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HomeMy WebLinkAbout2022-05-24; City Council; ; Award a Professional-Services Agreement with True North Compliance Services for Building Plan Review ServicesCA Review __RK__ Meeting Date: May 24, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Jason Pasiut, Building Official jason.pasiut@carlsbadca.gov, 442-339-2788 Subject: Award a Professional-Services Agreement with True North Compliance Services for Building Plan Review Services District: All Recommended Action Adopt a resolution to approve a professional-services agreement with True North Compliance Services to provide building plan review services (Exhibit 1). Executive Summary The city contracts with an outside vendor to review building plans. The current professional services agreement for reviewing building permit plans with Interwest, a SafeBUILT company, (previously EsGil LLC) expires on June 14, 2022. The city issued a request for proposals and, after reviewing them, staff identified True North Compliance Services as the best value vendor. (Interwest’s bids was determined to be non- responsive because it failed to submit all of the required documentation.) The proposed agreement will be effective for a period of four years and may be extended by the City Manager for one additional year. The company is to be compensated by charging builders a fee for building plan review that equals 65% of the building permit fee that collected by the city, which varies depending on square footage and other factors. According to Carlsbad Municipal Code Section 3.28.060 D.5, only the City Council can authorize the procurement of services that will cost the city more than $100,000 per agreement year, as is expected with this agreement. Discussion The city has contracted with Interwest to perform building plan review services since 1977. Outsourcing this service gives the city access to specialized technical expertise and helps ensure that new construction is professionally reviewed for compliance with all state and local codes, including seismic, accessibility, plumbing, mechanical, electrical and life safety provisions. Following the city’s standard contract policies and procedures, a new request for proposals was released, with a deadline of April 4, 2022. On March 2, 2022, the request for proposal was May 24, 2022 Item #3 Page 1 of 20 released and uploaded to PlanetBids, an online bidding site. The deadline for submittal of comments and/or questions was March 11, 2022; and responses to those questions were posted to the city’s E-Bidding site on March 15, 2022. Nine bids were received. Interwest’s proposal did not provide a fixed fee cost or rate for the company’s services, so was determined to be nonresponsive. Overall, most of the proposals proposed a cost recovery fee that ranged from 65% to 75% of the city’s collected building permit fee. (A brief overview of each bid proposal is provided in Exhibit 2.) A rating panel, consisting of the Assistant Fire Marshal, a Senior Engineer and the Development Services Manager, was created to review each bid proposal in response to the request for proposals. Using specified evaluation criteria, each rater independently evaluated the proposals. Raters were asked to review and consider the contractor’s proposed services and methodology, overall response to the request, best value and cost, related experience of the contractor and turn-around times for providing services. Interviews with the two short-listed firms were conducted on April 13, 2022, with the Building Official and the Assistant Director of Community Development. Based on a review of the written materials – and supported by the interview feedback – staff determined that True North Compliance Services can provide the best overall value and best meet the needs of the city. True North has the demonstrated experience, technical capabilities and resources to best assist the city with building plan review services. It also uses the plan review software that the city prefers. True North will review building plans check within 10 working days for most projects, which is similar to the turnaround time provided by the current provider. True North will offer preliminary plan check reviews before applications are filed at no charge to the city or the applicant. This is an additional service that the existing contractor does not provide. The proposed contract with True North (Attachment A to Exhibit 1) will maintain the current system, in which the contractor receives a share of total building permit revenues received by the city, less the portion allocated to specific construction-related fees required to be paid to the state. True North would receive a cost recovery rate for its building plan review services that will be 65% of the building permit fees charged by the city. This is in addition to the city fee and is the same fee rate charged under the current contract. Because of that, the city will not need to amend the building permit plan review fees it charges customers. Fiscal Analysis Fees collected from building permit applicants at the time of permit issuance cover the cost of building permit plan review