01-1204_AUSTIN-FOUST ASSOCIATES, INC._E4_Agenda Report0 0
AGENDA ITEM
TO: George Scarborough, City Manager
12/04/01
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FROM: William M. Huber, Director of Engineering and Building
SUBJECT: Consideration of Master Agreements for Long -Term Plan Check and Design
Services Team
RECOMMENDATION
By motion, approve 38 consultant service agreements to provide Plan Check and Design
Services for a (3) yearterm with (2) one-year extensions, not to exceed $50,000 per project
proposal, per year.
A. Summary and Recommendation
The concept of a Plan Check Team was originally introduced in 1992 and, to date,
has worked very well. It was created as a means to improve service delivery to
resident and developer plan check. The concept has proven successful in that it
has resulted in improved efficiencies. Our current contracts expire on
December 31, 2001. Therefore, staff has solicited proposals and is requesting that
38 firms be recommended for a three-year term with two one-year extensions.
B. Background
History
On January 21, 1992, City Council approved the concept of creating a plan
check consultant team consisting of a select group of consultants. The team
concept creates a long-term contract with each consultant. The purpose of
the team concept is to have available consultants with pre -approved
contracts and insurance in place and ready to go to work. The team
concept allows staff to expeditiously process all consultant plan checking.
In addition, the plan check team agreements all required that they perform
their services at a specified percentage of the City's fees, which guarantees
costs and assures that City staff is also compensated for processing from the
remaining balance. All consultants agree to a fee not to exceed 65% and
80% depending upon the type of plan check. In many instances, the fees
are negotiated lower, especially on larger projects. Upon expiration of the
initial three year term, and having had a positive experience with this
concept, the master listing was reviewed, updated, and again brought to
Council for approval in January 1997. The updated listing included design
services in addition to plan check services.
FOR CITY COUNCIL AGENDA \
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Agenda Item
Page 2
December 4, 2001
Selection Process
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A Request for Proposal was sent to 44 firms. Many of these firms were on
the existing list, with others being added at a staff member's request. Of the
44 firms, 38 responded with proposals. The proposals included general
engineering and building firms, as well as a number of specialty firms. The
specialty firms include areas such as geotechnical, traffic, building structural
and water quality services. A review team consisting of the Department
Director and an Administrative Assistant reviewed the proposals for the
following elements:
• Consistency with the scope of work
• Ability to meet schedules
• Past performance of similar work
• Individual(s) specified to work on projects
• Ability to meet fee requirements
• Qualifications of firm in handling required work
Staff believes that all 38 firms qualify based on the above criteria. As this
is a three-year contract with two one-year extensions, there is no need to
narrow the field. Staff prefers to spread projects among the teams as work
becomes available. This provides more flexibility and allows work to be
performed in a more efficient and timely manner. The following list shows
the consultants and their areas of expertise:
General Engineering and Building Services
AMEC Earth & Environment, Inc.
Berryman & Henigar
Charles Abbott Associates, Inc.
CgVL Engineers
KFM Engineering
Norris-Repke, Inc.
P & D Consultants, Inc.
Peter & Associates
RBF Associates
General Engineering Only
Adams Streeter Civil Engineers, Inc.
AKM Consulting Engineers
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Agenda Item
Page 3
December 4, 2001
General Engineering Continued
Boyle Engineering Corporation
DH Civil Engineering
Focus Engineering
Gong Enterprises
Hartzog & Crabill, Inc.
J. L. Patterson
KHR Associates
La Belle Marvin
LAN Engineering
Parsons Transportation
Richard Watson & Associates, Inc.
RK Engineering Group
Tetra Tech
The Keith Companies
Toal Engineering
Urban Crossroads, Inc.
Van Dell & Associates, Inc.
Willdan Associates
Building Services Only
Esgil Corporation
Geotechnical Services
Cotton Shires and Associates, Inc.
David H. Lee & Associates, Inc.
Hetherington Engineering, Inc.
Lawson & Associates, Inc.
Petra Geotechnical, Inc.
Traffic Services
Austin -Foust Associates, Inc.
Darnell & Associates, Inc.
LSA Associates. Inc.
