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HomeMy WebLinkAbout- - Building Inspection Services RFP Book - 5/15/2012REQUEST FOR PROPOSAL FOR BUILDING INSPECTION SERVICES costa Mesa Development Services Department CITY OF COSTA MESA Building Inspection Services 1. Project Chronology 2. RFP Notice 3. RFP 4. Q&A 5. Vendor List 6. Proposals 7. Proposal Evaluation Documents 8. Reference Checks 9. Proposal Evaluation Scores 10. Interview Evaluation Documents 11. Proposers Interview Materials. 12. Interview Evaluation Scores 13. Management Staff Report PROJECT CHRONOLOGY CHRONOLOGY OF THE RFP FOR BUILDING INSPECTION SERVICES 5/18/11- Developed the first draft RFP for Building Inspection Services. 7/11/11- Developed the pricing proposal format. 7/29/11- First RFP for Building Inspection Services released. 8/12/11- Notice of Cancellation of RFP for Building Inspection Services posted. 8/24/11- First Building Inspection Contracting Committee Council Policy 100-6 meeting. 9/27/11- Second RFP for Building Inspection Services released with a due date for proposal on 10-20-12. 10/12/11- Posted questions and answers for the RFP. 11/8/11- Selection of outside evaluator was made. 12/12/11- Legal answer question on prevailing wage requirements. 12/14/11- Provided instruction and proposals to evaluation panel. 12/27/11- Sent out references questionnaires. 1/3/12- Obtained D&B's reports on proposers. 1/10/12- Meet with Evaluation Committee on proposal scores and comments. 1/27/12- Arranged for interviews with Building Inspection Services short list. 1/30/12- Finalized Building Inspection Services scores and comments with evaluation panel. RFP NOTICE BUILDING INSPECTION SERVICES EVALUATION COMMITTEE MEMBER STATEMENT Request for Proposal: BUILDING INSPECTION SERVICES. You have been asked to participate in the evaluation of proposals that have been received as the result of the competitive solicitation referenced above. A proposal was received from each of the companies listed on the attached Inter -Departmental Communication dated November 22, 2011. It is essential that the integrity of the evaluation process be maintained to insure that each Proposer is given fair and equal consideration. Your knowledge of and/or past or current association with particular firms and/or individuals must not influence your evaluation. The proposals and any subsequent respective clarifications and/or negotiations must stand alone, and you are required to be particularly objective and guard against any tendency to favor a particular firm or individual. (This does not mean that you are to ignore past or current experiences with a particular firm in which goods or services they supplied to the City were sub par.) You are required to report to , any actual or potential conflict of interest and the nature of the conflict. (You personally, or if your spouse or child has or had any association or interest with the business entity or any principal employee of the business entity.) An additional consideration is the need to maintain confidentiality during the evaluation regarding the contents of the Proposers' responses, as well as the proceedings of the evaluation committee. Any in uiries re arding the evaluation of this particular solicitation must be directed to You are asked to read and sign the following statement: I have read, understand, and agree to the above, and I will adhere to the policies presented. I know of no conflict of interest on my part, nor have I accepted any gratuities or favors from Proposers, which would compromise my objectivity. I have no personal interest in seeing that a specific Proposer is awarded a contract. I shall keep all evaluation proceedings in strict confidence prior to contract award. I will do my best to base my recommendation for contract award solely upon the evaluation criteria in the solicitation and each Proposer's response. Committee Member Signature Printed Member Name Date Please sign and return this form to immediately upon receipt. Best Regards, RFP Facilitator City of Costa Mesa Tel: (714 754-5227 Mobile: Fax: (714 754-5040 Email i. , REQUEST FOR PROPOSAL FOR BUILDING INSPECTION SERVICES Costa Mesa Development Services Department CITY OF COSTA MESA Released on September 26, 2011 BUILDING INSPECTION SERVICES REQUEST FOR PROPOSAL (RFP) Dear Proposers: 2 The City of Costa Mesa (hereinafter referred to as the "City") is requesting proposals from a qualified public entity or private firm, to establish a contract for Building Inspection Services. The term is expected to be for three (3) years with two (2) one-year options to renew. Longer initial and extended terms will be considered depending upon the Proposer's submission regarding use of City facilities and equipment. 1. BACKGROUND On March 1, 2011, the City Council agreed to move forward with a comprehensive review and analysis of outsourcing 18 City services, one of which is Building Inspection Services, as outlined in the Outsourcing of City Services Council Agenda Report, dated February 24, 2011. The City of Costa Mesa is a general law city, which operates under the council/manager form of government with a General Fund budget of over $94 million and a total of over $107 million of fiscal year 2010-2011. The City of Costa Mesa, incorporated in 1953, has an estimated population of 116,479 and has a land area of 16.8 square miles. It is located in the southern coastal area of Orange County, California, and is bordered by the cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley and Irvine. The City is a "full service city" and provides a wide range of services. These services include: police and fire protection; animal control; emergency medical aid; building safety regulation and inspection; street lighting; land use planning and zoning; housing and community development; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural programs. The City of Costa Mesa is home of the Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The volume of sales generated by South Coast Plaza, secures its place as the highest volume regional shopping center in the nation. It is the City's intent to choose one (1) firm to provide all of the requested services. Building Inspection safeguards life, property and ensures public safety by applying current City and State building code standards, including standards for disabled access, energy conservation, seismic, structural, grading, historical building preservation, etc. to both public and private property/projects. Adopted City Building Codes and local amendments include the 2010 California Code versions of the Building, Residential, Electrical, Mechanical, Plumbing, Energy, and Green Building Standards. 3 Current Staffing and Workload Indicators Building Inspection services for the City are currently provided by an in-house staff of 3 and contract staff of 5 part-time inspectors filling the 5 budgeted positions (1 Chief of Inspection, 1 Senior Electrical Inspector, 1 Combination Inspector, 1 Office Coordinator, and 1 office support staff) and 1 Contract Combination Inspector as illustrated in Figure 1. Figure 1: Fiscal Year 10/11 Building Inspection Organization Chief of inspection Contract Combination 01 Senior Electrical Combination Building Inspector Office Coordinator Inspector Building Inspector Office Specialist II General Data The office support staff received approximately 45 phone calls per day, processed 1 to 2 public records requests per week, and prepared 40 plans and documents per month for imaging. The Division received approximately 1 accessibility complaint per month, and processed 2 certificate of occupancy and 2 temporary certificate of occupancy requests per month. The City's expected Permit Revenues Inspections Performed Permits Issued Total Valuation FY 09-10 $720,500 15,904 1,836 $67 million FY 10-11 $886,800 13,837 2,017 $79 million The office support staff received approximately 45 phone calls per day, processed 1 to 2 public records requests per week, and prepared 40 plans and documents per month for imaging. The Division received approximately 1 accessibility complaint per month, and processed 2 certificate of occupancy and 2 temporary certificate of occupancy requests per month. The City's expected El level of service is to respond to all inspection requests within 24 hours and to answer all phone calls within four rings. Inspection support is provided to Code Enforcement approximately I hr per week. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP Deadline for Written Questions Responses to Questions Posted on Web Proposals are Due Interview (if held) Approval of Contract All dates are subject to change at the discretion of the City 3. SCOPE OF WORK September 26, 2011 October 5, 2011 October 12, 2011 October 20, 2011 November 1, 2011 := The successful vendor will provide personnel to act independently in accomplishing work for the City. A. Building Inspection Services These positions are responsible for all Building Inspection services, counter assistance, inspection, and public inquiries, including, but not limited to: 1. Provide inspection support staff at City Hall — Office hours are 7 AM to 4 PM, Monday through Friday. 2. Provide building inspection services — Office hours are 7-8 AM and 3-4 PM; Field hours are 8 AM to 3 PM, Monday through Friday. 3. Assign and coordinate daily inspections. 4. Prepare daily inspection run and count. 5. Coordinate and attend pre -construction meetings as requested by the general contractor or building official. 6. Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing work, etc. 7. Handle inspection inquiries, resolve complaints. 8. Update and maintain inspection results in Permits Plus. 9. Follow up on all expired permits during less than normal inspection call days. 10. Process public records requests. 11. Update and maintain Building Safety Procedures Manual related to inspection services. 5 12. Investigate accessibility complaints. 13. Process certificate of occupancy and temporary certificate of occupancy requests. 14. Maintain building records; prepare documents for storage and/or imaging on a monthly basis. 15. Provide administrative support coverage for Planning and Code Enforcement services as needed. 16. Provide inspection support to Code Enforcement as needed". B. Maximum Service Delivery Timeframes (Level of Service The City has established "Maximum Timeframes" for the delivery of Building Inspection Services. The consultant shall provide adequate personnel, based on the level of development activity within the City at any given time, to ensure that the following timeframes are met. Service Maximum Timeframe for Service Delivery Building and Grading inspection The following working day if request is received before 4PM Update inspection results At the end of each business day Prepare daily inspection run and count Prior to 8AM on the day of inspection Assign and coordinate daily inspections Prior to 8AM on the day of inspection Assistance at the public counter or provide Immediate during City Hall hours administrative support coverage for Planning and Code Enforcement services Public records request As directed by the Building Official or City Clerk (responses typically due within ten days of request) Return calls received outside of business In the AM the following working day hours Investigate accessibility complaints Within 48 hours Process certificate of occupancy or Within 24 hours temporary certificate of occupancy requests Answer calls through the general Within 4 rings Z inspection line Monthly statistical accounting and Completed at the end of each month preparation of plans for imaging Provide inspection support to Code Within 48 hours Enforcement as requested by the Chief of Code Enforcement C. Minimum Qualifications The consultant shall be responsible to ensure all personnel assigned to the City of Costa Mesa have sufficient on-going training to perform their assigned duties. 1. All contract inspectors must have a minimum of four years experience at the journey level in inspection or the construction trade with emphasis in construction, structural, electrical, plumbing or mechanical and engaged in a wide variety of construction and installation work, and graduation from high school. 2. All inspectors shall be certified by the International Code Council in one or more discipline, and may only perform inspection with the appropriate certification. 3. Accessibility complaints must be performed by a Certified Access Specialist inspector. The ideal proposal will include full-time staff, all of whom have a proven record of customer service and success in managing multiple tasks, assignments, and responsibilities. The successful firm or public entity will ensure that it has assigned personnel — with contact and coverage information clearly communicated to the City — that are required to be available to respond to emergency situations that may require building inspection services at times when City Hall is closed for business. Currently, the City utilizes a proprietary Permits Plus system for issuance of building permits and tracking inspection results. All inspection services staff will be required to update inspection results and provide inspection status using Permits Plus, which is used by several other departments within the City to access information. The Proposer should also identify who will perform the following administrative/management functions and how the City will be provided with information concerning contractor compliance: • Review and approve time cards. • Review and approve payments. • Track all monthly invoices. • Monitor service delivery. • Monitor level of service delivered. D. City Provided Office Space and Equipment The City will provide only the following office space and equipment for use in performing building inspection services: 1. Use of office space at City Hall that is approximately the same square footage and configuration currently occupied by building inspection personnel. 2. Use of approximately 8 City land line phones — 2 of which are dedicated to specific purposes, an Inspection Request Line and general inquiry line — and 1 fax line. 3. Use of office furniture. 4. Use of 2 City network computers. 5. Use of 1 Copier and 1 printer. The vendor is responsible to provide vehicles, field units/laptops with broadband access, cell phones, code books, measuring tools, and other related equipment to perform their duties. The City may be willing to lease or sell city owned vehicles to vendor, but would do so under a separate negotiation and agreement following award of contract. 4. PROPOSAL FORMAT GUIDELINES Interested entities or contractors are to provide the City of Costa Mesa with a thorough proposal using the following guidelines: Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Proposer's response: • Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this form to the cover letter. A cover letter, not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the contractor's office located nearest to Costa Mesa, California and the office from which the project will be managed. n • Background and Project Summary Section The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP. • Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: 1. An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. 5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired. 6. Firms, public entities and individuals wishing to be considered shall include in their submissions the steps they will, if selected, implement and adhere to for the recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. 7. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. W • Staffing Provide a list of individual(s) who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual.' Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. • Qualifications The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. A summary of your firm's or entity's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. • Financial Capacity Provide the Proposer's latest audited financial statement or other pertinent information such as internal unaudited financial statements and financial references to allow the City to reasonably formulate a determination about the financial capacity of the Proposer. Describe 1 Hourly rates for the proposed personnel shall be set forth on Appendix D. 10 any administrative proceedings, claims, lawsuits, or other exposures pending against the Proposer. • Fee Proposal All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission. As shown on Appendix D, Proposers may propose fee for service or turn -key operation based upon percentage split of permit fees, or both. If Proposer provides Proposals for both, City reserves the right to select either Proposal at its sole discretion. • Disclosure Please disclose any and all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration. • Sample Agreement The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the City. The form of the Agreement is enclosed as Appendix B, but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. • Checklist of Forms to Accompany Proposal As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) Vendor Application Form (2) Ex Parte Communications Certificate (2) Price Proposal Form (3) Disclosure of Government Positions (4) Disqualifications Questionnaire 11 5. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. • Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. • Number of Proposals Submit one original, Five (5) hard copies plus one disk copy of your proposal in sufficient detail to allow for thorough evaluation and comparative analysis. In the event of a conflict between the original and any hard copy or disk copy, the original shall control. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on October 20, 2011 to the address below. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted. City of Costa Mesa City Attorney -5th Floor Attn: Kimberly Hall Barlow 77 Fair Drive Costa Mesa, CA 92626 RE: Building Inspection Services • Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick. amadrilgco stamesac a. gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new 12 information. The City will endeavor to answer all written questions timely received no later than October 5, 2011. The City reserves the right not to answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. • Conditions for Proposal Acceptance This RFP does not commit the City to award a contract or to pay any costs incurred for any services involved in submission of responses. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City may waive any irregularity in any proposal. All proposals will become the property of the City of Costa Mesa, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City's evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the lowest responsible bidder will be determined based on evaluation of qualitative factors in addition to price. At all times during the evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub criteria that logically fit within a particular evaluation criteria may also be considered even if not specified below. 1. Qualifications of Entity and Key Personnel -------25% Includes ability to provide the requested scope of services, the Proposer's financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. 2. Approach to Providing the Requested Scope of Services -------10% Includes an understanding of the RFP and of the project's scope of services, knowledge of applicable laws and regulations related to the scope of services. 3. Price Proposal -----50% Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in Appendix D. 4. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. ----15% 13 7. EVALUATION OF PROPOSALS AND SELECTION PROCESS In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating proposals. An Evaluation/Selection Committee (Committee), which may include members of the City's staff and possibly one or more outside experts, will screen and review all proposals according to the weighted criteria set forth above. While price is one basic factor for award, it is not the sole consideration. A. Responsiveness Screening Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-responsive any proposal that does not include the documents required to be submitted by this RFP. At any time during the evaluation process, the City reserves the right to request clarifications or additional information from any or all Proposers regarding their proposals. B. Initial Proposal Review The Committee will initially review and score all responsive written proposals based upon the Evaluation Criteria set forth above. The Committee may also contact Proposer's references. Proposals that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The City may reject any proposal in which a Proposer's approach, qualifications, or price is not considered acceptable by the City. An unacceptable proposal is one that would have to be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this point and recommend award to the lowest responsible bidder. Alternatively, the City may elect to negotiate directly with one or more Proposers to obtain the best result for the City prior to making a recommendation or selection. C. Interviews, Reference Checks, Revised Proposals, Discussions Following the initial screening and review of proposals, the Proposers included in this stage of the evaluation process may be invited to participate in an oral interview. Interviews, if held, are tentatively scheduled for November 1, 2011 and will be conducted at City of Costa Mesa City Hall, 77 Fair Drive, Costa Mesa, CA 92626. This date is subject to change. The individual(s) from Proposer's firm or entity that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. The oral interview may, but is not required to, use a written question/answer format for the purpose of clarifying the intent of any portions of the proposal. In addition to conducting an oral interview, the City may during this stage of the evaluation process also contact and evaluate the Proposer's references, contact any Proposer to clarify any response or request revised or additional information, contact any current users of a Proposer's services, solicit information from any available source 14 concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. Following conclusion of this stage of the evaluation process, the Committee will again rank all Proposers according to the evaluation criteria set forth above. The Committee may conclude the evaluation process at this point, and make a recommendation for award, or it may request Best and Final Offers from Proposers. The City may accept the proposal or negotiate the terms and conditions of the agreement with the highest ranked firm, which shall be determined to be the lowest responsible bidder. The City may recommend award without Best and Final Offers, so Proposers should include their best proposal with their initial submission. Recommendation for award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully within a time period determined by the City, the City may terminate negotiations and commence negotiations with the next highest scoring Proposer or withdraw the RFP. 8. PROTEST PROCEDURES Failure to comply with the rules set forth herein may result in rejection of the protest. Protests based upon restrictive specifications or alleged improprieties in the proposal procedure which are apparent or reasonably should have been discovered prior to receipt of proposals shall be filed in writing with the RFP Facilitator at least 10 calendar days prior to the deadline for receipt of proposals. The protest must clearly specify in writing the grounds and evidence on which the protest is based. Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to submission date of the proposals, such as disputes over the staff recommendation for contract award, shall be submitted in writing to the RFP Facilitator, within forty-eight hours from receipt of the notice from the City advising of staff's recommendation for award of contract. The protest must clearly specify in writing the grounds and evidence on which the protest is based. The RFP Facilitator will respond to the protest in writing at least three days prior to the meeting at which staff's recommendation to the City Council will be considered. Should Proposer decide to appeal the response of the RFP Facilitator, and pursue its protest at the Council meeting, it will notify the RFP Facilitator of its intention at least two days prior to the scheduled meeting. 9. CONFIDENTIALITY The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government records. Therefore, unless information is exempt from disclosure by law, the content of any request for explanation, exception, or substitution, response to this RFP, protest, or any other written communication between the City and Proposer, shall be available to the public. The City intends to release all public portions of the proposals following the evaluation process at such time as a recommendation is made to the City Council. 15 If Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer's competitive position if disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. Proposer may not designate its entire proposal as confidential nor designate its Price Proposal as confidential. Submission of a proposal shall indicate that, if Proposer requests that the City withhold from disclosure information identified as confidential, and the City complies with the Proposer's request, Proposer shall assume all responsibility for any challenges resulting from the non- disclosure, indemnify and hold harmless the City from and against all damages (including but not limited to attorney's fees that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or its directors, officers, employees, or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If Proposer does not request that the City withhold from disclosure information identified as confidential, the City shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the City. 10. EX PARTE COMMUNICATIONS Proposers and Proposers' representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers' representatives should not communicate outside the procedures set forth in this RFP with an officer, employee or agent of the City, including any member of the evaluation panel, with the exception of the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their representatives are not prohibited, however, from making oral statements or presentations in public to one or more representatives of the City during a public meeting. A "Proposer" or "Proposer's representative" includes all of the Proposer's employees, officers, directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's proposal, and any individual or entity who has been requested by the Proposer to contact the City on the Proposer's behalf. Proposers shall include the Ex Parte Communications form (Appendix C) with their proposals certifying that they have not had or directed prohibited communications as described in this section. 11. CONFLICT OF INTEREST The Proposer warrants and represents that it presently has no interest and agrees that it will not acquire any interest which would present a conflict of interest under California Government Code sections 1090 et seq., or sections 87100 et seq., during the performance of services under any Agreement awarded. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of any Agreement awarded. Violation of this provision may result in any Agreement awarded being deemed void and unenforceable. 16 12. DISCLOSURE OF GOVERNMENTAL POSITION In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their proposals any positions that they hold as directors, officers, or employees of any governmental entity. Additional disclosure may be required prior to contract award or during the term of the contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months using the attached "Disclosure of Government Positions Form." (See Appendix F.) 13 CONDITIONS TO AGREEMENT, IF ANY. The selected Proposer will execute an Agreement for Services with the City describing the Scope of Services to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix B to this RFP, which may be modified by City. All Proposers are directed to particularly review the indemnification and insurance requirements set forth in the sample Agreement. The terms of the agreement, including insurance requirements have been mandated by the City and can be modified only if extraordinary circumstances exist. Submittal of a proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample Agreement for Services unless the Proposer includes with its proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement. In accordance with the Municipal Code, the City may consider the scope and number of conditions in evaluation proposals and determining the lowest responsible bidder. 14. DISQUALIFICATION QUESTIONNAIRE Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of a violation of law or safety regulation and if so, to explain the circumstances. A proposal may be rejected on the basis of a Proposer, any officer or employee of such Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local project because of a violation of law or a safety regulation. See Appendix E. 17 15. STANDARD TERMS AND CONDITIONS Amendments The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. Cost for Preparing Proposal The cost for developing the proposal is the sole responsibility of the Proposer. All proposals submitted become the property of the City. Insurance Requirements City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) calendar days of award of contract, successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified within Appendix B m Appendix A REQUEST FOR PROPOSAL Building Inspection Services VENDOR APPLICATION FORM TYPE OF APPLICANT: ❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Contact Person for Proposals: Title: Business Telephone: Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) ❑ CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP Fax: E -Mail Address: Business Fax: ❑ FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION 19 20 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 21 22 Appendix B PROFESSIONAL SERVICES AGREEMENT CITY OF COSTA MESA THIS AGREEMENT is made and entered into this _ day of , 2011 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation ("City"), and consultant, a California corporation ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, Consultant represents that it has that degree of specialized expertise necessary to practice and perform the services herein contemplated; and C. WHEREAS, City and Consultant desire to contract for specific services in connection with the project described below (the "Project") and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and D. WHEREAS, no official or employee of City has a financial interest, within the provisions of California Government Code, Sections 1090-1092, in the subject matter of this Agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.0. SERVICES PROVIDED BY CONSULTANT 1.1. Scope of Services. Consultant shall provide the professional services described in Consultant's Proposal (the "Proposal"). A copy of said Proposal is attached hereto as Exhibit "A" and incorporated herein by this reference. 1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. It is understood that in the exercise of every aspect of its role, within the scope of work, consultant will be representing the City, and all of its actions, communications, or other work, during its employment, under this contract is under the direction of the City. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement. No personnel providing services to the City under this Agreement shall be allowed to work under this agreement unless he/she is approved by the City. 23 City also has the right to require Consultant to remove personnel from service under this Agreement upon demand of the City based on performance deficiencies or misconduct of any kind. 1.3. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys' fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement. 1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code, Section 1735. 1.5 Non -Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.6. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION AND BILLING 2.1. Compensation. [TBD] 2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Proposal unless the City or the Project Manager for this Project, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. 2.3. Method of Billing. Consultant may submit invoices to City's affected supervisor for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultants' services which have been completed to City's sole 24 satisfaction. City shall pay Consultant's invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all invoices. 2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit "D," attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three year, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. At the end of the term period, the City may determine, in its sole discretion, to exercise an option to renew the contract for up to two periods of one (1) year each. The City shall give notice to Consultant of its intention to exercise such option at least 30 days prior to expiration of the base, or option, term. 4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. 4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 25 4.4 Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, inmate intake reports and logs shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury with a policy limit of not less than Three Million Dollars ($3,000,000.00) per occurrence and Five Million Dollars ($5,000,000.00) in the aggregate. (b) Automobile liability for owned vehicles, hired, and non -owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (c) Workers' compensation insurance as required by the State of California. Consultant agrees to waive, and to obtain endorsements from its workers' compensation insurer waiving, subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than Three Million Dollars ($3,000,000.00) per occurrence and Five Million Dollars ($5,000,000.00) in the aggregate. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder. 1.Endorsements. The comprehensive general liability insurance policy shall contain or be endorsed to contain the following provisions: 26 (a) Additional insureds: "The City of Costa Mesa and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage reduced, until thirty (30) days after written notice is given to City." (c) Other insurance: "Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the insurance provided by this policy." 5.3 If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention. 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property. 6.0. GENERAL PROVISIONS 6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement. 6.2. Representatives. The City Manager or his designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. 27 Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement. 6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement. Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City. 2. Notices: Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. IF TO CONSULTANT: Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 I_M IF TO CITY: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. Consultant shall provide a drug-free workplace by complying with all provisions set forth in City's Council Policy 100-5, attached hereto as Exhibit "B" and incorporated herein by reference. Consultant's failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City. 6.6. Attorneys' Fees: In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all W. costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. 6.7. Governing Law: This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. 6.8. Assignment: Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignment shall release Consultant of Consultant's obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement. 6.9. Indemnification and Hold Harmless: To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless, indemnify, and defend the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively, "Indemnitees") from and against all claims, suits, demands, damages, losses, expenses, and liabilities of any kind whatsoever (all the foregoing, hereinafter collectively "Claims") including, without limitation, attorneys' fees, arising out of, resulting from, relating to, or claimed to have arisen out of, resulted from or related to the engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) It is expressly intended by the parties that Consultant's indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary losses of any kind whatsoever, and attorneys fees, and costs and expenses of any kind whatsoever. Consultant's indemnity and defense obligations shall cover the acts or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, demands, damages, losses, expenses, and liabilities arising from allegations of violations of any federal, State, or local law or regulation, and from allegations of violations of Consultant's or its subcontractor's personnel practices or from any allegation of an 29 injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Contract. The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce any other obligation of indemnity the Consultant may have with respect to the City which may otherwise exist. If any judgment is rendered against the City or any of the other individuals enumerated above in any such action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of this Agreement. 6.10. Independent Contractor: Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall secure, at his expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 6.11 PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits. 6.12. Ownership of Documents: All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, 30 files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City. 6.13. Confidentiality: Any City materials to which the Consultant has access, information that reasonably might be construed as private or containing personal identifiable information, or materials prepared by the Consultant during the course of this Agreement (collectively referred to as "confidential information") shall be held in confidence by the Consultant, who shall exercise all reasonable precautions to prevent the disclosure of confidential information to anyone except the officers, employees and agents of the Consultant as necessary to accomplish the rendition of services set forth in this Agreement. Consultant shall not release any reports, information, private or promotional information or materials, whether deemed confidential or not, to any third party without the approval of the City. 6.14. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction. 6.15. Prohibited Employ: Consultant will not employ any regular employee of City while this Agreement is in effect. 6.16. Order of Precedence: In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of the Proposal, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the Proposal. 6.17. Costs: Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 6.18. No Third Party Beneficiary Rights: This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 6.19 Headings: Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 31 6.20. Construction: The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.21. Amendments: Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement. 6.22. Waiver: The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the parry against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 6.23. Severability: If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party is materially impaired, which determination as made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations. 6.24. Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. 6.25. Corporate Authority: The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF COSTA MESA, A municipal corporation Date: City Manager of Costa Mesa CONSULTANT Date: Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: Date: City Attorney 32 APPROVED AS TO INSURANCE: Date: Risk Management APPROVED AS TO CONTENT: Date: Project Manager 33 34 EXHIBIT A CONSULTANT'S PROPOSAL 35 EXHIBIT B CITY COUNCIL POLICY 100-5 36 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug- free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. The City Council has expressed its support of the national effort to eradicate drug abuse through the creation of a Substance Abuse Committee, institution of a City-wide D.A.R.E. program in all local schools and other activities in support of a drug-free community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. PURPOSE It is the purpose of this Policy to: 1. Clearly state the City of Costa Mesa's commitment to a drug-free society. 2. Set forth guidelines to ensure that public, private, and nonprofit organizations receiving funds from the City of Costa Mesa share the commitment to a drug-free workplace. POLICY The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 3. Contractor or Sub -grantee hereby certifies that it will provide a drug-free workplace by: a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in Contractor's and/or sub -grantee's workplace, specifically the job site or location included in this contract, and specifying the actions that will be taken against the employees for violation of such prohibition; b. Establishing a Drug -Free Awareness Program to inform employees about: 37 1. The dangers of drug abuse in the workplace; W. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 2 of 3 2. Contractor's and/or sub -grantee's policy of maintaining a drug-free workplace; 3. Any available drug counseling, rehabilitation and employee assistance programs; and 4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; c. Making it a requirement that each employee to be engaged in the performance of the contract be given a copy of the statement required by subparagraph A; d. Notifying the employee in the statement required by subparagraph 1 A that, as a condition of employment under the contract, the employee will: 1. Abide by the terms of the statement; and 2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction; e. Notifying the City of Costa Mesa within ten (10) days after receiving notice under subparagraph 1 D 2 from an employee or otherwise receiving the actual notice of such conviction; f. Taking one of the following actions within thirty (30) days of receiving notice under subparagraph 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel action against such an employee, up to and including termination; or 2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health agency, law enforcement, or other appropriate agency; 39 3. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 3 of 3 4. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive 5. Contractor and/or sub -grantee shall be deemed to be in violation of this Policy if the City of Costa Mesa determines that: a. Contractor and/or sub -grantee has made a false certification under paragraph 1 above; b. Contractor and/or sub -grantee has violated the certification by failing to carry out the requirements of subparagraphs 1 A through 1 G above; c. Such number of employees of Contractor and/or sub -grantee have been convicted of violations of criminal drug statutes for violations occurring in the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-free workplace. 6. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the provisions of 2 A, B, and C, a suspension, termination or debarment proceeding subject to applicable Federal, State, and local laws shall be conducted. Upon issuance of any final decision under this section requiring debarment of a contractor and/or sub -grantee, the contractor and/or sub -grantee shall be ineligible for award of any contract, agreement or grant from the City of Costa Mesa for a period specified in the decision, not to exceed five (5) years. Upon issuance of any final decision recommending against debarment of the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. ME EXHIBIT C CERTIFICATES OF INSURANCE 41 42 Appendix C EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Building Inspection Services RFP at any time after 2011. M I certify that Proposer or Proposer's representatives have communicated after , 2011 with a City Councilmember concerning the Building Inspection Services RFP. A copy of all such communications is attached to this form for public distribution. 43 MA Appendix D PRICING PROPOSAL FORM Building Inspection Services Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth in section 3. SCOPE OF WORK. Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate Hours worked Total Cost Overtime rate Note: Optional Pricing Percentage of the building permit fee calculated per: I % City of Costa Mesa Building, Plumbing/Mechanical, Electrical permits. 2 Proposers may propose fee for service (hourly rates) or turn -key operation based upon percentage split of permit fees, or both. If Proposer provides Proposals for both, City reserves the right to select either Proposal at its sole discretion. 45 M Appendix E DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 47 48 Appendix F DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." QUESTIONS &ANSWERS REP for Building Inspection Services "Responses to Questions" Please clarify the current Organization Chart as shown on page 3 of the RFP. Will the City be retaining any of its current in-house Building Inspection staff and if so, which positions? Are all six (6) positions to be contract positions? a. The City may retain the Chief of Inspection and/or Office Support staff positions. The City may choose to contract all building inspection services. 2. As shown in the current Organization Chart as shown on page 3 of the RFP, does the Senior Electrical Inspector perform all of the electrical inspections, or can qualified Combination Inspectors also perform electrical inspections? a. Yes, qualified combo inspectors can also perform electrical inspections. 3. Our company would like to propose on this RFP. We are requesting a conference call discussion to include your City Attorney and our General Council, Heather Bush. The subject is section 6.11 PERS Eligibility Indemnification provision of Appendix B - PROFESSIONAL SERVICES AGREEMENT in the recently issued RFP. Please let me know how we can arrange this meeting. a. Unfortunately, our attorney will not be able to have a conference call or meeting. Please submit your questions in writing so that we can advise all prospective bidders at the same time. 4. I was wondering if you could tell me who is the incumbent for this contract is or who is currently providing the contract inspection staff as noted in the RFP. a. CSG & Bureau Veritas. VENDOR LIST Building Inspection Services Vendor List CSG Consultants, Inc. Harris & Associates Scott Fazekas & Assoc. Advanced Professional Industries IMS Integrated Marketing System VCA Code Group Miyanmoto International Inc. Bureau Veritas Advance Building Group Area 4 Structural Inspection & Testing Inc. S & K Engineers The Vinewood Company LLC Kaufman Corp. Twining, Inc Willdan Engineering Sequoia Consultants PROPOSALS Proposal: Request for Proposal Building Inspection Services October 20, 2011 City of Costa Mesa City Attorney — 5t" Floor Kimberly Hall Barlow 77 Fair Drive Costa Mesa, CA 92626 u aUREAu VERITAS Move Forward with Confidence Bureau Veritas North America, Inc. 180 Promenade Circle Suite 150 Sacramento, CA 95834 (916) 725-4200 W 4f www.us.bureauveritas.com Proposal has been printed on 50% post consumer recycled paper Table of Contents A. Table of Contents Building Inspection Services Table of Contents B. Vendor Application Form and Cover Letter............................................................1 C. Background and Project Summary........................................................................ 