HomeMy WebLinkAboutCSG Consultants, Inc. - 2024-07-01 (2) .............. 2000 Main Street,
..,' Huntington
Beach, CA
92648
City of Huntington Beach
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APPROVED 7-0
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File #: 24-502 MEETING DATE: 8/6/2024
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Eric G. Parra, Interim City Manager
VIA: Jennifer Villasenor, Director of Community Development
PREPARED BY: Celeste Coggins, Management Analyst
Subject:
Approve and authorize execution of Professional Services Contracts for On-Call Plan Review
Services with Scott Fazekas & Associates, Inc., CSG Consultants, Inc., and True North
Compliance Services, Inc.
Statement of Issue:
The Community Development Department requires on-call plan review services for as-needed
support staff to assist with private development plan review and general support services relating to
the Permit Center and Development Services.
Financial Impact:
Funding for the first-year use of these contracts is provided in the Fiscal Year (FY) 2024/25 budget in
General Fund account 10060501.69365 and through any excess encumbered funds remaining from
FY 2023/24 budget. Subsequent funding will be requested as part of the annual budget
submittal/approval process. No funds will be expended on these contracts unless they are approved
in the City's annual budget. No additional funding is required by the recommended actions. These
contracts will be controlled with task orders.
Recommended Action:
A) Approve and authorize the Mayor and City Clerk to execute a $1 ,500,000 Professional Services
Contract between the City of Huntington Beach and Scott Fazekas & Associates for On-Call Building
Division Plan Review Services for a three-year term; and,
B) Approve and authorize the Mayor and City Clerk to execute a $1,500,000 Professional Services
Contract between the City of Huntington Beach and CSG Consultants, Inc. for On-Call Building
Division Plan Review Services for a three-year term; and,
C) Approve and authorize the Mayor and City Clerk to execute a $1 ,500,000 Professional Services
Contract between the City Huntington Beach and True North Compliance Services, Inc. for On-Call
Building Division Plan Review Services for a three-year term.
City of Huntington Beach Page 1 of 3 Printed on 7/31/2024
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File #: 24-502 MEETING DATE: 8/6/2024
Alternative Action(s):
Do not authorize the contracts and direct staff accordingly. Plan review times are likely to increase
and service levels will decrease until new contracts are approved. The current on-call plan review
contracts expire in September 2024.
Analysis:
Applicants who desire to construct projects within the City must submit plans for review to ensure
compliance with City and State Building Codes. Applicants who submit projects to the City pay fees
for these services and expect consistent and reasonable turnaround times. The City currently only
has two in-house, full-time plan checkers. Due to fluctuation in demand for plan review services, this
staffing level may not be sufficient to respond to the volume of plan review applications in a timely
manner.
Historically, when development activity exceeds the capacity of City staff to complete plan review
within established turnaround times, staffs efforts are supplemented by services provided by
consulting plan check engineers. This approach is a cost-effective method of closing the gap
between the demands for service and the ability of City staff to meet these demands, while
maintaining high-quality customer service levels.
Development activity is expected to increase in the coming years. In anticipation of this increased
demand, on April 3, 2024, the City advertised a Request for Qualifications (RFQual) for On-Call
Building Division Plan Review Services. Proposals were requested and submitted in compliance
with Chapter 3.03 of the Huntington Beach Municipal Code (HBMC), "Professional Services".
Fourteen (14) proposals were received. In accordance with the HBMC, the Community
Development Department established a three-member review board to evaluate and rank these
proposals.
Following the review and scoring of the proposals by the review board, the three highest scoring
firms were selected. From this selection process, staff is recommending that on-call contracts be
awarded to the top three (3) firms, as follows: Scott Fazekas & Associates, CSG Consultants, Inc.,
and True North Compliance Services, Inc.
Funding for these services is provided through plan check fees collected for project submittals to the
Permit Center for plan review. The proposed on-call contracts will be used only if plan check service
demand exceeds City staff resources, necessitating the need for supplemental help from any of
these consultants. The proposed contract amounts are a not-to-exceed amount for a three-year
term, with no guarantee of work. Funding for any and all of these contract services is only through
City Council authorization in the budget approval process.