•
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Agenda Item
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December 4, 2001
Process
E
Plan Check Services - As previously stated, plan check services are to be
performed at a not -to -exceed fee based on a fixed percentage of the City's
calculated plan check cost. This eliminates the need to negotiate fees and
allows staff to select a consultant and request they perform the work at the
agreed upon price. No time is wasted with costly proposals, reviews, and
fee negotiations.
Design Services — Services not covered by fee recovery, such as design for
a City capital improvement project, will continue to require that staff solicit
proposals from at least three members of the team. Proposals will then be
evaluated and followed by consultant selection. If the fee exceeds the
amended limit established under the master contract, then it will be
forwarded to the City Council for review and approval. However, no new
agreements will be required norwill insurance certifications cause delays, as
they will already be in place.
COMMISSION/BOARD REVIEW, RECOMMENDATIONS
N/A
FINANCIAL CONSIDERATIONS
Costs for plan check services will be fully funded from engineering and building fees.
Design services would be funded from respective capital improvement projects. Based on
fees projected to be collected, a budget for consultant services is developed annually to
cover the costs of these contracts.
NOTIFICATION
N/A
ALTERNATE ACTIONS
By motion, approve 38 consultant service agreements to provide Plan Check and
Design Services for a (3) year term with (2) one-year extensions, not to exceed
$50,000 per project proposal, per year.
Do not approve.
Refer to staff for additional information.
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Agenda Item
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December 4, 2001
RECOMMENDATION
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By motion, approve 38 consultant service agreements to provide Plan Check and Design
Services fora (3) yearterm with (2) one-year extensions, not to exceed $50,000 per project
proposal, per year.
Respectfully Submitted,
William M. Huber, P.E.
Director, Engineering and Building
WMH/jt .
Prepared By,
Jill Thomas
Administrative Assistant
Attachments 1. Request for Proposal
2. Sample Personal Service Agreement — Original agreements for each
individual firm are available in the City Clerk's office.
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ATTACHMENT 1
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 (FAX)
www.sanjuancapistrano.org
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REQUEST FOR PROPOSAL
for
Professional Consulting Services
to
MEMBERS OF THE CITY COUNCIL
DIANE L. BATHGATE
JOHN S. GEIFF
JOHN GREINER
"ATT HART
DAVID M. SWERDLIN
CITY MANAGER
GEORGE SCARBOROUGH
PERFORM AND EXECUTE BUILDING AND ENGINEERING PLAN CHECKING,
GRADING PLAN CHECKING, REVIEW OF GEOTECHNICAL REPORTS, MAP
CHECKING, ENGINEERING AND ARCHITECTURAL SERVICES
GENERAL INFORMATION
It is the intent of the City of San Juan Capistrano, Department of Engineering & Building,
to establish a team of consultants to facilitate both building and engineering plan check,
engineering and architectural services. The services are generally described herein and
are intended to supplement staffs efforts where specific expertise is required or time
constraints necessitate consultant assistance. From the proposals, a team of consultants
will be selected who best represent expertise across the various specialty areas. The team
will become part of a four-year program in which the work load will be spread among the
team members. Work will be parceled out on an as -needed basis, and no specific
guarantee can be given as to the annual fees for consultant usage.
The consultant team will only be modified in the event consultants are dropped from the
list due to corporate changes or it is deemed by the City that additional consultants are
warranted.
INVITATION TO RESPOND
The Cityof San Juan Capistrano is soliciting proposals for professional consulting services.
In general, the tasks identified above and delineated herein are to be performed with
minimum direction and assistance from the City.
Inquiries concerning the RFP should be directed to William M. Huber, Engineering &
Building Director, 32400 Paseo Adelanto, San Juan Capistrano, CA 92675;
(949)443-6336.
MIDG use
Is
San Juan Capistrano: Preserving the Past to Enhance the Future
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Request for Proposal Page 2
SUBMISSION OF PROPOSAL
Proposals may by submitted by mail or hand delivered. Proposals should be delivered to:
William M. Huber, Engineering & Building Director
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
no later than 5:QO p.m., September 21, 2001. Proposals will not be accepted after this
time.