3 D. Methodology.............................................................................................................. 5 1. Implementation Plan 2. Client Satisfaction 3. Project Schedule 4. Specific Tasks 5. Additional Approach 6. Recruitment, Hiring and Retention 7. City Owned Facilities/Property E. Staffing....................................................................................................................... 8 F. Qualifications...........................................................................................................12 G. Financial Capacity...................................................................................................15 H. Exhibit 1 Fee Proposal............................................................................................18 I. Exhibit 2 Staffing Plan............................................................................................19 J. Disclosure................................................................................................................ 21 K. Agreement Exceptions........................................................................................... 22 Move Forward with Confidence October 17, 2011 City of Costa Mesa, City Clerk ATTN: Richard Amadril, RFP Facilitator 77 Fair Drive Costa Mesa, CA 92626 Re: Building Inspection Services Dear Mr. Amadril, To meet your inspection staff augmentation needs, the City needs a seasoned consulting team that not only has the proven City of Costa Mesa and local agency track record, but also has inspection expertise, depth of inspection and technical support resources, and proactive project supervision/administration. Having provided a variety of services to the City of Costa Mesa, including providing inspection, plan review and permit technician services, Bureau Veritas has assembled just this team to comprehensively meet your scope requirements. The City of Costa Mesa will receive the quality, capacity, and responsiveness to comprehensively provide seasoned and qualified inspection staff in a timely and cost-effective manner. We offer: ✓ Proven Track Record with City of Costa Mesa to Maintain Continuity ■ Current City Consultant for building inspection services o Diverse array of capital projects ■ Current City Consultant for building plan check and permit technician services ✓ Proven Public Works Inspection Track Record ■ Largest code compliance and inspection firm in the United States ■ 100+ public agencies and municipalities throughout California ■ Only serve public agencies / No conflict of interest ■ Shop/Source inspection worldwide ■ 40+ years representing certification interests of the Steel Joist Institute (SJI) providing auditing services of their certified member facilities ✓ Staff Continuity Ensures No Ramp Up ■ Inspectors possess proven track record throughout Southern California on diverse building projects Bureau Veritas North America, Inc. 180 Promenade Circle, Suite 150 Sacramento, CA 95834 916.725.4200 916.725.8242 ✓ Depth of Experienced, Local Staff to Ensure Quick Response, Flexibility, & Quality ■ Staff average over 20 years of capital projects inspection expertise ■ 500+ in-house staff dedicated to inspection and code compliance ■ Provided large team of inspectors in response to major disasters, such as earthquakes (e.g. following Northridge Earthquake and Loma Prieta Earthquake), flooding, storm, etc. ✓ Best Practices/State-of-the-Art Processes to Streamline Communication ■ Web -based project tracking / electronic constructability review ■ Extensive familiarity using City of Costa Mesa inspection documentation Bureau Veritas guarantees that the proposal price will be valid for a period of at least 180 days from the date of submittal. Local Office: Costa Mesa 1565 MacArthur Boulevard Costa Mesa, CA 92626 T. 714.431.4100 / F. 714.825.0685 Managing Office: We look forward to continuing to build upon our excellent relationship with the County and exceeding your expectations. Director of Municipal Code Compliance Bureau Veritas North America, Inc. 180 Promenade Circle, Suite 150 Sacramento, CA 95834 916.725.4200 916.725.8242 Building Inspection Services Background and Project Summary Founded in 1828 Bureau Veritas North America Inc. (a corporation) is a global leader in quality assurance, health, safety and environmental (QSHE) solutions. Recognized and accredited by the largest national and international organizations, and with over 40,000 employees, Bureau Veritas has unparalleled expertise and resources to manage projects requiring a broad range of knowledge, across vast geographies. With operations in 140 countries and all continents, Bureau Veritas draws on the synergies between its local teams and dedicated technical centers throughout the world. The Right People Doing the Job Right Our project teams also deliver other related services including Construction Materials Testing, QA/QC Shop Source Inspection and Environmental Engineering and Assessment. This wide array of professional services, backed by many years of combined experience with public sector clients, allows Bureau Veritas to bring you one integrated source to meet your needs. Bureau Veritas embraces the concept of a fully integrated team, and we're committed to providing the personnel and resources necessary to assist you in successfully completing your projects. Our approach to establishing clear and open communication is to maintain a flexible organization with a single point of contact and provide a cohesive, experienced team from the beginning through the completion of all of your projects. The result is an integrated project team that has strong experience and an understanding of your industry and the services that you are seeking. Understanding of City's Needs Bureau Veritas understands the City's need to retain a Chief Building Inspector, a Combination Building Inspector and a Certified Access Consultant that can provide support to the building department. The project involves the inspection of single family dwellings, commercial and industrial buildings, and grading for compliance to all adopted codes, local ordinances, State, and Federal laws. The staff assigned to the City of Costa Mesa will comprise of a Chief Building Inspector and a Combination Inspector while also extending an offer of employment with Bureau Veritas to current City staff who may be displaced due to layoffs or outsourcing of functions and services formerly provided by the City. We have included on our staff a Certified Access Specialist in compliance with the provisions of SB 1608 to ensure that Disabled Access Requirements are being met including the review of Precise Grading Plans for Site Accessibility requirements. Move Forward with Confidence We have extensive resources and a large pool of licensed and certified building safety experts, equipped to handle 'a all your needs including, Building Inspection, Permit and r Counter services, Code Enforcement, LEED review, ADA r Compliance, and Building Official Services to name a few. Our professionals have extensive experience in commercial, residential, industrial, energy, and institutional projects of all sizes and complexities, and are able to tailor solutions specific to your needs. Our project teams also deliver other related services including Construction Materials Testing, QA/QC Shop Source Inspection and Environmental Engineering and Assessment. This wide array of professional services, backed by many years of combined experience with public sector clients, allows Bureau Veritas to bring you one integrated source to meet your needs. Bureau Veritas embraces the concept of a fully integrated team, and we're committed to providing the personnel and resources necessary to assist you in successfully completing your projects. Our approach to establishing clear and open communication is to maintain a flexible organization with a single point of contact and provide a cohesive, experienced team from the beginning through the completion of all of your projects. The result is an integrated project team that has strong experience and an understanding of your industry and the services that you are seeking. Understanding of City's Needs Bureau Veritas understands the City's need to retain a Chief Building Inspector, a Combination Building Inspector and a Certified Access Consultant that can provide support to the building department. The project involves the inspection of single family dwellings, commercial and industrial buildings, and grading for compliance to all adopted codes, local ordinances, State, and Federal laws. The staff assigned to the City of Costa Mesa will comprise of a Chief Building Inspector and a Combination Inspector while also extending an offer of employment with Bureau Veritas to current City staff who may be displaced due to layoffs or outsourcing of functions and services formerly provided by the City. We have included on our staff a Certified Access Specialist in compliance with the provisions of SB 1608 to ensure that Disabled Access Requirements are being met including the review of Precise Grading Plans for Site Accessibility requirements. Move Forward with Confidence Building Inspection Services Background and Project Summary Our staff will be familiar with the requirements of the City before beginning a review. In addition we have extensive public sector experience, which assures that the public's interests are fully protected. We believe that technical competence, while expected, is not enough. Experience and careful, thorough consideration of issues and impacts are needed in addition to the purely technical considerations. We have devoted a great deal of time and effort over the years to refining our approach and developing documentation to assist our clients and train our staff in understanding building inspection procedures. Having reviewed your City's scope of services and proposing staff with recent experience to serve the City of Costa Mesa's Building and Safety Division, we understand the goals and objectives of the City to provide high- quality customer services include, but are not limited to: ■ Protecting the public by enforcing building regulations that provide for safe buildings in which to live and work ■ Assisting the public in understanding the requirements of the building regulations and providing efficient and timely plan check and inspection services • Providing staffing flexibility and adjust staff levels and costs according to demand ■ Covering the building counter for at least 8 hours/day ■ Answering questions regarding building code and permit requirements, and issuing permits and resolve complaints ■ Providing building code enforcement and employee training • Providing inspections within one work day of requests received before 4 pm ■ Update and maintain inspection results in Permit Plus ■ Follow up on all expired permits during less than normal inspection call days • Update and maintain Building Safety Procedures Manual related to inspection services ■ Maintain building records; prepare documents for storage and/or imaging on a monthly basis In partnering with the City of Costa Mesa, Bureau Veritas will: 1. Provide the City of Costa Mesa with Building Inspection Services. Our highly -qualified Inspectors are ICC -certified and have experience with automated permitting system software, similar to the Permit Plus system that the City is currently using. Their comprehensive knowledge of automated permitting systems means there will be little to no learning -curve, which in turn provides the City of Costa Mesa with the most timely and efficient service possible. 2. Provide a part-time Certified Access Specialist for up to 10 hours per month at no cost to the City. The CASp Specialist will be available to handle any accessibility complaints that may arise. Accessibility complaints that arise will be investigated within the 48 hour timeframe as specified in the Maximum Service Delivery Timeframes section in the RFP. 3. Furthermore, Bureau Veritas is able to provide local plan check engineers that are readily available and knowledgeable about the City's needs and projects, if needed. Our engineers will be based out of both our Costa Mesa and Corona offices, but will also have the ability to operate at City Hall. In addition, we also have the ability to utilize our plan check staff located in our Sacramento office to supplement a heavy workload, should the need arise. Our substantial amount of qualified plan check engineers allows Bureau Veritas to meet and exceed the turn -around times established by the City, ensuring that the City receives the highest level of service quality possible. Move Forward with Confidence o �nr[e 1. Implementation Determine Inspection Requirements Building Inspection Services Methodoloqy Building Inspection/Code Enforcement For building inspection assignments we will provide ICC -certified personnel for building safety inspection services during the construction phase of various improvement projects. Building Inspectors supplied by Bureau Veritas shall provide the following services: A. Read and study project specifications, plans, and drawings to become familiar with project prior to inspection, ensuring that structural or architectural changes have been stamped as approved by appropriate authority and recognizing the need for and requiring plan checks for electrical, plumbing, and mechanical code requirements. B. Perform and document inspections on construction projects to determine that all aspects of the project, such as foundations, building, electrical, plumbing, and mechanical systems conform to the applicable building codes, zoning ordinances, energy conservation, green building and disabled access requirements including known local, city, state, and federal requirements. C. Provide excellent customer service to the public as an extension of City staff. Our certified inspectors are knowledgeable and specialize in on-site problem solving and working closely with property owners through completion of the inspection. D. Review plans for building construction, plumbing, electrical, and mechanical details prior to making inspection. E. Bring to the attention of the City for approval any changes in building, plumbing, mechanical, electrical, and related work consistent with code and ordinance requirement. F. Provide convenient building inspection appointments with 2 hour windows to better serve the public. G. Participate in reviews with fire, health, and other government agency inspectors, as well as owners. H. Maintain a record of non -complying items and follow up to resolution of such items. Inspection Process Schedule & Review & Approve City Issues Hold Pre- Issue Certificate of Perform Code- Special Inspections Complete Final Temporary or Final Construction Required and/or Construction Inspection Completion for Certificate of Meeting Inspections Observations Reports Project p p _ Occupancy Move Forward with Confidence Building Inspection Services Methodoloqy Bureau Veritas maintains an audited Quality Management System policy and supporting documentation that complies with all applicable requirements of ISO 9001 covering provisions of all company products and encompasses all operations at our facilities. We share the responsibility for continual improvement of our quality management process and believe that our program, supported by our Business Model and Code of Ethics, will ensure the continual delivery of high quality services and deliverables to our clients. We establish objectives that are measurable and achievable within a defined time period. These are documented and reviewed for achievement during management and individual staff performance reviews. Some of these measures include: Customer Satisfaction Monitoring Supervision of Plan Reviewers, inspectors, & Internal Audits Quality Management System Effectiveness Overall Operational Efficiency Training Effectiveness & Employee Awareness Service Quality As an ISO 9001 certified firm we undergo systematic, independent audits of our management systems to meet rigorous objectives and provide continuous improvement in key areas. From a Building and Safety inspection standpoint this means that we consistently incorporate proven best practices and protocols as part of our Quality Management System to meet and exceed ever-increasing customer requirements. These tools include utilization of an award-winning, web -based document control system, called BVnet, which fosters collaboration; 24/7 access to inspection logs, construction progress photos, documents and reports; and enhances overall communication among the stakeholders. Bureau Veritas is the first company to achieve accreditation under the International Accreditation Services (IAS) Third -Party Permitting, Plan Review and Inspection Service Provides Accreditation Program (AC 402). The IAS accreditation program was developed to verify the competence of companies that provide services for building departments. The purpose of the IAS program is so that building departments are able to verify that the ACCREDITED companies they hire are highly qualified to provide building safety services for their jurisdictions. For Bureau Veritas, the accreditation is a way to provide independent verification of our established quality procedures and best practices that have been an integral part of our corporation since its founding in 1828. This achievement demonstrates that Bureau Veritas has the proper processes in place the ensure consistency in how the company performs plan checks, inspections and administrative actions. More importantly, this new accreditation reinforces Bureau Veritas' business values of customer focus, sharing, collective knowledge and continuing education, corporate transparency and teamwork and solidarity. The International Accreditation Service (IAS) is a nonprofit, internationally recognized accreditation body and a subsidiary of the International Code Council (ICC). The IAS accredits building departments, third -party building department service providers, special inspection agencies, product certification agencies, inspection programs for metal building manufacturers, fabricator inspection programs, testing and calibration laboratories, inspection agencies, training agencies, curriculum developers and field evaluation bodies. IAS is signatory to several international mutual recognition arrangements (MRAs), which facilitates acceptance of its accreditation certificates around the world. Move Forward with Confidence 3. Detailed Project Schedule Building Inspection Services Methodoloqy Transition Plan Bureau Veritas proposes an optimal transition plan that minimizes disruptions to the City. We anticipate a two week transition period during which we will mobilize our key proposed staff on-site to initiate transition of services. This transition process will include, but not be limited to becoming familiar with the status of in -process Building and Safety projects; confirming reporting procedures and documentation requested by the City; coordinating development review and approvals with City departments, public agencies, and private utilities; and reviewing the status of permitted development and construction that must comply with the latest regulations. Bureau Veritas has made similar transitions from other contract providers. For example, we transitioned services from Counties for nearly 20 newly incorporated cities for which we served as their full-service consultant. The transition services included interviews with each County Department Head and appropriate staff members with involvement in the community, inventory of City projects being done by the County and associated fees, meetings with other agencies involved in the City to determine ongoing communication structure, and documentation/recommendations for City control of previous County functions. We had functioning engineering and Building and Safety Departments running in less than one week. Having provided similar services to cities throughout California for over 35 years, we also have successfully transitioned in as the current service provider by virtue of following many of the same processes with a special focus on addressing areas of improvement that will add value to meeting the needs of your constituents and promoting efficiencies to City operations. 4. Specific Tasks The dynamics associated with administering your inspection services places a premium on providing a staff and organization that promotes flexibility, capacity, customer -orientation, continuity, and strong technical competence. Our organizational structure maximizes close communication and the accountability of our team. Our key personnel will work closely with City Planning and Fire department to ensure that operations continue to run smoothly and to maximize client and City satisfaction. 5. Additional Approaches In order to maximize efficiency and cost effectiveness, Bureau Veritas proposes Art Castro as an on-call/as- needed CASp inspector. Including Art as part of our team at no additional cost for services totaling 10 hours per month or less, will save money while still addressing accessibility complaints in a timely manner. 6. Recruitment, Hiring and Retention Should one or more of the current City employees be displaced due to layoffs or outsourcing, Bureau Veritas is prepared to hire these individuals as fully burdened B.V. employees. Benefits of becoming a BV employee are attached as a graphical exhibit. 7. City Owned Facilities/Properties Should Bureau Veritas be awarded the contract for Building Inspection Services, BV would be open to leasing City vehicles under separate negotiation and agreement. Specific terms and pricing would be defined under the separate agreement and would not have any impact on the overall cost proposal for Building Inspection Services. Move Forward with Confidence Building Inspection Services Staffing • • ✓ 20+ years code compliance administration, review, and building inspection Function: Candidate for ✓ Inspector, City of Signal Hill since 1990 and City of Los Alamitos From 1987-1990 Chief Building Inspector ✓ Building inspections on new construction, alterations and additions on residential, Hours of Service: commercial and industrial structures M -F, 8-5 or as specified ✓ Complex inspection duties in several trade specialties such as structural, electrical, mechanical, plumbing and finish trade areas ✓ Inspect foundation, concrete, steel, wood framing, plastering, plumbing, heating and electrical installations, and a variety of other building system elements ✓ 25+ years of experience providing building official and inspection services for cities in Function: Candidate for southern California Chief Building Inspector & ✓ Acted as the Fire Prevention Officer responsible for the inspection of 9 fire districts Combination Inspector ✓ Knowledgeable in and experienced in working with cities to improve their communities Hours of Service: M -F, 8-5 or ass ecified ✓ 20+ years of experience in various disciplines of building maintenance and construction Function: Candidate for including 6 years as an inspector for governmental buildings, schools, recreational Combination Inspector facilities, and infrastructure facilities throughout Southern California Hours of Service: ✓ Experience with installation and inspection of high and low voltage electrical projects M -F, 8-5 or as specified including complete replacement of high voltage electrical systems in power plants and refineries ✓ 10+ years of experience as a building inspector Function: Candidate for ✓ 17+ years in the building trades Combination Inspector ✓ Fully certified combination specialty and plans examiner Hours of Service: -F, 8-5 or ass ecified i ✓ 7+ years of experience as a Combination Building Inspector Function: Candidate for ✓ Performed inspections of site grading, under/above ground electrical, plumbing, Combination Inspector mechanical, foundations and framing of residential and commercial structures Hours of Service: ✓ Experience working at front count as well as field investigations M -F, 8-5 or as specified ✓ 20+ years of experience in code interpretation, administration, plan review of residential Function: CASp and commercial buildings and building inspections Hours of Service: ✓ 15+ years of experience as a structural analyst completing structural evaluations of un - As -needed basis. Up to 10 reinforced masonry for seismic hazard reduction program, engineering of work, reinforced hours of services at no concrete, masonry and structural steel buildings cost. Senior Electrical It is the intent of Bureau Veritas to hire the current Senior Electrical Inspector for the City Inspector of Costa Mesa staff should he/she be displaced by layoffs or outsourcing of functions and services. Office Coordinator It is the intent of Bureau Veritas to hire the current Office Coordinator for the City of Costa Mesa staff should he/she be displaced by layoffs or outsourcing of functions and services. Office Specialist II It is the intent of Bureau Veritas to hire the current Office Specialist II for the City of Costa Mesa staff should he/she be displaced by layoffs or outsourcing of functions and services. Move Forward with Confidence Reg istrationslCertifications CALK Building Official ICC Combination Inspector ICC Building Inspector ICC Electrical Inspector ICC Mechanical Inspector ICC Plumbing Inspector ICC Combination Dwelling Inspector Total Years of Experience 20+ mm Chief Building Inspector/ Combination Inspector Reg istrationslCertifications Total Years of Experience Y t BUREAU VERITAS Building Inspection Services Staffing Project Experience Principal Building Inspector, Senior Building Inspector, Combination Building Inspector —Signal Hill 1990-2011 Field inspections of industrial, commercial and residential buildings during various stages of construction and remodeling. Perform complex inspection duties in several trade specialties such as structural, electrical, mechanical, plumbing and finish trade areas. Project Experience Building Official, Building Inspection Supervisor, Senior Building Inspector As Building Official, = was responsible for managing and directing the work of the Building Division. He managed staff programs for the Building Division which includes: plan check, grading, building inspections and code enforcement departments. While working as a Building Inspection Supervisor, his responsibilities included directing and coordinating inspection of industrial, commercial, and residential construction for compliance with applicable building and safety codes, ordinances, rules and regulation. Some of the Building Inspector duties that Carlos performed include developing and administering a mitigation plan for un-reinfored masonry buildings (URM), draft ordinances and reports for presentation to City Council, and to notify property owners or representatives regarding the rehabilitation or demolition of buildings. Move Forward with Confidence Combination Inspector Registration slCertifications ICC/ICBO Certified Combination Inspector (#5093030-50) 10 Hour OSHA For General Industry 40 Hour HAZWOPER (Hazardous Waste Operations & Emergency Response) as described by 29 CFR 1910.120 Years with Bureau Veritas Total Years of Experience 30+ Combination Inspector Registration slCertifications ICC Plans Examiner ICC Combination Inspector ICC Building Inspector ICC Plumbing Inspector ICC Mechanical Inspector ICC Electrical Inspector ICC Combination Dwelling Inspector Total Years of Experience 10+ Building Inspection Services Staffing Project Experience Inspector of Record for: Cities of San Diego, Camp Pendleton, Hawaiian Gardens, Fullerton, Arcadia, Yorba Linda, West Hollywood, Irvine, and County of LA 2002-2011 Inspector of Record on a Government project for a Pedestrian Walkway that was replacing the Walkway over the 1-5 freeway at the border from Mexico to the USA Inspector of Record for a project at Camp Pendleton valued at $1.5 million USD and consisted of a complete remodel from a commercial struction into a Coco's restaurant Inspector of Record for Bureau Veritas North America Inc. working for the Los Angeles County Library and Public Safety Center for the City of Hawaiian Gardens. Project valued at $2.5 million USD and consisted of the complete remodel of a commercial structure into a two-story building consisting of a library on the first floor, two classrooms, Sheriff's office, children's nursery, with a kitchen and other offices on the second floor Project Experience Combination Inspector - City of West Covina, County of Los Angeles, Santa Anita Mall Addition, Genentech Buildings in San Mateo, and other Various cities throughout California 1996 -Current Experience inspecting commercial, residential, TI, additions, renovations, and new construction. 10 Move Forward with Confidence Registrations/Certifications ICC Building Inspector ICC Combination Inspector ICC Commercial Electrical Inspector ICC Electrical Inspector ICC Residential Electrical Inspector ICC Mechanical Inspector ICC Plumbing Inspector Safety Assessment Program Total Years of Experience 7+ CASp Specialist Registrations/Certifications ICC Building Official ICC Building Code Official ICC Building Plans Examiner ICC Energy Nonresidential Plans Examiner ICC Energy Residential Plans Examiner ICC Residential Combination Inspector ICC Building Inspector California Certified Access Specialist (CASp) and Mechanical Officials Build it Green Years with Bureau Veritas 5 Total Years of Experience 25+ Y t BUREAU VERITAS Building Inspection Services Staffing Project Experience Inspector, Combination Inspector 2003 -Current Give advice of any structural or unsafe conditions due to fire or natural disaster, advice on proper construction per the California Building, Electric, Mechanical and Plumbing code, hire people as needed, clean, repair, paint and complete all paper work. Performed daily inspections of site grading, under/above ground- electrical, plumbing, mechanical, foundations and framing of Residential and Commercial along with plan checking, field investigations and worked at the front counter. Combination Inspector for the city of Lake Forest, Laguna Hills and San Juan Capistrano. Worked in public works as a senior construction inspector, Irvine CA, on site inspector at UCI student apartments in Irvine, on site inspector and assistant construction manager at Heritage Aquatic Complex in Irvine Ca. also manager of landscape plan checking for Tustin Ca. Project Experience Plan Review/CASp Specialist - Bureau Veritas, 2011 Building Official - City of La Puente, 2009-2011 Sr. Building Plans Examiner - Bureau Veritas, 2003-2008 Plan Check Engineer - City of Livermore, 2001-2003 Plan review of commercial, industrial, residential, and agricultural structures for compliance with International and California non-structural code requirements. Review includes building fire/life safety, energy, electrical, plumbing, mechanical, and accessible code requirements of ICC, Title 24 CCR, and ANSI Al 17.1. Manage, plan, organize, control, and supervise the daily office and field activities of the Building and Safety Division. Review residential and commercial plans in compliance with California Code of Regulations and Local Ordinance. Provided structural and non-structural plan review services to include CEC electronic system. On-site plan review and building inspection services for the company's public jurisdiction clientele. Move Forward with Confidence Building Inspection Services Qualifications With long-established operations in California and a strong presence in and around Sacramento and Los Angeles, we bring a proven, 35+ year track record exclusively serving public agencies. Within the code compliance area (e.g., full service code consulting, administration, inspection, plan review, and permit processing services), we have served over 400 public agencies, including over 100 agencies throughout California. Our Capabilities Building Department Administration As the largest code compliance firm in the United States, we have helped over 400 municipalities, counties, and regional and state agencies handle their code compliance needs from full-service building department administration to targeted, as -needed services. Bureau Veritas is your ideal partner to deliver quality service, technical proficiency, and responsiveness a public agency desires when faced with rapid development, budget constraints, and/or limited agency resources. Having helped newly incorporated cities establish their departments and continue to manage their operations, Bureau Veritas offers a full range of building department services including: Building Official Plan Review Permitting / Processing Counter Support Code Enforcement Inspection Community Outreach NPDES/Air Quality Compliance Staff Training Partnering with Bureau Veritas provides the public agency with immediate resources. As the demand on the agency increases, Bureau Veritas supplements the agency with additional resources. The result is an efficient and cost-effective solution to providing the development community with a high level of expertise and customer service. Building Inspection Bureau Veritas provides full building inspection services for agencies. We can provide inspection services for a single project that may be complex or unique due to its type of construction or size, or we can provide staff to handle all inspection services for the jurisdiction. Our building inspection can be adjusted on fast track projects to provide a high level of coordination specifically suited to the design build concept and to gain compliance with all applicable codes required by the local Jurisdiction. Our inspectors are ICC -certified and have extensive experience in the construction trades as well. Fast track projects may be built into small phases based on incremental design and fabrication steps. In such cases, our inspection team keeps daily logs to track corrections and plan review changes. Our Inspection Team also provides On -Call Building Inspection services to cover staff vacation time, peak workloads, specialized inspection activities and others as needed. These activities may include next -day inspections, same-day response to important or urgent inspection requests, and inspections of a clearly urgent nature (urgent life -safety concerns). 12 Move Forward with Confidence Building Inspection Services Qualifications Qualifications Representative Agencies Served and Yea Years of Experience - Experience Building Inspection Inspector of Record Code Review Building Safety Consulting State of California (Sacramento Region) 5 ✓ ✓ ✓ ✓ City of Sacramento 5 ✓ ✓ ✓ ✓ City of West Sacramento 10 ✓ ✓ ✓ ✓ City of Livingston 6 ✓ ✓ ✓ ✓ City of Roseville 6 ✓ ✓ ✓ ✓ California Energy Commission 11 ✓ ✓ ✓ ✓ City of Rancho Cordova 5 ✓ ✓ ✓ ✓ City of Lincoln 6 ✓ ✓ ✓ ✓ Solano County 10 ✓ ✓ ✓ ✓ City of Burlingame 6 ✓ ✓ ✓ County of Los Angeles 9 ✓ ✓ ✓ ✓ City of Chino Hills 5 ✓ ✓ City of Fontana 15 ✓ ✓ ✓ - City of Carson 5 ✓ ✓ ✓ City of South Gate 5 ✓ ✓ ✓ City of Placentia 6 ✓ ✓ ✓ City of Murrieta 17 ✓ ✓ ✓ City of Coachella 2 ✓ ✓ ✓ References and Other Related Experience City of Chino Hills, CA Plan Cheand Ins ection Services Check Contact: , Building Official, We are providing Building & Safety plan check and inspection services for commercial, industrial and residential properties. Current assignments include a Plan Check Engineer working part-time at the City and providing assistance to the City in the absence of the Building Official. One Building Inspector is also assigned full-time. City of Murrieta, CA Building Official Administration Contact: _, Director of the Building and Safety Division, M' Bureau Veritas is currently providing building plan check and fire code inspection services for the City of Murrieta. These services include plan review services for commercial, industrial and residential properties as well as fire code inspection. Additionally, Bureau Veritas has provided interim Building Official services for the City. City of Jurupa Valley Newly incorporated city in the County of Rverside. We are providing Plan check and Inspection Services and we currently have a Certified Plans Examiner working in the city under the direction of the City Building Official. 13 Move Forward with Confidence Building Inspection Services Qualifications Vandenberg AFB Third Partv Buildinq and Infrastructure Inspection (Vandenberg AFB, CA) Contact: Provide building inspection and plan review for construction of 160 new homes and retrofit of 560+ existing homes in support of housing privatization at the Vandenberg Air Force Base. This contract, also involves inspection of the community center and swimming pool. Duties and scope of work include reviewing and approving construction drawings, change orders, and providing cursory plan review, inspection, and program reporting for this $309,000 project. City of Costa Mesa Building Plan Check and Counter Technician Contact: Building Offical,. _ Bureau Veritas is currently providing building plan check services for residential and commercial properties. We also provide counter technician services as on-site extension of staff. In addition we are providing a registered civil engineer to assist with all building plan check needs. County of Los Angeles Capital Proiect Building Inspection Services Contact: 'Public Works Department_u Our field inspection staff has provided construction inspection services for over 40 high-profile County of Los Angeles Capital Projects such as the Antelope Valley Courthouse in Palmdale, the retrofit of the Hollywood Bowl Shell, the County -USC Medical Center, as well as a variety of courthouses, jails, sheriffs stations, recreational facilities, animal facilities, fire stations, and parks. California Energy Commission Delegate Chief Buildinq Official & Inspection Contact: , Deputy Director, Over 12 years ago Bureau Veritas developed, implemented, and continues to manage the Delegate Chief Building Official (DCBO) Program for the California Energy Commission tied to independent review of the final design and inspections of the construction, to ensure compliance with applicable engineering LORS, the local building codes, the CBSC, and the Facility Design, Geology, Workers Safety, Transmission System Engineering and other Conditions of Certification. Since inception Bureau Veritas has served as Delegate CBO for over 25 power projects throughout the State (involving $10B in construction). We have developed and utilize an award-winning, web -based document control and tracking system utilizing electronic plan check and secure, password -protected document archiving. 14 Move Forward with Confidence Building Inspection Services Financial Capacity Listing of Any Lawsuit or Litigation Please understand in the course of our business meritless claims arise from time to time. The Company has no judgments, pending litigation, liens, or claims that would adversely impact the financial stability, insurability, or performance of professional services of the Company. However in a good faith effort to respond, Bureau Veritas North America, Inc. has provided its litigation information from its Code Compliance and Public Works Services Business line. Bureau Veritas North America, Inc. has multiple service lines therefore those services lines that are irrelevant to this current proposal were not included. Y t BUREAU VERITAS 17 Move Forward with Confidence Exhibit 1 - Pricing Proposal Building Inspection Services Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth in section 3. SCOPE OF WORK. Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate Hours Worked Total Cost Overtime Rate Chief Building Inspector ■ 2080 (full time) ■0 Senior Inspector■ (Electrical) 2080 _ Combination■ Inspector 2080 _ Office■ Coordinator 2080 _ Office Specialist ■ 2080 _ Building Inspector * N * Hours and # of part time staff TBD by the Building Official CASA T&M Over 10 hours per month Exhibit 2 —Staffing Plan Building Inspection Services Qualifications Building CASp Inspector — Inspector — Part Part Time / As - Time As Needed Needed Move Forward with Confidence SR. Electrical Combination Office Office Specialist Inspector — Full Inspector — Full Coordinator — — Full Time Time Time Full Time Building CASp Inspector — Inspector — Part Part Time / As - Time As Needed Needed Move Forward with Confidence Building Inspection Services -- - Disclosure DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." None. Disclosure of any and all past or current business and personal relationships with current Costa Mesa employees or elected/appointed officials. Bureau Veritas has a long history with the City of Costa Mesa and as a result has a very good working relationship with several employees. We are excited at the prospect of furthering our professional relationship. Currently, Bureau Veritas employs a contract combination inspector through an existing contract with the City of Costa Mesa. 20 Move Forward with Confidence 42 Appendix C EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Building Inspection Services RFP at any time after 9/26/11 � 2011. M I certify that Proposer or Proposer's representatives have communicated after , 2011 with a City Councilmember concerning the Building Inspection Services RFP. A copy of all such communications is attached to this form for public distribution. 45 DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No X If the answer is yes, explain the circumstances in the following space. Building Inspection Services Onraamant FYrantinnc Bureau Veritas takes the following exceptions to the Sample Agreement: 5.1 Minimum Scope and Limits of Insurance. (d) "Professional errors and omissions (`B&O") liability insurance with policy limits of not less than Thfee Million Dollars ($3,000,000.00) per- oeettffenee and Five Million Dollafs ($5,000,000.00) ifi the aggreit . Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder." Bureau Veritas' insurance policy specifies One Million Dollars ($1,000,000)/One Million Dollars ($1,000,000) per claim, with a $500,000 deductible. 6.9. Indemnification and Hold Harmless: "To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless, indemnify, ^Maw the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively, "Indemnitees") from and against all claims, suits, demands, damages, losses, expenses, and liabilities of any kind whatsoever (all the foregoing, hereinafter collectively "Claims") including, without limitation, attorneys' fees, afising etrf e resulting from, relating to, ^r ela m^a to have afison atit e resulted from or related to the engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) it is expressly intended by the pa44ies that Consultant's indenviity and defense obligations sh- apply, and indemnitees shall be fully indemnified without offset, deduetion or eontributio-n-, r-egafdless of any negligenee of indemaitee negligenee of other- other- fa-ult of indemnitees, or- any of them, fatilt eattsed or- eontr-ibtAed to the arising of and whether or- not si the Claims. "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary losses of any kind whatsoever, and attorneys fees, and costs and expenses of any kind whatsoever. Consultant's indemnity ^ram obligations shall cover the acts or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, demands, damages, losses, expenses, and liabilities arising from allegations of violations of any federal, State, or local law or regulation, and from allegations of violations of Consultant's or its subcontractor's personnel practices or from any allegation of an injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Contract. 21 Move Forward with Confidence r Building Inspection Services Agreement Exceptions The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce any other obligation of indemnity the Consultant may have with respect to the City which may otherwise exist. If any judgment is rendered against the City or any of the other individuals enumerated above in any such action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of this Agreement." Bureau Veritas would like to discuss our exceptions with the City at a mutually convenient time. ¢Pu vE9 22 ®y Move Forward with Confidence ,BZs CITY OF COSTA MESA PROPOSAL FOR BUILDING INSPECTION SERVICES Charles Abbott Associates, Inc. 27401 Los Altos, Suite 220 Mission Viejo, CA 92691 October 20, 2011 TABLE OF CONTENTS CoverLetter and Vendor Application Form.................................................................... Page 1 Background and Project Summary Section..................................................................... Page 2 MethodologySection..................................................................................................... Page 3 Staffing........................................................................................................................ Page 12 Qualifications.............................................................................................................. Page 18 FinancialCapacity........................................................................................................ Page 23 FeeProposal................................................................................................................ Page 24 Disclosure.................................................................................................................... Page 26 SampleAgreement...................................................................................................... Page 27 Appendix.................................................................................................................................. Ex Parte Communications Certification..........................................................................Page A DisqualificationQuestionnaire.......................................................................................Page B Resumes........................................................................................................................ Page C CAA PROFESSIONAL BUILDING & SAFETY / ENGINEERING I INFR.-LSTRUCTURE MANAGEMENT October 20, 2011 City of Costa Mesa Richard Amadril RFP Facilitator 77 Fair Drive Costa Mesa, California 94503 Subject: Submittal of Proposal for Building Inspection Services Dear Mr. Amadril: Charles Abbott Associates, Inc. (CAA) is pleased to provide this proposal for Building Inspection Services for the City of Costa Mesa. Our submittal is responsive to all of the requirements set forth in your Request for Proposal for Building Inspection Services. CAA is a 114 -person firm founded in 1984. We are currently providing Building and Safety staffing to more than 20 local agencies. Services provided to local agencies include the following: Building & Safety, Code Enforcement, Public Works Administration, City Engineering, Environmental Engineering, and Fire Prevention Services. CAA will provide the City with a team of highly qualified individuals to support your building and safety service needs. Our staff is committed to fast turnaround time with maximum efficiency while maintaining a high quality of workmanship. With the availability of local resources, we can quickly respond to the City's needs. CAA's contact person will be Project Mana er, He can be reached by telephone at = or by email at CAA is recognized for providing high quality services at a competitive rate. We have developed rate structures with each of our clients that assure cost effectiveness without sacrificing quality. We have provided contract building and safety services for more than twenty-seven years. The scope of service has varied from part-time to full-service departments. In each case, we work closely with the client to assure that the particular service demand is met. The City of Costa Mesa can be assured of the quality, responsiveness, and professionalism for the support services we provide, regardless of the size or nature of the contract. CAA has eleven building departments that have achieved an ISO rating of two, some of the top ratings in the County. CHARLLS ABBOTT ASSOCIATES, INC. 274.01 Lw Acras • StIrrF. 