services. This is a cost recovery service that is funded by building permit applicants, where the Building Division receives funds in the annual budget for building plan check review services and then remits funds for building plan check review services received from the payment of building permit fees and will have no impact on the General Fund. The cost for the first year of the service is already accounted for in the proposed fiscal year 2022-23 City Operating Budget. Future years will be forecasted and included in subsequent budgets. May 24, 2022 Item #3 Page 2 of 20 Options Staff recommend the City Council adopt a resolution awarding a professional-services agreement with True North Compliance Services for building plan review services. True North was identified as the best value vendor for the city and has the experience, technical capabilities and resources needed for this work. Rejecting this agreement would mean the city would have to place this work out to bid again, perhaps with additional direction from the City Council. This would leave the city without a vendor to review building plans when the contract with the current provider expires June 14, 2022. In addition, a second round of bidding is not likely to result in any cost savings or additional benefits to the city, given the highly specialized nature of the work. Next Steps Over the past couple of years, the city has been working to implement electronic plan review system to reduce the amount of paperwork involved. Starting on Feb. 14, 2022, the city transitioned to Carlsbad’s Customer Self Service Portal for online services, including digital plan review and comments, as well as downloading plan review comments and approved plans. Moving forward, certain types of permits must be applied for via the EnerGov online portal, which include residential decks, plumbing, re-roof, solar/cogen and patios. The web portal will allow for faster turnaround times, more self-service options, and document exchange. More services will come online over time. As the city moves forward with implementing new EnerGov review platforms, it is anticipated that there will be plan review efficiencies on the applicant side of intake, as well as with plan checking. With the City Council’s approval of the agreement, staff will work with True North to prepare for a smooth transition when the company takes over building plan review services for the city. The services provided by True North will also help the city in its ongoing implementation of an electronic plan review system to reduce the amount of paperwork involved. City staff will monitor True North’s plan check process and identify issues and opportunities for efficiencies, and adjust contractual services as needed. Environmental Evaluation The City Planner has determined that the recommended action is exempt from environmental review under the California Environmental Quality Act because the action being considered by the City Council is not a “project” under section 15378(b)(5) of state guidelines. The action involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment. Public Notification Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1. City Council resolution 2. Bid proposal comparison table May 24, 2022 Item #3 Page 3 of 20 RESOLUTION NO. 2022-116 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING A PROFESSIONAL SERVICES AGREEMENT WITH TRUE NORTH COMPLIANCE SERVICES FOR BUILDING PLAN CHECK REVIEW SERVICES EXHIBIT 1 WHEREAS, it has been determined to be in the City of Carlsbad's best interest to retain the professional services of a consultant firm to provide comprehensive building plan check review services for construction projects on properties located in the city; and WHEREAS, fees collected from building permit applicants at the time of building permit issuance pay for and cover the cost of these building plan check review services and there is no impact on the city's General Fund; and WHEREAS, the Building Division solicited proposals (RFP 22-11) for plan check and/or inspection services and received eight responsive bids by the deadline; and WHEREAS, a review panel evaluated the bids and identified the top two firms and interviewed each of them. The Building Official determined True North Compliance Services represents the best choice to providing contract building plan check review services for the city; and WHEREAS, staff have negotiated an agreement with True North Compliance Services for both an initial four-year term and an optional one-year extension. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the agreement with True North Compliance Services for professional, building plan check review services (Attachment A) is approved and the City Manager is authorized to execute the agreement and any optional extension to the agreement. May 24, 2022 Item #3 Page 4 of 20 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 24th day of May, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor � FAVIOLA MEDINA, City Clerk Services Manager (SEAL) May 24, 2022 Item #3 Page 5 of 20 AGREEMENT FOR BUILDING PLAN CHECK SERVICES TRUE NORTH COMPLIANCE SERVICES, INC. ATTACHMENT A ~ THIS AGREEMENT is made and entered into as of the 1-~ day of ----~-.