FORM OF PROPOSAL
Consultant proposals shall contain the following:
1. Statement of qualifications clearly indicating the services in which the firm is
interested;
2. Statement/discussion of services provided, including anticipated turnaround times and
ability of firm to handle requests on an as -needed basis;
3. Resumes of key personnel for various service areas;
4. Consultant fee schedules, including hourly rates and proposed flat fees;
5. Completed consultant self rating form included with this request for proposal.
EVALUATION OF PROPOSALS
The City of San Juan Capistrano is interested in selecting consultants who have the
experience and expertise to render plan checking, engineering and architectural services
in a comprehensive and timely manner. Accordingly, the evaluation criteria will consist
primarily of four parts:
1. Consultants' experience
2. Consultants' expertise
3. Consultants' ability to handle volume and meet time frames
4. Consultants' costs
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Request for Proposal Page 3
It is important to the City that you identify the persons you will assign to various functions,
at which office they are assigned and whether they are full-time employees of your firm.
You should also address any conflict of interest that may exist and commei if on solutions.
The City of San Juan Capistrano reserves the right to reject any and all proposals.
Nonacceptance of any proposal will not imply criticism . `the proposal orthat any proposed
service was deficient. All participating candidates will be notified of the decision reached.
CONSULTANT'S RESPONSIBILITY
The Consultant shall perform the tasks as set forth herein:
A. Building Services
Review construction documents in accordance with the following uniform model
codes as amended by City ordinance:
a. Uniform Building Code -1998 California Building Code
b. Uniform Plumbing Code - 1998 California Plumbing Code
c. Uniform Mechanical Code - 1998 California Mechanical Code
d. National Electrical Code - 1996 Edition
e. California Code of Regulations - Title 24
Provide a comprehensive plan review as directed or provide only specified plan
review elements as follows:
a. Structural review and analysis of design and calculations
b. Inspection services
c. Other building services as may be defined
Provide geotechnical review and consultation regarding soil problems, features
or events.
B. Enoineering/Architectural Services
Review construction documents and subdivision maps in conformance with the
following standards:
a. City of San Juan Capistrano Municipal Code
b. City of San Juan Capistrano and County of Orange applicable design
standards
c. Highway Design Manual standards
d. San Diego Regional Water Quality Control Permit
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Request for Proposal Page 4
2. Provide comprehensive plan review or design services as directed for the
following elements:
a. Geotechnical review/design
b. Street improvements
c. Storm drain/hydrology reports/design
d. Traffic/striping improvements
e. Traffic studies
f. Sewer improvements
g. Landscaping improvements
h. Subdivision map checking
i. Structures (i.e., bridges)
j. Inspection services
k. Pavement analysis
I. Architectural design
m. Drafting
n. Water quality design and review
C. Document Transmittal
Pick up and resubmit plans to the City via the Building & Safety Division or
Engineering Division counter.
D. Performance Reguirements
1. Plan Check Services
Render and remit a typed plan check correction/clarification list (two copies) to
the Engineering & Building Department within 10 working days from notification
by the City.
2. Engineering/Architectural Services
Complete services in a thorough and efficient manner, on time and within the
approved fee schedule.
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Request for Proposal Page 5
E. Fee Schedules
1. Engineering Fees
a. Plan Check
Engineering fees will be determined for plan check services based on the
attached fee schedule. The consultant shall bill on an hourly basis, not to
exceed 75% of the total fee, and fees may be negotiated lower if, in the
determination of the City, a lower fee is warranted.
b. Design/Architectural
Services will be negotiated on a project -by -project basis based on a pre -
agreed scope of work. Payment will be as determined by the City project
manager.
2. Building Fees
a. Plan Check
Total plan check at 80% of base plan check fee paid by applicant not
including any surcharges (base plan check fee). Base plan check fee will be
65% of building permit fee, not including surcharges.
Structural plan check is not to exceed 60% of base plan check fee, not
including any surcharges.
b. Other Services
Services will be negotiated on a project -by -project basis based on a pre -
agreed scope of work. Payment will be as determined by the City project
manager.