220 • MtssioN VIr..Jo> CA 926g4 TOLL FREE (866) 530-4980 • PHONE (94()) 367-2850 • FAX (gag) 367-2852 5F\i'Y5'.CAAPROFI,-SSIONALS.COfvf C04,4 NOFE5SIONAl. Bl- [LI )IN(; C S:v,-i rr l EVc1NHH-RING l ITIPkAS'I'kPCfl'kI( NIA"%(&.Nrn:\r We are fully committed to respond quickly and to furnish adequate staff to meet the demands of the City at any time. Our staff is technically qualified, trained, properly licensed and certified to provide plan check, as well as inspection services to meet your workload needs. Our proposal is for operating your entire building department, as this is the best way to provide superior service at a reasonable cost. This proposal shall remain valid for a period of not less than 180 days from the date of this submittal. Our Mission Viejo Corporate Office will manage this contract. We look forward to hearing from you in the near future, and the opportunity of presenting our qualifications and project approach in person. Sincerely, CHARLES ABBOTT ASSOCIATES, INC. President Appendix A na REQUEST FOR PROPOSAL Building Inspection Services VENDOR APPLICATION FORM TYPE OF APPLICANT: FA NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: 19 r'k^\_eLr-k,r-,aP u fl�socA�s Corporate Mailing Address: 2---IO City, State and Zip Coder E -Mail Address: Phone: Fax: Contact Person for Proposals: Business Telephone: Is your business: (check one) ❑ NONPROFIT CORPORATION Is your business: (check one) ❑ INDIVIDUAL E -Mail Address: Business Fax: TA FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION 20 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone BOERNE=- 1C15-0 a finer Federal Tax Identification Number: City of Costa Mesa Business License Number: N A - (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: " A CITY OF COSTA MESA BACKGROUND AND PROJECT SUMMARY SECTION This section of our proposal provides a discussion of the City's needs and our overall approach and philosophy that we believe are important to delivering the services desired by the City. The City of Costa Mesa is seeking assistance from a qualified consultant to provide comprehensive Building and Safety Services. The City wants services that will assure residents and other applicants, receive high level, timely, cost effective, and reliable response from the staff providing those services, while complying with the City of Costa Mesa directives, codes and policies. GENERAL PHILOSOPHY STATEMENT CAA's general philosophy is to assure the City that CAA will accomplish the scope of services in a comprehensive and thorough manner: • Service: Staff working in the City must be service oriented, courteous, and reliable. The residents of Costa Mesa must receive personalized service by staff who understand their needs, while representing the City. • Professionalism: You must have a high level of confidence in the staff assigned. The individuals serving the City must not only possess the technical skills you are seeking but the interpersonal skills that tie technical know-how to practical service. • Control: City management and officials must have control of their operations. Our approach assures that you control the services to be delivered and that we are held accountable. Levels of service are provided to meet the workload demand and the priorities of the City are clearly defined. Responsiveness: The City must be served by a consultant team that works effectively with permanent City staff, responds with flexibility to the needs and priorities of the City, and deals effectively with the public. • Objectivity: CAA provides service only to governmental agencies to eliminate conflict of interest. CAA has been reviewed by ISO with some of the highest ratings. As we deliver these services, it is CAA's practice to continually: • Evaluate our operations to assure that services are being properly, efficiently, and courteously delivered; • Evaluate services being provided and the staffing assigned to complete the work, and to assure that staffing levels are appropriate based on the workload; and • Evaluate and identify improvements in the process for the City's consideration. CAA2 Building and Safety Services CITY OF COSTA MESA METHODOLOGY SECTION CAA staff members from our pool of resources will be dedicated to the project. This core staff will carry out the duties as stated in the RFP. CAA has the experience, knowledge, and ability to manage such tasks, assignments, and responsibilities while reducing the City's financial and staffing burdens. The Project Manager will make periodic reviews of our team's work to assure that the work quality, work flow process, and turnaround times are fully achieved. CAA's Project Manager for this engagement, - CBO, will supervise the project and maintain continuous communication with the City of Costa Mesa. Greg will assure that the City is 100% satisfied with our staff, the quality of our work, and the overall teamwork between our staff and yours. Any shortcomings from the City's perspective will be dealt with promptly. CAA is committed to tailoring our service to best meet the special needs of the City of Costa Mesa, expediting the plan review process in an efficient, high-quality, manner with the highest degree of professional care. It is important that the individuals assigned to the City possess the following key skills: • Exceptional customer service skills; • Technical knowledge to perform the duties; • Certification/registration in the necessary disciplines to demonstrate their technical knowledge; • Ability to stay current with technology through ongoing training; • Ability to communicate effectively with the public; • Ability to transmit the technical knowledge to help individuals and businesses to comply with related regulations; and • Desire to work cooperatively with other staff members. Conceptual Service Plan CAA is proposing to provide the following: A Certified Building Official with broad experience in jurisdictional procedures, a solid background in code compliance with a strong commitment to customer service. • Licensed and certified Plan Review Engineer(s) for thorough and timely plan review of larger, more complicated projects (to be reviewed at corporate or regional office). • CAA will provide clear, concise corrections for the applicant; corrections will be provided in a professional manner. CAA3 Building and Safety Services CITY OF COSTA MESA • Perform all necessary liaisons with the applicant designee via phone, email, or meetings. • Provide recommendations and act as a liaison to the Community Development Director. • Attend meetings as requested. • Provide plan review status reports. • Provide next -day inspections of all requested inspections called in prior to 4:00 p.m. • Coordinate with the City on all discretionary decisions and request for alternate materials or types of construction Coordinate with Community Development Director and other departments and agencies on all Certificates of Occupancy. Maintain clear and concise Inspection records. • CAA will provide Building and/or Engineering Staff for emergency situations; all CAA building and engineering staff are Disaster Service Worker (DSW) certified. • CAA will complete Code required paperwork and any additional requirements by the City. Additional services as needed and as requested by the City. Effective Public Counter Services • The public counter is a very important aspect of building and safety services. CAA is dedicated to assuring that 80% of permits are issued "over the counter." • The public counter represents the "front line" where residents evaluate City staff. CAA understands that attitude, philosophy and experience dictate the effectiveness of the individuals serving the City. The CAA team assigned to the City is made up of qualified staff, familiar with planning/zoning, public works, engineering, construction, maintenance and landscape services. • CAA's commitment is to provide high quality services with minimal delay, but always in compliance with the City's operational guidelines. Effective Local Involvement • CAA works to have an active involvement in the community. CAA is sensitive to the Chamber of Commerce, BIA, HOA's, citizen's groups and other social organizations. • CAA understands the sensitive nature of this undertaking and looks forward to continuing the excellent service reputation we have established in cooperation with City staff. • CAA has also been actively involved in the community by supporting local functions and participating in community activities. Ca" 4 Building and Safety Services CITY OF COSTA MESA Development and Implementation of Codes, Ordinances and Regulations • CAA has a good understanding of City requirements due to our many years of service in other agencies. • CAA has a good understanding of your specific requirements, which are critical to effective operations. • CAA has good working relationships with staff and keeps up with community affairs and attends various public meetings. CAA works diligently to assure effective coordination internally and with other agencies. • CAA's staff is cross -trained to give the public the proper information with handouts, forms, permits or refers them to proper individuals. • CAA is trained to know the basics about City operations to better serve the public. • CAA's staff has specific experience in reviewing and analyzing codes, ordinances, fee structures, etc. as well as providing the staff support to meet Costa Mesa's specific needs. • CAA's staff are involved in the code development process nationally and at the state level affording them the ability to offer sound interpretations and solutions to code challenges. • CAA's staff was involved in the development of the CAL Green certification program. • CAA has staff that are state certified California Access Specialists who can perform Disabled Access assessment and are well versed with the state and federal disabled access standards. Accurate and Timely Record Keeping to Monitor Costs and Services CAA has established procedures to assure that records are kept accurately. • CAA has qualified staff members prepare, check, monitor and assume quality control for all procedures ranging from fee calculations to monthly, quarterly and annual consulting cost expenditure requests. • CAA will provide timely submittal of required state and City reports. CAA5 Building and Safety Services CITY OF COSTA MESA CAA assigned staff will perform inspection services as required by the City of Costa Mesa. Our staff will meet or exceed the City's minimum qualifications for all position(s). Competent inspectors will be provided whose background, experience, applicable certifications and demeanor demonstrates the ability to conduct inspections in accordance with jurisdiction standards. All CAA inspectors are ICC certified. Relevant background information for inspectors is provided under Education/Training/Experience. CAA will provide all materials, resources, tools and training required for our inspectors to perform their assigned duties, including cell phones and other technology devices that enhance service. CAA has the resources and technical capabilities to meet the demands of Building and Safety Division services of the City. The following sections identify the basis of our service agreement and promises: • Architectural — CAA staff is certified and experienced in all phases of architectural review, including construction types, occupancies, separations, heights, areas, egress means, and fire/life safety. CAA staff will bring many years of experience to the City's review and inspection process with respect to size, shape, and use of buildings with varying complexities. Many of CAA's staff are active in architectural code promulgation at the state and national level and several sit on CALBO and International Code Council (ICC) committees. • structural — CAA's plan review structural engineers have reviewed structural plans with varying degrees of construction complexity from single-family homes to high-rise multi -use facilities. CAA's plan review engineers maintain California registration with an average experience of over 30 years in structural and design plan review. • Mechanical — CAA staff are experienced in plan review and inspection of mechanical installations from simple FAU applications to complex smoke control systems. CAA staff will bring such knowledge, experience, and understanding to City reviews and inspections. • Plumbing — CAA staff are well knowledgeable and experienced in the review and inspection of plumbing plans and installations including applications from the simple to the complex. Since many of our staff have worked in the field, they can draw on their own expertise and experiences as the designer, developer, and inspector. • Electrical — CAA staff is experienced in the plan review and the inspection of various electrical installations residential and commercial. Co" 6 Building and Safety Services CITY OF COSTA MESA • T-24 Energy — CAA staff are well informed of California's Energy Efficiency Standards for Residential and Non -Residential Buildings, or "T-24 Energy' standards. CAA staff receives extensive annual training to ensure that each is aware of the specifics of these state programs. • Accessibility — CAA staff attends state and locally sponsored CALBO and ICC training relative to disabled access. CAA staff takes disabled access seriously and has been proactive on CALBO's Accessibility Compliance Committee. CAA can provide a Certified Access Specialist Program (CASp) professional to meet California's new requirements that took effect in July 2010. • LEEDs — CAA recognizes the importance of and pursues environmentally conscious design and development procedures consistent with the U.S. Green Building Council (USGBC), Leadership in Energy & Environmental Design (LEED) certification standards. CAA has staff certified through the LEED process that are available to review City development projects that are required to have LEED Certification (s). • Green Building Code Review — CAA can and will provide staff that are aware and up to date on the 2010 California Green Building Standards (CALGreen) Code revisions. As with LEED certification, CAA seeks to enhance and improve City development projects through cooperation and collaboration with stakeholders. CAA's goal is to assure that the project is properly organized to meet the needs of the City. To accomplish this, we will perform the following sub -tasks at no cost to the City: Participate in a "kick off" meeting with the City staff to review responsibilities, to establish working relationships, and to establish formal and informal lines of communication. Conduct a meeting with staff to discuss internal procedures, to have a common understanding of how individuals will be interfacing, and to establish a cooperative working relationship. Allocate time for each CAA staff person to review and clearly understand the City's policies and guidelines. CAA7 Building and Safety Services CITY OF COSTA MESA Scope of Work These positions are responsible for all Building Inspection services, counter assistance, inspection, and public inquiries, including, but not limited to: • Provide inspection support staff at City Hall — Office hours are 7 AM to 4 PM, Monday through Friday. • Provide building inspection services — Office hours are 7-8 AM and 3-4 PM; Field hours are 8 AM to 3 PM, Monday through Friday. • Assign and coordinate daily inspections. • Prepare daily inspection run and count. • Coordinate and attend pre -construction meetings as requested by the general contractor or building official. • Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing work, etc. • Handle inspection inquiries and resolve complaints. • Update and maintain inspection results in Permits Plus. • Follow up on all expired permits during less than normal inspection call days. • Process public records requests. Update and maintain Building Safety Procedures Manual related to inspection services. • Investigate accessibility complaints. • Process certificate of occupancy and temporary certificate of occupancy requests. • Maintain building records; prepare documents for storage and/or imaging on a monthly basis. • Provide administrative support coverage for Planning and Code Enforcement services as needed. • Provide inspection support to Code Enforcement as needed. CAA8 Building and Safety Services CITY OF COSTA MESA MAXIMUM SERVICE DELIVERY TIMEFRAMES (LEVEL OF SERVICE) Service Maximum Timeframe for Service delivery Building and Grading Inspection The following working day if request is received before 4PM Update inspection results At the end of each business day Prepare daily inspection run and count Prior to 8 AM of the day of inspection Assign and coordinate daily inspections Prior to 8 AM of the day of inspection Virtual Window (SKYPE, Adobe Connect) Immediate Monthly Statistical Accounting End of each Month Assistance at the public counter or provide Immediate during City Hall hours administrative support coverage for Planning and Code Enforcement services Public records request As directed by the Building Official or City Clerk (responses typically due within ten days or request) Return calls received outside of business In the AM the following day hours Investigate accessibility complaints Within 48 hours Process certificate of occupancy or With 24 hours temporary certificate of occupancy Answer calls through the general Within 4 rings inspection line Transition The transition from current services' staff to CAA will be smooth, timely, and unnoticed by the public. We will review City forms, procedures, and policies immediately and will recommend any efficiencies to the City. Any action will be closely coordinated with City Management. Our role is to effectively work with City staff, provide optimum services to the public, and to generate a cost benefit. CAA has a proven track record with other clients and we can achieve similar results for your City. The following is an outline of the key tasks that generally need to be completed as part of transitioning to CAA staff. If selected, CAA will prepare a detail of tasks, along with a timetable for completion and tracking of progress. Document services and tasks to be transitioned along with responsibilities for the parties involved. W9 Building and Safety Services CITY OF COSTA MESA • Assure a complete understanding of each item to be transitioned along with current status and anticipated workload. • Identify how past and existing permits and plan checks will be handled and related responsibilities for issuance and/or inspection. • Develop review and control procedures. • Discuss fee collection and retention of fees already collected for plans, permits and inspections. • Develop timing/schedule for transition. • Implement progress/monitoring reports. • Establish meeting schedules to assess transition. Proper Staffing Support to Meet Workload Demands • CAA's team is structured to allow flexibility in manpower and will match fluctuating workloads and priorities with proper staff. • CAA Staff has assigned staff to the City to assure that the workload demands are met. • CAA's staff is cross -trained, several tasks such as plan checks can, in fact, be done on-site. CAA has cross -trained staff to increase our flexibility to get work done right the first time, efficiently and cost effectively. • Additional staff is brought on-site and trained as part of our contract to provide backup, meet peak workload demands, and to train new staff in the efficient operation. IV. CAA will be there to support City staff in any way needed. By cooperating and working closely with all of the entities responsible for project approval, we form a collaborative working relationship that centers on successful project processing. As a result, the development approval process with other City departments is timely, seamless and efficient. We minimize surprises that can lead to costly delays due to plan revisions late in the approval process by beginning work early with the project design team involved with major construction projects. Our facilitative approach to project review stresses building safety while allowing for innovation in approach to resolve complicated building design issues. CAA also recognizes the needs of sensitive projects and those that require special attention to meet the needs of the community. V CAA proposes to provide the entire building department function. This is the most efficient way for the City to provide superior service and save cost. We have included a section on plan check, however most of our proposal includes references to plan check as part of our services offered. CAA10 Building and Safety Services CITY OF COSTA MESA CAA Plan Check Service Plan: • Review plans to ensure compliance with the current Adopted California Building Codes and all state and local amendments. • CAA will provide a plan check engineer available to meet clients if necessary. • The certified plans examiner will provide plan review for non-structural plans (conventional framing) including most room additions, tenant improvements, electrical, plumbing and mechanical plans. • CAA will use existing (or create if none exist) standard plan checklist from the City of Costa Mesa to ensure consistency in plan review. • CAA will utilize electronic plan checking to increase efficiency and turnaround times where possible. • A comprehensive list of comments is prepared and returned to the client along with the plans. Timeliness: All initial reviews will be returned within 10 business days for single family residential, small and large commercial projects, improvement plans. Rechecks will be returned within 5 working days for the first recheck and 3 business days for all subsequent rechecks, with 5 business days for revisions to plans. Our plan review staff will, at the permission of the City, arrange meetings with the designer, owner or representative to try to resolve any issues when subsequent checks are required. Initial Checks 10 days Recheck 5 days Plan Change 5 days Single Family Dwelling 7-10 days Apartments 10 days Tenant Improvements 10 days Commercial/Industrial 10 days Revisions to Approved Plans 5 days Electrical Only 5 days Residential Improvements (i.e. room additions, etc.) 5 days Digital Review CAA proposes to provide review as currently established, as well as electronic plan review; we currently work with SIRE Technology, which can accommodate Adobe Acrobat PDF, as well as other formats such as CAD, or scanned drawings. CAA11 Building and Safety Services CITY OF COSTA MESA VI. CAA will interview the existing City of Costa Mesa staff members for potential offer of employment. CAA has many previous City employees working for CAA and understands the importance of retaining existing staff. VII. CAA will only need the equipment stated in the RFP. STAFFING Key members of the proposed project team include: Proposed Building and Safety Staff. nspector/Certified Plans Examiner Building Inspector ,Certified Plans Examiner Certified Specialist, Certified Plans Examiner California Registered Civil Engineer/Certified PIans Examiner California Registered Civil Engineer/Certified Plans Examiner California Registered Civil Engineer/Certified Plans Examiner California Registered Civil Engineer/Plans Examiner Resumes of key individuals are included per RFP in this section. RFP also required all proposed staff and their resumes to be included in the Appendix. California registered civil engineers, other certified plans examiners, and CASP certified specialists are available to provide back-up to the project and to meet the varying workload demands of the City of Costa Mesa. CAA assures that a core back-up staff is established to ensure the City is not "short-staffed" at any time due to vacations, sick leave, etc. CAA12 Building and Safety Services CITY OF COSTA MESA Minimum Qualifications • All CAA inspectors must have a minimum of four years experience at the journey level in inspection or the construction trade with emphasis in construction, structural, electrical, plumbing or mechanical and engaged in a wide variety of construction and installation work, and graduation from high school. • CAA inspectors shall be certified by the International Code Council in one or more discipline, and may only perform inspection with the appropriate certification. Accessibility complaints will be performed by a Certified Access Specialist inspector. The following administrative functions will be performed by Jay Elbettar or Paul Melby: • Review and approve time cards. • Review and approve payments. • Track all monthly invoices. • Monitor service delivery. • Monitor level of service delivered. CAA13 Building and Safety Services CITY OF COSTA MESA Key Member Resumes: PRESIDENT/CEO- PRINCIPAL Education: B.S., Civil Engineering, University of Illinois Yrs. Experience: 32 Years (26 Years with Charles Abbott Associates Inc.) Licenses: Professional Civil Engineer, California (C37081) and Arizona General Engineering Contractor (A) California (#651840) - has been the President of Charles Abbott Associates, Inc. (CAA) for the past nine (9) years and has over thirty two (32) years of experience in providing consultant services. His work experience covers the expanse of the public sector from the city and local levels to the county, state, and federal levels. His managerial expertise covers everything from city director positions to city engineer positions. His broad experience and expertise in these areas brings an understanding of unique problems and the ability to find solutions to meet the particular needs of any City. -is always available to City Management, as he has had direct involvement in all CAA projects in order to monitor the timeliness and quality of services being delivered. As President of CAA, -also oversees the day-to-day operations of the Company through the management and administrative division team leaders. He is responsible for the growth, marketing, profitability, duality control, client relations, and organizational development of the firm. He develops short and long-range goals and programs for CAA, which promotes and plans for development, while providing stability for the organization and its clients. KEY QUALIFICATIONS: • Registered Civil Engineer • Municipal Background • Hands-on Engineering Experience • Project Oversight • Project Commitment REPRESENTATIVE PROJECT EXPERIENCE: Prior to becoming CAA's President, -served as Town Engineer for the Town of Apple Valley for over 10 years. He was responsible for all city engineering activities including the implementation of Apple Valley's Capital Improvement Programs. This included the assessment of infrastructure needs, project development, project prioritization, and revenue programming, including project financing through such mechanisms as the sale of revenue bonds, development of impact fees, and securing grants. Work included the development of program data tracking, community outreach and agency approval. C.4.4 4 Building and Safety Services CITY OF COSTA MESA REGIONAL DIRECTOR/PROJECT MANAGER Education: B.A., Economics, University of California, Los Angeles Yrs. Experience: 24 Years Licenses: General Building Contractor: California Certifications: ICC Certified Building Official ICC Certified Building Code Official ICC Certified Plans Examiner ICC Certified Mechanical Inspector ICC Certified Building Inspector ICC Certified Combination Dwelling Inspector has over 24 years of Building & Safety and construction experience. Presently, he is a Regional Director, responsible for supervision of all Building & Safety services for our firm. He also has supervisory responsibilities for code enforcement in the City of Hidden Hills. His responsibilities include the performance of construction inspection to assure that work is according to code, plan review, and permit issuance and updates codes, services, fees, and operations for local clients. He shares CAA corporate responsibility for quality control, interviewing and hiring, training, and staff development. KEY QUALIFICATIONS: • Certified Building Official • Certified Plans Examiner • Local Government Background • Extensive Building and Safety Experience • Multiple Certifications REPRESENTATIVE PROJECT EXPERIENCE: ► Serves as the Building Official for the City of Rancho Santa Margarita. ► Serves as the Building Official for the Cities of Hidden Hills and Camarillo. ► Oversees the Building and Safety functions in the City of Palos Verdes Estates. ► Previously served as the Building Official for the City of Moorpark. ► Developed CAA's guidelines for Insurance Services Office (ISO) compliance. ► Pardee Homes -7 Residential Tracts, Camarillo, CA ► Marriott Senior Living- Residential Care Facility, Camarillo, CA ► Camarillo Premium Outlets, Camarillo, CA CAA15 Building and Safety Services CITY OF COSTA MESA BUILDING OFFICIAL Education: M.S., Structural Engineering, University of Southern California Yrs. Experience: 30 Years Licenses: Professional Civil Engineer, California Certifications: ICC Certified Building Official ICC Certified Plans Examiner ICC Certified Building Inspector ICC Certified CALGreen Plans Examiner ICC Certified CALGreen Inspector LEED Accredited Professional Certified Green Building Professional Accessibility Inspector/Plans Examiner DSA Certified Access Specialist, CASp has over 30 years experience in engineering, plan check and code enforcement. His commitment to public service is unmatched. He is a past president for CALBO and is presently an instructor for the CALBO Training Institute, as well as a Faculty member at Coastline Community College where he teaches concrete code technology, masonry code technology and code requirements for wood and steel framing. He is well known in the industry for his vast knowledge in Building and Safety Codes and Code Enforcement and has served on many code committees and boards. He is currently serving on the ICC—ES Board of Managers and on the ICC board for the International Professional Standards. was appointed in 2010 by Governor Schwarzenegger to serve a four year term on the Sate Seismic Safety Commission and was presented the Gerald H. Jones Code Official of the Year Award at the 2010 ICC Annual Conference in Charlotte, N.C. KEY QUALIFICATIONS: • Registered Civil Engineer • Municipal Background • Hands-on Engineering Experience • Project Oversight • Project Commitment ► served as the Chief Building Official and Director of a full service department for the City of Newport Beach, CA where he was responsible for three divisions to include plan review, permit issuance, inspection and building code enforcement responsibility for a population of 78,0000 with a staff of 38. ► Served as the Building Official for the City of Glendale, CA. ► Served as a Structural Engineering Associate (Plan Check) for the City of Glendale, CA. C,4,416 Building and Safety Services CITY OF COSTA MESA -CERTIFIED PLANS EXAMINER Years of Experience: 20 + Education: A.S., Construction Inspection, Mt, San Antonio College A.A., Architectural Drafting, Saddleback College A.A., Business Management, Saddleback College Certification: ICC Building Official (0875834 -CB) ICC Plans Examiner (0875834-60) ICC Combination Inspector (0875834-50) ICC Green Certified (0875834-G1) General Contractor (901300 B) OES/CALEMA DISASTER SERVICE WORKER (SAP63248) -serves as the Building Official for the City of Rancho Santa Margarita. He is responsible for the plan review of construction projects as well as the construction inspections in the City of Rancho Santa Margarita. In addition,�augments Rancho Santa Margarita city staff by providing support for Planning, Code Enforcement, Public Works and Water Quality. - prepares reports for city staff and coordinates with other agencies ensuring that projects are not permitted or finalized until the required approvals are obtained. -prides himself on being able to administer the code in a friendly, courteous manner. Coming from a construction background, he understands issues involving the mechanics and constructability of systems intended for compliance. AREA OF RESPONSIBILITY: Non -Structural Review REPRESENTATIVE PROJECT EXPERIENCE: P. City of Rancho Santa Margarita: Building Official, responsible for Building and Safety services. ► City of Los Alamitos: Building Official responsible for Building and Safety services and Stormwater Program Management ► Plan Check Manager: Wildan Engineering: Supervised plan check engineers and provided plan check services for the County of Orange, and Cities of Santa Ana, Garden Grove, Tustin, Lake Forest and Laguna Hills. ► City of San Juan Capistrano: Building and Safety/Code Enforcement Manager: Responsible for Building and Grading and Code Enforcement. Supervised Inspectors and Code Enforcement Officers. Co"17 Building and Safety Services CITY OF COSTA MESA QUALIFICATIONS Charles Abbott Associates, Inc. (CAA) is an extremely qualified Building and Safety, Engineering and Environmental firm who wishes to provide Building and Safety services on behalf of the City of Costa Mesa. Our staff is highly trained and extremely conscientious when it comes to carrying out the CAA mission of providing unsurpassed customer service. For more than 27 years, CAA has been working hard to fulfill this mission as well as help make municipal government more efficient. CAA feels that we have the necessary skills, staff and reputation to enhance the services within the City of Costa Mesa. FIRM BACKGROUND CAA, a California Corporation, specializes in providing Building and Safety, Engineering, Environmental and Fire Protection services to numerous municipalities throughout California and Nevada. Our Project Team brings numerous years of related project experience together with an expertise in similar services for other municipal clients. CAA was incorporated in the State of California in 1984. For more than 27 years, we have provided outstanding professional services to over 75 municipal and regional government agencies. Our reputation for outstanding customer service is widely known. We are proud of the fact that all of the clients that we currently service are pleased with our services and regularly commend our staff's commitment to excellent client and customer service. CAA is a broadly based Professional Services consulting firm specializing in municipal services. The firm's mission is "To provide unsurpassed quality of service with the highest degree of professionalism and care for our clients and employees." CAA has regional offices strategically located throughout California, Nevada, Arizona and Georgia. CAA18 Building and Safety Services CITY OF COSTA MESA CORPORATE HEADQUARTERS 27401 Los Altos, Suite 220 Mission Viejo, CA 92691 Toll Free: (866) 530-4980 Fax: (949) 367-2852 REGIONAL OFFICES THE WOODLANDS TEXAS SACRAMENTO COUNTY NYE COUNTY, NEVADA 9595 Six Pines, US Bank Plaza Center 1210 E. Basin Ave., Suite 1 Bldg. 8,Level 2 980 Ninth Street, 16th Floor Pahrump, NV 89048 The Woodlands, TX 77380 Sacramento, CA 95814 Phone: (775) 751-3773 Phone: (866) 530-4980 Phone: (916) 446-7104 Fax: (775) 751-3778 CAA SERVICES RENO, NEVADA 200 South Virginia 8th Floor Reno, NV 89501 Phone: (866) 530-4980 PHOENIX, ARIZONA Two Renaissance 40 N. Central Ave, Suite 1400 Phoenix, AZ 85004 Phone: (866) 530-4980 ATLANTA, GEORGIA Two Ravinia, Suite 500 Atlanta, Georgia 30346 Phone (866) 530-4980 CAA has provided services similar to those you are requesting since 1984. We have provided such services to many cities and counties in the Southern California regions of Los Angeles, Ventura, Orange, Riverside, and San Bernardino Counties, as well as Nye County, Lyon and Clark County, Nevada. CAA has successfully established long-term working relationships with a number of cities W19 Building and Safety Services CITY OF COSTA MESA and counties in Southern California. The following table list services provided to meet client needs: VITAL STATISTICS • Years in business: Founded in 1984, the firm has been in operation for over 27 years • Average years of experience for staff being proposed: 25+ Charles Abbott Associates, Inc. is an independent corporation, incorporated in the State of California. Firm Organization Since our incorporation in 1984, CAA has grown to a full-time staff of 114 employees. CAA has a demonstrated track record of very low turnover, which has proven beneficial to our clients. CAA employs a fully credentialed, cross -trained staff that effectively meets our engineering and building and safety commitments to our clients. The general make up of the staff includes the following: Principals SERVICE ROLES Civil/Structural Engineers SERVICES • Building Official Building & Safety Building & Safety Administration • Building Inspector Administrative Plan Review • Code Compliance Officer Building Inspections • Public Counter Technician Accessibility Assessments • Public Works Director Grading and Improvement Review • City Engineer Environmental Assessments • Plan Checker Municipal NPDES Programs • Fire Prevention Specialist/Inspector NPDES Review • Map Check Surveyor Public Works Administrative Services • Project/Construction Engineer Public Works Contracting • Landscape Manager/Supervisor Work Management and Budgeting • Landscape Architect Systems Redevelopment Agency Engineer Organizational/Personnel Audits • Assessment Engineer Grant/Funding Applications • Traffic Engineer AB 939 Implementation • CASP Certified Specialist Pavement Management • Asset Management VITAL STATISTICS • Years in business: Founded in 1984, the firm has been in operation for over 27 years • Average years of experience for staff being proposed: 25+ Charles Abbott Associates, Inc. is an independent corporation, incorporated in the State of California. Firm Organization Since our incorporation in 1984, CAA has grown to a full-time staff of 114 employees. CAA has a demonstrated track record of very low turnover, which has proven beneficial to our clients. CAA employs a fully credentialed, cross -trained staff that effectively meets our engineering and building and safety commitments to our clients. The general make up of the staff includes the following: Principals 2 Civil/Structural Engineers 18 Engineering Associates 15 Building & Safety 60 Environmental, Fire Prevention & Planning 13 Administrative 6 TOTAL 114 W20 Building and Safety Services CITY OF COSTA MESA PROJECT ORGANIZATION CHART CAA proposes a highly qualified and experienced staff that has provided similar services to numerous neighboring cities and counties. The organization chart below illustrates how CAA would propose to serve the City of Costa Mesa. CAA21 Building and Safety Services CITY OF COSTA MESA CLIENTS Below is a partial list of current and previous clients for whom we have provided similar services or services of a significant magnitude. It is important to note that CAA has successfully met all the service requests of our clients. Close interaction and sensitivity to our clients' needs have been vital to our success. We work closely with each client and City staff. Additional quality control is provided by maintaining direct access from the City Community Development Director to a Director of the firm to assure that all services are properly delivered to the client and to evaluate our performance on a regular basis. CAA'S CLIENTS CITY LEVEL CITY LEVEL (CONT.) CITY LEVEL (CONT.) Alhambra Irwindale Temple City Adelanto La Canada Flintridge Torrance Aliso Viejo Lake Forest Twentynine Palms Anaheim Laguna Niguel Victorville Apple Valley Laguna Hills Whittier Arcadia Lawndale Yorba Linda Atascadero Lynwood Yucca Valley Azusa Manhattan Beach Yucaipa Baldwin Park Moorpark Bell Monrovia Bellflower Montebello COUNTY LEVEL Beverly Hills Monterey Park Los Angeles Bradbury Newport Beach Orange Camarillo Norwalk Riverside Carson Oceanside San Bernardino Cerritos Palos Verdes Estates Ventura Chino Hills Pinole Clark County, NV Claremont Rancho Palos Verdes Nye County, NV Covina Rancho Santa Margarita Culver City Redondo Beach Cypress Rolling Hills Estates OTHER AGENCIES Dana Point Rosemead California State Universities Diamond Bar San Buenaventura Greater L.A. County Vector Duarte San Fernando Control District Fountain Valley San Gabriel Morongo Basin Transit Garden Grove San Marino Authority Gardena Seal Beach Port of Los Angeles Hawaiian Gardens Sierra Madre Sanitation Districts of L.A. Hermosa Beach Signal Hill County Hidden Hills Simi Valley Huntington Beach South Pasadena Stanton Building and Safety Services 21 CITY OF COSTA MESA REFERENCES The following contains references for CAA with an outline of services provided to each client, as well as the period of time that we have been performing the referenced service. We are extremely proud of our track record and the length of time we have continuously provided services to our clients. We invite you to contact our clients to obtain their opinion of the services we provide for their cities. Provided in the Appendix are notable projects that CAA has completed for our public agency clients. REFERENCES SERVICES PROVIDED SINCE City Engineering 1985 Building and Safety Q+ , Public Works Administration (26+ years) 4 City Planning ' Code Enforcement r�urea+�� Traffic Engineering Landscape Management NPDES/AB 939 Building and Safety 2001 City Engineering and Public Works (10 years) City Planning Code Enforcement NPDES/AB 939 Plan Check 2009 Building Inspection 2005 NPDES Compliance WQMP Reviews (6 years) Industrial/Commercial Inspections Building and Safety 1994 Public Work Administration 1994 Town Engineering 1990 Traffic Engineering (21 years) NPDES 2002 Building and Safety 1993 Engineering support 2003 �nCX. Fire Marshal Services NPDES (18 years) CAABuilding and Safety Services CITY OF COSTA MESA CAIA Building and Safety Services Building and Safety 1994 Public Works Plan Check ��y F Public Works Inspection (17 years) .z r rgc�Fo�'`v Building and Safety 2004 A, m -k (7 years) Building and Safety 1994 ., (17 years) Building and Safety 1992 Town Engineering 2003 Traffic Engineering Public Works Inspection (19 years) LtEy ADA Assessment W Building and Safety 1991 Tom, City Engineering Traffic Engineering (20 years) i; xr xs CAIA Building and Safety Services CITY OF COSTA MESA FIRM EXPERIENCE CAA has assembled a project team with the skills and qualifications to serve the City of Costa Mesa. Each team member has worked on similar projects, and served the public sector for many years, and is aware of the issues associated in delivering these types of services to the community. CAA's proposed building and fire prevention staff has many years of experience analyzing and reviewing plans and related submittal documents for compliance with state and local codes and amendments, as well as related reference documents. Our team of highly qualified engineers and plan check staff are well trained, experienced and familiar with various types of construction and methods. PROPOSED STAFFING AND PROJECT ORGANIZATION QUALIFICATIONS OF STAFF This section of our proposal includes the qualifications of staff assigned to work on the services that CAA proposes for the City of Costa Mesa. As part of our services, we assure the following to the City: • Key personnel will be available to the extent proposed for the duration of the project and no person designated as "key" to the project will be removed or replaced without the prior written concurrence of the City; • Should we wish to make any permanent staffing changes, we will discuss those proposed changes with the City at least 30 days in advance; and • If the City of Costa Mesa requests staffing changes, we will make them in a timely manner. FINANCIAL CAPACITY CAA is a privately owned company functioning as an "S" corporation. Obviously, with the recent recession, gross revenues have decreased. However, CAA has managed to maintain its profitability despite the downturn due in large part, to the fiscal conservative nature of the shareholders (i.e. very little long-term debt). There are no bankruptcies or impending mergers, pending litigation, office closures, that would impede our ability to complete this project. Please see attached 23 CAABuilding and Safety Services PROFESSIONAL BUILDING M SAFETY / ENGINEERING / INFR.WFRUCTIRE MANAGEMENT' City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 October 20, 2011 To Whom It May Concern: Charles Abbott Associates, Inc. is a privately owned California corporation that has a solid business and financial position. Our solid balance sheet and strong profitability level enables us to pursue additional business opportunities. Sincerely, Controller CHARLES ABBOTT ASSOCIATES, INC. 27101 Los Anus • SHITE 220 • Mjmm VIIi)o, CA 92691 TOLL FREE (866) 530-4980 • PHONK' (949) 367-2850 • FAX (949) 367-2852 N NY NN. CAA P ROP E SS 10 NALS. CO %I CITY OF COSTA MESA FEE PROPOSAL Appendix D PRICING PROPOSAL FORM Building Inspection Services PLEASE SEE OPTION B ALTERATIVE PRICING 44 Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth In section 3. SCOPE OF WORK Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate Hours worked Total Cost Overtime rate $ S S $ $ S $ $ S $ S S Note: Optional Pricing' Percentage of the building permit fee calculated per: I % City of Costa Mesa Building, Plumbing/Mechanical, permits. ' Proposers may propose fee for service (hourly rates) or tum -key operation based upon percentage split of permit fees, or both If Proposer provides Proposals for both, City reserves the right to select either Proposal at its sole discretion. CAABuilding and Safety Services CITY OF COSTA MESA OPTION B PRICING PROPOSAL FORM Building and Safety Services COST PROPOSAL— FOR ENTIRE BUILDING AND SAFETY DIVISION SERVICES CAA's fee proposal for all of Building and Safety Services includes all CAA labor, overhead, reimbursable expenses, and out-of-pocket expenses. CAA will also supply vehicles, cellular telephones and the computers needed to perform these functions. Our proposal anticipates that the City will provide the office space, furniture, telephones, fax machine, copier, file cabinets, postage, forms, applications, and other office stationary. Monthly Fees Collected* CAA's of Fees Building Permit Fees 65% Plan Check Fees 65% On the following page, we have listed our current hourly rates for additional professional services and other direct costs. 25 CAABuilding and Safety Services CITY OF COSTA MESA STANDARD HOURLY RATE SCHEDULE Effective July 1, 2011 CLASSIFICATION RATES HOURLY CLASSIFICATION HOURLY RATES Principal Engineer Principal Building Official City Engineer Building Official Project Supervisor Senior Building Inspector Project Manager Building Plan Checker Project Engineer Building Inspector/Plan Checker Sr. Registered Engineer Code Enforcement Officer Senior Design Engineer Permit Specialist Associate Engineer Assistant/Design Engineer Community Development Director Principal Planner Senior Traffic Engineer/Manager Senior Planner Transportation Planner Associate Planner Traffic Engineer Associate Planning Technician Sr. Draftsperson (CARD) Landscape Director Draftsperson (CADD) Associate Landscape Architect Computer Technician City Forester Senior Environmental Consultant Expert Witness Services Environmental Engineer/Scientist II Senior Contract Administrator Environmental Engineer/Scientist I Administrative Assistant Environmental Inspector Word Processor Clerical Senior Public Works Inspector Public Works Inspector 3 -Person Survey Crew 2 -Person Survey Crew The above hourly rates include general and administrative overhead and fees and employee payroll burden. The above hourly rates ore subject to an annual adjustment based upon increases adopted by Charles Abbott Associates, Inc. as reflected in the Consumer Price Index (CPI). CAABuilding and Safety Services CITY OF COSTA MESA DISCLOSURE As members of ICC (International Code Council) we may have had contact with some Costa Mesa Building Staff over the years. See Attachment 26 CAABuilding and Safety Services 48 Appendix F DISCLOSi.JRE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." CITY OF COSTA MESA SAMPLE AGREEMENT CAA has no exceptions or conditions to the agreement. 