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AUTHORIZE THE CITY MANAGER TO APPROVE A THREE YEAR PROFESSIONAL SERVICES AGREEMENT WITH CSG CONSULTANTS, INC. FOR FIRE PREVENTION PLAN REVIEW SERVICES IN AN ANNUAL AMOUNT NOT TO EXCEED $70,000 PER FISCAL YEAR
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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 Professional Services Agreement with CSG Consultants, Inc. of Sacramento, CA, to provide Fire Prevention plan review services for the City of Stockton Fire Department in an annual amount not to exceed $70,000 per fiscal year, and a total cost 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
Stockton Fire Department (SFD) requires services for Fire Prevention plan review. SFD is currently contracting with CSG Consultants, Inc. to perform those services. The current agreement between the City and CSG expires July 1, 2018. SFD has determined there is a need to continue to contract with a qualified consultant to provide Fire Prevention plan review services.
On March 9, 2018, the City advertised a Request for Proposal (RFP) for plan review services. Six (6) firms submitted proposals on April 5, 2018. A Selection Committee evaluated all proposals and found CSG Consultants, Inc. of Sacramento, CA, to be the most qualified and highest ranked firm. Staff estimates the cost for plan review services to be $70,000 annually.
It is recommended that Council approve a motion authorizing the City Manager to execute a three (3) year Professional Services Agreement (Attachment A) with CSG Consultants, Inc., in an annual amount not to exceed $70,000. The total cost of the three (3) year agreement shall not exceed $210,000.
DISCUSSION
Background
SFD, Fire Prevention Division, as codified by the Adopted Fire Code, is responsible for providing fire protection systems, plan review, and fire permit/code inspections.
The functions of fire protection systems plan review were normally performed in-house by a Fire Protection Specialist. The Fire Protection Specialist Inspector position has been vacant since April 2012. SFD contracted plan review services for Fire Prevention with AR Sanguinetti to maintain the status quo of essential fire prevention services to the community. In early 2015, SFD contracted the same services with CSG Consultants, Inc. until recruitment to fill the Fire Protection Specialist position was completed. The candidate pool for this type of position is extremely limited and difficult to fill. The position was posted twice by Human Resources Department in 2017 in an attempt to find a viable candidate for the position; however, SFD was unable to find a qualified candidate to fill the position following both recruitments.
The current agreement between CSG and the City expires July 1, 2018. SFD has determined a need to continue to enlist the services of a qualified consultant to provide Fire Prevention plan review services.
Present Situation
On March 9, 2018, the City advertised a RFP for plan review services. The RFP outlined the need for qualified firms to provide Fire Prevention plan review services for SFD. The minimum qualifications for the consultant included knowledgeable personnel that could function in a Customer Centric environment, and operate within HTE (SUNGARD), ACCELA, and Firehouse Inspection programs for required documentation and billing services.
On April 5, 2018, six (6) proposals were received from the following firms:
• Bureau Veritas North America, Inc. (Sacramento, CA)
• CEL Consulting, LLC (San Ramon, CA)
• CSG Consultants, Inc. (Sacramento, CA)
• Fire & Risk Alliance, LLC (San Ramon, CA)
• Interwest Consulting Group, Inc. (Roseville, CA)
• West Coast Code Consultants, Inc. (San Ramon, CA)
A Selection Committee comprised of staff from the offices of Administrative Services and Fire evaluated and ranked all proposals based on each firm’s professional experience, understanding of work, and qualified and credentialed staff with expertise levels of understanding of Fire Prevention plan review services. CSG Consultants, Inc. received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. CSG Consultants, Inc. meets project specific experience and general qualifications as specified in the RFP. This consultant has provided plan review and management services for the SFD in the past and has proven to be a qualified service provider. SFD staff has reviewed CSG Consultants, Inc. fees and has determined the rates are reasonable for these services.
Staff recommends a Professional Services Agreement with CSG Consultants, Inc. to perform plan review services for SFD on an as-need basis. Based on CSG Consultants, Inc. proposed fees and the number of anticipated plans received for review; staff estimates the cost for services to be $70,000 annually. Staff recommends Council approve a motion authorizing the City Manager to execute a Professional Services Agreement with CSG Consultants, Inc. for three (3) years in 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 City does not have staffing available to perform Fire Prevention plan review services for SFD.
2. Use of the RFP process is appropriate for this Professional Services 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.
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.
The recommended motion will approve a three (3) year Professional Services Agreement for Fire Prevention plan review services in an annual amount not to exceed $70,000, and a total cost not to exceed $210,000.
FINANCIAL SUMMARY
The proposed fee of CSG Consultants, Inc. for plan review services is $105 per hour. Based on the service requirements of the department for the past few years, staff recommends an annual contract amount not to exceed $70,000 with the total cost not to exceed $210,000 for the three (3) year professional services agreement with CSG Consultants, Inc. The Fire Department has included these costs in its FY2018-19 proposed annual budget in Fire Prevention Account 048-2631-530. Annual contract costs for subsequent years will be budgeted in the same manner throughout the contract term.
Attachment A - Professional Services Agreement - CSG Consultants, Inc.