F. Maintenance of Records
The consultant will maintain all books, documents, papers, employee time sheets,
accounting records/ledgers and otherevidence pertaining to costs incurred and shall
make such materials available at their respective offices at all reasonable times
during the contract period and for three years from the date of final payment for
inspection by the City. The consultant shall furnish copies, if requested.
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Request for Proposal Page 6
CITY'S RESPONSIBILITY
The City shall perform the tasks as set forth herein:
A. Establishment of Valuation (Plan Check Services Only)
Assign a valuation to the proposed work in accordance with the appropriate
Engineering or Building Division standards. The City shall collect all fees from the
applicant in connection with the services.
B. Project submittals
City will supply all necessary documentation/specifications, reports, studies,
calculations, etc., to Consultant as is readily available at the City.
C. Coordination
City will serve as project coordinator. On plan checking, the City will be responsible
for notifying the applicant when plans with corrections are available to pick up. The
City will route plans (preliminary/revised) to and from the Consultant.
SELECTION PROCESS
The Selection Committee, comprised of the Engineering & Building Director, Development
Services Manager and two Senior Engineers, will review the proposals submitted.
Candidates will be selected based on the proposals submitted, including qualifications of
staff, proposed fee schedules and ability to handle work load in a timely manner.
Very truly yours,
William M. Huber
Engineering and Building Director
W M H:jt
Attachments 1. Engineering Fees
2. Consultant Self -Rating Form
3. Sample of Personal Services Agreement
CONSULTANT SELF -RATING FORM
Consultants are asked to rate their expertise in the various fields listed below. The
information will be used by Staff in selecting consultants on specific types of work.
Consultants may rate themselves high on more than one category, but should not rate the
same in more than three categories. Building plan check and Engineering plan check are
considered separate services and should be rated independent of one another.
On a scale of 1 to 10, rate yourself with "1" being yoor strongest area of expertise and "l 0"
being a competent area of expertise. "N" or no rating will indicate no interest or company
expertise in that field.
BUILDING SERVICES
ENGINEERING SERVICES
Geotechnical Review
Geotechnical Design, Review &
Analysis
Electrical Review and Analysis
Street Improvements
Mechanical Review and Analysis
Storm Drain Improvements &
Hydrology Studies
Plumbing Review and Analysis
Traffic Circulation Studies
Energy Calculations
Traffic/Striping Improvements
Handicapped Provisions
Sewer Facilities Improvements
Inspection Services
Landscaping Improvements
Grading Plans
Subdivision Map Checking
Structures
Inspection Services
Pavement Analysis
Survey
Drafting Services
Water Quality Design and Review
FIRM NAME:
RATER:
DATE: 2001
• ENGINEERING FEES
•
Engineering Documents and Records
- Microfilm/Digital Storage* .... ..........................
. ... $1.00 per sheet
- Document and Record Retrieval/Research/Review
$40.00 per hour
(Minimum Charge - One Hour)
- Digital Ortho Photo Imaging ..... ....
$500 per foot tile
(Includes $400 per foot tile + 2 hour mim staff time
@ $50 per hour)
- GIS Information Requests .....................................
As determined by City Enginebr
*Each person, firm or corporation shall pay a microfiche or digital storage
fee for permit applications, plans,
specifications, calculations, soils reports, and all pertinent data
required to be maintained by state
regulations, per sheet.
Lot Line Adjustment
- Submittal and Processing ................................
$1,750
Map Processing (Due with Map Submittal)
- Tract maps* ...........................................
$1,000, plus $100 per lot
or unit up to 25, plus $50 per lot or
unit over 25
- Parcel maps ...........................................
$1,000, plus $100 per lot/unit
- Records of survey ......................................
$500, plus $50 per lot
- CC&R's ............................................$500
`Duplicate Mylar Deposit .. ..... ....
$20 per sheet
Improvement Plan Processing
Public improvement plans (Due with Plan Submittal)
- Submittal $1,000
- Checking 3% of construction costs
- Hydrology/Hydraulic Studies (0-20 Acres) ...................
$4.50 per 0.1 acre ($450 min)
- Hydrology/Hydraulic Studies (Over 20 Acres) .... ...........
$1,200, plus $1 per o 1 acre
over 20 acres ($4,000 max)
- Sewer Studies (0-20 Acres) ...............................