27 CAABuilding and Safety Services CITY OF COSTA MESA APPENDIX CAIA Building and Safety Services APPENDIX A CAABuilding and Safety Services -42 Appendix C EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a ling Inspection Services RFP at any time after M I certify that Proposer or Proposer's representatives have communicated after 2011 with a City Councilmember concerning the Building Inspection Services RFP. A copy of all such communications is attached to this form for public distribution. CITY OF COSTA MESA APPENDIX B CAABuilding and Safety Services 46 Appendix E DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. CITY OF COSTA MESA APPENDIX C wBuilding and Safety Services RESUMES PROPOSED CAA BUILDING STAFF PROJECT MANAGER/CERTIFIED PLANS EXAMNINER Years of Experience: 29 + Years Education: B.S., Civil Engineering, California State University Los Angeles Registration: Civil Engineer: California (C70053) and Nevada (018633) Certification: ICC Certified Building Official (0878901 -CB) ICC Certified Building Inspector (0878901-135, K1, 10) ICC Certified Electrical Inspector (0878901-K2, E5) IAEI Certified Electrical Inspector ICC Certified Mechanical Inspector (0878901-M5,K4,44) ICC Certified Plumbing Inspector (0878901-P5,K3,34) ICC Certified Plans Examiner (878901-K6) ICC Certified Combination Inspector (0878901-K8,K4,C8,50) ICC Certified Combination Dwelling Inspector (0878901-R5,56) CIES/CALEMA DISASTER SERVICE WORKER (61525) - with over 29 years of construction, public works, and building & safety experience, has held the position of Building Official, as well as, numerous other positions throughout his career. -has a passion for the field of construction and engineering._is a compassionate leader focused on customer service in the public sector, he is routinely involved in the presentation of building code, engineering principles and advancing the cause of preventing life loss and protecting property. As Regional Director for CAA, he directs the services CAA provides in building and safety and engineering in California and Nevada, as well as quality control and evaluation. AREA OF RESPONSIBILITY: Building and Civil plan review REPRESENTATIVE PROJECT EXPERIENCE: ► 3 -Story Senior Assisted Living Facility, Yucaipa, CA ► Boulevard Bar & Grills (4), Clark County, NV ► Several Industrial/Office Buildings, Clark County, NV ► Nevada Cancer Institute ► Several Commercial Buildings, Yucaipa, Mission Viejo and Camarillo CA ► Las Vegas Metro Police Station ► Yucaipa Valley Center (multi tenant shopping center) SR. BUILDING INSPECTOR Yrs. Experience: 7 Years Education: Associates Program, Construction Inspection, Palomar College, San Marcos Certifications: ICC Certified Building Inspector ICC Certified Building Inspector UBC ICC Certified Combination Dwelling Inspector ICC Certified Commercial Mechanical Inspector ICC Plumbing Inspector ICC Plumbing Inspector UPC ICC Residential Combination Inspector has seven years of experience as a building inspector. He has inspected both commercial and residential structures for the City of Fountain Valley, CA and others. He has managed other building inspectors, and maintains the enforcement stormwater pollution prevention plan during construction. KEY QUALIFICATIONS: • Certified Building Inspector • Extensive Building and Safety Experience • Multiple Certifications PROJECT EXPERIENCE: • Inspector of Comercial Structures • Inspector of Residential Structures • Multi Family Structures from three to twelve unit buildings • Four Story Buildings with one, two, and three hour fire rated assemblies • Two additional levels of Parking Garage Underground • Health Care Facilities • Day Care Facilities • Water Pump Station • Sewer Pump Station CONTINUING EDUCATION: Palomar College, San Marcos, Building Codes Program NEC Code Changes 2008 CALBO Residential Disabled Access Training 2010 UPLANS EXAMINER Yrs. Experience: 11 +Years Experience Education: Clayton State University, Art Institue Atlanta Certifications: ICC Certified Building Official (#5294765) ICC Certified Residential Plumbing Inspector (#375320) ICC Certified Accessibility Inspector/Plans Examiner (#5294765) ICC Certified commercial Mechanical Inspector (#375320) ICC Certified Commercial Building Inspector (#5294765) ICC Certified Commercial Electrical Inspector (#5294765) ICC Certified Commercial Plumbing Inspector (#5294765) ICC Certified Plumbing Plans Examiner (#5294765) ICC Certified Residential Building Inspector (#5294765) ICC Certified Residential Electrical Inspector (#5294765) ICC Certified Residential Mechanical Inspector (#5294765) ICC Certified Residential Plumbing Inspector (#5294765) ]CC Certified Build Inspector UBC (#375320) ICC Certified Elec Plans Examiner (#5294765) ICC Certified Residential Energy Inspector CBC (#5294765) ICC Certified Mech Plans Examiner #5294765) ICC Certified Property Maintenance & Housing Inspector (#5294765) ICC Certified Zoning Inspector (#5294765) ICC Certified Building Plans Examiner (#5294765) - brings over 6 years of Municipal experience to this project. He is an experienced Code Official/Building Inspector/Plans Examiner and he is a certified Building Official capable of providing all the necessary administrative support. He is active with ICC and is committed to the safeguard of the public and preserving quality of life for communities. KEY QUALIFICATIONS: • Certified Building Official • Certified Access Specialist • Municipal Background • Multiple Certifications • Hands-on Construction and Building & Safety Experience CASP SPECIALIST CERTIFIED PLANS EXAMINER Education: A.S, Associates of Science, Ventura College Yrs. Experience: 15 + Years Municipal Experience Certifications: California Certified Access Specialist (CASp) (#180) ICC Certified Building Official (#375320) ICC Certified Building Code Official (#375320) ICC Certified Plumbing Code Official (#375320) ICC Certified Building Plans Examiner (#375320) ICC Certified Accessibility Inspector/Plans Examiner (#375320) ICC Certified Combination Inspector (#375320) ICC Certified Building Inspector (#375320) ICC Certified Electrical Inspector (#375320) ICC Certified Mechanical Inspector (#375320) ICC Certified Plumbing Inspector (#375320) ICC Certified Plumbing Plans Examiner (#375320) ICC Certified Combo Dwelling Insp. (#375320) ICC Certified Res. Combo. Inspector (#375320) ICC Certified Bldg Plans Ex UBC (#375320) ICC Certified Mech Inspector UMC (#375320) ICC Certified Plumb Insp UPC (#375320) ICC Certified Build Inspector UBC (#375320) ICC Certified Permit Technician (#375320) ICC Certified Build Plans Ex CBC (#375320) ICC Certified Build Inspector CBC (#375320) ICC Certified Elec Inspector CEC (#375320) ICC Certified Plumb Insp CPC (#375320) ICC Certified Mech Insp CMC (#375320) ICC Certified Combo Dwelling Inspector Calif Codes (#375320) ICC Certified Combination Inspector Legacy (#375320) AREA OF RESPONSIBILITY: Non -Structural and Accessibility Review REPRESENTATIVE PROJECT EXPERIENCE: brings over 13 years of construction experience to this project. She is an experienced Building Official/Plans Examiner and she is a CASP Certified Specialist capable of providing all the necessary accessibility and plan review support. ► Currently Serving as Deputy Building Official for the City of Camarillo; as well as serving as Plans Examiner. ► Previously served the Cities of Hidden Hills and Mission Viejo, and the County of Los Angeles. ► Thorough knowledge of building codes, regulations and construction industry standards. REGISTERED CIVIL ENGINEER/CERTIFIED PLANS EXAMINER Years of Exnerience: 30+ Education: M.S., Applied Economics, Santa Clara University, Santa Clara, CA B.S., Architectural Engineering, California State University, San Luis Obispo Certification: ICC Certified Building Official (1036330 -CB) ICC Certified Plans Examiner (1036330-63) ICC Certified Plans Examiner UBC (1036330-60) 0ES/CALEMA DISASTER SERVICE WORKER Registration: Civil Engineer: California (C 34264) and Nevada has over 30 years of experience in architectural and structural review of residential and non-residential plans. He has plan review experience working for both private and municipal entities. Prior to working as a plan checker, he worked for a private consulting structural engineering firm as a design engineer for residential and non-residential buildings. AREA OF RESPONSIBILITY: Structural and Architectural Review REPRESENTATIVE PROJECT EXPERIENCE: ► 3 -Story Senior Complex, Laguna Niguel, CA ► 20 Unit Townhouse Project, Huntington Beach, CA ► Several Industrial/Office Buildings, Huntington Beach, CA ► Preliminary Review of a 300 Unit Condo Project, Huntington Beach, CA ► Nevada Cancer Institute ► Fairfield Apartments REGISTERED CIVIL ENGINEER/CERTIFIED PLANS EXAMINER Years of Experience: 33+ Education: M.S., Civil/Structural Engineering, Universidad de Chile, Santiago, Chile Ph.D., Structural Engineering, Ruhr-Universitaet Bochum, Germany Registration: California Registered Professional Engineer No. 63510 - has over 33 years of experience in analysis, design, evaluation, retrofit and plan review of residential, commercial, and industrial projects. He has plan review experience working for both private and municipal entities. Besides working as a plan checker, he worked for different private companies including, 18 years for Siemens AG, where he became a Stress Analysis Department Manager, responsible for the dynamic analysis and design of building and mechanical components of conventional and nuclear power plants. -recent experience includes diverse residential and commercial projects for several cities in Orange County, as well as, Camarillo, Hidden Hills, Moorpark, Yucaipa, Yucca Valley, Apple Valley, Twenty-nine Palms, CA and Pahrump, Nevada. AREA OF RESPONSIBILITY: Structural and Architectural Review REGISTERED ENGINEER/ CERTIFIED PLANS EXAMINER Years of Experience: 22+ Education: M.S., Structural Engineering, University of Southern California B.S., Civil Engineering, University of Washington Registration: Civil Engineer: California(C 45620), Nevada and Washington Certification: CABO Certified Building Official ICC Certified Plans Examiner has over 22 years of plan checking experience. She reviews plans for completeness and compliance with codes and writes correction notices for several municipalities in Southern California, including: Camarillo, Moorpark, Palos Verdes Estates, Rancho Palos Verdes, and Redondo Beach. She is very familiar with all types of building construction methods and structural systems including timber and masonry design, steel design, reinforced and pre- stressed concrete design, structural systems, and foundation design. She is a Registered Disaster Service Worker for California and has performed earthquake assessments and evaluations. AREA OF RESPONSIBILITY: Structural and Architectural Review REPRESENTATIVE PROJECT EXPERIENCE: ► Numerous residential plan reviews for the Cities of Hidden Hills, Palos Verdes Estates, Rancho Palos Verdes, and Redondo Beach, CA. PROPOSAL TO THE City of Costa Mes, Building Inspection Services PREPARED BY CSG Consultants, Inc. October 20, 2011 801 Park Center Drive Suite 230 1 Santa Ana, CA 92705 phone (714) 568-1010 fax (714) 568-1028 1 www.csgwebsite.com Santa Ana • Sacramento • San Mateo • Pleasanton • Salinas Table of Contents SECTION A TransmittalLetter..........................................................................................................................................................................................................................1 VendorApplication Form...............................................................................................................................................................................................2 SECTION B Background and Project Summary 4 Methodology.......................................................................................................................................................................................................................................s SECTION D Staffing.....................................................................................................................................................................................................................................................9 SECTION E Qualifications SECTION F FinancialCapacity .................................................................................................................... Confidential Financial Statements (under separate cover) SECTION G Fee Proposal ..................... Price Proposal Form SECTION H Disclosure........ SECTION I Sample Agreement ............. 13 1s 16 17 Itt AdditionalForms........................................................................................................................................................................................................................20 Fx Parte Communications Certificate Disclosure of Government Positions. Disqualifications Questionnaire ............... SECTION K Appendix.............................................................................................................................................................................................................................................21 Transmittal Letter October 20, 2011 City of Costa Mesa City Attorney -5th Floor 77 Fair Drive Costa Mesa, CA 92626 Attn: Kimberly Hall Barlow Re: Building Inspection Services ,•1 Thank you for allowing our firm the opportunity to present this proposal for the provision of Building Inspection Services. We have reviewed the details of the City's request for proposal and have structured this document to meet your requirements. CSG proudly celebrates 20 years of successful experience serving public agencies throughout California. Since 1991, we have provided municipal engineering, public works, building and fire and life safety consulting services with the utmost focus on quality customer service to over 70 jurisdictions. We currently furnish as needed plan review , inspection and document archiving services to Costa Mesa as well as many neighboring municipalities and are thoroughly familiar with the needs and requirements of your jurisdiction. Our local office can easily commit qualified staff and provide wide-ranging services and resources to keep your budget cost effective. All CSG staff is fully licensed and/or ICC certified with additional qualifications including LEED, DSA, and CASp experience and certification. I will serve as Project Manager for this contract and am empowered to sign for CSG. As requested, our office and contact information is as follows: This proposal will remain valid for a period of 180 days from the date of submission. Please refer to the following page for CSG's Vendor Application Form. We look forward to furthering our partnership with the City of Costa Mesa. Please feel free to contact myself or President, with any questions or comments you may have regarding our proposal. Sincerely, 801 Park Center Drive I Suite 230 1 Santa Ana, CA 92705 phone (714) 568-1010 1 fax (714) 568-1028 1 www.csgwebsite.com Page 11 Appendix A REQUEST FOR PROPOSAL Building Inspection Services VENDOR APPLICATION FORM TYPE OF APPLICANT: ❑ NEW 0 CURRENT VENDOR Legal Contractual Name of Corporation Contact Person for Agreement: Safety Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Contact Person for Proposals: Title: Vice President of Building & Life Safety Business Telephone: Is your business: (check one) CSG Consultants, Inc. 1700 South Amphlett Boulevard, 3rd Floor San Mateo, CA 94402 Fax Business Fax: ❑ NON PROFIT CORPORATIOI\ 0 FOR PROFIT CORPORATION Is your business: (check one) 0 CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION Page 12 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Federal Tax Identification Number: - City of Costa Mesa Business License Number: BL009852 (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 11/l/11 Page 13 Background &Project Summary CSG employs a team of professionally licensed plan review engineers, certified building officials, plan reviewers, inspectors and permit technicians to manage building department operations, support front counter procedures, review all plans, and inspect structures for code conformance. Our longtime experience in furnishing comprehensive building and fire life safety services to jurisdictions provides a consistent, strong technical foundation to all projects—from cutting edge digital plan review to providing faster -than -scheduled turnaround times and assisting in last minute inspection requests, CSG will continue to deliver quality services to the City of Costa Mesa. CSG proposes the following key objectives: 4 Accomplished customer service. We clearly understand the importance of our role in the success of your City and commit to providing your citizens and business partners— residents, architects, engineers, developers, contractors—as well as your City staff with the highest level service. 4 Concentrated focus on cost -savings approach and methods. Because we proudly serve many municipalities and agencies, we are constantly improving and adapting our services to save you and your City precious dollars. We share a wealth of recommendations from our varied experience with other communities and clients to help keep your budget healthy and on track. 4 Customized, responsive services. We are skilled at assessing time commitments, developing an accurate work plan and applying dedicated, professional personnel. We can quickly fine-tune staff or staffing levels to match or adjust to changes in plan review, inspection and front counter activity always maintaining the highest level of customer service. We hand pick staff uniquely qualified and experienced to deliver the exact services requested. 4 Fully committed and qualified personnel. Each member of our staff are fully licensed and certified at the highest level of industry standards. To keep our personnel on the industry's cutting edge, many serve as popular educational instructors and lecturers as well as sit on leading boards and committees for organizations developing and implementing important code regulations. We also keep up with latest in procedures and use of products, i.e. green building, ADA accessibility, CASp certification requirements, and more. 4 Swift turnarounds and expedited services. We maintain a long list of available, qualified candidates for inspection and front counter support and can quickly respond to multi- level needs. Page 14 Methodology We have reviewed the Scope of Work as outlined in the City's RFP and can provide all requested services and service delivery timeframes (level of service). We understand that these positions are responsible for all building inspection services, counter assistance, inspection, and public inquiries, including but not limited to those outlined in Section 3. A. Building Inspection Services, items 1-16. Building Inspection Services CSG will provide full-time inspection staff with the requisite certifications and a minimum of four years experience at the journey level in inspection or the construction trade. The following items highlight our capability to control costs, provide accurate and timely invoices, monitor and stay within budget, monitor schedule and inspection times, and illustrate the techniques used to complete projects and/or tasks within the proposed timelines. Selection and Standards CSG will select qualified, certified candidates for inspection services for City review and approval. We offer fully integrated, multi -disciplined building and fire inspection services for residential, commercial, and industrial projects, and are experienced in all construction types. All inspectors are ICC certified. Our inspectors ensure compliance with applicable codes and requirements by identifying code violations, offering solutions to developers, property owners and tenants on potential risks and safety hazards, and by working as a team to correct violations. In addition, we utilize combination inspection personnel whenever possible to perform over-the-counter plan reviews or assist as customer service back-up at the front counter in addition to regular inspection duties to save jurisdictions valuable time and expenses. Our inspection staff easily integrates into client organizations, consistently implementing policies and procedures and remaining transparent to applicants and customers. CSG's inspectors will work with City staff to ensure a streamlined approach to customer service, inspection times and record-keeping efforts. Continuing Certification and Training We take pride in working with inspectors motivated to achieve the highest level of experience and certification. We work hard to match your jurisdiction's level of safety and code compliance and understand that personality and customer service is crucial to on-the-job success. All CSG inspectors are ICC certified and are routinely updated through specialized training classes and seminar attendance in approved and modern methods, materials, tools and safety used in building inspection, a well as the most current building standards. Page 15 CASp Inspection Services CSG can provide a CASp certified person for technical questions and interpretations. In accordance with newly -formed rules and regulations we can supply a CASp certified professional to inspect job sites for accessibility and will comply with regulations to provide a sufficient number of building department staff who are CASP certified by January 1, 2014. Inspection Schedule and Availability CSG will meet the following scope of services related to building inspection, counter assistance, inspection, and public inquiries, including, but not limited to: 1. Provide inspection support staff at City Hall — Office hours are 7 AM to 4 PM, Monday through Friday. 2. Provide building inspection services — Office hours are 7-8 AM and 3-4 PM; Field hours are 8 AM to 3 PM, Monday through Friday. 3. Assign and coordinate daily inspections. 4. Prepare daily inspection run and count. 5. Coordinate and attend pre -construction meetings as requested by the general contractor or building official. 6. Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing work, etc. 7. Handle inspection inquiries, resolve complaints. 8. Update and maintain inspection results in Permits Plus. 9. Follow up on all expired permits during less than normal inspection call days. 10. Process public records requests. 11. Update and maintain Building Safety Procedures Manual related to inspection services. 12. Investigate accessibility complaints. 13. Process all certificate of occupancy and temporary certificate of occupancy requests. 14. Maintain building records; prepare documents for storage and/or imaging on a monthly basis. 15. Provide administrative support coverage for Planning and Code Enforcement services as needed. 16. Provide inspection support to Code Enforcement as needed. Page 16 CSG will work with the City to provide inspection staff in a timely manner. Our building and/or special project -related inspection services are provided as -needed. Emergency inspections (usually requests that pertain to a serious or urgent life/safety issue) can be provided as they are needed; nights, weekends and holidays. All staff is familiar with a multitude of jurisdictional scheduling and tracking systems and can quickly adapt to City requirements. Building Technician Services Selection and Standards These first response services are vital to the success of the entire building and safety permit process as they often "set the tone" for the applicant whether a homeowner, contractor, or architect. CSG handpicks exceptionally qualified personnel with a central focus on operating an extension of the City's team, understanding the importance of exemplary customer service, knowledge on the inner -workings of building departments, and thoroughly familiar with the building application and permit process. Our permit technicians are trained in a multitude of jurisdictional scheduling and tracking systems and can quickly adapt to City requirements. Many of our staff are also dual -role employees and as can serve as both inspection and front counter support. Personnel work collaboratively with applicants and have a "can do" attitude to help resolve issues and minimize anxiety for applicants. Qualified candidates with the required experience will be presented for City approval. Office personnel can provide the following, but are not limited to: 4 Welcome and receive customers at the public services counter 4 Provide public information regarding permit applications, plan review and inspection requirements 4 Answer questions quickly and correctly directly from the public, from phone calls and emails 4 Receive, process and issue building permits and coordinate the plan review and inspection process, including tracking, routing and storage of plans 4 Identify and assist in the collection of all necessary fees for building permit applications, and other building department services 4 Maintain filing systems necessary for tracking in progress applications, permits issued, plan checks in progress, approved plans and other appropriate 4 Develop reports required such as applications submitted, permits issued, inspection requests, revenue, etc. 4 Create public informational documents, handouts explaining technical issues or requirements for permit issuance Page 17 CSG Retention of Former City Staff CSG is prepared to recruit, hire and retain former City employees who have or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. CSG has demonstrated experience in the retention of former City staff from a number of California jurisdictions. City -owned Facilities (Office Space and Equipment) CSG staff will work onsite at City Hall utilizing the City provided office space as noted on page of the RFP. We will not be leasing, purchasing or renting any City facility for the purposes of this contract. CSG Tools and Equipment CSG provides all vehicles, fuel maintenance and other equipment necessary for inspectors to carry out duties. Page 18 StafFi ng r Technical Capabilities and Personnel Qualifications Our staff understands the development approval process because we have worked side-by-side with local communities building and refining these very systems. CSG has carefully selected key professionals and anticipated resources specific to this project. We offer professional engineers, highly qualified plan examiners, fully certified inspectors as well as certified building technicians with extensive experience. All proposed personnel are highly skilled and experienced understanding the policies and procedures necessary for streamlined services and superior customer care. Commitment to Excellence We encourage staff to participate in and contribute to the many associations important to our industry. Knowing technical excellence and proficiency is vital to successful public service, attendance at update seminars, specialized training classes, and continuing certification conferences are an integral part delivering the best in the business to our clients. Many of our staff hold or have held key positions within the groups listed below as well as serve as in - demand instructors and trainers. We support community outreach whenever possible. VCAUV UE CITIES MEMBER 1 California Building Officials IFLE T O F n Jd C A O J 7 4 League of California Cities 4 California Association of Building Officials 4 International Code Council 4 ICC Chapters of Sacramento Valley, East Bay, Peninsula, Napa-Solano, Yosemite, Monterey, Shasta Cascade, Los Angeles Basin, Coachella, Orange Empire, Foothill 4 County Building Officials of California 4 California Fire Chiefs Association 4 Fire Prevention Officers — Northern and Southern 4 Southern Fire Prevention Officers 4 American Public Works Association 4 Institute of Transportation Engineers 4 Structural Engineers Association of Northern California 4 Structural Engineers Association of Southern California Page 19 Project Management and Team Interaction will serve as Project Manager for this contract and ensure adequate resources are applied as well as oversight and quality control at all levels. His professional experience includes high-level management of building department responsibilities from front counter and permit intake through plan review and inspection. Comprehensive resumes are included within the Appendix. Qualification Matrix Name Qualifications Type of Review Work Number Hours .. Week - Civil Engineer, State of California 43901 Building (Structural & Non- On -Call ICC Certified Plans Examiner 0840436 Structural), T24 Energy, Project Accessibility, Plumbing, Manager, Lead Mechanical, Electrical Contact - ICC Certified Building Inspector Building (Structural & Non- 40 Chief Building ICC Certified Accessibility and Plans Structural), T24 Energy, Inspector Examiner Accessibility, Plumbing, Certified Office of Emergency Services Mechanical, Electrical Safety Inspection Certified Green Building Professional - ICC Certified Building Official Building (Structural & Non- 40 - ICC Certified Building Inspector Structural), T24 Energy, Chief Building ICC Certified Plans Examiner Accessibility, Plumbing, Inspector Mechanical, Electrical ICC Certified Building Inspector 5107226- Building (Structural & Non- 40 Senior Building C8 Structural), T24 Energy, Inspector ICC Certified Building Inspector, Accessibility, Plumbing, Combination 30 Hour OSHA Mechanical, Electrical 6000043462Certified Office of Emergency Services Safety Assessment Program SAP63116 Electro -Mechanical Technologies Certified ICC Certified Building Inspector 5107226- Building (Structural & Non- 40 Combination C8 Structural), T24 Energy, Building ICC Certified Building Inspector, Accessibility, Plumbing, Inspector Combination 30 Hour OSHA Mechanical, Electrical 6000043462Certified Office of Emergency Services Safety Assessment Program SAP63116 Electro -Mechanical Technologies Certified Page 110 Page 111 ICC Certified Building Inspector Building (Structural & Non- 40 - Structural), T24 Energy, Office Accessibility, Plumbing, Coordinator Mechanical, Electrical - Structural Engineer, State of California SE2650 On -Call - Civil Engineer, State of California C31833 CASp services Certified Building Official CASp Specialist 272 Additional Resources As Needed Page 111 Organizational Chart We propose the following organizational structure for this project. Main staff profiles are included within this proposal for your review. Additional staff can be added when workload warrants. With each additional staff member proposed, CSG will obtain prior approval from the City's designated manager. CSG will not utilize the services of sub -consultants for this contract. City of Costa Mes Project Manager Lead Contact Chief Building Inspection ICC Certified Combination Inspector Senior Inspector Office Coordinator -, ICC Certified -, ICC Certified _ -, ICC Certified CASp -, CASp Certified Illi ii Additional Resources As Needed Page 112 Qualifications CSG Consultants, Inc. (CSG) is a California company with our Santa Ana office within convenient travel to City offices. Founded in 1991, we provide a wide range of municipal services to community development and public works departments, including fire protection plan review and inspection. The majority of the 100+ individuals within our firm have provided public agency services throughout their entire career. Our talented personnel bring a wealth of ideas and experiences having held similar positions with communities dealing with the same development issues as the City of Costa Mesa. CSG currently provides as needed plan review and document archiving services to the City and looks forward to expanding our services to include building inspection. Our staff consists of program and project managers, engineers, construction managers, building officials, plan reviewers, inspectors, counter technicians, office coordinators, and specialized planning, information technology, and sustainability professionals. Depending upon the needs of our clients, we can serve in either a project specific or on-call staff augmentation capacity. The following represents a brief summary of our firm: NAME OF FIRM: CSG Consultants, Inc. PROJECT MANAGER: I Vice President LOCAL OFFICE: 801 Park Center Drive I Suite 230 Santa Ana, CA 92705 CORPORATE OFFICE: 1700 South Amphlett Boulevard 13rd Floor San Mateo, CA 94402 (650) 522-2500 phone (650) 522-2599 facsimile www.csgwebsite.com info@csgengr.com SATELLITE OFFICES: Pleasanton Office: 1257 Quarry Lane I Pleasanton, CA 94566 Salinas Office: 11 Quail Run I Salinas, CA 93907 Sacramento Office: 1225 Eighth Street I Sacramento, CA 95814 YEARS IN BUSINESS: 20 ORGANIZATION: Founder President NUMBER OF EMPLOYEES: 100 TYPE OF BUSINESS: Corporation Federal ID#:� Page 113 References Our track record of success with our clients is outstanding and we encourage you to contact our references with any questions or clarification you might require. We have provided representative building services within the last year or longer for the following: City of Fullerton Plan Check Engineer 303 West Commonwealth Avenue Fullerton, CA 92832 Building Plan Review and Inspection Services Ongoing County of Orange County Building Official 300 N. Flower PO Box 4048 Santa Ana, CA 92702 Staff Augmentation, Engineering Plan Review Services Ongoing City of Costa Mesa Building Official 77 Fair Drive, 2nd Floor Costa Mesa, CA 92626 City of Tustin Building Official 300 Centennial Way Tustin, CA 92780 Building Plan Review and Inspection Services Ongoing City of Orange Building Official 300 East Chapman Ave. Orange, CA 92866 Building Plan Review and Inspection Services Ongoing City of La Habra Chief Building Official 201 E. La Habra Blvd. La Habra, CA 90631 Building & Fire Plan Review, Inspection and Building Plan Review and Inspection, Document Archiving Services Building Official, Counter Technician, In - Ongoing House Staff Augmentation, Engineering Plan Review Services Ongoing Page 114 Financial Capacity ■r As requested, financial statements have been provided in a separately sealed envelope marked confidential. In summary, there are no financial issues which would impact the financial capacity or stability of the firm to perform the duties as requested in the RFP over the term of the contract. Page 115 Fee Proposal Appendix D PRICING PROPOSAL FORM Building Inspection Services T Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth in section 3. SCOPE OF WORK. Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate I Hours worked Total Cost I Overtime rate Khoa Duong TBD $ N/A Ed Petros / Tim Dicorato M 40 Peter Tenace 40 _ Mark Perkins 40 Daniel Watson 40 _ Ritchie Kato TBD $ N/A z Note: Optional Pricing Percentage of the building permit fee calculated % 65 per: City of Costa Mesa Building, Plumbing/Mechanical, Electrical permits. 2 Proposers may propose fee for service (hourly rates) or turn -key operation based upon percentage split of permit fees, or both. If Proposer provides Proposals for both, City reserves the right to select either Proposal at its sole discretion. Page 116 Disclosure no CSG currently provides as needed building plan review and document archiving se—;— to the City of Costa Mesa and possesses a City Business License. CSG's insurance certific !s are ., on file with the City. Page 117 Sample Agreement we CSG has reviewed the City's Sample Agreement and respectfully requests the following modifications (in blue text for clarity): Should CSG be selected for this contract, we request the opportunity to negotiate Section 6.9 Indemnification and Hold Harmless to make it consistent with California's law and provide an equitable division of liability. We understand that the Section as written makes CSG responsible for any claim in any way connected to our performance of the work, regardless of any negligence on our part. We understand that the California Civil Code may make such clauses unenforceable. Civil Code 2782 prohibits indemnity clauses that indemnify the Indemnitee for damages caused by the sole negligence or willful misconduct of the Indemnitee, and Section 2782.8 provides that all contracts between public agencies and design professionals that purport to indemnify the public agency are unenforceable, except for claims that arise out of the negligence, recklessness, or willful misconduct of the design professional. We therefore request the following changes to Section 6.9: To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless and -indemnify, ^^^'d the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively, "Indemnities"') from and against all claims, suits, demands, damages, losses, expenses, and liabilities of any ^d w " '+�^^^� (all the foregoing, hereinafter collectively "Claims") including, without limitation, reasonable attorneys' fees, to the extent arising out of, resulting from, relating to, e -F the negligent performance of this Agreement by the Consultant (including its subcontractors and suppliers) "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary losses of any kind whatsoever, and reasonable attorneys fees, and costs and expenses of any kind whatsoever. Page 118 Consultant's indemnity and defeAse obligations shall cover the acts or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, demands, damages, losses, expenses, and liabilities arising from allegatieR ^f violations of any federal, State, or local law or regulation, and from allegatieRs ^f violations of Consultant's or its subcontractor's personnel practices or from aRy alle alien ^f injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Contract. The indemnification obligation of this Section shall not apply to the extent that such liabilities are caused by the sole negligence, active negligence or willful misconduct of the Indemnitee. The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce any other obligation of indemnity the Consultant may have with respect to the City which may otherwise exist. If any judgment is rendered against the City or any of the other individuals enumerated above in any such action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of this Agreement. As a current consultant with Costa Mesa, CSG's Certificates of Insurance are on file with the City. The following is CSG's insurance coverage: Insurance Coverage The following is our general, automobile and professional liability coverage: Coverage WORKERS COMPENSATION: COMMERCIAL GENERAL LIABILITY: AUTOMOBILE LIABILITY PROFESSIONAL LIABILITY: (Errors and Omissions) Limits of Liability Statutory $1,000,000 each occurrence $2,000,000 aggregate Personal Injury: $1,000,000 each occurrence $2,000,000 aggregate Bodily Injury: $500,000 per person $1,000,000 per accident Property Damage: $100,000 per occurrence $1,000,000 per claim Page 119 Additional Forms NJ EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Building Inspection Services RFP at any time after August, 2011. OR I certify that Proposer or Proposer's representatives have communicated after , 2011 with a City Councilmember concerning the Building Inspection Services RFP. A copy of all such communications is attached to this form for public distribution. DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." None DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. Page 120 Appendix Resumes Page 121 N Vice President, Southern California i` y In Building & Fire Life Safety V . V LICENSES/ CERTIFICATIONS In Civil Engineer, State of California 43901 F Certified Plans Examiner, ICC 0840436-133 m Certified CEC Non Residential NR05-94-5665 I Certified CEC Residential R05-05-5055 EDUCATION Bachelor of Science, Civil Engineering - California Polytechnic State University, Pomona - serves as CSG's Building & Life Safety Manager and performs the key role of plan review quality control. With more than twenty five years of experience in building plan review, including onsite plan check engineer services ensures that CSG's clients receive the highest quality plan review services. Prior to joining CSG, - worked in both the public and private sectors. His experience includes the following: 4 Vice President in charge of plan review for Berryman & Henigar, where he worked for ten years. 4 Supervising plan review engineer for Willdan, where he was responsible for the day-to- day operations of the plan review section in the San Bernardino office and served as plan review engineer for numerous cities and counties throughout California and Nevada. 4 Plan review engineer with the City of San Diego Building Department. - expertise includes review of complex commercial, industrial and residential structures for compliance with applicable building codes and ordinances, engineering standards and specifications, supplemental energy requirements, and ADA regulations. The following reflects a portion of - relevant experience: Supervising Plan Check Engineer, Various California Cities. M provided plan check oversight for over 40 jurisdictions, including the Cities of San Bruno, South San Francisco, Pomona, Fontana, Simi Valley, Mission Viejo, Garden Grove, Redondo Beach, Hermosa Beach, Buena Park, Santa Ana, Indian Wells, Loma Linda, Ontario, Colton, and San Bernardino, as well as the Counties of San Bernardino, Los Angeles and San Diego. In addition, M managed plan check engineers and oversaw the day-to-day operations of the building department. He also served as engineer for plan check services, performing paper and electronic structural plan check and non-structural MEP, energy, and ADA reviews for commercial, industrial, and residential structures. Plan Check Engineer, Various California Cities. = served as Plan Check Engineer for the Cities of Turlock, Burlingame, Rancho Cordova, Chino, Murrieta, and Costa Mesa performed structural plan check and non-structural MEP, energy, as well as ADA reviews for commercial, industrial, and residential structures. In -House Plan Check Engineer, Various California Cities served as an In -House Plan Check Engineer for the Cities of Orange, Fullerton, Yorba Linda, Tustin, Westminster, and La Habra, performing structural plan check and non-structural MEP, energy, and ADA reviews. He interfaced with developers, architects, and engineers. Page 122 �1 Chief Building Inspector LICENSES/ CERTIFICATIONS co ICC Certified Building Inspector ICC Certified Accessibility Inspector & Plans Examiner Certified OES Office of Emergency Services Certified Green Building Professional EDUCATION Bachelor of Science - Inspection Technology, Los Angeles Trade Technical College AFFILIATIONS International Code Council Member Orange Coast College Board Member - Construction Curriculum a In In V a O In F M - is a Senior Building Inspector for CSG Consultants, bringing over 30 years of experience in the construction industry. He has worked extensively in the public sector, most recently serving as Chief of Inspections for the City of Costa Mesa. Serving in this capacity for 25 years was responsible for overseeing the inspection of all commercial and residential construction. In addition to supervising staff and overseeing the daily inspection processes worked with the development community and the general public to ensure a smooth construction process while maintaining code compliance. As part of his position, - was responsible for performing complex inspection while tactfully and successfully resolving community issues and grievances. In additions served as the main inspector in charge of all capital tenant improvements for South Coast Plaza; Costa Mesa's prestigious and nationally recognized high end shopping mall. Prior to working for the City of Costa Mesa, - was a general building contractor. He utilizes his prior experience as a business owner, during which he successfully managed the design and construction of numerous residential and commercial projects. - has all the skills, experience and expertise necessary to effectively perform a variety of building inspections for CSG and our clients. Page 123 Certified Building Inspector m EDUCATION Construction Technology, Long Beach City College Rio Hondo College, West Coast City College - has over 22 years of local municipal government experience in the fields of Code Compliance (enforcement) and Building & Life Safety; dealing with both field and office duties. Serving as a Building Inspector, Code Enforcement Officer and Building Permit Technician for CSG, - has worked for numerous Southern California jurisdictions and provided quality field and counter service to architects, contractors and the general public. - works with applicants and the development community throughout the development review process; from plan check submittal through permit issuance. - coordinates project review through multiple departments and agencies to ensure code compliance. In addition, - has experience in reviewing plans for conformance to CBC building requirements thereby honing his knowledge of building codes and industry laws. - has the following public sector experience: 2003-2011 City of Fontana / Supervising Plans Examiner • Act as Director of Building of Safety in his absence • Supervise counter and plan check staff • Supervise the daily operations of the Building & Safety Dept. • Resolve conflict, code interpretations with city personnel and the general public. • Conduct routine inspections filling in when staff was on vacation/sick. 2003-2007 San Bernardino Valley College / Instructor • Teach proper inspection techniques to current and prospective building inspectors, code officers and plans examiners. • Teach building, plumbing and mechanical codes to new students. • Prepare assignments, test and grades for students. 2001-2003 City of Victorville / Senior Plans Examiner • Run the daily operations of the Building & Safety Dept. • Interpret code and provide daily training for staff. • Review plans for all disciplines meeting minimum code. • Perform routine inspections as needed on the more complex projects. • Act as Director in his absence 1999-2001 City of Big Bear Lake / Code Compliance Supervisor • Assign cases to code staff and work load for building inspectors • Prepare code cases for City Prosecutor • Perform building inspections on the more complex projects 1989-1999 City of Fontana / Plan Check Engineer • Perform plan reviews on commercial, industrial and residential projects for all disciplines • Review, create and issue all types of permits to homeowners and contractors • Meet and resolve code issues with architects, engineers and contractors 1986-1989 City of Bell / Building Inspector/Code Enforcement Officer • Conduct over the counter plan review, issue permits, perform inspectors and respond to complaints. Page 124 5� Chief Building Inspector 1A D CERTIFICATIONSt+ a Certified Building Official C Certified Building Code Official In Certified Plans Examiner r Certified Building Inspector m EDUCATION Construction Technology, Long Beach City College Rio Hondo College, West Coast City College - has over 22 years of local municipal government experience in the fields of Code Compliance (enforcement) and Building & Life Safety; dealing with both field and office duties. Serving as a Building Inspector, Code Enforcement Officer and Building Permit Technician for CSG, - has worked for numerous Southern California jurisdictions and provided quality field and counter service to architects, contractors and the general public. - works with applicants and the development community throughout the development review process; from plan check submittal through permit issuance. - coordinates project review through multiple departments and agencies to ensure code compliance. In addition, - has experience in reviewing plans for conformance to CBC building requirements thereby honing his knowledge of building codes and industry laws. - has the following public sector experience: 2003-2011 City of Fontana / Supervising Plans Examiner • Act as Director of Building of Safety in his absence • Supervise counter and plan check staff • Supervise the daily operations of the Building & Safety Dept. • Resolve conflict, code interpretations with city personnel and the general public. • Conduct routine inspections filling in when staff was on vacation/sick. 2003-2007 San Bernardino Valley College / Instructor • Teach proper inspection techniques to current and prospective building inspectors, code officers and plans examiners. • Teach building, plumbing and mechanical codes to new students. • Prepare assignments, test and grades for students. 