Environmental Status:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections
15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change
in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the
CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for
resulting in physical change to the environment, directly or indirectly.
City of Huntington Beach Page 2 of 3 Printed on 7/31/2024
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File #: 24-502 MEETING DATE: 8/6/2024
Strategic Plan Goal:
Goal 3 - High Performing Organization, Strategy A - Establishing a One Stop Shop to bring
development services and other frequently used services under one location to improve the customer
service experience.
The requested on-call plan review contracts will ensure the City continues to achieve Streamline Surf
City initiatives. Streamline Surf City is a program consisting of 26 initiatives for the purpose of
improving the efficiency and customer experience of the development and permitting process.
Approval of on-call contract plan review services ensures that the City will maintain established
turnaround times for plan review. Providing consistent and certain plan review turnaround times is an
important part of a customer's permitting process for planning and scheduling their overall
construction project. Additionally, the on-call plan review contracts will be necessary for
implementing expedited plan review, another Streamline Surf City initiative. The City Council
adopted an expedited plan review fee as part of the FY24-25 budget. Once expedited plan review is
implemented, it is likely that the City's on-call plan reviewers will be needed to ensure the City has
capacity for the projects that want to utilize this service.
For details, visit www.huntingtonbeachca.gov/strategicplan
<http://www.huntingtonbeachca.gov/strategicplan>.
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Scott Fazekas &
Associates, Inc., for On-Call Building Division Plan Review Services.
2. Professional Services Contract between the City of Huntington Beach and CSG Consultants,
Inc. for On-Call Building Division Plan Review Services.
3. Professional Services Contract between the City of Huntington Beach and True North
Compliance Services, Inc.
4. Professional Service Award Analysis
5. PowerPoint Presentation
City of Huntington Beach Page 3 of 3 Printed on 7/31/2024
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
CSG CONSULTANTS, INC.
FOR
ON-CALL BUILDING PLAN REVIEW SERVICES
THIS AGREEMENT ("Agreement") is made and entered into by and between the
City of Huntington Beach, a municipal corporation of the State of California, hereinafter
referred to as "CITY," and, CSG CONSULTANTS, INC., hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide On-
Call Building Plan Review Services; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of
professional service contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A,"
which is attached hereto and incorporated into this Agreement by this reference. These
services shall sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Khoa Duong who shall represent it and
be its sole contact and agent in all consultations with CITY during the performance of this
Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT
in the performance of this Agreement.
3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT
are to commence on July 1, 2024 (the "Commencement Date"). This Agreement shall
automatically terminate three (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be
completed no later than two (2) years from the Commencement Date. The time for
performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit
"A." This schedule may be amended to benefit the PROJECT if mutually agreed to in
writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY
agrees to pay CONSULTANT on a time and materials basis at the rates specified in
Exhibit "B," which is attached hereto and incorporated by reference into this Agreement,
a fee, including all costs and expenses, not to exceed One Million Five Hundred Thousand
Dollars ($1,500,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A"
or changes in the scope of services described in Exhibit "A," CONSULTANT will
undertake such work only after receiving written authorization from CITY. Additional
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compensation for such extra work shall be allowed only if the prior written approval of
CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder,
including, without limitation, all original drawings, designs, reports, both field and office
notices, calculations, computer code, language, data or programs, maps, memoranda,
letters and other documents, shall belong to CITY, and CONSULTANT shall turn these
materials over to CITY upon expiration or termination of this Agreement or upon
PROJECT completion, whichever shall occur first. These materials may be used by CITY
as it sees fit.
8. HOLD HARMLESS
A. CONSULTANT hereby agrees to protect, defend, indemnify and
hold harmless CITY, its officers, elected or appointed officials, employees, agents and
volunteers from and against any and all claims, damages, losses, expenses, judgments,
demands and defense costs (including, without limitation, costs and fees of litigation of
every nature or liability of any kind or nature) arising out of or in connection with
CONSULTANT's (or CONSULTANT'S subcontractors, if any) negligent (or alleged
negligent) performance of this Agreement or its failure to comply with any of its
obligations contained in this Agreement by CONSULTANT, its officers, agents or
employees except such loss or damage which was caused by the sole negligence or willful
misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense
and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall
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apply to all claims and liability regardless of whether any insurance policies are applicable.
