REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  September  13, 2022
CATEGORY:  Consent - Resource Management-31.

SUBJECT:

Approve an amendment to the agreement with BPR Consulting Group LLC for plan check and inspection services which increases compensation and approve a budget amendment.

Supervisorial District No. :  All

DEPARTMENT CONTACT:  Adam Fieseler, Assistant Director of Resource Management, (530) 225-5761

STAFF REPORT APPROVED BY:  Paul A. Hellman, Director of Resource Management

RECOMMENDATION

Take the following actions: (1) Approve an amendment, effective date of signing, to the agreement with BPR Consulting Group LLC to provide plan check and inspection services increasing the maximum compensation from $100,000 to $300,000 per fiscal year, for a new total not to exceed $900,000; and (2) approve a budget amendment increasing revenue in the Plan Check Fee account by $100,000 and increasing appropriations in the Professional and Special Services account by $100,000 in the Building Division budget.

DISCUSSION

A Request for Quotes (RFQ) for plan check and inspection services was issued by the Shasta County Department of Support Services Purchasing Unit on January 28, 2022. Of the proposals received, BPR Consulting Group LLC (BPR) was identified as one of two responders chosen to provide the services requested in the RFQ. On June 21, 2022, the Board of Supervisors approved an agreement with BPR to provide plan check and inspection services in the amount of $100,000 per fiscal year (FY) for a total not to exceed $300,000 for the three-year term of the agreement. Shortly after the agreement with BPR was executed, the Department of Resource Management (Department) terminated negotiations with the second responder due to disagreement with standard contract language.

In keeping with the competitive procurement process, the Department has the ability to either select from a lower scoring responder or offer BPR a larger contract award. BPR has communicated the ability to provide additional plan check services to meet the Department’s needs and the Department has in past years selected a single Consultant to provide plan check services.

In the course of preparing this amendment, the Department reconsidered the budgeted amount for plan check and inspection services of $200,000 due to the amount of billed plan check services provided during FY 2022-23 to date and large complex industrial and commercial projects anticipated to be applied for during the remainder of the fiscal year. Therefore, the Department is requesting an increase in the FY 22/23 budget of $100,000 in revenue in the Plan Check Fee account and increase appropriations in the Professional and Special Services account.  Services provided by BPR are paid for by building permit application fees when permit applications are received by the Department.

ALTERNATIVES

The following alternatives are available: 1) Choose not to approve the agreement: 2) ask for more information or request changes to the agreement; or 3) take no action. These alternatives are not recommended since not amending the agreement may lead to an increase in processing time for building permits for customers, and plan check and inspection services are paid for by fees collected from applicants.

OTHER AGENCY INVOLVEMENT

County Counsel has approved the agreement as to form. Risk Management has approved the agreement. The County Administrative Office and the Auditor-Controller have reviewed this recommendation.

FISCAL IMPACT

The FY 2022-23 adopted budget includes $200,000 for a consultant(s) to provide plan check and inspection services. The requested increase is to account for the amount of billed plan check services provided during FY 2022-23 to date and large complex industrial and commercial projects anticipated to be applied for during the remainder of the fiscal year. The maximum agreement cost would be $300,000 for FY 2022-23, paid for by fees collected from applicants.