2001-2003 City of Victorville / Senior Plans Examiner • Run the daily operations of the Building & Safety Dept. • Interpret code and provide daily training for staff. • Review plans for all disciplines meeting minimum code. • Perform routine inspections as needed on the more complex projects. • Act as Director in his absence 1999-2001 City of Big Bear Lake / Code Compliance Supervisor • Assign cases to code staff and work load for building inspectors • Prepare code cases for City Prosecutor • Perform building inspections on the more complex projects 1989-1999 City of Fontana / Plan Check Engineer • Perform plan reviews on commercial, industrial and residential projects for all disciplines • Review, create and issue all types of permits to homeowners and contractors • Meet and resolve code issues with architects, engineers and contractors 1986-1989 City of Bell / Building Inspector/Code Enforcement Officer • Conduct over the counter plan review, issue permits, perform inspectors and respond to complaints. Page 124 Senior Building Inspector LICENSES/ CERTIFICATIONS In ICC Certified Combination Inspector V IAPMO Certified p Certified Police Arrest Procedures PC835 In F m EDUCATION Continuing Education, Long Beach, Orange Coast College, Fullerton College, South West College , AFFILIATIONS Former Chairman, IAPMO Orange Empire Chapter Chairman Former Chairman, IAPMO Southern California Chapter Former Chairman, UPPA, Long Beach Plumbing Instructor at PHCC - is a Code Enforcement Officer and Combination Inspector for CSG Consultants, Inc. - brings nearly two decades of experience in municipal code enforcement and inspection, working for the Cities of San Marino and Costa Mesa. - has worked as a Code Enforcement Officer for the City of Costa Mesa, enforcing health and safety codes, the abatement of vehicle code violations, and local regulations. With expertise in investigation, mediation, conflict management and vehicle code violations, M - brings a proactive approach to resolving problems. He has resolved a number of long- standing investigations by diligently following proper procedures to clear a back -log of complaints. As a Combination Inspector, professional expertise and experience includes review and inspection of building, electrical, plumbing and mechanical systems for both commercial and residential structures, thorough understanding of federal, state and local building and safety regulations, and enforcement of regulatory requirement, contract documents and project specific conditional approvals. - has experience performing minor plan checks, and has inspected all manner of residential, civil and commercial construction projects, through all phases of construction for code compliance; ranging from inspection of structural and non-structural systems through inspection of support service utilities. He directly organized and administered procedures, ensuring compliance with approved plans and specifications, local code enforcement programs, budgeting, and employee relations Page 125 Combination Building Inspector LICENSES/ CERTIFICATIONS ICC Certified Combination Building Inspector 5107226-C8 UBC Certified Combination Building Inspector 5107226-50 UBC Certified Building Inspector 5107226-10 ICC Certified Building Inspector 5107226-135 ICC Certified Electrical Inspector 5107226-E5 ICC Certified Mechanical Inspector 5107226-M5 ICC Certified Plumbing Inspector 5107226-P5 30 Hour OSHA Certification 6000043462 Governor's Office of Emergency Services- Safety Assessment Program Certification - SAP63116 Certificate of Completion in Electro -Mechanical Technologies - has over ten years of experience as an Inspector. He has worked for several California jurisdictions throughout his career. These include the cities of Gardena, Compton, Pico Rivera, Signal Hill, Lynwood, Yorba Linda, Huntington Beach and Newport Beach. He also has experience working for several engineering firms throughout Southern California. - has examined all manner of construction, alteration and / or repair of buildings and other structures; enforced building, plumbing, mechanical, electrical and zoning codes and State and Locally adopted laws and ordinance. - vast experience working with Southern California jurisdictions provides CSG and our clients with a working knowledge of building industry practices and procedures. ICC, UBC, OES and OSHA certified, Mark brings a well rounded skill set to each and every project. Page 126 1A a V X In F M Building Inspector / Permit Technician LICENSES/ CERTIFICATIONS ICC Certified Inspector EDUCATION Civil Engineering, California State University, Long Beach - has examined construction, alteration and / or repair of buildings and other structures; enforced building, plumbing, mechanical, electrical and zoning codes and laws as adopted by local jurisdictions. He coordinated construction projects and time lines for Cities as well, by working with contractors and lead building personnel. - currently performs field inspections on residential, commercial and industrial projects. He combines his expertise with outstanding customer service to provide the highest quality building inspection on behalf of CSG Consultants. Page 127 H V M O In F M P.E., S.E., CASA Plan Review Engineer I Certified Access Specialist LICENSES/ CERTIFICATIONS Structural Engineer, State of California I SE2650 Civil Engineer, State of California I C31833 Certified Access Specialist I CASp-272 EDUCATION M.S. Degree, Structural Engineering Stanford University, Palo Alto, CA B.S. Degree, Civil Engineering California Polytechnic State University, Pomona, CA - is a Structural Engineer and Building Official for CSG Consultants, Inc. His extensive experience in performing plan review on public, commercial, industrial, and residential structures provides CSG's clients with premiere quality plan review services. His expertise includes structural design and plan review for compliance with applicable UBC, UPC, UMC, NEC, California amendments, accessibility, energy requirements, and state disability regulations. Prior to his employment with CSG, - was the Principal for Kato Engineering, where he performed structural engineering consulting services for public and private clients. He was responsible for structural design and structural plan reviewing for a full spectrum of building types and occupancies. His employment with the City of Westminster provided him with extensive plan review experience. - reviewed plans for compliance with all relevant state and local codes. Subsequent to his work with the City of Westminster as a plan review engineers was commissioned by the City to update the municipal code to correspond to current California code requirements. - has performed plan review for the Westminster Town Hall and Police Station, Laguna Hills High School, Chapman University, Whittier Christian High School, and the City of Orange, Main Public Library. His extensive knowledge of public buildings and his commitment to timeliness and quality contribute greatly to each jurisdiction he serves. - was commissioned as full-time Building Official for the City of La Habra. Recommended by the City of Orange, - assisted the City of La Habra's Building Department during their period of transition, supervising and managing plan review, inspection and counter staff, coordinating the various building departments, and managing personnel issues. Additionally coordinated City and private projects with the building, planning, engineering, and public works departments, worked to update the City's municipal code, and provide feedback to facilitate development of efficient departmental practices and procedures. - has the expertise and broad experience necessary to effectively coordinate, foster, and help develop all aspects of a municipal building department. LA a In In V a O In r, M T T n V) Page 128 REQUEST FOR PROPOSAL FOR BUILDING INSPECTION SERVICES Gusts Mesa Development Services Department CITY OF COSTA MESA Released on September 26, 2011 RFP Submittal Date: October 20, 2011 Submitted By: 14 Q VA EN©INEERINU AND ENVIRONMENTAL Principal Office Contact: - 4373 Viewridge Avenue Suite B San Diego, CA 92123 TABLE OF CONTENTS VENDER APPLICATION FORM AND COVER LETTER ......................SECTION 1 • COVER LETTER SIGNED BY PRINCIPAL • APPENDIX A BACKGROUND AND PROJECT SUMMARY ........................................SECTION 2 • OBJECTIVES • PROJECT REQUIREMENTS • SCOPE OF SERVICES • REFERENCES METHODOLOGY..............................................................................SECTION 3 • IMPLEMENTATION PLAN • PROJECT SCHEDULES AND TURN AROUND TIMES • REQUIREMENTS FROM CITY STAFF AND RESOURCES STAFFING..........................................................................................SECTION 4 • ORGANIZATION CIIART • PROPOSED STAFF RESUMES QUALIFICATIONS.............................................................................SECTION 5 • KEY STAFF PROFESSIONAL SERVICE FEES........................................................SECTION 6 DISCLOSURES AND APPENDICES .....................................................SECTION GRAPHICAL EXHIBIT...................................................................... SECTION 8 • REVIEWED CORPORATE FINANCIAL STATEMENT WITH NOTES N OVA .P°°R ENGINEERING AND ENVIRONMENTAL SECTION 1: COVER LETTER NOVA is aware that any company seeking to achieve a winning solution to offer the highest level of service to the client must first understand the unique needs of that client. Further, the provider of any service must also have a complete understanding of the best practices of the service they provide, including how the service works .. from a process standpoint, how it works from a financial perspective, and most importantly the understanding of the requirements of the end user and their potential concerns. NOVA understands that a Building Department exists for several reasons which are critical to a municipality and its residents. Across the nation municipalities are increasingly turning to the private sector for professional support to implement necessary services in a cost effective manner. This steadily increasing trend to use private firms is a primary way that municipalities are able to control costs and personnel concerns without losing control of those vital services. Building Department costs, revenues and staffing have become more difficult to manage. Decreasing revenue, the constant ebb and flow of development, increasing personnel costs, and natural disasters, all contribute to this fact. NOVA's Municipal Support Department is poised to provide municipalities such as the City of Costa Mesa the resources required to provide effective compliance with International Building Code, State and Federal Statutes, Local Ordinances and all other rules and regulations in the construction industry, while keeping costs reliable and manageable. NOVA's entire staff is dedicated to ensuring a safe built environment. We achieve i- this through expert knowledge, training, and understanding of the most recent and applicable building codes and our commitment to serve our clients in a professional and timely manner. We have earned an excellent reputation throughout the United States among numerous municipal governments for providing these services and we are committed to serving the City of Costa Mesa with the same expert level of professionalism and knowledge our reputation warrants. All conditions proposed within the body of this proposal will be valid for a period of ! 180 days once it has been submitted to the City of Costa Mesa. N OVA ENGINEERING AND ENVIRONMENTAL SECTION 1: COVER LETTER This project will be managed by our San Diego office, although we have projected staff members available to the Costa Mesa project in our Irvine, CA office. - _ the Southwest District Manager will be the Senior Manager with responsibility to oversee the direction of this project. The proposed Chief of Inspection will be who has more than 15 years of public sector experience. - is a registered Professional Civil Engineer in the State of Nevada and has in excess of five years of experience managing the inspection and testing services provided by the Clark County Department of Development Services Building Division where he was responsible for the activities of a staff of 12 Senior Building Inspectors and the third party Quality Assurance Special Inspection program that was tasked with ensuring code compliance and public safety in the fastest growing community in the country. Please reviewesume attached in the appendix. It is the opinion of Nova Engineering and Environmental that our proposed staff and corporate history providing equivalent services to multiple jurisdictions nationwide uniquely qualifies us to satisfy all the needs and requirements of the City of Costa Mesa and we look forward to the opportunity to provide our services. Sincerely, NOVA Engineering and Environmental, LLC SERVICE LINE MANAGE SOUTHWEST DISTRICT MANAGER N CIVA ENL3INEERING AND ENVIRONMENTAL Appendix A REQUEST FOR PROPOSAL Building Inspection Services VENDOR APPLICATION FORM TYPE OF APPLICANT: X NEW r -CURRENT VENDOR Legal Contractual Name of Corporation: NOVA Engineering & Environmental, LLC Contact Person for Agreement: Corporate Mailing Address: 4373 Viewridge Avenue Suite B City, State and Zip Code: San Diego, CA 92123 E -Mail Address: Phone: Fax: — Contact Person for Proposals: Title: Southwest District Manager E -Mail Address: Business Telephone: Business Fax: (858) 292-7570 Is your business: (check one) 7NON PROFIT CORPORATION X FOR PROFIT CORPORATION Is your business: (check one) XCORPORATION LIMITED LIABILITY PARTNERSHIP f -INDIVIDUAL r-SOLEPROPRIETORSHIP F PARTNERSHIP U -UNINCORPORATED ASSOCIATION N OVA ENGINEERING AND KNVIN13NMENTAL Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Southwest District Manager Board Member CEO Federal Tax Identification Number: City of Costa Mesa Business License Number: Will obtain upon award. (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: NIA N OVA ENGINEERING AND ENVIRONMENTAL SECTION 2: BACKGROUND AND PROJECT SUMMARY Objectives The City of Costa Mesa has expressed the desire to outsource the Building Inspection Services. NOVA is capable and willing to provide all the inspection services required by the International Building Codes, State and Federal Statutes, Local Ordinances and all other rules and regulations in the construction industry, to ensure public safety. Proieet Requirements The City of Costa Mesa has outlined the following items as the requirements for this proposal. The selected consultant shall provide staffing for Building Inspection Services. These positions are responsible for all Building Inspection services, counter assistance, inspection, and public inquiries, including, but not limited to: 1. Provide inspection support staff at City Hall — Office hours are 7 AM to 4 PM, Monday through Friday. 2. Provide building inspection services — Office hours are 7-8 AM and 3-4 PM; Field hours are 8 AM to 3 PM, Monday through Friday. 3. Assign and coordinate daily inspections. 4. Prepare daily inspection run and count. 5. Coordinate and attend pre -construction meetings as requested by the general contractor or building official. 6. Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing work, etc. 7. Handle inspection inquiries, resolve complaints. 8. Update and maintain inspection results in Permits Plus. 9. Follow up on all expired permits during less than normal inspection call days. 10. Process public records requests. 11. Update and maintain Building Safety Procedures Manual related to inspection services. 12. Investigate accessibility complaints. 13. Process certificate of occupancy and temporary certificate of occupancy requests. 14. Maintain building records; prepare documents for storage and/or imaging on a monthly basis. 15. Provide administrative support coverage for Planning and Code Enforcement. N OVA ENGINEERING AND ENVIRONMENTAL SECTION 2: BACKGROUND AND PROJECT SUMMARY SCOPE OF SERVICES NOVA is fully committed to providing the City of Costa Mesa with a uniquely qualified team of experts who will be dedicated to your needs for Building Inspection Services. We understand your commitment to providing your community with a high level of customer service and responsiveness to the public and Development Community. NOVA will work hand in hand with The City of Costa Mesa to preserve this reputation. The City of Costa Mesa can rely on our accurate and timely inspection services knowing that NOVA will meet all established guidelines and provide for compliance in the built environment. NOVA is aware that it must notify the City of Costa Mesa upon use of staff not already designated and approved by the City of Costa Mesa. NOVA is aware of the current staffing level of the City of Costa Mesa, NOVA proposes to provide similar staffing levels depending upon workload and NOVA is able to provide additional personnel as workloads increase. NOVA understands that the level of service may fluctuate; our current staffing capabilities allow us to cover for times like this by increasing/decreasing staff as necessary. NOVA's technical staff will be available during business hours established by the City of Costa Mesa utilizing the office space and equipment provided by the City outlined in the RFP. NOVA staff will also respond after hours as needed to assist the City in the event of an emergency. Staff can be called in from any of NOVA's regional offices for damage assessment and emergency inspections as needed. NOVA's technical staff will interact with City staff, contractors, engineers, and citizens during agreed upon office hours, either in person or via telephone, fax and email. Additional NOVA staff will be made available for peak workloads and backup so that services can continue to be provided in a timely and efficient manner. Appropriate NOVA staff will be available to attend City meetings or provide professional consultations with City staff and officials as required. NOVA has extensively reviewed the requirements outlined in the RFP solicitation, which has allowed us to gain a comprehensive understanding of the scope of work. N OVA ENGINEERING AND ENVIRONMENTAL, SECTION 2: BACKGROUND AND PROJECT SUMMARY NOVA will designate a staff member who will be the point of contact between the building official and NOVA, this person will respond in an accurate and timely manner to questions or concerns the Building Official may have His responsibility will be to oversee completion of work, approve time cards, review and approve payments, track monthly invoices, monitor service delivery, and monitor services to meet the City of Costa Mesa deadlines and qualifications. REFERENCES NOVA has an extensive background providing similar services to jurisdictions nationwide, The following is a partial list of clients that are able to provide references to illustrate the quality and reliability of our service. I WFERENCES / SIMILAR PROJECTS Client: City of Salt Lake Address: 451 South State Street Salt Lake City, UT 84114 Contact: Title: Building Department Phone: Email: Project: Plan Review/Inspection Services— Building Department Date: January 2010. - Ongoing N OVA ENGINEERINO AND ENVIRONMENTAL SECTION 2; BACKGROUND AND PROJECT SUMMARY Client: City of Clermont Address: 685 W. Montrose Street Clermont, FL 34712 Contact: Title: Assistant City Manager Phone: Project: Full Service Municipal Support Services — Building .Department Client: The City of Tavares Address: 201 East Main Street Tavares, FL 32778 Contact: Title: Community Development Director Phone: Email: Project: Continuing contract For Building Code Administration, Plans Examination, and Code Compliance Inspections Date: April 2005 -- Ongoing N OVA ENGINEERING AND ENVIRONMENTAL i SECTION 3: METHODOLOGY Implementation Plan NOVA's strategy for performing integrated services within an existing building department is quite simple. We become a vital part of the department by maintaining constant and direct communication with the City staff to ensure our services exceed expectations. The reason we call it simple is because it is based on common sense. In our vast experience with similar projects we have found that when everyone involved with a project is aware of what is happening, things run smoothly. Project Approach: NOVA's project approach for this contract will be to faithfully execute the following tasks: 1. Open and maintain paths of communication between the City and NOVA in order to fully understand and exceed the expectations of the City. 2. Verify current inspection procedures and preferences of the internal staff of the City. 3. Confirm expected delivery deadlines. 4. Communicate constantly with the City in order to obtain the workload as soon as available. 5. Perform the required services in a timely and accurate manner. 6. Provide continuous feedback to the permit holders, contractors, engineers, and architects of the status and possible issues associated with their project. 7. Provide all documentation to the City for record keeping and delivery to the permit holder, and log all inspections into Permits Plus system. 8. Provide accurate accounting of time spent on projects as it relates to billings. 9. Continuously consult with the City staff to ensure that NOVA is meeting or exceeding expectations. N OVA ENGINEERING AND ENVIRONMENTAL SECTION 3: METHODOLOGY PROJECT SCHEDULES AND TURN AROUND TIMES NOVA understands that deadlines are crucial and that the public's perception of the Building Department hinges on the turn around time of the permit issuance and inspections. Therefore, presented below are our proposed turn -around times deadlines for the inspections associated with various project types and inspection discipline, all delivery timeframes will meet the requirements of Section 3 (B) of the RFP: Inspections & Re -inspections Building, Mechanical, Electrical, Plumbing, Grading, 24 hours Update inspection reports, Process Certificate of Occupancy Requests 24 hours Investigate Accessibility Complaints, 48 hours. If these timeframes vary from the City's established goals, please inform us and we will assess whether the work can be done sooner without sacrifice of quality. REQUIREMENTS FROM CITY STAFF AND RESOURCES As outlined in the RFP Section 3, (D) NOVA will require access to City Offices and Equipment in order to process inspections into the Permits Plus System employed by the City of Costa Mesa. This will include; 1. Use of office space at City Hall that is approximately the same square footage and configuration currently occupied by building inspection personnel. 2. Use of approximately 8 City land line phones — 2 of which are dedicated to specific purposes, an Inspection Request Line and general inquiry line, as well as 1 fax line. 3. Use of office furniture. 4. Use of 2 City network computers. 5. Use of 1 Copier and 1 printer. NOVA provides its employees with the tools necessary to complete their assigned tasks, these include but are not limited to: vehicles with GPS capability, code resources, measuring equipment, phones with GPS monitoring, and laptop/computer equipment. N OVA ENGINEERING AND ENVIRONMENTAL 4 i SECTION 4: STAFFING • NOVA will be willing to interview existing Costa Mesa employees to fill open positions. N OVA ENGINEERING AND ENVIRONMENTAL c r SECTION 5: QUALIFICATIONS Quality Assurance: Our Quality Assurance program begins with NOVA's own recruitment philosophy. NOVA hires only qualified, honest, and committed people. We encourage their professional growth with praise and reward. When you combine NOVA's carefully screened personnel with our internal QA systems, streamlined procedures, modern tools, management oversight of our deliverables and level of service, with a well-defined objective, you get the quality services that NOVA is renowned for providing. Employee Training: Training is a crucial part of any employee - employer relationship; in fact, in the inspection/plan review business, we believe it's essential. Timely training is required to impart new needed skill levels, master new technologies, inform employees of policy changes or provide continuous education. NOVA offers its employees in-house training, code update workshops and continuing education credits. Continuing Education and Certification: NOVA recognizes that supporting continuing education and certification is imperative to preserving our lead in the inspection services industry and the firm continually encourages its employees to study and gain additional licensure. NOVA takes its certifications and professional licensing very seriously. As an employment condition, it is mandatory that all NOVA licensed professionals retain their licenses. Our employment policy states that the suspension, revocation, loss or failure to properly maintain licensing shall be sufficient cause for dismissal from the firm. Innovation: NOVA looks at each individual project were involved in to find ways to be creative and think outside the box. Efficiency and increased performance are key indicators and benchmarks for the success of a project. For this particular project, NOVA's recommended Chief of Inspector, s capable of performing all the tasks required by the City of Costa Mesa due to his experience in managing the inspections department of Clark County Building Department and his technical knowledge as a registered P.E., instructor and mentor. � has been involved with the code development and discussions with various agencies including; IAS, ICC, and AGC. N OV ENGINEERING AND ENVIRONMENTAL SECTION 5: QUALIFICATIONS NOVA would like to offerservices as a P.E. to provide additional services beyond the requested scope of work to the City of Costa Mesa. -can provide as -needed plan check services at no additional costs above and beyond the original fee schedule. The City of Costa Mesa would get a highly knowledgeable professional providing peer review plans examination and the City would still be able to retain their amount of the fee's collected for the permit, providing the paperwork portion of the permit as NOVA performs the plan review and inspections. This would allow the city and NOVA to be more efficient with our time and increase the performance capabilities. N OVA ENGINEERING AND rNv1RoNMENTAL SECTION 6: PROFESSIONAL SERVICE FEE'S PRICING PROPOSAL FORM Building Inspection Services EMPLOYEE HOURLY RATE HOURS WORKED TOTAL COST OVERTIME RATE C.O.I. 2080 COMBINATION 4160 0 INSPECTOR OFFICE STAFF 2080 PERCENTAGE OF BUILDING FEE CALCULATED % SPLIT PER: CITY OF COSTA MESA BUILDING PLUMBING/MECHANICAL, ELECTRICAL 5050 PERMITS. N E3 VA ENGINEERING AND ENVIRONMENTAL SECTION 7: DISCLOSURE AND APPENDICES Comments to Professional Services Agreement City of Costa Mesa — Professional Services Agreement 1.2 1 In line 8, replace "warrants" with "represents." 1.3 1 These warranties seem geared to toward internal employment, licensure, or similar issues. As such, this should not implicate professional liability concerns, but please be aware that if interpreted to apply more broadly, this would present insurability issues because of the warranty. The safer course of action would be to delete the last sentence. 6.9 In line 2, delete "and defend." In line 4, delete "all claims, suits, demands" and of any kind whatsoever." In line 6, insert "reasonable" before "attorneys." In lines 6 and 7, replace "arising out of ... Consultant or the" with "to the extent caused by the negligence in the." To the end of the paragraph, add "This i excludes the duty of the Consultant to defend the City, provided that the Consultant shall reimburse the City for such attorneys' fees as the City incurs to the extent the same are proven to have been caused by the Consultant's !i i negligence, including fees incurred in the defense of third party claims caused j by Consultant's negligence. In line 1 of the second paragraph, delete "and defense." Inline 1 of the fourth paragraph, delete "and defense." In line 1 of the fifth paragraph, delete "and defense." Also delete "allegations of and "allegation of an" in lines 3 and 4. *NOVA seeks to amend Professional Services Agreement as outlined above. However, City of Costa Mesa shall view the above as requests only and not requisite for contract acceptance. i N Q VA ENGINEERING AND ENVIRONMENTAL N O X A ENGINEERING AND ENVIRONMENTAL Municipal Outsourcing and Building Department Services NOVA provides professional support services to meet the fluctuating demands of munici- palities. Qualified professionals at NOVA can provide support staff to supplement existing municipal operations or provide the entire staff needed to manage and operate every aspect of a building department. At NOVA, we pride ourselves on having the ability to custom tailor our support services to the exact needs of each municipality that we serve. NOVNs Building Code Administrators, Plans Examiners and Inspectors are focused on providing an exceptional level of service for municipalities of any size or type. As a result of years of successful experience providing code compliance inspection, plans review and municipal support services, NOVA's licensed professional staff has established an excellent reputation for having and maintaining an in-depth knowledge of the latest building codes and code developments. Our firm offers proven client service and technical expertise, from permit processing and expediting, plan review services and inspections, to building official support. NOVA has provided plan review, code compliance inspections and municipal support services to numerous municipalities and school districts. Please contact us for our most current listing of clients and client references. Our staff Includes: ® Building Code Administrators (Building Officials) • Certified Plans Examiners • Multi -disciplined Licensed Inspectors - 1 and 2 Family - Building - Mechanical - Electrical - Plumbing • Disaster Damage Assessment Professionals Offices Nationwide 9 www.usanova.com j N ®VA ENGINEERING AND ENVIRONMENTAL Plan Review NOVA's comprehensive, third -party Plan Review Services provide a multi -disciplinary review of proposed construction documents — independent from design professionals — that are intended to identify design and/or code -related deficiencies, improve constructability, reduce liability and expedite the Building Department's Plan Review process. Our staff consists of expert Professional Engineers, Master Code Professionals and Certified Plan Examiners who take pride in supporting the project's design team professionals and owners in developing safe, constructible and efficient buildings that comply with all applicable building codes and evaluate plans using a comprehensive approach. NOVA's plan review includes: • Review for Building Code Compliance Reviews • Review for Zoning Setback Compliance • Review of Survey submitted to verify Flood Zone requirements • Vertical Alignment Checks • Review for Constructability • Completeness of Design Details and/or Specifications Reviews • Dimensions Review and Check for Dimensional Conflicts • Design or Specification Code Violations or Conflicts Identification • Applicability of Specified Systems, Equipment, Materials and Finishes Checks NOVA's Plan Review Services encompass established trade standards, constructability and best practices which focus on problematic areas that have historically created problems for builders during construction and at turnover. Our experienced Plan Examiners focus on the design/construction elements listed below during the review process: • Building Envelopes • Structural, Mechanical, Electrical and Plumbing Systems • Energy Code Calculation, Input Data Summary and Load Sizing Calculation Methods • Vibration Isolation and Noise Control Systems • ADA/Fair Housing Compliance • Reinforcing Steel Coverage and Corrosion Protection Systems • Balcony Construction and Drainage • Railings, Grout and Waterproofing • Fire Partitions and Rated Shaft Walls • Roofing, Waterproofing and Deck Coatings • Planters, Drainage and Irrigation Systems • Code Enforcement and Signage Offices Nationwide • www.usanova.com t Ilk- �hd j N ®VA ENGINEERING AND ENVIRONMENTAL Plan Review NOVA's comprehensive, third -party Plan Review Services provide a multi -disciplinary review of proposed construction documents — independent from design professionals — that are intended to identify design and/or code -related deficiencies, improve constructability, reduce liability and expedite the Building Department's Plan Review process. Our staff consists of expert Professional Engineers, Master Code Professionals and Certified Plan Examiners who take pride in supporting the project's design team professionals and owners in developing safe, constructible and efficient buildings that comply with all applicable building codes and evaluate plans using a comprehensive approach. NOVA's plan review includes: • Review for Building Code Compliance Reviews • Review for Zoning Setback Compliance • Review of Survey submitted to verify Flood Zone requirements • Vertical Alignment Checks • Review for Constructability • Completeness of Design Details and/or Specifications Reviews • Dimensions Review and Check for Dimensional Conflicts • Design or Specification Code Violations or Conflicts Identification • Applicability of Specified Systems, Equipment, Materials and Finishes Checks NOVA's Plan Review Services encompass established trade standards, constructability and best practices which focus on problematic areas that have historically created problems for builders during construction and at turnover. Our experienced Plan Examiners focus on the design/construction elements listed below during the review process: • Building Envelopes • Structural, Mechanical, Electrical and Plumbing Systems • Energy Code Calculation, Input Data Summary and Load Sizing Calculation Methods • Vibration Isolation and Noise Control Systems • ADA/Fair Housing Compliance • Reinforcing Steel Coverage and Corrosion Protection Systems • Balcony Construction and Drainage • Railings, Grout and Waterproofing • Fire Partitions and Rated Shaft Walls • Roofing, Waterproofing and Deck Coatings • Planters, Drainage and Irrigation Systems • Code Enforcement and Signage Offices Nationwide • www.usanova.com Response to Request for Proposal BUILDING INSPECTION SERVICES City of Costa Mesa Development Services Department October 20, 2011 Prepared By: SAFEbuilt. Business Development Director of Operations SAFEbuilt SAFEbuilt COVERLETTER................................................................................................................................. 1 VENDOR APPLICATION FORM......................................................................................................... 2 BACKGROUND/PROJECT SUMMARY............................................................................................... 3 METHODOLOGY.............................................................................................................................. 4 ImplementationPlan................................................................................................................... 4 Performance Measurement........................................................................................................ 4 Client Satisfaction/Customer Service.......................................................................................... 5 TransitionPlan............................................................................................................................. 5 Fluctuating Service Demands...................................................................................................... 6 Building Inspection and Related Services................................................................................... 6 Maximum Service Delivery Timeframes..................................................................................... 8 City/SAFEbuilt Roles.................................................................................................................... 8 Incumbent Staff Retention.......................................................................................................... 8 City Owned Facilities/Property................................................................................................... 8 STAFFING......................................................................................................................................... 9 QualifiedTeam Members............................................................................................................ 9 StaffingFunctions........................................................................................................................ 9 QUALIFICATIONS........................................................................................................................... 15 KeyStaff Experience.................................................................................................................. 15 Demonstrated Success.............................................................................................................. 15 CurrentClients........................................................................................................................... 16 References................................................................................................................................. 17 FINANCIALCAPACITY.................................................................................................................... 18 PRICINGPROPOSAL FORM............................................................................................................ 19 DISCLOSURE.................................................................................................................................. 20 ADDITIONALFORMS..................................................................................................................... 20 EX PARTE COMMUNICATIONS CERTIFICATION......................................................................... 20 DISQUALIFICATION QUESTIONNAIRE........................................................................................ 20 DISCLOSURE OF GOVERNMENT POSITIONS.............................................................................. 20 1 I Page SAFEbuilt, City of Costa Mesa Costa Mesa, CA 92626 To Whom It May Concern: SAFEbuilt is very pleased to provide our response to your request for proposal to provide inspection and related building department services for the City of Costa Mesa. We have a very qualified team and are fully capable and prepared to provide the services being requested. It is our intent that the following detailed response gives you the confidence you need to select SAFEbuilt as your partner to provide building inspection services. SAFEbuilt is one of the country's largest and most experienced providers of building department services. We work only with public agencies to avoid any potential for conflict of interest; we act on your behalf to ensure public safety and exceptional customer service. The basis of our response is that chief of inspection duties, office support duties, and inspection duties are all contracted from one firm. Providing building department services is SAFEbuilt's area of expertise. SAFEbuilt will provide personal to ensure the standards and codes as set forth by the City of Costa Mesa for safety, health and public welfare are implemented and maintained. Our building inspection and related services will help ensure public safety by applying current City and State building code standards. One of the primary components of our business plan is customer service and we recognize that superior customer service and continuous improvement are vital to maintaining relationships with our client partners. SAFEbuilt will manage services from an office located in Costa Mesa Town Hall. Our team members have daily decision-making authority and are supported by our corporate office in Loveland, Colorado. Proposal pricing will be valid for a period of 180 days. We are fully qualified to provide the services being requested and we are excited about this opportunity to partner with the City of Costa Mesa. If you have any questions regarding either the content of our response or our capabilities, please don't hesitate to contact any of the SAFEbuilt contacts listed on the cover page. 1 I Page VENDOR APPLICATION FORM Building Inspection Services TYPE OF APPLICANT: X❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Safe Built, Incorporated Contact Person for Agreement: Corporate Mailing Address: 3755 Precision Drive, Suite 140 City, State and Zip Code: Loveland, CO 80538 E -Mail Address: Phone: Contact Person for Proposals: - Title: Business Development Manager Business Telephone: Is your business: (check one) NON PROFIT CORPORATION Is your business: (check one) X CORPORATION INDIVIDUAL PARTNERSHIP Fax: E -Mail Address: Business Fax: FOR PROFIT CORPORATION LIMITED LIABILITY PARTNERSHIP SOLE PARTNERSHIP UNINCORPORATED ASSOCIATION Name & Titles of Corporate Board Members (Also list Names & Titles of person with written authorization/resolution to sign contracts) Federal Tax Identification Number: City of Costa Mesa Business License Number: SAFEbuilt will obtain number if awarded contract City of Costa Mesa Business License Expiration Date: N/A 2 1 Page BACKGROUND/PROJECT SUMMARY The City of Costa Mesa has already realized the advantages of contracting for on -demand services. We have extensive experience with communities similar to the City of Costa Mesa in terms of citizen and community needs and will effectively manage the building code compliance function of residential and commercial building projects. SAFEbuilt recognizes that every public agency has a unique culture and specific requirements or preferences for their building department services. We pride ourselves on providing customized solutions for each client. We understand the City of Costa Mesa is a regional center for commerce with a thriving and diverse community that facilitates both residential and business growth and development. SAFEbuilt has a long history of successfully providing services to communities across the country. Over the past 18 years we have developed a formula for successfully implementing our systems, but the key to our success is based on one simple principle. We work very hard to be a seamlessly integrated part of each and every community we serve. We listen to the needs of our clients and the community at large and adjust our systems accordingly. By being willing to provide unique solutions, our clients retain local control and yet benefit from the scale of resources we are able to provide. We will ensure the standards and codes as set forth by the City of Costa Mesa for safety, health and public welfare are implemented and maintained. Our building inspection and related services will help ensure public safety by applying current City and State building code standards; including standards for disabled access, energy conservation, seismic, structural, grading, and historical building preservation to both public and private properties and projects. SAFEbuilt will provide personnel that meet City of Costa Mesa staffing qualifications and provide ongoing training. These experienced team members will ensure that the service delivery timeframes outlined in our request for proposal are met. SAFEbuilt's qualified professionals have extensive municipal building department experience; they invest in your community, represent it on your terms, and advocate for its success. We are experts at customizing our service module to fit communities of various sizes and demographics with different expectations, goals, objectives, policies and priorities. They will work to improve communication between the communities they serve and their citizens, contractors, and developers. SAFEbuilt's experienced ICC certified building officials and inspectors understand California building codes and respond to questions onsite as well as via telephone and email. This communication allows for a reduction in project delays, improved customer service, and helps to create a friendlier more productive environment. We are a service and teamwork oriented company and we see ourselves as your partner in the development process. We make the building code compliance process efficient and customer service friendly. SAFEbuilt is committed to ensuring life safety in the communities we serve. 3 1 Page METHODOLOGY SAFEbuilt is one of the country's largest and most experienced providers of building department services. We work only with public agencies to avoid any potential for conflict of interest and we act on your behalf to ensure public safety and provide exceptional customer service. We believe that the safety of your community is too important for us to risk any potential for a conflict of interest with a developer or builder. Providing building department services is SAFEbuilt's area of expertise. Implementation Plan SAFEbuilt will first become familiar with the City of Costa Mesa goals and objectives for their building department program. We will then manage and align our services with these goals, service levels, codes and ordinance requirements. We will work as an independent contractor and provide services as a seamless extension of your team. The primary focus of any building department is to ensure life safety for the residents and businesses within a community. That effort requires uniquely skilled individuals with technical knowledge and a desire for the continuous training needed to keep up with ever-changing ordinance and code requirements. Not only are SAFEbuilt's people well-qualified, they are selected to match our core values and the values of our clients. We have found that having the proper cultural fit is as important as the technical skills required to do the job. We adhere to our core values of Integrity, Respect, Teamwork, Improvement, and Service in everything we do. Our team will integrate with your staff and make sure our objectives match up with the City of Costa Mesa strategic direction. In order for SAFEbuilt's program to be successful in the City of Costa Mesa we will focus on the following key technical areas: • Provide training for the SAFEbuilt team assigned to Costa Mesa on specific code amendments and related ordinances • Promote interdepartmental, staff, and citizen interaction • Define building department performance measures • Provide exceptional customer service • Provide inspection services, general code consulting and related services • Define performance measures; reporting expectations and frequencies Performance Measurement SAFEbuilt utilizes a number of performance measures to gauge the effectiveness of our systems and the efficiency of our staff in delivering the level of service your community expects. The most visible of these measures include customer satisfaction and inspection turn -around times. Inspection activities are tracked and reported on monthly in a format agreed upon with the city's staff. Additional techniques, including customer satisfaction surveys, community meetings and educational seminars will also be employed. SAFEbuilt will meet all performance measures and delivery timeframes stipulated in the Request for Proposal. 