------' 2022, by and between the CITY OF CARLSBAD, a municipal corporation, ("Cit "), and TRUE NORTH COMPLIANCE SERVICES, INC., a California corporation ("Contractor"). RECITALS A. City requires the professional services of a building plan check contractor to provide the necessary building plan check services for proposed construction projects and is experienced in current building codes as adopted by the City. B. Contractor has the necessary experience in providing professional services and advice related to building plan check. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of four (4) years from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agre~ment. 5. COMPENSATION The total fee payable for Services to be performed during the initial Agreement term will be as indicated in Exhibit A as 65% of the calculated Building Permit fee. The Building Permit fee is calculated using the square foot measurement of proposed construction. Use of project valuation is also needed for certain state fees and for CalGreen and accessibility codes. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this May 24, 2022 Item #3 Page 6 of 20 Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services as specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". 6.STATUS OF CONTRACTORContractor will perform the Services in Contractor's own way as an independent contractor and inpursuit of Contractor's independent calling, and not as an employee of City. Contractor will be undercontrol of City only as to the result to be accomplished, but will consult with City as necessary. Thepersons used by Contractor to provide services under this Agreement will not be consideredemployees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor. 7.SUBCONTRACTINGContractor will not subcontract any portion of the Services without prior written approval of City. IfContractor subcontracts any of the Services, Contractor will be fully responsible to City for the actsand omissions of Contractor's subcontractor and of the persons either directly or indirectly employedby the subcontractor, as Contractor is for the acts and omissions of persons directly employed byContractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment ofsubcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractorby the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8.OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9.INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees andvolunteers from and against all claims, damages, losses and expenses including attorneys feesarising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed byany of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10.INSURANCEContractor will obtain and maintain for the duration of the Agreement and any and all amendments,insurance against claims for injuries to persons or damage to property which may arise out of or in May 24, 2022 Item #3 Page 7 of 20 connection with performance of the services by Contractor or Contractor’s agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. May 24, 2022 Item #3 Page 8 of 20 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements. 11.BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of theAgreement, as may be amended from time-to-time. 12.ACCOUNTING RECORDSContractor will maintain complete and accurate records with respect to costs incurred under thisAgreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any otherdocuments created pursuant to this Agreement. Contractor will allow inspection of all work, data,documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13.OWNERSHIP OF DOCUMENTSAll work product produced by Contractor or its agents, employees, and subcontractors pursuant tothis Agreement is the property of City. In the event this Agreement is terminated, all work productproduced by Contractor or its agents, employees and subcontractors pursuant to this Agreementwill be delivered at once to City. Contractor will have the right to make one (1) copy of the workproduct for Contractor’s records. 14.COPYRIGHTSContractor agrees that all copyrights that arise from the services will be vested in City and Contractorrelinquishes all claims to the copyrights in favor of City. 15.NOTICES The name of the persons who are authorized to give written notice or to receive written notice onbehalf of City and on behalf of Contractor under this Agreement. For City For Contractor Name Jason Pasiut Name Isam Hasenin Title Building Official Title Principal Department Community Development Address 990 Highland Dr., #212-S City of Carlsbad Solana Beach, CA 92075 Address 1635 Faraday Avenue Phone No. 858-260-0495 Carlsbad, CA 92008 Email ISAM@TNCSERVICES.COM Phone No. 442-339-2788 May 24, 2022 Item #3 Page 9 of 20 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16.CONFLICT OF INTERESTContractor shall file a Conflict of Interest Statement with the City Clerk in accordance with therequirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall reportinvestments or interests in all categories. Yes No 17.GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulationswhich in any manner affect those employed by Contractor, or in any way affect the performance ofthe Services by Contractor. Contractor will at all times observe and comply with these laws,ordinances, and regulations and will be responsible for the compliance of Contractor's services withall applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18.DISCRIMINATION AND HARASSMENT PROHIBITEDContractor will comply with all applicable local, state and federal laws and regulations prohibitingdiscrimination and harassment. 