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APPROVE A MOTION AWARDING AN AGREEMENT FOR ON-CALL ENGINEERING PLAN REVIEW AND SURVEYOR TECHNICAL REVIEW SERVICES TO BUREAU VERITAS NORTH AMERICA, INC., AND ADOPT FINDINGS IN SUPPORT OF AN EXCEPTION TO THE COMPETITIVE BIDDING PROCESS.
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Professional Services Agreement to Bureau Veritas North America, Inc., for On-call Engineering Plan Review and Surveyor Technical Review Services for a total not-to-exceed amount of $300,000; and
2. Approve findings that support an exception to the competitive bidding requirement pursuant to Stockton Municipal Code 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
Approval of the requested action will award a three-year Professional Services Agreement with Bureau Veritas North America, Inc. (Bureau Veritas) for the on-call engineering plan review and surveyor technical review services (Attachment A). The Engineering workgroup within the Community Development Department (CDD) has experienced a 45% increase in the number of improvement plan application submittals and 29% increase in overall engineering project application submittals compared to the prior 3-year average. Conversely, staff levels have not increased. Therefore, it is necessary to establish an on-call engineering and technical surveyor services contract to supplement City staff to maintain and or increase efficiency in plan review during high volume application periods. An on-call service approach is preferred as opposed to requesting an additional benefited permanent City staff position because it provides flexibility for staff to request supplemental services only when needed.
Expected duties would include supporting City staff, including but not limited to review of 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. The consultant would also provide on-call support staff to supplement City staff in processing engineering applications such as encroachment and transportation permits.
A Request for Proposals (RFP) was issued on August 27, 2020 (PUR 20-004) to solicit proposals to establish an agreement for on-call engineering plan review and surveyor technical review. The RFP closed on October 1, 2020. The City received six (6) proposals:
• Alexander & Associates, Inc., Pleasanton, CA
• A&S Engineers, Inc., Walnut Creek, CA
• Bureau Veritas North America, Inc., Sacramento, CA
• CSG Consultants, Inc., Pleasanton, CA
• Interwest Consulting Group, Elk Grove, CA
• SNG & Associates, Inc., Pleasanton, CA
A City staff selection committee evaluated all proposals against the RFP requirements and found Bureau Veritas to be the most qualified and the best fit for the City. Bureau Veritas offers highly specialized services and experience that are directly aligned with the scope of work for this proposal.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Service Agreement with Bureau Veritas for a not-to-exceed contract amount of $300,000. The contract will be for three (3) years with two (2) one-year extension options, for a maximum of five (5) years, 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 another existing professional service agreement set to expire on June 30, 2022.
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 will ensure 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 new contract, Bureau Veritas will work alongside the City to provide on-call professional services support related to engineering plan review and surveyor technical review, and support staff to supplement City staff to assist in processing engineering permit applications.
The intent of the surveyor technical review aspect of this agreement will supplement the existing professional services agreement in place for land surveyor services.
Bureau Veritas will assist in:
• Providing review with a turnaround of fifteen (15) business days from receipt.
• Subsequent reviews, if any, will have a turnaround of ten (10) business days.
• Meeting with City staff and/or applicants upon request with a 48 hours’ notice.
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, The City Council may approve findings which support and justify exceptions to the competitive bidding process.
The following findings support and justify an exception to the competitive bidding process:
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. In selecting a consultant to provide these services, the most important criteria are clear staff qualifications and technical ability, experience with similar kinds of work, clear understanding of work, and project approach (including innovative ideas or techniques).
3. Use of the RFP process is appropriate for this Professional Services Contract because it relies on evaluating professional qualifications and performance as the basis for selecting a consultant, which is a typical practice for this type of work. Use of these criteria ensures the selection of a consultant that will provide the highest professional service, which is in the public interest.
4. 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.
Staff recommends the City Council award a three-year Professional Services Agreement to Bureau Veritas not to exceed $300,000 with two (2) one-year extension options, for a maximum of five (5) years, to provide on-call engineering plan review and surveyor technical review services and approve these findings to support and justify an exception to the competitive bidding process.
FINANCIAL SUMMARY
The FY 2020-21 Annual Budget includes an appropriation of $300,000 in preparation of this three-year term Agreement 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 - Bureau Veritas North America, Inc. Professional Services Agreement