The policy limits do not act as limitation upon the amount of indemnification to be
provided by CONSULTANT.
B. To the extent that CONSULTANT performs "Design Professional
Services" within the meaning of Civil Code Section 2782.8, then the following Hold
Harmless provision applies in place of subsection A above:
"CONSULTANT hereby agrees to protect, defend, indemnify and hold
harmless CITY and its officers, elected or appointed officials, employees, agents and
volunteers, from and against any and all claims,,damages, losses, expenses, demands and
defense costs (including, without limitation, costs and fees of litigation of every nature or
liability of any kind or nature) to the extent that the claims against CONSULTANT arise
out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of
CONSULTANT. In no event shall the cost to defend charged to CONSULTANT exceed
CONSULTANT's proportionate percentage of fault. However, notwithstanding the
previous sentence, in the event one or more other defendants to the claims and/or litigation
is unable to pay its share of defense costs due to bankruptcy or dissolution of the business,
CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid
defense costs. The duty to indemnify, including the duty and the cost to defend, is limited
as provided in California Civil Code Section 2782.8.
C. Regardless of whether subparagraph A or B applies, CITY shall be
reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in
enforcing this obligation. This indemnity shall apply to all claims and liability regardless
of whether any insurance policies are applicable. The policy limits do not act as a
limitation upon the amount of indemnification to be provided by CONSULTANT.
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9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability
insurance policy covering the work performed by it hereunder. This policy shall provide
coverage for CONSULTANT's professional liability in an amount not less than One
Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-
mentioned insurance shall not contain a self-insured retention without the express written
consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars
($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy
further provides that:
A. The policy retroactive date coincides with or precedes the initiation
of the scope of work (including subsequent policies purchased as
renewals or replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents
that might give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during
the required extended period of coverage following PROJECT completion. If insurance is
terminated for any reason, CONSULTANT agrees to purchase an extended reporting
provision of at least two (2) years to report claims arising from work performed in
connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance
required by this section or fails or refuses to furnish the CITY with required proof that
insurance has been procured and is in force and paid for, the CITY shall have the right, at
the CITY's election, to forthwith terminate this Agreement. Such termination shall not
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effect Consultant's right to be paid for its time and materials expended prior to notification
of termination. CONSULTANT waives the right to receive compensation and agrees to
indemnify the CITY for any work performed prior to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement; the certificate
shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or
canceled by either party, reduced in coverage or in limits except
after thirty (30) days' prior written notice; however, ten (10) days'
prior written notice in the event of cancellation for nonpayment of
premium.
CONSULTANT shall maintain the foregoing insurance coverage in force
until the work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not
derogate from CONSULTANT's defense, hold harmless and indemnification obligations as
set forth in this Agreement. CITY or its representative shall at all times have the right to
demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a
prompt and timely manner, the premiums on the insurance hereinabove required.
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11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of
this Agreement as an independent contractor herein and not as an employee of CITY.
CONSULTANT shall secure at its own cost and expense, and be responsible for any and
all payment of all taxes, 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, in connection with the
PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or
without cause, and whether or not the PROJECT is fully complete. Any termination of this
Agreement by CITY shall be made in writing, notice of which shall be delivered to
CONSULTANT as provided herein. In the event of termination, all finished and
unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become
its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall
not be assigned, delegated or subcontracted by CONSULTANT to any other person or
entity without the prior express written consent of CITY. If an assignment, delegation or
subcontract is approved, all approved assignees, delegates and subconsultants must satisfy
the insurance requirements as set forth in Sections 9 and 10 hereinabove.