19.DISPUTE RESOLUTIONIf a dispute should arise regarding the performance of the Services the following procedure will beused to resolve any questions of fact or interpretation not otherwise settled by agreement betweenthe parties. Representatives of Contractor or City will reduce such questions, and their respectiveviews, to writing. A copy of such documented dispute will be forwarded to both parties involved alongwith recommended methods of resolution, which would be of benefit to both parties. Therepresentative receiving the letter will reply to the letter along with a recommended method ofresolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The CityManager will consider the facts and solutions recommended by each party and may then opt todirect a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seekingremedies available to them at law. 20.TERMINATIONIn the event of the Contractor's failure to prosecute, deliver, or perform the Services, City mayterminate this Agreement for nonperformance by notifying Contractor by certified mail of thetermination. If City decides to abandon or indefinitely postpone the work or services contemplatedby this Agreement, City may terminate this Agreement upon written notice to Contractor. Uponnotification of termination, Contractor has five (5) business days to deliver any documents ownedby City and all work in progress to City address contained in this Agreement. City will make adetermination of fact based upon the work product delivered to City and of the percentage of workthat Contractor has performed which is usable and of worth to City in having the Agreementcompleted. Based upon that finding City will determine the final payment of the Agreement. May 24, 2022 Item #3 Page 10 of 20 □ ■ Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21.COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, otherthan a bona fide employee working for Contractor, to solicit or secure this Agreement, and thatContractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon,or resulting from, the award or making of this Agreement. For breach or violation of this warranty,City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission,percentage, brokerage fees, gift, or contingent fee. 22.CLAIMS AND LAWSUITSBy signing this Agreement, Contractor agrees that any Agreement claim submitted to City must beasserted as part of the Agreement process as set forth in this Agreement and not in anticipation oflitigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submittedto City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractoracknowledges that California Government Code sections 12650 et seq., the False Claims Actapplies to this Agreement and, provides for civil penalties where a person knowingly submits a falseclaim to a public entity. These provisions include false claims made with deliberate ignorance of thefalse information or in reckless disregard of the truth or falsity of information. If City seeks to recoverpenalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, includingattorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to actas a Contractor on any public work or improvement for a period of up to five (5) years. Contractoracknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23.JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the Countyof San Diego, State of California, and the parties waive all provisions of law providing for a changeof venue in these proceedings to any other county. 24.SUCCESSORS AND ASSIGNSIt is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or tobecome due under it may be assigned by Contractor without the prior consent of City, which shallnot be unreasonably withheld. 25.ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, alongwith the purchase order for this Agreement and its provisions, embody the entire Agreement andunderstanding between the parties relating to the subject matter of it. In case of conflict, the termsof the Agreement supersede the purchase order. Neither this Agreement nor any of its provisionsmay be amended, modified, waived or discharged except in a writing signed by both parties. May 24, 2022 Item #3 Page 11 of 20 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. TRUE NORTH COMPLIANCE SERVICES, INC., a California corporation By: (sign here) Isam Hasenin/CEO (print name/title) By: (sign here) Isam Hasenin/CFO (print name/title) By: ATTEST: RLSBAD, a municipal f the State of California COTT CHADWICK City Manager J2c ~FAVIOLA MEDINA City Clerk Services Manager If required by City, proper notarial acknowledgment of execution by contractor must be attached. !f a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: -------------Assistant City Attorney May 24, 2022 Item #3 Page 12 of 20 EXHIBIT “A” SCOPE OF SERVICES Section IV- Work Approach/Methodology Our team is available to handle questions and issues raised by City staff and/or the applicants throughout the day. Our managers are available around the clock to handle whatever needs our clients might have. We keep an open line of communications with staff and applicants to streamline and expedite the review and approval of projects being reviewed. Plan Review Procedures The following approach and procedures will apply to Plan Review Services. It may be adjusted to better accommodate the specific needs of the City of Carlsbad: 1.All document/plan reviews shall be based on the City of Carlsbad Municipal Code, applicablefederal and state laws and regulations, Title 24 California Code of Regulations, and the City’sBuilding Division plan review standards and policies. Plan review shall cover structural, fire and lifesafety, architectural, accessibility, OSHPD-3, energy conservation, green building, grading, plumbing, mechanical and electrical installations in residential, commercial, and industrial projectsfor new, existing and historical buildings, structures and facilities and Title 25; Mobile Home Parksand Special Occupancy regulations 2.We will pick-up and drop off plans at the City of Carlsbad Permit Center on Monday,Wednesday and Friday each week, or upload immediately into our cloud-based database forelectronic submittals. 3.Review all plan check applications for accuracy and make all necessary revisions to suchitems as description, square footage, type of construction, occupancy and uses. 4.Format plan review comment lists to compliment the style and requirements of the City ofCarlsbad. 5. Prepare a standard template specific to the City of Carlsbad to identify specific requirements and items of interest and focus to the City Building Division. 6. Our plan review philosophy is to perform a thorough review during the first submittal of plansin order to avoid new comments on any subsequent submittals. 7.Open lines of communication with the Building Official and other City managers and staff toensure accuracy in enforcing City policies, procedures and regulations. 8.Conduct plan reviews within the agreed upon turn-around times established by the City ofCarlsbad. 9.Our team is available to review projects on an expedited basis within the designated turn- around times. 10.Review deferred submittals and revisions within assigned due dates. 11.Email plan check comments to applicant and designated Building staff and review pertinentbuilding/project data and information required on permit application. Building/project data such asdescription of work, type of construction, uses, occupancy classification, occupant load, floor area,number of stories, sprinklered (yes or no) etc. will be provided on the transmittal letter and will be entered into the city’s Energov system for each project. 12.Supply hard copy or electronic plan review comment, approval letters, and project invoicesas required by the City of Carlsbad. May 24, 2022 Item #3 Page 13 of 20 13.When final review is approved, we will deliver two final sets of approved plans with approvalstamps and signatures to the City within 24 (twenty-four) hours of final review and approval. 14.Be available, during regular business hours, to discuss and clarify plan check issues with applicants, designers, owners and consultants. Resolution of code issues may be performed bytelephone, or meetings, prior to resubmitting corrected plans and documents. 15.Any plan check issues not resolved between the reviewer and the architect/engineer ofrecord after the second review cycle will be quickly elevated to our QC Manager who will in turndiscuss with the Building Official and come up with resolution to the outstanding issues. 16.Communicate and/or meet with the applicant, architect, engineer, other City departments oragencies, as necessary to assist with plan review responses. 17.Participate in pre-submittal meetings during preliminary design or working drawing stages to provide high level code review and discussion to ensure a smooth and timely plan review process. 18.Our President, Isam Hasenin will be available to provide technical support and advice to Citystaff and managers related to code application and review of Requests for Alternate materials and Methods, administrative aspects of the department, permit fee analysis, preparing localamendments and ordinances and similar services. 19.We will utilize the City’s EnerGov Permit Tracking System to enter and monitor plan- checking status information and project data as stated in number 11 into the Energov record. 20.We have a fully automated web-based project tracking system to enter and track all projectsassigned by the City. City staff, project applicants and managers can access the system anytime tocheck the backlog, status and due dates of any project. They can also review copies of commentlists prepared by our staff. If the City agrees, we can provide access to applicants so they can checkstatus of their projects online without having to call the City or come to the Building & Safety counter.Here is a screen shot of the plan log screen: Electronic Plan Review True North Compliance Services is able to receive, process, plan review, markup and approval stamp plans electronically and return the electronic plans back to the City. More specifically: 1.We will adhere to the City’s Electronic Plan Review guidelines and policies. 