceed $210,000;
2. Approve findings that support an exception to the competitive bidding process; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Stockton Fire Department (SFD) requires a third-party to provide fire plan review services. On April 11, 2024, the City advertised a Request for Proposal (RFP) for qualified firms to provide fire plan review services. A selection committee evaluated all proposals received and found CSG Consultants, Inc. (CSG) to be the most qualified proponent.
It is recommended that Council approve a motion authorizing the City Manager to execute a three-year agreement with CSG for fire plan review services for a total amount not to exceed $210,000.
DISCUSSION
Background
SFD’s Fire Prevention Division works to reduce fire risk through code enforcement, fire safety education, fire investigation, and special services such as performing fire plan reviews and issuing fire code operational permits. Due to capacity constraints, Fire Prevention outsources fire plan reviews to a qualified consultant.
Fire plan reviews involve the examination and evaluation of building plans to guarantee compliance with fire safety codes, regulations, and standards. These plan reviews are essential for ensuring buildings are designed and constructed with adequate fire safety measures, reducing the risk of fire-related incidents and emergencies, and addressing potential fire hazards or safety concerns early in the planning and construction process. Fire plan reviews play a crucial role in promoting legal compliance with fire codes and regulations and contribute to emergency preparedness by ensuring that buildings are equipped with appropriate fire suppression systems, evacuation routes, and other safety measures.
SFD currently outsources fire plan review services to CSG Consultants, Inc (CSG). The current agreement with CSG expires June 30, 2024. SFD has determined a need to continue to enlist the services of a qualified consultant to provide fire plan review services.
Present Situation
On April 11, 2024, the City advertised an RFP for fire plan review services. On May 2, 2024, three (3) proposals were received from the following firms:
• Shums Coda Consultants (Pleasanton, CA)
• CSG Consultants, Inc. (Sacramento, CA)
• West Coast Code Consultants, Inc. (Kingsburg, CA)
A Selection Committee comprised of Fire Prevention staff evaluated and ranked all proposals based on each firm’s qualifications, professional experience, industry expertise, capacity, and proposed price. CSG was determined to be the most qualified proponent.
CSG has a highly experienced and qualified team with a proven track record in conducting thorough and accurate fire plan reviews. Their extensive expertise in local fire codes and regulations positions them as a reliable partner in ensuring compliance and safety. Additionally, CSG has a reputation for delivering high-quality service, consistently providing thorough, accurate, and timely reviews. Furthermore, their significant resources enable them to effectively manage the City's fire plan review needs. CSG can provide onsite staff who are fully immersed in the City's processes, ensuring seamless integration with our existing systems and procedures. CSG has provided plan review services for the SFD since 2012 and their knowledge and familiarity with the City's unique needs enables them to provide responsive and tailored support.
Staff recommend entering into a three-year agreement with CSG for as-needed fire plan review services for a total amount not to exceed $210,000.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The proposed findings include:
1. The Fire Prevention Division does not have enough qualified staff available to perform the quantity of fire plan reviews received;
2. Use of the RFP process is appropriate for this agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a vendor that will provide professional, responsive, and timely service; and
3. CSG Consultants, Inc. received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project.
Staff recommend entering into a three-year agreement with CSG for as-needed fire plan review services for a total amount not to exceed $210,000.
FINANCIAL SUMMARY
Staff recommend a three-year agreement for an amount not to exceed $210,000. The Fire Department’s annual budget includes an allocation of $70,000 for plan review services in Fire Prevention Account 4050-000-630006-220-225-20-40-000-000. Costs for the subsequent years will be budgeted in the same account and subject to council approval during the annual budget development process.
Attachment A - Fire Plan Review Services Agreement