4 1 Page Client Satisfaction/Customer Service One of the primary components of our business plan is customer service and we recognize that superior customer service and continuous improvement are vital to maintaining long term relationships with our municipal client partners. We believe that providing exemplary customer service to the citizens, builders, developers and homeowners of City of Costa Mesa is one of our most important performance measurements. A major component of any City function is the public's perception of the level of customer service being provided by the staff. Since SAFEbuilt's employees are an extension of the City of Costa Mesa staff, we have long recognized the importance of treating all applicants, builders, homeowners, and permit holders with respect. Furthermore, we understand the need to treat internal departments as well as external service functions (i.e., fire departments, trade groups, homeowners associations, etc.) with the same level of respect. It's really quite simple in our minds — we won't be in business if we don't treat our clients and citizens fairly and objectively. We take pride in our high client satisfaction ratings, and we believe the longevity of our relationships with our municipal clients speaks to our ability to interact in a professional and productive way with members of the community. We also recognize that the role of a building department is poorly understood to the vast majority of homeowners and citizens. Over the years, we have developed several methods for educating the public and reaching out into the community to raise the awareness of the importance of building codes. Homeowner clinics, handouts detailing the code requirements for common homeowner projects, and code change educational seminars have all proven effective in helping individuals understand, appreciate, and comply with the adopted building codes. Evaluating our performance from the customer perspective is a critical component of how our success is measured. In our latest survey, from April of 2011, we received a client satisfaction rating of 100%. The primary purpose of these biannual surveys is to both ensure customer satisfaction through excellent customer service and to identify areas of improvement in how services are delivered. The survey results will identify strengths and weaknesses while providing insight as to how to make needed adjustments to improve service. We will be looking for process improvements in order to better serve customers. We survey our clients twice a year to gather their feedback and suggestions for improvement. We also promote an on-going online applicant survey that provides additional customer service feedback. Transition Plan Our service transition experience will be of tremendous benefit to the City of Costa Mesa. We have guided over 50 communities through the transition process for these types of services and have a very effective and proven process for these transitions making the impact on current stakeholders minimal and seamless. 5 1 Page We will assemble a Transition Team to work with you in transitioning services to SAFEbuilt. This team will work closely with staff to ensure that an effective structure is implemented within the first 30 days — one that maximizes efficiency, minimizes the impact on city residents with ongoing violations, and meets your needs. The transition team will utilize our standard performance metrics and work with the City of Costa Mesa staff to align these with local expectations. Constant monitoring occurs during the transition and beyond the transition period to ensure that these expectations are achieved. We will establish meaningful performance metrics, monitor these activities, and make appropriate adjustments to ensure the most efficient and effective methods are utilized. This team and their roles will be: • Director of Operations —= will oversee the transition and start up of the operation and have overall responsibility • — Certified Building Code Official —=i will be the technical and primary point of contact for the City of Costa Mesa • , Business Development Manager —= will be the City liaison, ensuring that the service offerings meet the City of Costa Mesa needs Fluctuating Service Demands SAFEbuilt's experience in the realm of building department services enables us to predict activity through the review of permits, plans and zoning inquiries. We will use this data to make adjustments in staffing levels. With our years of experience we've developed a rigorous and proven process for recruiting, screening, and hiring the best in the industry. We have used that process to develop a deep talent pool in California to provide additional support personnel during unusual peaks in demand. Building Inspection and Related Services SAFEbuilt will ensure the standards and codes as set forth by the City of Costa Mesa are implemented and maintained. As part of our building inspection services SAFEbuilt will: • Provide inspection support staff at City Hall between the hours of 7:00 am and 4:00 pm, Monday through Friday • Provide inspection staff at City Hall from 7:00 am to 8:00 am and 3:00 pm to 4:00 pm, Monday through Friday • Provide inspection staff in the field from 8:00 am to 3:00 pm, Monday through Friday • Coordinate and assign all inspection requests • Prepare daily inspection run and count data • Provide mobile computerized inspections • Perform inspections of residential and nonresidential buildings to determine that construction activity complies with approved plans and/or applicable codes and ordinances • Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing • Provide onsite inspection consultations to citizens and contractors • Observe safety and security procedures and immediately report unsafe conditions • Perform all inspections called in before 4:00 pm on the next business day • Identify and document any areas of non-compliance and suggest alternate means • Notify appropriate City of Costa Mesa staff when we observe code enforcement violations and provide inspection support to Code Enforcement as needed • Issue stop -work notices for non -conforming building activities • Leave a copy of the inspection notice onsite and discuss results with site personnel • Provide assistance to customers with inspections inquires and resolve any complaints • Update and maintain inspection results in Permits Plus • Coordinate and attend pre -construction meetings as requested • Follow-up on all expired permits during less than normal inspection days • Process public records requests • Update and maintain Building Safety Procedures Manual related to inspection services • Investigate accessibility complaint • Issue all building permits and the associated activities • Process certificate of occupancy and temporary certificate of occupancy requests • Respond to citizen, contractor requests, and interface with the community • Provide access to staff through cell phones and email during business hours • Demonstrate experience and applied knowledge in the aspects of building inspections related to historic structures • Document areas of non-compliance using written records, electronic communications, photographs or other appropriate means • Interpret codes to provide clarification as needed • Provide emergency disaster response as it relates to the building codes — available by phone outside of normal business hours • Provide training for SAFEbuilt team members on state codes and local amendments • Coordinate and prepare reports in the format and frequency desired by the City • Maintain building records; prepare documents for storage and/or imaging monthly • Provide administrative support coverage for Planning and Code Enforcement as needed • Provide vehicles, field units/laptops, cell phones, code books, and necessary equipment 7 1 Page Maximum Service Delivery Timeframes SAFEbuilt will commit to the following resaonse times for services: Description of Service Maximum Delivery Timeframe Building and Grading inspection Received prior to 4PM; next business day Update inspection results End of each business day Prepare daily inspection run and count Prior to 8AM on day of inspection Assign and coordinate daily inspections Prior to 8AM on day of inspection Provide Public Counter, Planning, Code Immediate during City Hall office hours Enforcement assistance Public records requests As directed by Building Official or City Clerk (typically due within 10 days of request) Return calls received outside of business hours Morning (AM) of following business day Investigate accessibility complaints Within 48 hours Process final/temporary certificates of Within 24 hours occupancy Answer general inspection phone calls Within 4 rings Monthly statistical accounting and prepare Completed at the end of each month plans for imaging Within 48 hours Provide inspections support to Code Enforcement as requested City/SAFEbuilt Roles We will work with City of Costa Mesa internal departments and outside agencies to understand the current flow of information and interactions with the City. SAFEbuilt will facilitate office and administrative processes related to the requested scope of services including customer services, acceptance of applications, permit issuance, workflow tracking, inspection, and all related duties. City of Costa Mesa staff will provide plan review, public works, planning, zoning and related services that are excluded from SAFEbuilt's established scope of services. Incumbent Staff Retention All current in-house building department employees are encouraged to apply for a position on the SAFEbuilt team. We would certainly be interested in hiring existing employees due to their previous experience in the City of Costa Mesa if they meet the City's needs and fulfill our hiring guidelines. No current employees would be excluded from consideration; existing staff have been hired in the majority of our transitions. City Owned Facilities/Property SAFEbuilt will utilize office space provided by Costa Mesa at City Hall for delivery of services. We currently do not anticipate leasing, purchasing, and renting any additional space from the City. 8 1 Page STAFFING SAFEbuilt considers our staff as one of the most critical elements to our success. We make every effort to provide the best staff available and understand the importance of adherence to this high standard. It is essential that we provide a team of people that are not only experts in their field, but mesh well with other team members, citizens, and city staff. While our team has a great deal of authority and autonomy, they remain accountable to SAFEbuilt as well as the City of Costa Mesa. The City of Costa will be provided with a primary point of contact throughout the course of the contract. This primary point of contact increases the effectiveness of communication significantly; which leads to greater success for all parties involved. SAFEbuilt's_ a Certified Building Code Official is well qualified to provide services to the City of Costa Mesa. = will serve as Chief of Inspection and primary point of contact reporting directly to the City. Mwill manage, provide and coordinate services for the City and make sure SAFEbuilt is meeting our service commitments. He will act as team lead for a group of qualified inspectors and support staff and will ensure all team members maintain required ICC certifications. Looking at current levels of activity we expect the team to consist of -as the Chief of Inspection, one senior electrical inspector, two combination inspectors and two administrative personnel for counter intake and service. We have qualified team members for all of the positions, with the exception of the administrative staff at this point. We feel that once we have received notice to proceed that we will be able to attract and hire qualified clerical staff. As previously stated, all current in-house building department employees are encouraged to apply for a position on the SAFEbuilt team. We will also post the positions internally within SAFEbuilt and we will begin to refine our search both within our existing talent pool and through outside resources as well. We feel very confident that we will have the right people in place in order to facilitate a smooth transition of services. Qualified Team Members SAFEbuilt team members generally have construction trade experience; the ability to manage multiple task and responsibilities; and carry the necessary state licenses and International Code Council certifications. In addition, our team has a diversified background in providing municipal building department services. We support our staff with paid on-going training and we encourage and financially reward our team for obtaining additional ICC certifications. Superior customer service and communication skills are common traits shared by our team members. Staffing Functions Once the transition is complete our full-time, onsite designated team for the City of Costa Mesa will fulfill the following functions and responsibilities: 9 1 Page • Chief of Inspection will: ✓ Administer inspection and related services with focus on the specific needs of the City of Costa Mesa ✓ Implement office and field policies and procedures ✓ Answer questions concerning the building permit process and code interpretations ✓ Attend City meetings upon request ✓ Review and approve time cards and payments ✓ Track all monthly invoices ✓ Monitor service delivery and level of service delivery ✓ Provide reports and general advise to City staff and officials as directed ✓ Work directly with City staff to establish or refine internal processes ✓ Establish successful communication with City staff and officials ✓ Coordinate inspection services with City departments and outside agencies ✓ Ensure exceptional customer services ✓ Perform building code and code enforcement inspections and be available for pre - construction meetings • Electrical/Combination Inspectors will: ✓ Provide inspections and enter results for those inspections using Permits Plus ✓ Answer questions concerning the building permit process and code interpretations ✓ Work with staff and contractors to develop remedies for code violations ✓ Be available to meet applicants and interact with the public ✓ Answer questions concerning the permit process and code interpretations • Administrative Support Staff will: ✓ Issue of all building permits and related activities ✓ Assist and help facilitate all department activity ✓ Assist the public at the public counter and provide support coverage for Planning and Code Enforcement ✓ Answer questions concerning the building permit process ✓ Work directly with City staff ✓ Coordinate inspection services with City departments and outside agencies ✓ Ensure exceptional customer services team members include: Note: If awarded contract for services SAFEbuilt will obtain City approval of team members. The following resume's outline the specific qualifications and experience of our team. 10 1 Page Chief of Inspections Overall Experience: • Responsible for enforcement of Building codes, along with ADA regulations and local zoning regulations • Oversaw research for both the department and general public. Department continuing education person responsible for keeping the department current with both changes to the codes and changes in technology used in the industry • Verifiable track record for the successful completion of multi-million dollar projects through coordinating trades, developing partnerships, and building positive rapport with architects, engineers, local officials and owners • Extensive experience in a wide range of construction projects across a broad spectrum • Supervision of building department staff including permitting, inspection and plan review • Building Official responsibilities including collaboration with city departments, service delivery quality control and coordination, and tracking budgetary items 2010 to Present: Working contract labor since layoff in 2010 from City of Palm Springs Continue to provide inspection and consulting services on a contract basis 2005 to 2010: City of Palm Springs, Palm Springs, CA - Building Inspector/Plans Examiner Responsible for the oversight of major commercial projects including: the Palm Springs Unified School District headquarters, the Springs Shopping Center, Gene Autry Plaza, Smoke Tree Commons shopping center, BMW dealership, major renovations/expansions of the Renaissance Hotel, Ace Hotel and Holiday Inn, renovations and expansion of the Spanish Inn, Bureau of Indian Affairs headquarters, the Escena golf club including club house, guard houses and 200+ homes, several cell towers, residential and commercial photovoltaic systems. I further oversaw the construction of these projects from start of construction to issuance of the Certificate of Occupancy, including site work, foundation, framing, mechanical, electrical and plumbing. 1994 to 2005: Town of Becket, Becket, MA - Commissioner of Buildings/Zoning Officer 1993 to 2005: Town of Washington, Washington, MA - Commissioner of Buildings 1997 to 2000: Town of Dalton, Dalton, MA - Commissioner of Buildings/Zoning Officer Licenses and Certifications • ICC Certified Building Code Official #5279449-66 • ICC Certified Building Official #5279449 -CB • ICC Building Plans Examiner #5279449-133 • ICC Building Inspector #5289449-61 • MA Commissioner of Buildings #04101374 • MA Building Inspectors #9711957 • Associates Arts Degree — Mechanical Engineering 11 1 Page Combination Inspector Overall Experience: • Ten years experience municipal and third party building inspections • Building permit applications and issuing experience • Experience reviewing plans for all applicable building codes and local ordinances. • CA code compliance experience • Accessibility Specialist • Electrical inspections and plan review on residential to large commercial construction 2008 to Present: Town of Prosper, TX - Plans Examiner/Senior Building Inspector Accept and review new building permit applications and interact with design professionals Review plans for conformance to all applicable building codes and local ordinances Inspect residential and commercial structures in various stages of construction, alteration. 2006 to 2008: City of Frisco, TX - Building Inspector III Inspect residential and commercial projects in various stages of construction for conformance with approved plans and specifications and interact with design professionals 2004 to 2006: Quality Built, Poway, CA - Independent Representative/Building Inspector Third party inspection of all aspects of single-family detached and multi -family construction including several high-rise buildings in San Diego and Orange County, CA Licenses and Certifications • ICC Accessibility Inspector/Plans Examiner • ICC Building Inspector • ICC Building Plans Examiner • ICC Combination Inspector • ICC Commercial Electrical Inspector • ICC Commercial Energy Inspector • ICC Commercial Energy Plans Examiner • ICC Mechanical Inspector • ICC Mechanical Inspector UMC • ICC Plumbing Inspector • ICC Plumbing Inspector UBC • ICC Plumbing Plans Examiner • ICC Residential Building Inspector • ICC Residential Electrical Inspector • ICC Residential Energy Inspector/Plans Examiner • ICC Residential Mechanical Inspector • ICC Residential Plumbing Inspector • TX Registered Accessibility Specialist • TX State Licensed Plumbing Inspector • CA State Licensed Contractor 61 #5220432-21 #5220432-65 #5220432-63 #5220432-C8 #5220432-E2 #5220432-77 #5220432-78 #5220432-M5 #5220432-44 #5220432-P5 #5220432-34 #5220432-P3 #5220432-61 #5220432-E1 #5220432-79 #5220432-M1 #5220432-P1 12 1 Page Combination Inspector Overall Experience: • Ten years experience municipal and third party building inspections • Senior Inspector of Record on numerous University of California projects • Large commercial project inspection experience in all disciplines: fire, structure, electrical, plumbing and mechanical • Seismic requirements inspector • ADA compliance inspector • OSHPD-A Certified Inspector • CA code compliance expert EI Segundo Police Station 911 Telecommunications Building --approved City of Los Angeles • Inspector of Record - Project cost $13 million • New two-story, fully -sprinkled, bullet -resistant addition to an existing Police station. Inspected all aspects of construction, foundations, concrete, structural steel, brick, plumbing, mechanical, HVAC, seismic requirements, fiber optic telecommunications, fire alarm system, and ADA -compliance. Monitored special inspectors Spectrum Fire Station # 51, Irvine California • Inspector of record, Project cost $40 million • New Fire station, essential services structure, inspected structural steel, underground utilities, concrete, electrical, mechanical, plumbing, monitored special inspectors, reviewed plans, reviewed tests from laboratories. enforced OSHA and SWPPP Social Sciences Parking Structure and MAAB building --DSA approved • Inspector of Record, University of California. Project cost $48 million • Inspected multi-segmented, seven -story parking structure with adjoining four-story, teaching building. Inspected structural steel, concrete, electrical, mechanical, and plumbing, HVAC, fire sprinkler system, fire alarm system, seismic requirements, ADA compliance, and all rated penetrations. Licenses and Certifications • OSHPD A #20126 • ICC Combination Inspector #1113613-50 • ICC Combination Inspector Legacy #1113613- • ICC Building Inspector #1113613-10 • ICC Electrical Inspector #1113613-20 • ICC Plumbing Inspector #1113613-30 • ICC Plumbing Inspector UPC #1113613- • ICC Mechanical Inspector #1113613-40 • ICC Mechanical Inspector UMC #1113613- • ACIA Registered Construction Inspector #5759 • OES SAP #30183 13 1 Page — Combination Inspector Overall Experience: • Seven years experience as a certified combination and specialty inspector • Plan review experience • Large commercial and industrial inspection experience in multiple trades City of West Covina, CA - Combination Building Inspector TGC Inspection Services Construction Management -Contracted to County of Los Angeles Department of Public Works -Combination Building Inspector/Code Enforcement Melad & Associates Engineering and Code Consultants - Senior Building Inspector • Commercial and Residential combination inspections for various jurisdictions including City of Manhattan Beach, Seal Beach, Westminster, CA. • Projects included Sub -terrain Type 1 college building, mall additions and industrial construction. 4 Leaf, Inc. - Combination Building Inspector - various cities in North Bay, CA area City of Arcadia, CA - Commercial Building Inspector • Commercial inspections in all disciplines for Santa Anita Mall addition and tenant finishes. GSC Consulting - Combination Building Inspector/Inspector of Record • Inspector of Record for Genetech Building #22 — High rise steel typel; Genetech Building #4. 5 story building inspections. FEMA — Earthquake Service Center — worked a 72 hour week assessing structure damages • Building Inspector /Field quality control inspector Licenses and Certifications • ICC Building Inspector 1025399-10-65 • ICC Building Plans Examiner 1025399-60-63 • ICC Combination Dwellinglnspector 1025399-56-115 • ICC Combination Inspector 1025399-50-C8 • ICC Combination Inspector - Legacy 1025399 • ICC Electrical 1025399-55-E5 • ICC Mechanical 1025399-44-M5 • ICC Mechanical Inspector UMC 1025399- • ICC Plumbing 1025399-34-P5 • ICC Plumbing Inspector UPC 1025399- • ICC Residential Combination Inspector 1025399- • CA General Contractor B-1453825 14 1 Page QUALIFICATIONS SAFEbuilt was founded in 1992 for the sole purpose of providing building department services to local government. We only work with public agencies to avoid any potential for conflict of interest. In 2006, SAFEbuilt responded to a growing need for our services nationally. Today we are one of the leading providers of building department services in the country. We provide services from seven offices in Colorado, three offices in Georgia and have offices in both North Carolina and Michigan. Nationally, more than 100 communities rely on us for our expertise, best practices, proven processes, and commitment to customer services. As a result, our community partners have gained the freedom to focus time and resources on the things that matter most to their residents. The primary focus of any building department is to ensure life safety for the residents and businesses within a community. That effort requires uniquely skilled individuals with technical knowledge and a desire for the continuous training needed to keep up with the ever-changing construction industry. We have outstanding employees, provide exceptional service to our clients, and participate in the communities we serve. SAFEbuilt's success is built on two important factors — our organizational processes and our employees. With over 18 years of focus on the provision of building department services we have refined our systems to be an efficient and effective solution. We achieve our inspection and plan review goals with less overhead than most other building departments. Additionally, we are constantly looking for ways that we can improve. Our employees are also the best in the industry and a key reason for our success. In addition to the necessary technical skills, our hiring and training processes focus on ensuring our team members have the skills needed to work well with other municipal departments, outside agencies, and applicants to make the process as efficient and customer -friendly as possible. The result speaks for itself, with client satisfaction ratings that consistently exceed 98% based on SAFEbuilt's bi-annual client surveys. We carry the full complement of business insurance including, Property, Liability, Auto and Workman's Compensation with our client partners named as additional insured. SAFEbuilt's staff consists of team members with direct construction trade experience and all necessary state licenses and International Code Council (ICC) certifications. Key Staff Experience Please reference the above resumes for team member's specific experience and qualifications. Demonstrated Success SAFEbuilt provides full building department services or supplements jurisdictions operations for the following public agencies. Please feel free to contact any of our current clients listed below. 15 1 Page Current Clients Aims Community College, CO Aspen Public Schools, CO Aspen, CO Ault, CO Auraria Higher Education, CO Belville, NC Bennett, CO Boulder County Schools, CO Boulder County, CO Breckenridge, CO Burlington, CO Castle Pines, CO Castle Rock, CO Caswell Beach, NC Centennial, CO Chamblee, GA Chattahoochee Hills, GA Clarkston, GA CO Community College Systems CO State University, CO Commerce City, CO Craig, CO Cripple Creek, CO Decatur, GA Dept. Military & Veterans Affairs Eagle, CO Eagle County School District Edgewater, CO Elizabeth, CO Front Range Community College Federal Heights, CO Firestone, CO Forest Park, GA Foxfield, CO Gilcrest, CO Grover, CO Hapeville, GA Hayden, CO Hudson, CO Idaho Springs, CO Johns Creek, GA Johnstown, CO Jonesboro, GA Keenesburg, CO Kersey, CO Kiowa, CO Lake City, GA Lake County, CO Lithonia, GA Loveland, CO Lyons, CO Mead, CO Meeker, CO Mesa State College, CO Milton, GA Moffat County Schools, CO Morrison, CO Morrow, GA Mountain Park, GA Navassa, NC Nederland, CO Northglenn, CO Northwest, NC Nunn, CO Palmetto, GA Peachtree City, GA Pierce, CO Pitkin County, CO Platteville, CO Powder Springs, GA Red Cliff, CO Rio Blanco County, CO Riverdale, GA Sandy Creek, NC Senoia, GA Severance, CO Sharpsburg, GA St. Vrain Valley Schools, CO Stone Mountain, GA Summit Public Schools, CO Timnath, CO Tyrone, GA Union City, GA University of Northern CO Vail, CO WC School District, CO Wellington, CO West Point-KIA, GA Windsor, CO Young Harris College, GA 16 1 Page References In addition to the references listed below, please feel free to contact any of our current clients listed above. City of Troy, Michigan Client Since: 2010 The City of Troy utilized SAFEbuilt for complete building department services. SAFEbuilt has already made strides in improving processes, service levels, and interdepartmental interaction that will provide benefits to the City, contractors, and residents for years to come. City of Northglenn, Colorado Client Since: 2009 The City of Northglenn utilizes SAFEbuilt for complete building department services. SAFEbuilt performs front counter permitting, building plan reviews and inspection services in addition to administering the building department for this City with a population of approximately 40,000. SAFEbuilt also facilitates the contractor licensing program for the City of Northglenn. Citv of Centennial. Colorado Client Since: 2002 The City of Centennial utilizes SAFEbuilt for complete building department services. SAFEbuilt performs building plan reviews and inspections in addition to administering the building department for the city. SAFEbuilt established the department for the city upon its incorporation. City of Johns Creek, Georgia Client Since: 2006 The City of Johns Creek utilizes SAFEbuilt for complete building department services. SAFEbuilt performs front counter permitting, building plan reviews and inspections in addition to administering the building department for the city. SAFEbuilt established the department for the city upon its incorporation. FINANCIAL CAPACITY SAFEbuilt has a proven financial track record as evidenced by the continuity of the business over the past 18 years. We have sound fiscal policies that have kept the company financially stable and we continue to maintain a low debt -to -worth ratio with adequate credit resources available to us. Since the company's founding we have had a consistent challenge. We do not increase our percentages of fees to our clients even though their permit fees rarely increase. So while our costs continue to rise on an annual basis, we have to find more efficient ways to deliver the same high quality service. Through more effective processes, selective use of technology, and proper staff training we are able to meet this challenge successfully. With the exception of 2009, SAFEbuilt has experienced revenue growth every year since 1999. Unlike a traditional building department we are able to leverage our resources over a number of communities. We are also able to move resources from one location to another as needs change. Today's economic environment has actually created a greater need for our services to communities everywhere. SAFEbuilt's partner clients are confident that SAFEbuilt can perform the requested services regardless of economic, expense, or personnel issues. We have the proper philosophy, systems, monitoring, tools, and personnel in place to remain a successful business well into the future. Please feel free to check our business credit report at Dun and Bradstreet — our DUNS number is_ We also invite you to talk with the following contact regarding our credit history. Business Banking Vice President Great Western Bank Please contact our President via phone at or via email at to have an in depth discussion regarding our financial status. 18 1 Page PRICING PROPOSAL FORM Building Inspection Services Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth in section 3. SCOPE OF WORK. Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate Hours worked Total Cost Overtime rate Chief of Inspection 40 per week n/a Senior Inspector 40 per week n/a Combo Inspector(s)40 1 per week n/a Office Coordinator 40 per week n/a Office Specialist 40 per week n/a NOTE: Hourly rates are fully burdened Optional Pricing: Option is based on percentage of the City of Costa Mesa fees. SAFEbuilt will perform inspections, chief of inspections administrative duties and related services, and front counter/office support duties. We would anticipate staffing the department with the following: 1— Chief of Inspection 2 — Combination Inspectors 1— Office Coordinator 1— Office Specialist Annual City of Costa Mesa Building Department Revenue SAFEbuilt Billing Percent $0.00 to $849,999.99 85% $850,000.00 + 75% 19 1 Page SAFEbuilt or any SAFEbuilt employee has no past or current business or personal relationship with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. ADDITIONAL FORMS EX PARTE COMMUNICATIONS CERTIFICATION I certify that Proposer and Proposer's representatives have not had any communication with Cit Councilmember concernin the Building Inspection Services RFP at any time in 2011. Date: October 18, 2011 SAFEbuilt® DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulations? Yes No X DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, or employees of a governmental entity or held such positions in the past twelve months. None X 20 1 Page Submitted to: CITY OF COSTA MESA City Attorney -5th Floor Attn: Kimberly Hall Barlow 77 Fair Drive Costa Mesa, CA 92626 Submitted by: TRANSTECH Engineers, Inc. 624 Brea Canyon Road TRANSTECh Walnut, CA 91789 T: 909-595-8599, F: 909-595-8863 www.transtech.orR Contact Person for this proposal: Senior VP/Marketing and Economic Development Due Date: October 20, 2011, 4 p.m. Submittal Requirement: 1 original and 4 copies and 1 pdf file of proposal on CD TABLE OF CONTENTS Section Page 1. Vendor Application Form and Cover Letter 1 2. Background and Project Summary 4 3. Methodology 5 4. Staffing 8 5. Qualifications 10 6. Financial Capacity 16 7. Fee Proposal 17 8. Disclosure 18 9. Sample Agreement 19 10. Checklist of Forms to Accompany Proposal 20 Our proposal adheres to the requirements specified in Part 4 -Proposal Format Guidelines, on page 7 of City's RFP as follows: • Proposal is limited to no more than 20 pages using a 12 -point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. • Above proposal sections follow the same title and order of sections specified in the RFP. Proposal for Building Inspection Services IE2� rRANswck 1. Vendor Application Form and Cover Letter TRANSTECH ENGINEERS, INC. 624 Brea Canyon Road I Walnut CA 91789 I T 909 595 8599 I F 909 595 8863 I Transtech.org October 20, 2011 CITY OF COSTA MESA City Attorney -5th Floor Attn: Kimberly Hall Barlow 77 Fair Drive Costa Mesa, CA 92626 Subject: PROPOSAL TO PROVIDE "BUILDING INSPECTION SERVICES" 1 �i- TRAM-sTEch In response to City's request for proposals, Transtech Engineers, Inc. is pleased to submit this proposal to provide Building Inspection Services. About Transtech: Transtech, established in 1989, is a multi -disciplinary engineering consulting firm which provides professional and technical services in engineering, planning and construction to governmental agencies. We are a full service firm. Our service capabilities include: • Municipal Consulting/City Engineer Services • Water Resources Engineering • Building and Safety • Surveying and Mapping • Program and Construction Management • Planning • Grant Writing • Environmental • Federal/State Funded Project Management • Public Relations • Civil Engineering and Traffic and Transportation • Emergency and Disaster Response, Support Planning and Engineering and Recovery Services • One of our unique specialties is Federally Funded Project Management and Grant Writing. We are recognized as one of the foremost expert firms in State and Federal funding programs and procedures. The Firm's Grant Writing and Funds Management services enable our municipal and agency clients of any size to find potential funding sources, and to prepare competitive applications. In the past few years, our Firm has facilitated over $100 million in funds for our clients' public works projects and transportation improvements. We have managed numerous projects under HUD/CDBG, FTA, DOT, FHWA Federal requirements. Our Qualifications in Building Inspection Services: Transtech has been providing contract Building Inspection Services to local municipalities for the past 21 years. Our contracts vary from full service contracts for Building and Safety Department Services to as needed inspection and plan check. Our staff is fully versed and experienced in interpreting and administering codes in accordance with State law. We consistently monitor any changes or amendments to applicable building and safety codes and construction standards in order to provide local residents and city staff with the most up-to-date information and to ensure that these codes Proposal for Building Inspection Services i 0 TRAmfech 1. Vendor Application Form and Cover Letter 2 and standards are enforced on local projects. Our key staff members have served public agencies in various capacities including: Our key staff members have served a number of local Cities in the region, including as Building Official, Plans Examiner, Inspector, City Engineer, Public Works Director, City Traffic Engineer, Planner, PW Director, Community Development Director, Economic Development Director, etc. We are accustomed to working with governmental agencies in every facet of engineering, planning, building, and public works. Our Service Philosophy and Values: • Service Approach: We understand the importance of providing services that can respond to the Client's needs based on work load and demand by adjusting level of staffing as necessary, and provide the services in an efficient and cost effective manner without sacrificing the quality and responsiveness. Responsiveness is an integral part of our "customer friendly" service approach. While our service is always on an "as needed" basis, our responsiveness is on a "full-time" basis. We provide services responding to the City's needs based on work load and demand by adjusting level of staffing as necessary, and provide the services in an efficient and cost effective manner without sacrificing the quality and responsiveness. Our services are founded on the principals of Total Quality Management. We conduct quarterly in-house training and education program to our inspectors. We will strive to improve the City's reputation as a desirable community to invest and conduct business. • Cost Efficient Service: Transtech maintains a low overhead costs. Our company principals and managers are engineers, and the majority of their time is spent on managing projects. We do not carry extensive management costs and overhead. Our low overhead cost is passed to our clients as fee savings. • Customer Friendly Service: We embrace a customer service attitude, and believe that the services should be provided in manner that is as applicant friendly as possible. • Federally Approved Accounting System: Our firm is involved in major projects with various governmental agencies, including Federal Government. Our accounting system is audited and approved by Federal Government and found in compliance with Generally Accepted Accounting Principles (GAAP), all applicable provisions of federal, state, and local laws, and procedural requirements including Federal Acquisition Regulations (FAR). We are confident our team's technical and administrative skills, combined with our unsurpassed commitment to excellence will enable us to provide the City the highest level of service in a cost effective manner. This proposal is valid for 180 days. 11100"� F\WPROCES5\PROPOSAL5\2011\P-11.114 C05TA MESA BUILDING INSPECTION SERV, DUE 10-20-11, 4 PM\PROP05AL\P-11.114 COSTA MESA RU I LOING INSPECTION SERV, DUE 10-20-11, 4 PM. DOC Proposal for Building Inspection Services i rRAMTEC i 1. Vendor Application Form and Cover Letter Appendix A REQUEST FOR PROPOSAL Bit ildinglnspectlonr Services VES DOR APPLICATION FORM TYPE OF APPLICANT: FN NEW [ CURRENT VENDOR Legal Contractual Name of Corporation: Transtech Engineers, Inc. Contact Person for Agreement: I Sr. VP/Marketing and Economic Development Corporate Mailing Address: 624 Brea Canyon Road City, State and Zip Code: Walnut, CA 91789 E -Mail Address: Phonc: l F ax: 909-595-8863 Contact Person for Proposals: Title: Sr. VP/Marketing and Economic Dev E-MailAddress; Business Telephone: Business Fax; Is your business: (check one) ❑ NON PROFIT CORPORAT10N FOR PROFIT C'ORFORATION Is your business: (check one) ® CORPORATION ❑ LIlVITI'ED LIABEIITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE P1ROPRTETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Fcdcral Tax Idcntification Numbcr: Will be obtained upon contract award City of Costa Mrs Iiuslnes5 I.elC C1iSC NLAllb{r: (If none, you must obtain a Costa Mesa Business License upon award of contract.) 3 Proposal for Building Inspection Services ez vp rRAft-mc l 2. Background and Project Summary 4 Background: As outlined in the Outsourcing of City Services Council Agenda Report, 2/24/11, the City is requesting proposals to establish a contract for Building Inspection Services. Current Staffing Level: Building Inspection services for the City are currently provided by an in- house staff of 3 and contract staff of 5 part-time inspectors filling the 5 budgeted positions (1 Chief of Inspection, 1 Senior Electrical Inspector, 1 Combination Inspector, 1 Office Coordinator, and 1 office support staff) and 1 Contract Combination Inspector. Current Work Load Level: The office support staff receives approximately 45 phone calls per day, processes 1 to 2 public records requests per week, and prepared 40 plans and documents per month for imaging. The Division received approximately 1 accessibility complaint per month, and processes 2 certificate of occupancy and 2 temporary certificate of occupancy requests per month. The City's expected level of service is to respond to all inspection requests within 24 hours and to answer all phone calls within four rings. Inspection support is provided to Code Enforcement approximately 1 hr per week. The following summarizes revenues: Permit Revenues Inspections Performed Permits Issued Total Valuation FY 09-10 $720,500 15,904 1,836 $67 million FY 10-11 $886,800 13,837 2,017 $79 million Scope of Work: Transtech provided personnel will be responsible for all Building Inspection services, counter assistance, inspection, and public inquiries, including, but not limited to: 1. Provide inspection support staff at City Hall during Office hours between 7 AM to 4 PM, Monday through Friday. 2. Provide building inspection services during Office hours between 7-8 AM and 3-4 PM; and Field hours between 8 AM to 3 PM, Monday through Friday. 3. Assign and coordinate daily inspections. 4. Prepare daily inspection run and count. 5. Coordinate and attend pre -construction meetings as requested by the general contractor or building official. 6. Provide inspection services for code, accessibility, grading, erosion control, building, electrical, mechanical and plumbing work, etc. 7. Handle inspection inquiries, resolve complaints. 8. Update and maintain inspection results in Permits Plus. 9. Follow up on all expired permits during less than normal inspection call days. 10. Process public records requests. 11. Update and maintain Building Safety Procedures Manual related to inspection services. 12. Investigate accessibility complaints. 13. Process certificate of occupancy and temporary certificate of occupancy requests. 14. Maintain building records; prepare documents for storage and/or imaging monthly basis. 15. Provide administrative support coverage for Planning, Code Enforcement as needed. 16. Provide inspection support to Code Enforcement as needed. Proposal for Building Inspection Services i rflwrEck 3. Methodology 5 1. Implementation plan that describes in detail (i) the methods, including controls by which our firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. • Transtech will provide an efficient and quick transition from current operation to new operation to be provided by Transtech staff. We have completed several similar service transitions. Our expectation is to review the location of project files and address files, status of current/open inspections and priority issues for transition. Upon this review and de -briefing by the City/current staff, Transtech staff will immediately assume the pertaining positions to maintain and improve the current status of the assigned responsibilities. • Transtech will provide the services responding to the City's needs based on work load and demand by adjusting staffing levels as necessary, and provide the services in an efficient and cost effective manner without sacrificing the quality and responsiveness. • Transtech will provide the required services in a timely and efficient manner to ensure that the needs of the City's constituents are adequately met. Our staff will work closely with local property owners to assist them in navigating the project permitting process in order to assure that all applicable codes, policies, and standards are being met. We embrace a customer service attitude, and believe that the services should be provided in a manner that is as applicant friendly as possible. • Responsiveness is an integral part of Transtech's "customer friendly" service approach. While our services are provided on an "as -needed" basis, our staff's responsiveness and availability is on "full-time" basis. • Transtech will strive to maintain and improve the City's reputation as a desirable community to invest and conduct business. • Transtech will address all inquiries regarding inspections with applicants where clarification is requested, and attend meetings as requested by the City. 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. • Transtech will perform construction inspection services to assure compliance with approved plans, applicable Building Codes, City regulations, standards and applicable conditions of approval. • Upon completion of all inspections and prior to final signoff Transtech will coordinate with other departments and agencies where conditions of approval must be met at time of Certificate of Occupancy. • Transtech will perform all necessary liaisons with City, and the permit applicant or applicant's designee either by telephone, mail, or meeting in the offices of the Building and Safety Division, and perform all necessary inspections to achieve compliance with applicable building laws, ordinances, and regulations. • Transtech and its staff will be responsible to provide vehicles, field units/laptops with Proposal for Building Inspection Services0 i rflwrEck 3. Methodology 6 broadband access, cell phones, code books, measuring tools, and other related equipment to perform its duties. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. • Transtech commits to providing adequate personnel, based on the level of development activity within the City at any given time, to ensure that the following timeframes are met. Service Maximum Timeframe for Service Delivery Building and Grading Inspection The following working day if request is received before 4 PM Update Inspection Results At the end of each business day Prepare Daily Inspection Run and Count Prior to 8 AM on the day of inspection Assign and Coordinate Daily Inspections Prior to 8 AM on the day of inspection Assistance at the public counter or provide administrative support coverage for Planning and Immediate during City Hall hours Code Enforcement services As directed by the Building Official or Public Records Request City Clerk (responses typically due within ten days of request) Return calls received outside of business hours In the AM the following working day Investigate accessibility complaints Within 48 hours Process certificate of occupancy or temporary Within 24 hours certificate of occupancy requests Answer calls through the general inspection line Within 4 rings Monthly statistical accounting and preparation of Completed at the end of each month plans for imaging Provide inspection support to Code Enforcement Within 48 hours as requested by the Chief of Code Enforcement 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. • Per the RFP, it is assumed that the City will provide only the following office space and equipment for use in performing building inspection services: o Use of office space at City Hall that is approximately the same square footage and configuration currently occupied by building inspection personnel. o Use of approximately 8 City land line phones, 2 of which are dedicated to specific purposes, an Inspection Request Line and general inquiry line, and 1 fax line. o Use of office furniture, 2 City network computers, 1 Copier and 1 printer. Proposal for Building Inspection Serviceseo i rflwrEck 3. Methodology 7 5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired. • If selected by the City, after gaining a detailed understanding and information regarding City's current business practices and standards, Transtech may present recommendations to the City to improve efficiency, where feasible. • One of potential ways to improve efficiency is to forward inspection calls to Transtech's call center, where calls can be processed by Transtech's corporate office staff. This will reduce the amount of time needed to spend at City Hall by non- technical support staff, thus reducing cost for the City. • Another potential cost saving approach may be identifying the level of staffing necessary to be present at City Hall on full-time basis to provide an efficient service level, and additional staffing levels based on needed basis and adjusting it depending upon work load. When work load increases, additional inspector(s) can be provided to the extent needed without charging to City full-time staffing costs. • Another potential cost saving approach may involve creating a one -stop -permit counter service, where Building and Public Works permits are processed by the same permit technician and work orders are then directed to appropriate plan check and inspection personnel as well as followed up thru one-stop counter. • As part of our services, we will work with the City Management staff, and provide any recommendations we may have for further improvement as appropriate for further evaluation. 6. Firms, public entities and individuals wishing to be considered shall include in their submissions the steps they will, if selected, implement and adhere to for the recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. • If selected, Transtech will obtain a list of such employees from the City, and inform them of potential recruitment with Transtech for this contract. Persons who pass the screening process, will be invited to an interview. After a successful interview, Transtech will discuss Company's salary and benefit requirements, and make an offer to interested and qualified persons. 7. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. • It is our understanding that the City may be willing to lease or sell city owned vehicles, but would do so under a separate negotiation and agreement following award of contract. This does not have any impact on our cost proposal submitted for this project. Proposal for Building Inspection Services i TRAmfech 4. Staffing 8 Our staff is fully versed and experienced in interpreting and administering codes in accordance with State law. We consistently monitor any changes or amendments to applicable building and safety codes and construction standards in order to provide local residents and city staff with the most up-to-date information and to ensure that these codes and standards are enforced on local projects. Transtech will ensure all personnel assigned to the City of Costa Mesa have sufficient on-going training to perform their assigned duties. 1. All contract inspectors will have a minimum of four years experience at the journey level in inspection or the construction trade with emphasis in construction, structural, electrical, plumbing or mechanical and engaged in a wide variety of construction and installation work, and graduation from high school. 2. All inspectors will be certified by the International Code Council in one or more discipline, and may only perform inspection with the appropriate certification. 3. Accessibility complaints will be performed by a Certified Access Specialist inspector. Our staff members have proven record of customer service and success in managing multiple tasks, assignments, and responsibilities. We will assign personnel, with contact and coverage information clearly communicated to the City, that are required to be available to respond to emergency situations that may require building inspection services at times when City Hall is closed for business. Currently, the City utilizes a proprietary Permits Plus system for issuance of building permits and tracking inspection results. Our inspection services staff will update inspection results and provide inspection status using Permits Plus, which is used by several other departments within the City to access information. The following describes our administrative/management functions and how the City will be provided with information concerning compliance: Review and approve time cards. Transtech use a fully computerized integrated accounting system. Every project is assigned a Job Number. Also, a code is assigned to a number of tasks that an employee may perform. In addition, a column is provided for employee to write in a brief description of work he/she has performed. Time is kept usually in increments of 30 minutes, however, for short tasks, this can be reduced to any decimal point level (10 minute, 15 minute, etc.). Each time card is signed by the employee and then submitted to his/her immediate supervisor for review and approval. After this approval, time cards are reviewed and approved by Sr. level Department Head. After that, time cards are entered into the system. Time card entries are initialed by the accounting person who enters it into the system. Hard copies of original signed time cards are kept in files. Electronic reports of any job number showing who worked, when, how many hrs, tasks performed, costs, etc. can be generated in extensive details from our accounting system. Proposal for Building Inspection Services0 i r 'mrFck 4. Staffing 9 Review and approve payments. Any payment request must be tied to an agreement or have prior authorization by an authorized person. When a payment request is received, the request is coded with relevant job identification as well with applicable expenditure type. The payment request is then sent with back-up information to relevant person for review and approval. After that, the payment is entered into the payment batch. An electronic payment report is then sent for final approval to relevant persons, as well as this report is reviewed by Company's Senior Accountant. Upon approvals, payment is made by automatic check printing thru the accounting system and recorded in the system accordingly. Track all monthly invoices. All invoices are generated automatically by accounting. After the end of the month, a project cost report and invoice summary report is generated for each job number. The report shows in detail who worked, how many hours, what tasks performed, when, costs, expenses, etc. The second part of the report shows approved contract amount, amount invoiced before, amount paid, amount un -paid, costs incurred to date and for the current billing period, and the amount of applicable invoice for current period. These reports are reviewed by applicable Project Manager and Department Head, and upon approval, preliminary invoices are generated. The preliminary invoices are then reviewed by Department Heads for final approval, and then sent to the Client. Monitor service delivery. Each project is assigned to an Account Manager, who is a high level Project manager or Principal at the Company. The Account Manager meets with these clients periodically to review our staff's performance and service quality, and any suggestions for improvements are implemented. Project schedules are monitored by Project Managers to ensure progress is made per the schedule and any potential issues are identified and corrected immediately. Weekly meetings are held by Department Heads to review and discuss projects, services, work load, staffing, and any other relevant issues. Also, project managers meet with their project staff weekly to go over project progress and issues. For Building Inspection Services, each Inspector receives a daily inspection work log. At the end of the day, the inspectors submit their work logs showing inspections performed. If an Inspector feels he/she is not going to be able to complete his/her inspection list on the same day, he/she contacts inspection supervisor and an extra inspector is dispatched to assist when necessary. Proposal for Building Inspection Services i eo TRA.wech 5. Qualifications 10 Company Profile: Transtech, established in 1989, is a multi -disciplinary engineering consulting firm which provides professional and technical services in engineering, planning and construction to governmental agencies. We are a full service firm. Our service capabilities include: • Municipal Consulting/City Engineer Services • Water Resources Engineering • Building and Safety • Surveying and Mapping • Program and Construction Management • Planning • Grant Writing • Environmental • Federal/State Funded Project Management • Public Relations • Civil Engineering and Traffic and Transportation • Emergency and Disaster Response, Support Planning and Engineering and Recovery Services • One of our unique specialties is Federally Funded Project Management and Grant Writing. We are recognized as one of the foremost expert firms in State and Federal funding programs and procedures. The Firm's Grant Writing and Funds Management services enable our municipal and agency clients of any size to find potential funding sources, and to prepare competitive applications. In the past few years, our Firm has facilitated over $100 million in funds for our clients' public works projects and transportation improvements. We have managed numerous projects under HUD/CDBG, FTA, DOT, FHWA Federal requirements References: City of Alhambra City of Alhambra Building Official, Plan Check, Inspection City Engineering, Traffic Engineering, CM, Services Inspection Services City of South Pasadena City of Pasadena Building Official, Plan Check, Inspection Building Inspection Services Services mmw��� County of Los Angeles City of San Bernardino and City of Alhambra Building Inspection and Plan Check Services Engineering, Plan Check, Inspection Services _, Superintendent of Building and -, Former PW and Development Safety Services Director of Alhambra (retired in June 2011), and former Development Services Director of San Bernardino City of Bell City of Commerce Building Plan Check Services City Engineering, Traffic Engineering, Plan City Clerk's Office Check, Inspection, Design Services Proposal for Building Inspection Services 5. Qualifications 11 List of staff members: ICC Certified Combination Inspector, 30 yrs experience ICC Certified Inspector, 30 yrs experience ICC Certified Inspector, 30 yrs experience -, Permit Technician, 5 yrs experience Certified Permit Technician, 5 yrs experience VP of Municipal Services, Sr. Level Support and Management when needed, 25 yrs experience • CBO, Building and Safety Supervisor, Sr. Level Support and Management when needed, 20 yrs experience • , Contract Manager, 20 yrs experience , ICC Certified Combination Inspector Education _ has approximately 30 years of experience, and served as • Orange Coast College, Building and Combination inspector for the City of New Port Beach. Liberal Arts and He has strong knowledge of "CBC" and "AIA" requirements, as well Construction Project Management as of job site safety control, HAZ-MAT and OSHA compliance requirements. _ is skilled at building history research and his ICC Certifications excellent computer skills includes the use of Accela permits plus Building Inspector, software as well as Microsoft Office. California Combination Inspector, California Residential Building Between 1999 and 2001, he served as a contract senior building Inspector, California inspector and between 2001 and 2010 he served as combination Residential Electrical inspector for the City of Newport Beach. He was responsible for all Inspector, California inspections on his assigned area as well as office duties associated Residential Mechanical with the inspection task. Inspector, California Residential Plumbing Inspector, Combination Prior of being an inspector, _ used to work as a contractor Dwelling Inspector, performing residential remodels mostly on rental properties for Combination Inspector, investment companies. Legacy Combination Inspector, Electrical Inspector, Mechanical _ also is also experienced to work closely with Public Works Inspector, Mechanical Department to perform underground electrical inspections on Inspector UMC, Plumbing behalf of Public Works Department. Inspector, Plumbing Inspector UPC, Residential Combination Inspector ICC Certified Inspector Education - has approximately 30 years of experience, and served as High school Building inspector for the City of Victorville. He has strong ICC Certifications knowledge of "CBC" and "AIA" requirements, as well as of job site • Building Inspector safety control, HAZ-MAT and OSHA compliance requirements. • Fire Inspector Between 2004 to 2009 he served as building inspector for the City Proposal for Building Inspection Services0 i rnAmrFck 5. Qualifications 12 of Victorville. He was responsible for all inspections on his assigned area as well as office duties associated with the inspection task. Prior of being an inspector used to work as a plumbing contractor performing residential and commercial plumbing projects. Between the years 1988 and 1998,- served as a Hull Technician in the United States Navy and worked as welder, pipefitter, plumber and metal fabricator. ICC Certified Inspector EDUCATION has approximately 30 years of construction related • Bachelor of Scienece experience. He served as combination inspector in the Cities of • Various classes in Alhambra, La Habra Heights, South Pasadena and Pasadena. In construction addition to his field experience attended multiple classes ICC Certifications in construction and contract management. a served as combination Building Inspector building inspector in the City of Alhambra, South Pasadena, Pasadena and La Habra Heights. He was responsible for commercial inspections and special projects. He also was responsible of all office duties associated with the inspection task. - has strong knowledge of "UBC' and "AIA" requirements, as well as of job site safety control, HAZ-MAT and OSHA compliance requirements. Prior experience includes working as Facilities Manager, and Inspector on various private development projects in Southern California. - also has eight years of experience as Service/Maintenance Specialists for Tumpane International and Boeing Services International in US Air -force Base Facilities Maintenance. He inspected housing, trailers, hangars, office buildings, roads, and various facilities and infrastructure in US Basis overseas (per Air -force Manual 95-1 similar to UBC) has also worked for two years at NATO Military Headquarters in Mons, Belgium, International Military Police responsible for construction, inspection and supervision of chemical plant construction. Proposal for Building Inspection Services i eo TflamrfCh 5. Qualifications 13 , VP of Municipal Services, Sr. Level Support and Management when needed Education has 25 years of experience in providing building official and city engineering services to various cities in Southern California. Bachelor of science in Civil Engineering, CalPoly, Pomona He served in various capacities, such as Building Official, Deputy Building Official, Plan Checker, and City Engineer for approximately Various Construction 6 Cities. He successfully implemented the transition of City Management Classes at UCLA Engineering and/or Building Department Services for a number of Including local agencies in California. He has extensive experience in Legal Aspects of Construction construction, California Building Codes, building and safety plan Management Primavera based Construction check and inspection, code interpretations, and resolving code Scheduling Software related construction and plan check problems on a broad range of residential, commercial and public works capital improvement Registration projects. State of California Registered He has a broad knowledge of municipal government operations, Civil Engineer, including preparation and presentation of staff reports/resolutions CASA to city councils, committees and interaction with public, various city Certifications departments, city council and other governmental agencies. ICC Building Official His experience also includes serving as construction manager for large and complex construction projects, such as public ICC Certified Building, works/infrastructure, community center, city hall, library, parking Electrical, Mechanical and structure, movie theaters, retail centers, etc. He has extensive Plumbing Plans Examiner experience in construction, Green Book, Caltrans Standards, ICC Certified Commercial Building Codes. has participated in a wide variety of Building, Electrical, multi -disciplinary development teams responsible for projects that Mechanical and Plumbing include: Inspector • Public Works and Infrastructure Improvements • Commercial and Retail Developments • Transportation and Parking Related Facilities • Residential and Mixed Use Development • Industrial Development In addition to being an expert in public works construction, ■ _ also provide his expertise in the construction field serving as an expert witnesses for construction claims and defects and has a strong background on the legal aspects of project and construction management, and is particularly well versed in California statutes regulating all types of publicly funded construction. Proposal for Building Inspection Services0 i rnAmrFck 5. Qualifications 14 , CBO, Building and Safety Supervisor, Sr. Level Support and Management when needed Highlights - has approximately 20 years of experience in private and • Served as Building Official, governmental sector. She is experienced in managing building and Deputy Building Official, safety departments of different municipalities. Currently she is Plans Examiner, and Inspector supervising Building and Safety Division of Transtech and served as • Chair; ICC Sustainability Building Official, Deputy Building Official, Plan checker, Code Membership Council Enforcement Official, Community Improvement Coordinator, • Chair; ICC Los Angeles Basin Planning Technician, and Inspector for 3 municipalities; City of Chapter Inspection Alhambra, City of South Pasadena and City of La Habra Heights. Committee • Commissioner; ICC Codes & Standards Council At Transtech, - is responsible for Building and Safety • Commissioner; Calbo Green Division as well as business development, client relations, and Committee management oversight. With her analytical and strategic management skills, - provides strong leadership, develops Education and collaborates with primary contacts to protect and to enhance • BA, in Public Administration Transtech's position in specific proceedings; she facilitates and Certifications maintains close, long-term working relationships with municipalities • ICC Certifications: in the building and safety realm. o Building Code Official o Building Official She serves ICC Los Angeles Chapter as the Chair of the Inspection o Accessibility Inspector o Accessibility Plans Committee on a regional level, she serves as a Commissioner Calbo Examiner Green Committee on a State level and on a National level, she has o Building Plans Examiner, been appointed to be the first Chair to the recently established ICC • California Building Plans Sustainability Membership Council and she also serves ICC Codes Examiner and Standards Council. • CalGreen-California Green Building Plan Examiner • Building Inspector - has broad knowledge of building and safety operations, • Building Inspector CBC including working in the capacity of Building Official, Acting Building • Building Inspector UBC Official, Deputy Building Official, Plans Examiner and Inspector. • CalGreen-California Green Building Inspector As Building Official, she provides necessary code interpretations, • California Commercial and coordinates with agency staff and departments, and applicants Plumbing Inspector • California Residential on building and safety related issues. She handles building and Plumbing Inspector zoning code violations as well as working in coordination with the • Plumbing Inspector UPC City Prosecutor to abate violations. She also provides over the • California Residential counter plan check as Deputy Building Official/Plans Examiner. Mechanical Inspector • IAPMO Certifications o Plumbing, Mechanical Inspector • CACEO Certifications o Code Enforcement Official Proposal for Building Inspection Serviceseo i rflwrEck 5. Qualifications , Contract Manager 15 EDUCATION has approximately 20 years of experience in urban • MBA,University of Redlands planning, management of municipal public works projects and • BS Urban and Regional operations, CIP (Capital Improvement Program), city administration, Planning, California State Polytechnic University (Cal public and governmental affairs. He served as Principal Project Poly), Pomona. Manager for the design, construction and management of a variety of Public Works and Infrastructure projects. REGISTRATION • California Licensed General Prior to joining Transtech, worked for the City of Contractor, B Commerce and Southern California Edison (SCE), one of the largest PROJECT RELEVANT energy utility firms in the world. HIGHLIGHTS • 20 years of experience in His experience at the City Commerce included working in various municipal operations. positions, including as Planner, Assistant to the City Administrator, • Experience includes working Assistant Director of Public Services/Public Works, and finally as the for the Cities of Commerce and Alhambra and Southern City's Acting Director of Public Services/Public Works, and managed California Edison. a department budget and infrastructure worth approximately $500 • While employed at City of million. Commerce, served in various positions, including At SCE, served as the company, s Regional Manager for as Director of Public Services/ Public Works, and the Port of Long Beach and the cities of Avalon, Signal Hill, and Long Assistant to the City Beach the fifth largest city in California and home to one of the Administrator. largest commercial ports in the world. • Managed Public Works Department, consultants As Senior Vice President at Transtech, is responsible and capital improvement projects with a budget of for corporate operations, business development, client relations, $50 million. public and governmental affairs, project development and • Extensive experience in management oversight. With his ardent analytical and strategic federally funded projects management skills, provides strong leadership and and grant programs. in exemplary public relations etiquette. develops and • Extensive experience working with County of Los collaborates with primary contacts to protect and to enhance Angeles. Transtech's position in specific proceedings; he ensures • Extensive experience in coordination with corporate policy and objectives on a broad range; working with Caltrans. he protects and transacts all phases of the company and customer • Represented City of Commerce at the State business, and governmental affairs activities at the corporate level; Capitol in Sacramento as an and he facilitates and maintains close, long-term working advocate on legislative relationships with governmental agencies. matters concerning land use, transportation, gaming and public works. Proposal for Building Inspection Services i 0 TRAmfech X11 7. Fee Proposal Appendix ❑ PRICING PROPOSAL FORM Building Inspection Services 17 Pros ide hourly rues arkdior Pei centages, of Snilding, PhiinUing lIechanical, Electrical permits, in accordance itith the CJtt's current requirements, a5 se fal'tll 111 se c I io 113. SC SPE OF WORK. X150 provide -our firm's proposed Staffing Plan on a sepak ate sheet of paper and: or any other cast a5sociatecl 33'iTll the]]k'4]]45a1, Note; Optional Pr•icin21 Percentage of the building permit fee calculated per; % €_'1ty of €='osta Mesa BmIding. P1tiinb1n2iN1echanical. Electrical Building Inspection services, counter assistance, inspection, and public inquiries, 40% pernlit5, Provide inspection support staff at City Hall during Office hours between 7 AM to Proposers may propose fee for service (hourly rates) or turn -key- operation based upon percentage split of permit fees_ or bath_ If Proposer provides Proposals for both_ City reserves the right to select either Proposal at its sole 1. As indicated in City's Transtech provided personnel will be responsible for all Building Inspection services, counter assistance, inspection, and public inquiries, Provide inspection support staff at City Hall during Office hours between 7 AM to 40% of fees collected by 4 PM, Monday through Friday. 2. Provide building inspection services during Office hours between 7-8 AM and 3-4 City for: PM; and Field hours between 8 AM to 3 PM, Monday through Friday. 3. Assign and coordinate daily inspections. Scope of work Tasks 1-15. 4. Prepare daily inspection run and count. 5. Coordinate and attend pre -construction meetings as requested by the general The services WIII be contractor or building official. 6. Provide inspection services for code, accessibility, grading, erosion control, provided on a turn -key building, electrical, mechanical and plumbing work, etc. operation basis with 7. Handle inspection inquiries, resolve complaints. necessary staffing level 8. Update and maintain inspection results in Permits Plus. adjusted depending upon 9. Follow up on all expired permits during less than normal inspection call days. work load, but meeting the 10. Process public records requests. 11. Update and maintain Building Safety Procedures Manual related to inspection required Maximum services. Timeframe for Service 12. Investigate accessibility complaints. Delivery stated on Page 6 of 13. Process certificate of occupancy and temporary certificate of occupancy the proposal. requests. 14. Maintain building records; prepare documents for storage and/or imaging monthly basis. Task 15 and 16 are included 15. Provide administrative support coverage for Planning, Code Enforcement in 40% fee, as long as the as needed. hrs spent do not exceed 1 hr 16. Provide inspection support to Code Enforcement as needed. per day. Proposal for Building Inspection Services i TRa,Nsrech 8. Disclosure 18 Transtech did not provide any services or had any business relationship with the City of Costa Mesa, or any current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Ek PARTE CONFAIVNIC ATION S CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmeniber concerning the Building Inspection Services RFP at any time OR I certify that Proposer or Proposer's representatives have coriununicated after . 2011 with a City Councilmember concerning the Building Inspection Services RFP. A copy of all such communications is attached to this form for public distribution. Proposal for Building Inspection Services ez VF rRAft-mc I 9. Sample Agreement The following are comments and suggestions provided our insurance Agency. repro ants [Nv ..era_ve 1.3. Warranty. Consultant at it shall perform the services required by this for --iron tie Agreement in compliance with all applicable Federal and California employment laws including, g—teesl but not limited to, those laws related to minimum hours and wages, occupational health and safety., fair employment and employment practices, workers' compensation insurance and safety in employment, and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from (No coverage and against all claims, demands, payments, suits, actions, proceedings, and judgments of every applies to nature and description including attorneys' fees and costs, presented, brought, or recovered this and—"tY;against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement. 19 4.2. Notice of Tetliunation. The City reserves and has the right and privilege of Should include canceling, suspending or abandoning the execution of all or any part of the work- contemplated Coternsultant rights by Consultant fworkars' Co upensAticn pravidas coverages far mark related injury of your employee tsJ - the ihdamhity itself is not covered] injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Cont>sactased upon a determinatrvn that city '.s damage. mere a proximate .auae of consultants nag gent aces, errors ar onussions The indemnification obligations in this Sections all not be construed to negate, abridge or otherwise reduce any other obligation of indenuri the Consultant may have with respect to the City which may otherwise exist. If any judgmen is rendered against the City or any of the other individuals enumerated above in any such actio the Consultant shall, �; satisfy and [Note that this indemnity is not consistent with CA law 6.9. Indemnification and Hold Harmless: (civil code 2782-8)1 To the fullest extent permitted by law, the Consultant shall save and protect, hold harmless, indemnify, and de€@pd the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively. "Indemnitees") fi•om and against all claims, guitse demaads damages, losses, expenses; and liabilities of any kind rel buraewhatsorver (alththe xforegoing, hereinafter collectively "Claims") including, without limitation, attorneys' fees�rismg out of, resulting from, relating toy t ate, err sons tri n g -1201;11 asmuffilk t ieperormance o t�us Agreement otif by the Consultant (including its subcontractors and suppliers) apply, and Indennutees shall be frilly indemnified u.•' e action or contribution, regardless of any negli e o Inderimitees, or any of them; and whether or not "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income; negligent Consultant's indemnity and defense obligations shall cover thActs or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indenutity aro d€fonse obligation under this Section includes. without limitation, any,ad fna-W damages, losses, expenses, and liabilities arising from -"�`'t- `violations of anyAeSeraf, State, or local lav or regulation, and fi•om allegations of violations of Consultant's or its subcontractor's personnel practices or from any allegation of an [This indemnity if not --d relatave to liability relating to personnel. practices - of Trans tech wants to be --d far issues such as wrongf.l termi—tion, harrassment, to., an Employment Practice Liability pclicy could be p.—J—edj Proposal for Building Inspection Services LIM Rezr 10. Checklist of Forms to Accompany Proposal As required, the following is the confirmation of the forms, included with our proposal 20 Form Provided (1) Vendor Application Form Included in Section 1 following Cover Letter (2) Ex Parte Communications Certificate Provided in Section 8 (2) Price Proposal Form Provided in Section 7 (3) Disclosure of Government Positions Provided in Section 10 (4) Disqualifications Questionnaire Provided in Section 10 Appendix F DISCLOSURE OF GOVEFNIVfENT POSITIONS Each Proposer shall disclose below. whether any owner or employee of the firth cm-rently bold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in th,e past ftyels e months. List below or state "None." , Sr. VP/Marketing and Economic Development has served as Economic Agency Services Director at the City of Huntington Beach. As a result of new Redevelopment laws implemented by the State, the City eliminated several positions and Department last Fiscal Year. Appendix E DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the follou7ng questionnaire: Has the Contractor; any officer of the Contractor; or any employee of the Contractor -k ho has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented fi•orn bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation`.' Yes No X If the answer is yes, explain the circumstances in the folloi ing space. Proposal for Building Inspection Services ez VV rRAft-mc I P°tt "e r :1 'C/TYOF THEAR TS `1 C�RpORpTE� �••'� City of Costa Mesa I Development Services Department �. A, i• . � � .. � � r�• � fir � "r• : Z i. *�� i,..n 1 " r.IJ�Y_� �, _ Proposal for ~' Building Inspection Services October 20, 2011 WI LLDAN Engineering extending your reach N4/WILLDAN I y=ding Engineering reach Cover Letter October 20, 2011 City of Costa Mesa City Attorney — 5th Floor Attn: Kimberly Hall Barlow 77 Fair Drive Costa Mesa, CA 92626 Subject: Proposal to Provide Building Inspection Services Dear Ms. Barlow: Willdan Engineering (Willdan) is pleased to present this proposal to the City of Costa Mesa to provide professional Building and Safety inspection services. Willdan has been a consistent industry leader for more than 47 years providing all aspects of municipal and infrastructure engineering, including building and safety, public works, public financing, planning, and construction management services. Willdan offers a full complement of engineering services including: city and special district engineering, civil and structural, building and safety, water and wastewater, traffic and transportation as well as landscape architecture, public works and infrastructure design, construction management, and municipal planning services. Serving clients throughout California and the western United States, Willdan specializes in solutions tailored to meet the unique needs of municipalities and other local government agencies. Services range from full-time, in-house staffing to interim or part-time assistance on a project -by -project basis. Willdan will utilize this expertise by tailoring our building inspection services to assist the City of Costa Mesa Development Services Department accomplish various necessary building and safety assignments, including, but not limited to: ✓ Building inspections ✓ Provide problem solving methods ✓ Grading inspection ✓ Accessibility complaint investigation ✓ Inspection support staff ✓ Certificate of Occupancy processing ✓ Permit applicant interface ✓ Inspection support to Code Enforcement ✓ Public counter assistance ✓ Public records request assistance Willdan is uniquely qualified to perform the services outlined in the City's Request for Proposal because: Willdan's Team of Subject Matter Experts Delivers for Cities Willdan prides itself on providing subject matter experts in all facets of building inspection services to our clients. Our inspectors are fully qualified and experienced to perform residential, commercial and industrial inspections for compliance to the approved plans and related documents. Inspections will be performed in accordance with the City's adopted version of the California Building Code, California Residential Code, Green Building Standards Code, California Mechanical Code, California Plumbing Code, California Electrical Code, and state and federal regulations for accessibility, noise and energy conservation. Engineering I Geotechnical I Environmental I SuslainaUility I Financial I Homeland Security 714.978.8200 1 800.424.9144 1 fax: 714.978.8299 1 2401 East Katella Avenue, Suite 450, Anaheim, GA 92806-5982 1 www.wilidan.com City of Costa Mesa October 20, 2011 Page 2 One of the advantages of a firm of Willdan's size is our ability to provide inspection staff with solid experience in the areas outlined in the City's RFP. In addition to the existing Anaheim office located at 2401 East Katella Avenue, Suite 450, Anaheim, CA 92806, Willdan's workforce of nearly 300 staff members allows us to provide additional services, as may be warranted, in areas such as CASp, geotechnical engineering, environmental resources and hazardous materials handling, homeland security, and energy conservation and LEED-certified reviews. Our staff is prepared to be onsite as delineated in the City's RFP. In addition, we are well positioned to provide additional supplemental staff to the City upon request to meet demands in times of increased activity. and Public Willdan's clients include local, state and federal governments, school districts, special districts, and other public agencies. We staff each project and office with highly qualified professionals, representing a broad range of disciplines, who are fully cognizant of local influences and regulations and in a position to respond to the particular needs of specific geographic areas. Our knowledge of the local setting, as well as the practices and nuances of working in this local area will insure that the City of Costa Mesa will be provided with the experienced staff of appropriate technical skills and support from regional offices. Willdan's Team Is the Right Team Willdan's inspectors are licensed, certified, well trained, and experienced as appropriate for their assigned functions. Further, Willdan's inspectors take part in code development committees such as CALBO and ICC and are on the forefront of the development of new regulations and approaches that will benefit the City of Costa Mesa and its residents. We appreciate the opportunity to submit our proposal and look forward to discussing our proposal with you and your staff. As President of Willdan, Mr. Daniel Chow is authorized to bind the firm. Mr. Ronald Espalin, Director will serve as the primary contact for this proposal. If there are any questions, please contact Mr. Espalin at (909) 386-0214 or e-mail respalin@willdan.com. The proposal and price included herein shall remain valid for a period of at least 180 days Respectfully submitted, WILLDAN ENGINEERING Engineering i Geotechnical I Environmental I Sustainability I Financial I Homeland Security 714.978.8200 1 800.424.9144 1 fax: 714.978.8299 1 2401 East Katella Avenue, Suite 450, Anaheim, CA 92806-5982 1 www.willdan.com IS) Appendix A REQUEST FOR PROPOSAL BldidnrgInspecrion Seri -ices VE\DORAPPLIC'ATIO\ TOR -'%I TYPE OF APPLICANT: ❑ \EW' ® CT-RRE\TVE\-DUR Le -al ContractualltiameofCotpor3tion; __Wi1Ldan Engineering Contact Person for A_reetnent: Corporatc Nlailulz AkIress; 2401 E. Katella Avenue, Ste. 304 City. Stme Anti Zip Code: Anaheim, CA gnAnr, E -Mail Address: Phone: Fss: Contact Person for Proposals: Title: Director Building and Safety E•Rlail Adclress: $usiness Telephone: Business Fax: Is youf I1usintss: (check one) ❑ NON PROFIT CORPORATION ® FOR PROFIT CORPORATION Is your business: (check one) ® CORPORATION ❑ INDIVIDL:AL ❑ PART-\ERSHIP V/Wl LLDAN Engineering ❑ LL%4ITED LIABILITlr P ARTVERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION 3 City of Costa Mesa Building Inspection Services 20 Names & Titles of Corporate Board Members (Also list N antes & Titles of persons with written authotization/resolution to sian contracts) Names Title Phone Federal Tax IdeutificatiouNiunber: Cite of Costa Mesa Business License Ntunber BL029214 (If none, you mast obtain a Costa Mesa Business License upon award of coutrect.) City of Costa Mesa Business License Expiration Date: NA/WI LLDAN Engineering 4 September 30, 2012 City of Costa Mesa Building inspection Services Table of Contents Cover Letter Appendix A - Vendor Application Form..........................................................................................................3 Background and Project Summary ................................................................................................................5 Methodology.................................................................................................................................................5 ImplementationPlan................................................................................................................................5 ClientSatisfaction....................................................................................................................................6 Scopeof Work ................... ............. ................................. ........ ............................. ....... ............................ 6 ProjectSchedule.....................................................................................................................................7 Innovationand Creativity.........................................................................................................................8 Recruitment of City Staff .......... ......... ........ ........ _....... ......... ..................8 Useof City Resources........................,.........,...................................................................,......................8 Staffing..................................................................................... .............................................:........ ...,................8 Qualifications.................................................. ......... ........ ......... ..,.,.,..........13 Buildingand Safety Services .......................... ............................................... ........................................ 13 RelatedExperience................................................................................................................................14 FinancialCapacity ......... ......... ......... ..... .... .......... .... ,.......................................15 FinancialReferences.............................................................................................................................15 Litigation................................................................................................................................................16 FeeProposal................................................................................................................................................17 Disclosure............. ........ .......................................... ..................................................................................... 