2.We are able to receive and route submittal documents utilizing cloud storage (Box,SharePoint, Drop Box, etc.) links or any other preferred method of the City. 3. Our staff will use Blue Beam to perform the review or other City-required platform. 4.We will provide redline mark ups on the plans with Blue Beam. Then transferring a marked- up image of the plans onto the plan review comments. This process will simplify the comments for the applicant resulting in less plan review iterations. 5. When the plan check and recheck processes are complete and the plans and correspondingdocumentation are deemed in full code compliance, we will sign and stamp the electronic plan setand corresponding documents. 6.Our entire team is equipped with latest technology (highspeed computers, multiple largemonitors, latest version of Blue Beam, access to cloud storage, etc.) to easily perform plan reviewselectronically. May 24, 2022 Item #3 Page 14 of 20 Plan Check Turn-Around Times We commit to meeting the City’s turn-around times on all projects reviewed by our team. Our web- based project tracking system allows both our reviewers and permit technicians to stay on top of project due dates. Below are our standard review times. PLAN CHECK TYPE 1ST REVIEW (working days) RE-CHECKS* (working days) New Single-family Residential 7 5 Residential and commercial additions, Remodels, demos and pools, Tenant Improvements 5 3 Commercial, multi-family, industrial projects under 10,000 sq ft 10 5 Commercial, multi-family, industrial projects over 10,000 sq ft 15 5 *“Express Rechecks By Appointment”We are pleased and excited to offer the City of Carlsbad our new and innovative solution to expediteand streamline the recheck process. The program, “Express Recheck By Appointment” is arevolutionary approach to expedite the recheck process, minimize the number of review cycles,reduce frustrations and miscommunications between applicants and plan checkers and reduce theworkload of City staff in intaking, routing and tracking of the many cycles of plan check and recheckson submitted projects. The program will be offered at no additional cost to the applicant or City. Theservice applies to the vast majority of projects reviewed by our staff. Once the applicant is ready for the recheck, he/she will contact True North Office to schedule the “Express Recheck ByAppointment”. The appointment will be scheduled within 48 hours of the request. Our plan reviewerwill perform the recheck over video-conferencing meeting and sign off items completed. Building Inspection Services True North Compliance Services, Inc. is pleased to offer excellent on-call Building Inspection Services to the City of Carlsbad. Our inspectors have extensive construction and trade experience in addition to their Code knowledge, allowing for a practical approach to applying Code provisions during the inspection process. Similar to our Plan Review process, our inspectors employ the following procedures to maximize project success. These procedures may be adjusted to better accommodate your jurisdiction. 1. Become familiar with the inspection style and requirements of the City of Carlsbad. 2.Provide inspection services and assure that construction complies with plans and is incompliances with the most recently adopted codes, policies, and procedures. 3.Perform inspections on construction projects to verify compliance with City of CarlsbadMunicipal Code and State codes and regulations: California Building Code, Residential Code,Plumbing Code, Mechanical Code, Electrical Code, Fire Code, Energy Code, Green Building Standards Code, Disabled Access Regulations, and Title 25; Mobile Home Parks regulations; StateWater Resource Control Board regulations related to storm water pollution prevention; Sound May 24, 2022 Item #3 Page 15 of 20 Transmission Control regulations; and, locally adopted building ordinances and amendments thereof. 4.Inspect for compliance with applicable conditions of approval set forth by the City's Community Development Department, Planning Commission, and/or City Council. 5.Inspectors will possess and maintain necessary certifications required to performinspections. 6.Be equipped with all necessary tools needed to perform inspections, including a completeset of current code books. 7.Assist in the coordination of job site conferences with technical consultants, engineers,architects, representatives of the owner, equipment manufacturers, and subcontractors to reviewproject requirements, and clarify or resolving any questions or problems prior to commencing work. 8. Prepare inspection notices of noncompliance on incorrect construction methods or materialfound during inspection; confer with contractor or representative regarding construction methodsand procedures as they relate to compliance with plans and specifications. 