$4 50 per 0.1 acre ($450 min)
- Sewer Studies (Over 20 Acres) ............................
$1,200, plus $1 per 0.1 acre
over 20 acres ($4,000 max)
Private Improvement Plan Processing (Due w/Plan Submittal)
Submittal $500
- Checking 3% of construction costs
Map/Plan Processing Administration
Includes the preparation and processing of agreements, .....
... 3 '/,% of improvement costs
resolutions, City Council and Commission agenda reports,
($500 min) Payable prior to
presentation to commissions/boards, field Investigation
improvement plan approval)
(Does not include advertising & recording fees)
Easements (Modification/Processing) ........................ As determined by City Engineer
(Does not include advertising & recording fees) ($500 min)
Street cut deposit for less than 500 square feet** ............ .. $500 to $1,000
Street cut deposit - over 500 square feet** .................... As determined by City Engineer
**Refundable Deposit (upon completion of work)
Permit issuance Fee ............. ...... ........... ...$40
Engineering Inspection Fee $50 per hour
Elevation Certificates (FEMA) ..... ...... .. ..... $40
Miscellaneous Fees As determined by City Engineer
Development Inspections (Due Prior to Plan Approval)
Improvement costs up to $100,000 ............ .......... .. 3 1/2% of improvement costs,
with a minimum of $100
Improvement costs $100,000 and over ......... ............. $3,500, plus 3% of improve-
ment costs over $100.000
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... $1170 per acre
Sureties and Deposits (Due prior to app, oval of Improvement
$860 per acre
Agreement or Encroachment Permit Issuance, whichever is applicable)
$320 per acre
Faithful performance surety
............$170 per acre
(released one year after the notice of completion) .............
100% of construction costs
Labor and material surety
$1470 per acre
(released upon the completion of the project) ................
100% of construction costs
Monumentation surety
(released upon the Engineer's certification of work) ...........
100°i of monumentation costs
Water surety ............................................
As required by Capistrano —
Valley Water District
Parks & Recreation Fee (*see below)
Fee for 49 units or less
- Single family detached dwelling units ................... ......... $4,840 per unit
- Attached Units, including duplex, townhomes & apan, nts........... $4,390 per unit
- Mobile Homes $2,877 per unit
Fee for 50 units or more (Land dedication may be .................... n units x occupancy factor*
substituted (or fee) ............................................ x 5 acr/1000 occ x $302,500 acr
'Occupancy Factor
- Single Family ..... I ..................... ................ 3.2 ocdunit
- Attached units, including duplex, townhouse & apartments............ 2.9 occ/unit
- Mobile Homes ... ..... .... I .. 1.8 occlun t
Sewer Capacity Fee (Due Prior to Building Permit)
- Residential , ............................................ $3,165 per unit
- Commercial, Industrial, Non -Residential ('"see below) .............. $3,165 per 1500 SF of Floor
.... area or fraction thereof
Agricultural Preservation (Due Prior to Building Permit)
- Residential .............. ............................. $500 per unit
- Commercial/Non-Residential ... $1000 per acre
Drainage Area Fees ('see below)
- L01
... $1170 per acre
- L02
$860 per acre
- L03
$320 per acre
-LOS ...............................
............$170 per acre
- M01 ..........................
.............. ....$780 per acre
- LO1 S02
$1470 per acre
Advanced Energy Fee (Street Lights) (Due Prior to Plan Approval)
Lamp Size Single Double
7,000 Lumens $90 per light $126.60 per light
20,000 Lumens $126.20 per light $187.50 per light
'Parks & Recreation and Drainage Fees are due prior to Subdivision Ivtap Approval. For properties not requiring
maps, these fees are due prior to Building Permit Issuance.
"Sewer capacity fees are due prior to Building Permit Issuance for any increase in building size.
NOTE, Additional fees may be required by the Building & Safety Division, the Department of Planning
Services & the Capistrano Valley Water District.
Parks & Recreation, Sewer and Agricultural Preservation Fees are due prior to
Building Permit Issuance for all Secondary Dwelling Units
Revised 6/01, c \wpwin\wpdocslotherlfees
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