18 SampleAgreement......................................................................................................................................18 Conditionsto Agreement.......................................................................................................................18 Appendices Appendix C - Ex Parte Communications Certification Appendix E - Disqualification Questionnaire Appendix F - Disclosure of Government Positions Appendix G — Current Audited Financial Statements �WILLDAN Engineering City of Costa Mesa 2uilding Inspecilnn Se;vlces Background and Project Summary The City of Costa Mesa has a population of approximately 116,500 and is home to South Coast Plaza, Orange County Performing Arts Center, South Coast Repertory Theater, and has more than 25 City parks, a municipal golf course, and the Orange County Fair Grounds, in addition to a host of other public and private assets. The City's local economy relies heavily on these retail and entertainment services. In order to secure long-term savings to the City while maintaining a high caliber of service to residents, businesses and stakeholders in Costa Mesa, the City is seeking proposals to review possible firms that may be able to achieve these dual objectives. At the request of the City, Willdan will interview City employees and consider retaining those who demonstrate the best technical and customer service skills who will provide continued value to the City. The City utilizes Permits Plus© for permit issuance and tracking. All proposed staff will be prepared to use this program. Willdan's Methodology and Scope of Work provide additional insight into our understanding of the City's needs and priorities and how we propose to address the City's objectives for building inspection services. Methodology Willdan's has more than 47 years of experience providing comprehensive Building and Safety services, including complete building inspection services, to cities throughout Southern California, which allows us to combine that experience with a tailored customer service -friendly approach to providing the building inspection services requested by the City of Costa Mesa. The following are the highlights of Willdan's proposed methodology: Implementation Plan Willdan's approach to a successful transition of services is meeting and interacting with key City staff early and often before the start of services. Our proposed Chief of Inspection, Mr, James Barrett, CBO, will meet with both the Community Development Director and Building Official to establish this transition of services. Our goal is a seamless transition with no disruption of the inspection or permitting process. The goal and purpose of our meetings would include the following: ✓ Establish a clear understanding of the expectations and performance goals of the City for this new contract service. ✓ Review of City Building Laws, amendments, policies and procedures with an emphasis on public counter and inspection procedures. ✓ Review of current City clerical and inspection personnel assignments and responsibilities. ✓ Review of current major projects under construction. ✓ Review of pending major projects either in plan check or in Planning. ✓ Establish an overlap transition of services schedule with current personnel and new contract personnel including one-on-one ride -along inspections. In addition, the following are also key elements of our implementation plan: NVWILLDAN Engineering City of Costa Mesa Building inspection Services Client Satisfaction Willdan proposes that every permitee be given a customer survey card at the conclusion of each project with the encouragement that they provide feedback to the City on the success of the inspection. These survey cards will be used to evaluate performance and to ensure inspection services are consistent, timely, and technically accurate. Scope of Work The following scope of work briefly summarizes the tasks the Willdan staff will perform. The project schedule following the scope of work identifies the task (service), the maximum timeframe for service delivery, and the deliverables. Inspection staff will be on-site during City Hall office hours. Services provided include, but are not limited to: ✓ Assign and coordinate daily inspections As specified in the service delivery timeframes, Willdan's inspection staff will provide prompt daily inspections. ✓ Prepare daily inspection run and count A key to providing and adjusting appropriate staff levels is maintaining accurate inspection totals. Both the types and duration of inspections will be monitored by the Chief of Inspection. Coordinate and attend all meetings as directed by the Building Official In addition to typical technical issues meetings, our staff can be part of interdepartmental coordination meetings. ✓ Handle inspection inquires and resolve complaints Our approach to complaint resolution is empowering all Willdan staff to try to resolve these complaints both in the field and at the public counter. However, our senior staff, including the Chief of Inspection, are available as needed to help resolve complaints. ✓ Update and maintain inspection records in Permits Plus All of our staff is experienced in data entry in software permitting systems such as Permit Plus or similar systems. ✓ Process public records requests For inspection records requests, the key is proper permit file maintenance and clear legible records. The public expects us to find the records and that they are readable. ✓ Update and maintain Procedures Manual regarding inspection services Willdan has just completed updating our various client cities' procedures manual to include the recently enacted 2010 Residential and Green Building Standards codes. Willdan is committed to maintaining the code expertise of our staff through both training and maintaining up to date procedure manuals. ✓ Investigate accessibility complaints All of Willdan inspection personnel are trained in compliance with Title 24 accessibility requirements. In addition, Willdan has CASA specialists at both our Anaheim and San Bernardino offices available to assist in investigating accessibility complaints. ✓ Process Certificates of Occupancy Willdan recognizes that in addition to the need for owners and contractors to complete their records, accurate certificate of occupancies are the key City record for any future tenant improvement and/or change of occupancy. ✓ Maintain building records Accurate and current inspection records are essential for all City and Willdan staff to know where construction projects are in the inspection process. While the Permits Plus and inspection entry component has greatly facilitated the maintenance of permit records, our inspection staff NVWI LLDAN Engineering City of Costa Mesa Building Inspection Services understands the adage "garbage in — garbage out". The Willdan staff is committed to accurate building records. ✓ Provide inspection staff to provide code enforcement when needed Code enforcement services are included in Willdan's complete building and safety services. Many of our inspectors are cross trained in code enforcement and will provide the technical support that is essential to the City code enforcement process. Project Schedule Building and grading inspection Update inspection results Following work dayy if request received before 4:OOpm End of each business day Prepared daily inspection run and Prior to 8:00 am on day of count inspection Assign and coordinate daily Prior to 8:00 am on day of inspection inspection Assistance at public counter Immediate during City Hall and/or admin. support for Planning and Code Enforcement hours Public records request Return calls received during non- business hours Investigate accessibility complaints As directed by BO or City Clerk (t pically within 10 days of request) In the AM the following work day Within 48 hours Process C of 0/temporary C of 0 Within 24 hours Answer call through general inspection line Monthly statistical accounting and preparation of plans for imaging Provide inspection support to Code Enforcement as requested by Chief of Code Enforcement �WILLDAN Engineering Within 4 rings Completed at the end of each month Within 48 hours An accepted inspection request is a commitment on the part of the Building Division to do so within 24 hours. Updating Permits Plus is an essential part of our daily service. Posting this inspection route on the City website and assist permitees that their inspection request has been received. This duty will be the responsibility of the Chief of Inspection (James Barrett, CBO). All staff including building inspectors are trained in public counter service including permit issuance. Willdan personnel fully comply with all legal requirements to respond to these requests within the mandated 10 days. Inspection staff will also be available throughout the work day to receive and return calls. Our inspector's response will be aided by our CASp personnel where appropriate. Our clerical staff will process these requests within 24 hours. Depending on call volume all of our staff including inspectors will help meet this requirement. In addition, our staff will prepare quarterly SMIP and Green Fee reports for the State. In case on an emergency, our staff will respond immediately if during working hours and within two (2) hours outside of working hours. City of Costa Mesa Building Inspection Services Innovation and Creativity Willdan will assess the specific inspection needs of the City of Costa Mesa and appropriately implement procedures accordingly. For example, request permission to assign a resident on-site inspector for a major project, such as an expansion or new anchor building for the South Coast Plaza Shopping Center. Willdan pioneered the creation of an on-site "mini -building department" for the tenant improvements for the Promenade Shopping Center in Rolling Hills Estates and the Montebello Town Center. This approach to on-site permit processing and plan review can result in economic incentives to developers. Recruitment of City Staff Willdan has a long history of successfully working with cities to develop successful contract programs and to assist with employee transition needs. Willdan is committed to interviewing current City of Costa Mesa staff for possible employment as Willdan inspectors and office support staff. This commitment allows for the best possible blended staff of current City employees and new Willdan contract staff. Both Willdan and the City benefit from the specific City knowledge and expertise of the current City staff in creating a new contract staff. Use of City Resources The City has indicated it will continue to provide office space, furniture, computers, copier and printer. As part of this proposal, Willdan will provide vehicles, laptops with broadband access, cell phones, code books, measuring tools, and any additional equipment or supplies necessary. Staffing The Team of professionals we are proposing for this assignment have current and updated certifications, relevant experience and training, established relationships working together, and are available to begin working with the City of Costa Mesa immediately! Willdan will not change any personnel without written approval by the City. CBO will serve as Chief of Inspection. He will be responsible for supervising all field building inspection and public counter operations, reviewing and approving time cards, reviewing and approving payments, trackin invoices, and monitoring service delivery.a Certified Building Official, has extensive experience in complete building and safety operations including, front counter operations, permit issuance, plan check, field inspection, and permit coordination with other municipal departments and agencies throughout Southern California. 40/Wl LLDAN Engineering Electrical Building Inspector Combination Building Inspectors Back -Up (as needed) City of Costa Mesa The organization chart above identifies the key personnel and shows the communication and reporting relationships among the Willdan Team staff. Willdan's staffing plan, our key personnel's project roles and job responsibilities for this assignment, and required data and credentials—including name, years of experience, certifications, and anticipated hours, are presented on the following chart. Brief resumes that summarize their relevant skills and project experience follow the personnel table. PROJECT MANAGEMENT �WILLDAN Engineering City of Costa Mesa Chief of Inspection: Supervises field ICCICABO Certified Building 25ears y building inspection, and public counter Official 160 experience operations ICC Building Inspector 9 P Quality Assurance and Control ICCICABO Certified Building 42 years Manager: Implement QC oversight of all Official No. 2961 4 (at no cast to experience Willdan work under this contract the City) INSPECTION Electrical Building Inspector: Certified Electrical Inspector, 42 years Residential, multi -story office buildings, ICC No, 16217 160 experience complex high-rise structures. ICC Certified Building Inspector, No. 1036466-10 Combination Building Inspector: ICC Certified Plumbing 30 years Residential, multi -story office buildings, Inspector, No. 1036466-34 ICC Certified Residential 160 experience complex high-rise structures. Electrical Inspector Licensed General Contractor, No. 642879 B Combination Building Inspector: ICC Building Inspector 160 27 years Residential, multi -story Office buildings, ICC Certification, California experience complex high-rise structures. LIST Systems Operator ICC Certified Building Inspector Combination Building Inspector: No. 5256765-10ICC Certified Plumbing 37 years Back–upas needed. Residential, Inspector No. 5256765-34 160 experience multi -story ohigh-rise structures. office buildings, complex ICC Certified Mechanical Inspector (number pending) �WILLDAN Engineering City of Costa Mesa CBO: Chief of Inspection.�serves as building inspection manager. He supervises the Building and Safety Inspection Group and oversees in-house counter technicians.= _has extensive experience in building and safety inspection, code enforcement and plan checking responsibilities. His vast experience includes plan check and inspection of medical research facilities, multi- story office buildings, education facilities, parking structures, retail outlets, single-family and multi -family residential developments. -a Certified Building Official, has been responsible for complete building and safety operations, that is, front counter operations, permit issuance, plan check, field inspection, and permit coordination with other municipal departments and agencies. His plans examining expertise includes complete fire -life safety building code enforcement, model codes in plumbing, mechanical and electrical as well as the California Building Standard, Title 24 Energy Standards and Accessibility, and ADA requirements. Representative relevant project include the following: • City of Colton, Interim Building Official. Oversee city staff, review policies, provides customer assistance at the counter, prepare monthly reports and perform inspections • City of Loma Linda, Deputy Building Official. Responsible for the day to day building and safety operations, oversee inspection and counter staff provide customer service at the public counter and perform inspections. Provided inspection WI LLDAN I �� Engineering • City of Canyon Lake, Deputy Building Official. Oversee counter and inspection staff. • March Joint Powers Authority, Deputy Building Official. Provided inspection management and supervision for various large projects ranging from DHL Distribution Center toCenter Global Port Jet "A" Fuel Farm City of Costa Mesa CASp INSPECTION Registered Civil Engineer, CA CASp Inspection: ICC Certified Building Plans 10 years Commercial accessibility conformance. Examiner On-call experience Certified Access Specialist CASP Certified ICC Plans Examiner CASp Inspection: ICC Building Inspector years Commercial accessibility conformance. ICC Electrical Inspector On-call experience ICC Plumbing Inspector ICC Mechanical Inspector ICC Combination Inspector COUNTER TECH NICIANIOFFICE STAFF Counter Technician: ICC Permit Technician 10 years Office Coordinator/Senior Construction California Notary Public 160 experience Permit Specialist Counter Technician: 30 years Office Specialist II/Senior Construction 160 experience Permit Specialist CBO: Chief of Inspection.�serves as building inspection manager. He supervises the Building and Safety Inspection Group and oversees in-house counter technicians.= _has extensive experience in building and safety inspection, code enforcement and plan checking responsibilities. His vast experience includes plan check and inspection of medical research facilities, multi- story office buildings, education facilities, parking structures, retail outlets, single-family and multi -family residential developments. -a Certified Building Official, has been responsible for complete building and safety operations, that is, front counter operations, permit issuance, plan check, field inspection, and permit coordination with other municipal departments and agencies. His plans examining expertise includes complete fire -life safety building code enforcement, model codes in plumbing, mechanical and electrical as well as the California Building Standard, Title 24 Energy Standards and Accessibility, and ADA requirements. Representative relevant project include the following: • City of Colton, Interim Building Official. Oversee city staff, review policies, provides customer assistance at the counter, prepare monthly reports and perform inspections • City of Loma Linda, Deputy Building Official. Responsible for the day to day building and safety operations, oversee inspection and counter staff provide customer service at the public counter and perform inspections. Provided inspection WI LLDAN I �� Engineering • City of Canyon Lake, Deputy Building Official. Oversee counter and inspection staff. • March Joint Powers Authority, Deputy Building Official. Provided inspection management and supervision for various large projects ranging from DHL Distribution Center toCenter Global Port Jet "A" Fuel Farm City of Costa Mesa management and supervision for various projects including the Loma Linda University, Centennial Complex, a 150,000 square foot 4 story state of the art medical training facility; Church Renovation.Loma Linda Academy, gymnasium and education complex. • City of Calimesa, Deputy Building Official. Oversee counter and inspection staff. • City of Perris, Interim Code Enforcement Manager. Responsible for the day-to-day operations including reviewing existing policy's, reviewing workloads and improving customer service. • Morongo Band of Mission Indians, Project/Inspection Manager. Provided inspection management for the following projects ranging from 28 -story hotel tower and Casino Resort to Administration and Cultural Center MMA�CO: Quality Assurance/Quality Control. As a Deputy Director of Building & Safety for Willdan, supervises field building inspection, public counter, and construction management operations. His responsibilities encompass all new construction, inspection duties, abatement of substandardredevelopment projects, and Community Development Block Grant funded projects. Primarily,is responsible for establishing and maintaining Willdan's contract building departme�*rts, been a member of the Willdan team since 1979 and is currently assigned as the Building Official for the Cities of Goleta, La Puente, Maywood and Rosemead. Representative relevant project include the following; • Project Manager. Provides on-call code enforcement services for the County of Orange • Targeted code enforcement programs for the Cities of Costa Mesa and West Hollywood; • Building Official, City of Maywood • Chief Building Official, Metcalf Energy Center, Los Esteros Critical Energy Facility, and Otay Mesa Generating Projects • Managed building inspection for 40 -unit housing project designated for AIDS/HIV patients for City of West Hollywood; • Managed building inspection for lead-based paint abatement program for Section 8 Housing for the City of Santa Monica; Electrical Building Inspector. s currently a Senior Electrical Plan Examiner and Senior Combination Building Inspector for Willdan. � performs Electrical plan review for all electrical installations, including but not limited to hotels, new commercial shopping centers, office complexes including high rise office buildings, emergency generator retrofit projects for high rise office buildings, including UCLA, large industrial installations, multi -family complexes including high-rise apartments, restaurants, retirement homes, and churches. He provided electrical plan review for a 2.5 million square foot computer chip manufacturing plant in Utah that inclu ary building power system of 138,000 volts and the medium power system of 14,760 volts, previously provided this type of review for the City of Los Angeles Building and Safety Departmen . ea so preformed field reviews for one of kind equipment for the ITL Company. Representative relevant project include the following; • City of Maywood, Building and Safety Plan Check. Provided building and safety plan check services. Reviewed private developments in accordance to adopted building, plumbing, mechanical, electrical, disabled access and energy codes. • City of Victorville, 720 MW High Desert Power Plant.Senior Building Insp./Electrical Pians Examiner M(W[LLDAN Engineering 11 • City of Los Angeles, Senior Electrical Inspector. Assigned to residential, commercial, and industrial electrical inspections. He also performed many tasks, such as Senior Inspector in charge of the appeals for modification of the electrical code, metro office supervisor, field supervisor, major structures inspector, hazardous area electrical City of Costa Mesa Building iiisp_ 7,LTiori ',�ePJICes • City of Rolling Hills Estates, Avenue of the Peninsula Mall. Senior Building Inspector/Electrical Plans Examiner • City of Santa Monica, Senior Building Inspector/Electrical Plan Examiner. In charge of multi- family residential, commercial, and industrial electrical inspection • Target Stores. Provided electrical plan check services for the Target Store Prototype Tenant Improvement Project. inspector, and fire life safety officer. • Los Angeles Department of Water and Power, Mechanical/Electrical Mechanic. Performed building electrical sub stations and high voltage power transmission installations. This included the wiring of high voltage transformers, voltage regulators, control wiring and related electrical equipment. Combination Building Inspector. is an ICBG -certified building inspeRor i years of experience in building residential and commercial construction projects and renovations. Additional experience includes journeyman level carpentry, foundation �n reading, and bidding capabilities. -was a licensed general contractor for 18 years. has provided combination building inspection services to the following cities: • Azusa • Norwalk • San Marino • Bradbury • Rolling Hills • Sierra Madre • Hawaiian Gardens • Rolling Hills Estates . UCLA • Montebello . Rosemead Combination Building Inspector. brings to Willdan 27 years of experience in construction, facilities, and design. has provided combination building inspection services to our San Gabriel Valley clients including the Cities of Sierra Madre and Rosemead. Representative relevant project include the following: • City of Rosemead, Building Inspector. Duties include providing combination building inspections for both commercial and residential occupancies and all types of building types as well public counter duties including processing plan review applications and issuing permits using HDL software. • City of Laguna Hills, Building Inspector. Duties include providing combination building inspections for both commercial and residential occupancies and all types of building types • City of Sierra Madre, Building Inspector. Duties include providing combination building inspections for both commercial and residential occupancies and all types of building types as well providing public counter services including processing plan review applications and issuing building permits. WI LLDAN Engineering • Managed building inspection for 40 -unit housing project designated for AIDS/HIV patients for City of West Hollywood; • Managed building inspection for lead-based paint abatement program for Section 8 Housing for the City of Santa Monica; • Scheduled and facilitated meetings with subcontractors, City/County inspectors to resolve issues related to complex construction projects. • Inspected production operations to verify compliance with specifications and blueprints. • Experience amending blueprints and building plans pertaining to type of materials required. Confirmed the accuracy and quality of work and ensure compliance to local building codes 12 City of Costa Mesa Back-up (As Needed) Building Inspector. CBI, has been involved with construction industry for over 37 years and is an accomplished Combination Inspector through ICC. He has been a licensed General Contractor in the State of California for 19 years. His experience covers the following; • Commercial and residential construction and building and demolition of commercial centers, • Contracting commercial projects in Orange County and Los Angeles Counties, involving tenant improvements and site work. • Design/layout and complete major tile and stone projects. • Residential addition/remodels, specializing in design and building kitchens and baths. • Design, layout, and plumb commercial and residential plumbing systems, water supply, DWV, building sewer and gas lines. • Commercial and residential electrical experience; set switch gear, set and wire panels, re -wire homes. • Inspection of on the real estate market homes. CASp Inspector, and—CASA Inspector, are CASp certified Accessibility Specialists. Their expertise covers disabled access investigation, complaint follow-ups, CASp certification of businesses, and report preparation. Qualifications Founded in 1964 and headquartered in Anaheim, California, Willdan Engineering, Inc. (Willdan), a California corporation, is a subsidiary of Willdan Group, Inc. (WGI), a publicly -traded Delaware corporation. Throughout its 47 -year history, Willdan has dedicated itself to providing public agencies with reliable building and safety and engineering consulting services. Combining depth of staffing, state- of-the-art technical resources, and local offices rooted in their communities, Willdan has earned its reputation as a problem solver across a wide range of client interests. Willdan understands the concerns of government agencies — especially those of local government. Building and Safety Services Willdan's experience and strength in building and safety encompasses the complete range of technical disciplines, including, building inspection, grading inspection, accessibility inspection, CASp services, building plan check, and fire -life safety. The inspection staff maintain current certifications and attend training on a regular basis. This, with our depth of experience, expertise, knowledge and resources, Willdan is able to offer practical solutions that are timely and cost effective, and that will meet the needs of the City of Costa Mesa. The diversity of Willdan's staffs' experience is an added value of our professional services. City of Costa Mesa WILLDAN I 13 Building Inspection Services Engineering Related Experience Willdan inspectors are fully experienced in performing residential, commercial and industrial inspections for compliance to approved plans and related documents. Willdan currently provides building and safety services to the following Southern California cities and municipal agencies through our Los Angeles, Orange County, and San Bernardino County offices including: Banning Big Bear Lake Calabasas Calimesa Canyon Lake Colton Garden Grove Goleta Grand Terrace Highland Indian Wells Jet Propulsion Laboratories Irvine Campus Housing Authority La Puente Loma Linda Long Beach Los Angeles County Malibu March JPA Maywood Montclair Moreno Valley Morongo Band of Mission Indians Rolling Hills Rolling Hills Estates Rosemead San Bernardino Sierra Madre UCLA UCSB The following are current or recent clients for which Willdan has provided building and safety services, including inspection. Willdan staff provides these agencies with similar services identified in the Scope of Services. Willdan encourages the City of Costa Mesa to contact these clients regarding our quality and level of services. Building Official Services. Since 2005-10 Willdan's Building Official projects as well as -needed permit technician and building inspector services. services included plan review of all major Start/End: 1981/Present Building Official Services. From 1981 to present, as Building Official, Willdan provides all Building and Safety Services including permit issuance, plan review and inspections. M(W I LLDAN Engineering 14 City of Costa Mesa Building Inspection Services Key Personnel Building Official Services. From 1998 to 2010 as Building Official, Willdan provided all plan review services including over the counter plan reviews. Willdan did all building, electrical, plumbing and mechanical plan reviews for the City. Our onsite staff also issued all permits and provided all field inspections including NPDES compliance inspections. Key Personnel: StarUEnd: 1980/Present Building and Safety plan check and inspection services. Grading and engineering improvement plan check and public works inspection services. Plan check provided in Willdan office by plan review staff. Electronic Plan Review provided as well. Key Personnel: StarUEnd: 20051Present Building Official Services. From 2005 to present, as Building Official for all student housing and faculty housing projects, Willdan has provided complete building plan review, including grading, electrical, plumbing, and mechanical code plan review. Our most recent plan review was for a faculty housing and community center project currently under construction. Financial Capacity Willdan's current audited financial statements are in the Appendix G of this proposal. Financial References The following are a sampling of Willdan's financial capacity references. Willdan has enjoyed a long, successful history of working with these vendors. Wells Fargo Commercial Office Solutions Soft Solutions Banking 23303 La Palma Avenue 6492 Fairlyn Boulevard 1000 Lakes Drive, Suite 250 Yorba Linda, California 92887 Yorba Linda, California 92886 West Covina, California 91790 NA/WILLDAN Engineering 15 City of Costa Mesa BLIJUng Inspection Services Fee Proposal Willdan's fee proposal is provided on Appendix D as required by the City of Costa Mesa. Appendix D PRICING PROPOSAL FORM Building Inspection Services Provide hourly rates and/or percentages, of Building, Plumbing/Mechanical, Electrical permits, in accordance with the City's current requirements, as set forth in section 3. SCOPE OF WORK. Also provide your firm's proposed Staffing Plan on a separate sheet of paper and/or any other cost associated with the proposal. Employee Hourly Rate Hours worked Total Cost Overtime rate Chief of Inspection 2000 2000 Sr. Electrical Inspector Combination 4000 Inspectors (2) 2000 .2000 Office Coordinator Office Specialist II CASA Inspector As -needed Note: Optional Pricing? Percentage of the building permit fee calculated per: City of Costa Mesa Building, Plumbing/Mechanical, Electrical permits. Z Proposers may propose fee for service (hourly rates) or turn -key operation based upon percentage split of permit fees, or both. If Proposer provides Proposals for both, City reserves the right to select either Proposal at its sole discretion. 40/WILLDAN Engineering 17 City of Costa Mesa Building Inspection Services Disclosure Willdan personnel have no past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Sample Agreement Conditions to Agreement We have reviewed the City of Costa Mesa's Professional Services Agreement and request that the following changes be made: Page 25 5.0 INSURANCE 5.1 Minimum Sco a and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement a o t e o owing insurance coverages: (a) GempFehens;ve Commercial general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury with a policy limit of not less than Three Million Dollars ($3,000,000.00) per occurrence and Five Million Dollars ($5,000,000.00) in the aggregate. These limits may be achieved through a combination and primary excess policies. 1. Endorsements. The ova commercial general liability insurance policy shall contain or be endorsed to contain the following provisions: Page 26 (b) Notice "Said policy shall not teFM!Rat8 ^^• shall it be cancelled, RGF the aeverage red, sed, until thirty (30) days after written notice is given to City, ten (10) days notice if cancellation is due to nonpayment of premium." Page 28 6.9 Indemnification and Hold Harmless: To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless, indemnify, and defend the City and its elected and appointed officials, officers, and employees..... resulted from or related to the engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) to the extent resulting from Consultant's negligence, recklessness or willful misconduct. Consultant's indemnity and defense obligations shall cover the negligent or other wrongful acts or omissions or any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. N4/WILLDAN Engineering 18 City of Costa Mesa Building In-=_peOicn Services 42 Appendix C EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Building Inspection Services RFP at any time after August 1 2011. M I certify that Proposer or Proposer's representatives have communicated after , 2011 with a City Councilmember concerning the Building Inspection Services RFP.—A copy of all such communications is attached to this form for public distribution. 46 Appendix E DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No X If the answer is yes, explain the circumstances in the following space. 48 Appendix F DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." RIK.IM I � tU7; I c !9'. F •ter � �! +.�� •' W I L L DA N extending your Engineering reach 2401 E. Katella Avenue, Suite 450 Anaheim, CA 92806-6073 T 714.978.8200 1 F 714.978.8299 www.wilidan.com PROPOSAL EVALUATION DOCUMENTS Evaluation Committee Agenda Team: Building Inspection Services Process/Project: Contracting City Services Date: November 22, 2011 Time: Place: Distribution of Proposals Meeting Facilitator: Rick Amadril Evaluators and Other Attendees: - Outside resource(s) Resource: - - Time Agenda Topics: Person Providing Information: Review Action Items - Topic 1: RFP Schedule of Events Committee Topic 2: Evaluation Instructions - Topic 3: Member Statements - Topic 4: Evaluation Forms & Scores - Topic 5: Interviews Forms, Scores & Questions - & Committee Topic 6: Reference checks & Questions - & Committee Topic 7: Negotiation checklist - Topic 8: Overall Pre -Award Selection Process - Identify Items for Evaluation Committee Committee CITY OF COSTA MESA FINANCE DEPARMENT INTEROFFICE MEMORANDUM TO: EVALUATION COMMITTEE FROM: , RFP FACILITATOR DATE: NOVEMBER 22, 2011 SUBJECT: E VAL UA TION OF BUILDING INSPECTION SER VICES You have been chosen for the evaluations of the following proposals: 1. Willdan Engineering 2. Charles Abbott Associates 3. Nove Engineering Environmental, LLC. 4. Safe Built, Incorporated 5. Bureau Veritas North America, Inc. 6. CSG Consultants, Inc. 7. Transtech Engineers, Inc. Attached is an evaluation template you will be using for each proposal that will be distributed to you. For each criterion, enter the number in the score box based on the following scale: 0 - (Zero) Criterion was not address at all. 1 — Unacceptable 2 — Below Average 3 — Average 4 — Above Average 5 — Exceptional You should evaluate the proposal independently and each proposal is to be evaluated against RFP requirements. If you need further clarification, do not contact the proposer but e-mail your questions to me instead. After your review, please forward your evaluation sheets to me not later that than , so I can summarize your scores. I will then schedule a meeting so we can discuss the scores given to each proposal and develop a team score. If ou have an uestions regarding this process, please call me at 714-754-5227 or email me at Thank you for your participation and cooperation in this project. Distribution: BUILDING INSPECTION SERVICES EVALUATION COMMITTEE MEMBER STATEMENT Request for Proposal: BUILDING INSPECTION SERVICES. You have been asked to participate in the evaluation of proposals that have been received as the result of the competitive solicitation referenced above. A proposal was received from each of the companies listed on the attached Inter -Departmental Communication dated November 22, 2011. It is essential that the integrity of the evaluation process be maintained to insure that each Proposer is given fair and equal consideration. Your knowledge of and/or past or current association with particular firms and/or individuals must not influence your evaluation. The proposals and any subsequent respective clarifications and/or negotiations must stand alone, and you are required to be particularly objective and guard against any tendency to favor a particular firm or individual. (This does not mean that you are to ignore past or current experiences with a particular firm in which goods or services they supplied to the City were sub par.) You are required to report to , any actual or potential conflict of interest and the nature of the conflict. (You personally, or if your spouse or child has or had any association or interest with the business entity or any principal employee of the business entity.) An additional consideration is the need to maintain confidentiality during the evaluation regarding the contents of the Proposers' responses, as well as the proceedings of the evaluation committee. Any in uiries re arding the evaluation of this particular solicitation must be directed to You are asked to read and sign the following statement: I have read, understand, and agree to the above, and I will adhere to the policies presented. I know of no conflict of interest on my part, nor have I accepted any gratuities or favors from Proposers, which would compromise my objectivity. I have no personal interest in seeing that a specific Proposer is awarded a contract. I shall keep all evaluation proceedings in strict confidence prior to contract award. I will do my best to base my recommendation for contract award solely upon the evaluation criteria in the solicitation and each Proposer's response. Committee Member Signature Printed Member Name Date Please sign and return this form to immediately upon receipt. Best Regards, RFP Facilitator City of Costa Mesa Tel: 714 754-5227 Fax: (714 754-5040 Email: BUILDING INSPECTION SERVICES EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all 1 - unacceptable 3 - acceptable 5 - exceptional RATER WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: REFERENCE CHECKS 05/11/2012 Building Inspection References CSG Consultants Charles Abbott Assoc. Respondent City of La Habra City of Tustin City of Palos Verdes Estates City of Aliso Viejo What type of work did they do CSG is the primary plan review consulting firm for the Plan check and inspection staffing (currently 1 full time Since 1985, Charles Abbott Associates, Inc. (CAA) has Building and Saftey Code Enforcement Public Works for you? City of La Habra, conducting the review of structural and inspector) functioned as the City Engineer for Palos Verdes non-structural building plans (including electrical, Estates, providing building inspection, planning services, plumbing, mechanical, and civil drawings associated public works administration, and capital project with building plans). Historically, they have also provided administration. Services include supervision of in-house contract services for combination building inspectors City staff (building/planning front counter (2), code and counter technicians. enforcement officer (1) and Streets -Parks crew (5)) Service to public is seamless. CAA staff occupy city office space and are available 8AM — 5PM Monday through Friday. Many residents assume these individuals are City employees and are not aware of the contract arrangement. Members provides staff support to the following: Planning Commission, Parklands Committee, Traffic Safety Committe. On site project manager acts as the City's department head with title of Building, Planning and Public Works Director. Reports to City Manager and in addition to above bodies, this person provides staff support to City Council. Dollar amount (estimate) Services for the current fiscal year will amount to Jan -Now 2011 - $52,760 ($15,800 Plan Check, $36,960 approximately $1.2 million per year. Development $1.4M approximately $65,400.00. Inspector services (building /planning) capped at 62% of total fee revenue collected from those seeking discretionary permits. On Total Cost? 4 5 3 3 On Timeliness? 4 5 5 4 On Problem Responsiveness? 4 5 5 4 On Quality of Service? 4 5 4 4 On Attitude of Personnel? 3 5 4 5 If you had to go out and bid Most likely, yes. It would depend upon who else Yes Yes Yes today for a similar project, responded and the cost structure of their proposal. would you choose this firm Based upon current services and cost structure, we have again? not seen the necessity of pursuing an alternative service provider. What are the strengths about CSG helps to meet our service objectives with a very Small office, efficient turnarountime, personal attention Quality of staff assigned to Palos Verdes Estates, both Customer Service - Commitment to Client - Highly this firm? high degree of reliability and quality of service. Their when needed and when problems arise, broad as well professional expertise and their knowledge of the City. Trained Personnel cost of services appears to be more reasonable than as in-depth understanding of the Claifornia Building We have long term relationship, which has allowed alternative sources with whom we have discussed the Standards Code and construction practice. stable staffing, which improves CAA's ability to serve the subject of costs, and they have local offices and highly City. Size of the firm allows us to draw up qualified personnel who will come to our offices to meet specialized expertise on an as needed basis. with project proponents concerning plan review Environmental (NPDES, etc) comes to mind within the comments. area of public works administration. We do not require a full time staff person to support those needs, but CAA has expertise on their staff that we can rely upon and be billed for, as needed. What are the weaknesses of this CSG has, however infrequently, missed turn -around Not aware of any. Because of length of tenure, I feel we need to revisit the No significant weaknesses - May Be behind from a firm? deadlines called for in our customer service objectives. contract and remind what the contract provides a to technology stand point but going to electronic plan We would, obviously prefer that they never miss a billing for services (e.g. — not billed for night meeting check. deadline. attendance, etc.) Did they exceed their proposal No. In point of fact, during more trying economic times, Not aware of any. N/A, we do not contract for specific cost, but for specific No cost? they actually even reduced fees to help us bring our services. CAA does not exceed the City's annual budget in within finance department guidelines. adopted budget for the services provided. If so, by how much? N/A N/A N/A N/A If applicable, do you feel the N/A N/A N/A N/A exceeded costs were justified? 05/11/2012 Building Inspection References Nova Engineering Transtech Engineers Respondent City of Tavares City of Clemont City Alhambra City of South Pasadena What type of work did they do Building Inspection/Plans Examination Building plans review and all building inspections (other Transtech Engineering serves the City of Alhambra as Transtech provides all Building Division services for the for you? than fire, which the City does). They provide the our Building Official at al and as Our City Engineer. Planning & Building Dept., including plan check, Building Official, inspectors and permit tech. — all of inspections and building permit issuance. which have performed fantastically. They are a great extension of the City staff and are received as such in public and at development sites. Dollar amount (estimate) $12,000 per month NOVA receives 85% of the impact fees charged and the Building Official at al $600,000 We are charged a fixed cost for one full-time building City retains the remaining 15%. All vehicles and inspector, one full-time building clerk, and one half-time insurance are covered by NOVA. building official, plus 65% of the plan check fee. Annual cost (which depends on the number of plan checks) can range from $270,000 to $330,000/year. On Total Cost? 5 5 5 5 On Timeliness? 5 5 5 5 On Problem Responsiveness? 5 5 5 5 On Quality of Service? 5 5 5 5 On Attitude of Personnel? 5 5 5 5 If you had to go out and bid If they were top ranked in an RFP submittal we would Most likely yes, but it would depend on the other Yes, Ali Cayir the President on Transtech Engineering is Yes. We put this contract out to bid every 5 years, and today for a similar project, contract with them again. applicants at the time. exceptional in how he works with us. He is willing to do they are always the most competitive. would you choose this firm extra work at no cost to the City. He understands what again? we are trying to accomplish and uses his firm to help us get there. Transtech understands how City's work and is familiar with standard government procedures. What are the strengths about Great customer service, knowledgeable and fully Quality inspectors and plans reviewers. The do pay Ali Cayir is the strength of the firm. I call him the glue. Responsiveness of personnel to local issues and this firm? licensed inspectors. attention to the details and understand the importance of Occasionally, I get an answer from his staff that I don't history, as well as addressing problems that arise. On adhering to the building code. like. I call Ali and like magic, I get exactly what I want. difficult projects or political situations, the VP is quick to Transtech's management staff is also exceptional. The respond and tackle the problem. building official assigned to Alhambra is fabulous. She works long hours, works well with the public and manages her staff quite well. Most of the time there is no difference between City staff and Transtech staff. All get along well and work very well together. What are the weaknesses of this Great customer service, knowledgeable and fully NOVA has their own permit system outside the City's. I don't have any weaknesses to share. Nothing glaring; on very rare occasions they will hire firm? licensed inspectors. The billing invoices are produced by the corporate someone who was not a good fit with our department. offices and about 20% of the time do not match the actual 85% to be charged. Bills are off by a couple dollars at most, and they do correct them easily though. Did they exceed their proposal No No. They are in accordance with the bid and perform No, in both the City Engineer contract and Building No cost? better than we imagined. We recently re -negotiated a contract they never exceed the proposed cost. longer term agreement that is self renewing. If so, by how much? N/A N/A N/A N/A If applicable, do you feel the N/A N/A N/A N/A exceeded costs were justified? 05/11/2012 Building Inspection References Bureau Veritas Willdan Eng. Respondent County of Los Angeles City of Los Alamitos What type of work did they do As -Needed Building Inspection -Related Services. Over the years I have worked with Willdan in three for you? communities. They have provided, Engineering, Planning related services and Building and Safety Inspection Services including Plan Check and Permit Issuance. Dollar amount (estimate) Contracts would be from $100,000 per year to about $400,000 per year. On Total Cost? 5 5 On Timeliness? 3 5 On Problem Responsiveness? 5 5 On Quality of Service? 5 5 On Attitude of Personnel? 5 5 If you had to go out and bid Absolutely! I would absolutely recommend Willdan if their pricing today for a similar project, was comparable. would you choose this firm again? What are the strengths about The inspection staff they've supplied, have all been well Great attention to contract oversight and provision of this firm? versed in subject. exceptional customer service. Willdan acts as a seamless extension of staff. Large enough firm to provide support necessary in such areas as; inspectors, plan checkers; code specialist. You will find this especially useful when the State adopts new variations of Building Codes. That process can be difficult, but Willdan makes it very simple. Their experience in industrial, commercial and residential projects is broad and therefore they bring with them exceptional expertise in these areas. What are the weaknesses of this I've not encounter and dilemmas with them. They've It is difficult to think of any weaknesses of Willdan firm? alsways been very responsive. providing such services. Did they exceed their proposal No They have always worked within their proposed pricing cost? and this has been consistent for my 22 years in working with them in various capacities in three different communities. If so, by how much? N/A N/A If applicable, do you feel the N/A N/A exceeded costs were justified? PROPOSAL EVALUATION SCORES Ln LO o V 0 O o O Ln M o O 00 N 0 M LO O Ln O 0 f� 0 N 0 CO 0 V In o ao o O Ln M Ln CO o 00000 O O O O O 0 O O N N N 7 M 7 M M f— O CO LO LO f� Cl)r r r rI-N0-e r r r r r 0000Mrrr r r r r V r 0000000 0OO(0 r r r Cl) r (OCl) r r WN N N V V V M rn NMN V M V M N M M M M M M (`')M M m M CMM d r(, o i y Cl) / vA , N a N CO M V V U, C 'a 4% ++ V (n Ln N Lo M CO (O Ln M M N O O O O O M MN N MO� N N N V M rN V a rj Z Y N � W w Q O. o N M N Ln V M M M N M Ln V V co a M U V M M M 0 0 0 0 0 0 0 y w C d U Z 0 ,°� > Q a c rn v O d N c Z Cl) N M MI- V 0 V M MI- Cl) Lo Ln U) M M M V y m M CO co M co M C h Ln N r (O M -T O w U O 3 QCy C =Q Q- m y o w o 0 0 0 0 01 Q O. 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CL z CD z 0 J m INTERVIEW EVALUATION DOCUMENTS Evaluation Committee Agenda Team: Building Inspection Services Process/Project: Contracting City Services Date: January 10, 2012 Time: 10:30AM Place: Room 1A Meeting Facilitator: Rick Amadril Evaluators and Other Attendees: - Outside resource(s) Resource: Time Agenda Topics: Person Providing Information: Review Action Items — Topic 1: References checks — Topic 2: Dun & Bradstreet — Topic 3: Evaluation Comments — Topic 4: Evaluation Scores Discussion — Topic 5: Team Scores — & Committee Topic 6: Interviews — Where/When & Questions — & Committee Identify Items for Evaluation Committee Committee Interview Evaluation Agenda Team: Building Inspection Services Process/Project: Contracting City Services Date: January 27, 2012 Time: 4:45PM Place: Room 1A Meeting Facilitator: - Evaluators and Other Attendees: - Outside resource(s) Resource: Resource: Time Agenda Topics: Person Providing Information: Review Action Items - Topic 1: Proposal Scores - Topic 2: Interviews - Topic 3: Reference Checks - Topic 4: D&B reports - Topic 5: Interview/Team Scores Committee Topic 6: Outsourcing Checklist Committee Topic 7: Negotiation Checklist. Committee Proposal Interview for the Building Inspections For the City of Costa Mesa January 27, 2012 City of Costa Mesa 1 st Floor Conference Room 1 A Civic Center 77 Fair Drive Costa Mesa, CA 92628 Nova Engineering & Environmental LLC Bureau Veritas North Ameri Inc. 9:OOAM — 9:45AM 10:OOAM — 1045AM Willdan Engineering 11:OOAM — 11:45AM Panel Members NOTE: Please do not contact any Panel Member prior to presentations RFP Facilitator 714-754-5227 ramadriWa)ci.costa-mesa.ca.us INTERVIEW EVALUATION BUILDING INSPECTION Proposer Evaluation Criteria Maximum Score Grasp of the project Requirements including 15 Points Identification of critical Elements and key issues. Approach and Work plan for the project, 25 Points Including innovative Approaches Qualification and experience Of the Project manager, other 25 Points Key individuals Communication skills of Personnel 20 Points Quality of the overall Presentation 15 Points Subtotal Response to key questions Points Total COMMENTS: Rated By: ATTENTIVE LISTENING SKILLS • Be motivated to listen • If you must speak, ask questions. • Be alert to nonverbal cues. • Let them tell the story. • Do not interrupt when they are speaking. • Fight off distractions. • Do not trust your memory. (We will have a recorder at these interviews) • Listen with a goal in mind. (I.e. how well will I work with these people.) • Look at them in the eye. • React to the message, not the person. • Don't get angry. • Remember, it is impossible to listen and speak at the same time. 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E o E / s R _ .- 3 q& Cl)/ 0, = tf _4 U) o ° 2 Cl) » ) > ® \ / 0 ƒ / / k \ / 5 / \ % E o % k 2%�= 2 7@ E/ a f) 2 7= G/%\\/\ff\)�%owmo 1 7& 3 4 2 f � 7 a -0 U) C/) _ q m � � � MANAGEMENT STAFF REPORT