9. Maintain a record of non-complying items and follow up to achieve resolution of such items.Record all significant construction-related activities and events such as work completed to providea chronological and factual history of inspection on assigned construction projects. 10.Engage with Building & Safety Division staff to understand the City’s permitting process,forms, policies, and clients. 11.Adapt to the City’s needs to allow for easy integration into the day-to-day inspectionoperations. 12.Communicate daily with the City’s Principal Building Inspector for assignments and to identifypotential issues. 13.Coordinate with various City and County agencies and departments and other governmentalagencies providing services, and/or having jurisdiction over any aspect of a development project. 14.Maintain contact while in the field to answer questions, reschedule inspections, and supportCity staff. 15.Serve as a resource and provide information on City regulations to property owners, residents, businesses, the general public and other City departments. 16.Build a rapport with frequent contractors and teams on continuing projects. 17.Update the City’s permit tracking software as necessary, including transferring all applicablefield notes. 18.Perform and/or attend on-site and in-office preconstruction meetings as required. 19.Communicate and/or meet with applicants, contractors, engineers, architects, etc., asnecessary to assist with corrections and general project questions. Building Permit Technician Services True North Compliance Services, Inc. believes that the permit technician position is one of the toughest positions in the Building Division. Being at the counter all day long handling customer contacts, questions and issues is challenging, especially as we experience the high volume of work and high customer traffic at the public counter. That’s why we believe it takes a certain type of personality to be successful at the position. It’s someone who is pleasant, calm, patient, excellent May 24, 2022 Item #3 Page 16 of 20 interpersonal skills and ability to use automation systems. We are pleased to offer staff who meet these criteria and qualifications. More specifically, the permit technician will: 1.Provide the services of a permit technician to cover the Building public counter, answer phone calls and issue permits. 2.Maintain communications with applicants, interested parties, property owners, homeownerassociations, various governmental agencies, and other City departments. Respond to inquiriesabout projects from residents and applicants. 3.Utilize City electronic and paper files to research previous and/or related permits. 4.Review permit application for completeness, perform fee calculations, route plans, verifyapprovals and conditions and issue permits. 5.Use the City’s permitting system to file permit applications, calculate fees, research zoning and planning requirements, enter approvals and route plans to appropriate divisions anddepartments. 6.Provide excellent service to all customers from a homeowner to large developers anddesigners. 7.Have excellent interpersonal skills, calm demeanor, patient and be a good listener Quality Control Program True North Compliance’s core values in delivering municipal services are: Ethics, Transparency, Collaboration, Empathy, Customer-Centric service, Communications, and Fiscal Prudence. High quality service, professionalism and excellence in the delivery of municipal services are at the core of what True North Compliance stands for. We share the City’s commitment to delivering responsive and timely service without compromising the quality of the service. To that end, we developed and implemented a rigorous internal quality control and assurance program for all of our services. Plan Review and Counter Services Our established internal intake, plan review, quality control and customer contact procedures ensure that submittals are properly coordinated, tracked and managed. Our plan tracking procedures are designed to track each submittal throughout the review process and maintain accurate and comprehensive records for each submittal. To accomplish this goal, we follow this procedure: 1.We monitor our staff’s performance and interaction with customers at the counter by havingcustomer surveys available for the applicants to complete. We will also randomly call applicants whoreceived our service to check on their satisfaction with the services received from our staff. We will monitor phone calls and produce period reports of customer satisfaction. We will train and providefeedback to our staff related to their customer service skills. 2.Once we receive a project for review from the City, our document control staff screens andlogs the project into our internal project tracking system with all appropriate information such asdescription, scope, review disciplines, Building Department staff, design team contact person anddue dates. 3. Our QC Manager will perform an initial cursory review of the project to determine if there areany major code compliance issues that may require immediate discussion with the Building division staff and/or design team, then depending on the complexity of the project, assigns to appropriateTrue North plan review engineers/plans examiners. 4. Plans are assigned to engineers or plans examiners for each of the required disciplines with notes from the QC manager May 24, 2022 Item #3 Page 17 of 20 5. Once the plan review is complete, True North QC Manager will perform quality control of theproject by reviewing the project and comments prepared by the assigned plan review engineer/plansexaminer. 6.Following the QC phase, final comments will be generated and sent to the Building & SafetyDivision staff and designated design team member. Inspection Services Similar to our plan check quality control program, we have a rigorous internal quality control and assurance program for our inspection services. Main elements of our program include: 1. Rigorous hiring program to ensure that we only hire highly competent professional andfriendly inspectors who believe in True North’s core values and guiding principles. 2. Thorough on-boarding and training program for our team. 3.On-going technical training on latest codes, interpretations, technology and constructionmethods and techniques. 4. Regular staff meetings to communicate policies, procedures and provide directions. 5. Regular feedback loop on staff performance. 6. Announced and un-announced audits of inspectors by our Chief of Inspections. 7. Regular feedback meetings with City’s Building Official and staff to obtain feedback and inputon our staff’s performance. 8. Periodic calls to contractors to seek feedback on performance of our inspection staff. 9.Regular meetings with our inspectors to evaluate performance, offer critique and correctiveactions if necessary. Fee Schedule Services not listed below may be negotiated. Plan Review Services Plan Review Fee: 65% of the City’s Permit Fees. Fee includes initial review and all subsequent rechecks. Fee includes shipping and delivery of plans to/from the building division located at 1635 Faraday Avenue, Carlsbad. We will not charge the city for picking up and dropping off of plans. We will expedite plan reviews when requested by the city. Revisions/Deferred will be billed per the hourly rates table below. Additional Services: The following hourly rate table applies to additional services included in our Scope of Services that may be required by the City of Carlsbad. May 24, 2022 Item #3 Page 18 of 20 Hourly Rates for Additional Services Position Hourly Rate Interim Certified Building Official $145.00 Plan Review Engineer $120.00 Senior Plan Review Engineer $135.00 Structural Engineer $130.00 Senior Structural Engineer $145.00 Certified Engineering Geologist/Geotechnical Engineer $140.00 Licensed Fire Protection Engineer $145.00 Certified Plans Examiner I $95.00 Certified Plans Examiner II $105.00 Building/Housing Inspector I $90.00 Building/Housing Inspector II $100.00 Senior Building/Housing Inspector $110.00 Code Enforcement Officer $100.00 CASp Plan Reviewer/Inspector $120.00 Fire Plan Reviewer/Inspector I $110.00 Fire Plan Reviewer/Inspector II $125.00 Planner $125.00 Senior Planner $140.00 Permit Technician I $65.00 Permit Technician II $75.00 Administrative Assistant $55.00 Mileage for tasks related to requested scope such as inspections or site visits will be charged at the current IRS mileage rate measured from City Hall. Inspections outside of City business hours will be charged at 1.5 X the hourly rate with a 3-hours minimum. Incidental expenses will be charged at cost. May 24, 2022 Item #3 Page 19 of 20 EXHIBIT 2 Page 1 of 1 RFP 22-11: Bid Comparison Table Firm Name Location Plan Review Timeline Review Platform Plan Check Experience / Capabilities Inspector Experience / Capabilities Fee Schedule Interwest, a SAFEbuilt Co. San Diego / Orange 10 working for most projects Bluebeam, Drop Box High High None provided* True North Compliance Services, Inc. San Diego 10 working for most projects Bluebeam, Drop Box High High 65% of Plan Check Fee and $90 – $110 for inspections 4 Leaf Northern CA with San Diego office 10 working days, larger projects negotiable Bluebeam, EZ Plan Review Average High 70% of Plan Check Fee and $105 – $125 for inspections Bureau Veritas San Diego 5 working days, depends for larger projects City Works and Onbase High High 75% of Plan Check Fee and $95 – $125 for inspections JLee Engineering LA County 5-15 working days Bluebeam, others High Average 75% of Plan Check Fee and $105 – $115 for inspections Scott Fazekas & Associates Irvine, CA 10-15 working days Bluebeam, others Average Low / NA 75% of Plan Check Fee CSG Consultants Foster City, CA 5-10 working days CSG web based application High Average 60% of Plan Check Fee and $95 – $125 for inspections Transtech Engineers, Inc. Chino, CA 3-25 working days eplansoft and others Average Average 65% of Plan Check Fee and $118 – $134 for inspections West Coast Code Consutants Irvine, CA 5-20 working days eProcess360 software platform Average Low / NA 40% - 65% of Plan Check Fee *The current contract with Interwest, A SAFEbuilt Co., includes 65 percent of building permit fees. However, no cost estimates or fee rates were provided in the bid provided in response to RFP 22-11. May 24, 2022 Item #3 Page 20 of 20