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14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or
material produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY
employee in the work performed pursuant to this Agreement. No officer or employee of
CITY shall have any financial interest in this Agreement in violation of the applicable
provisions of the California Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given
either by personal delivery to CONSULTANT's agent (as designated in Section 1
hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed
envelope, postage prepaid, and depositing the same in the United States Postal Service, to
the addresses specified below. CITY and CONSULTANT may designate different
addresses to which subsequent notices, certificates or other communications will be sent by
notifying the other party via personal delivery, a reputable overnight carrier or U. S.
certified mail-return receipt requested:
TO CITY: TO CONSULTANT:
City of Huntington Beach CSG Consultants, Inc.
ATTN: Dir. of Community Development ATTN: Khoa Duong
2000 Main Street 550 Pilgrim Drive
Huntington Beach, CA 92648 Foster City, CA 94404
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17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval
to any subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive
and are included solely for convenience of reference only and are not representative of
matters included or excluded from such provisions, and do not interpret, define, limit or
describe, or construe the intent of the parties or affect the construction or interpretation of
any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed
as a whole, according to its fair meaning, and not strictly for or against any of the parties.
If any provision of this Agreement is held by an arbitrator or court of competent
jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate
or affect the remaining covenants and provisions of this Agreement. No covenant or
provision shall be deemed dependent upon any other unless so expressly provided here.
As used in this Agreement, the masculine or neuter gender and singular or plural number
shall be deemed to include the other whenever the context so indicates or requires.
Nothing contained herein shall be construed so as to require the commission of any act
24-14686/343312 9 of 13
contrary to law, and wherever there is any conflict between any provision contained herein
and any present or future statute, law, ordinance or regulation contrary to which the parties
have no right to contract, then the latter shall prevail, and the provision of this Agreement
which is hereby affected shall be curtailed and limited only to the extent necessary to bring
it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been
prepared and signed in counterparts as duplicate originals, each of which so executed shall,
irrespective of the date of its execution and delivery, be deemed an original. Each
duplicate original shall be deemed an original instrument as against any party who has
signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the
immigration and naturalization laws of the United States and shall, in particular, comply
with the provisions of the United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly
outside the scope of services contemplated hereunder. CONSULTANT understands that
pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive
legal counsel for CITY; and CITY shall not be liable for payment of any legal services
expenses incurred by CONSULTANT.
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24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or
enforce the terms and/or provisions of this Agreement or to secure the performance hereof,
each party shall bear its own attorney's fees, such that the prevailing party shall not be
entitled to recover its attorney's fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context
survive the expiration or termination of this Agreement, shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the
laws of the State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has
the power, authority and right to bind their respective parties to each of the terms of this
Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the
event that such authority or power is not, in fact, held by the signatory or is withdrawn.
28. ENTIRETY
The parties acknowledge and agree that they are entering into this
Agreement freely and voluntarily following extensive arm's length negotiation, and that
each has had the opportunity to consult with legal counsel prior to executing this
Agreement. The parties also acknowledge and agree that no representations, inducements,
promises, agreements or warranties, oral or otherwise, have been made by that party or
anyone acting on that party's behalf, which are not embodied in this Agreement, and that
that party has not executed this Agreement in reliance on any representation, inducement,
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promise, agreement, warranty, fact or circumstance not expressly set forth in this
Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supersede all prior
understandings and agreements whether oral or in writing between the parties respecting
the subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City
Attorney. This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers.
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CONSULTANT, CITY OF HUNTINGTON BEACH, a
CSG CONSULTA S, INC. municipal corporation of the State of
California
By:
Mayor
print name
ITS: (circle one)Chairman/President/Vice President City Clerk
AND
INITIATED AND APPROVED:
By:
Director of Community Development
Vice President, Building Dept
print name
ITS: (circle one)Secretary/Chief Financial Officer/Asst. REVIEWED AND APPROVED:
Secretary—Treasurer
City Manager
COUNTERPART
APPROVED AS TO FORM: (1,\)\
City Attorney
24-14686/343312 13 of 13
CONSULTANT, CITY OF HUNTINGTON BEACH, a
CSG CONSULTANTS, INC. municipal corporation of the State of
California
By: /1
Mayor
C {tit S k t.0.A rc u- Y
J print name
ITS: (circle one)Chairma residen Vice President City Clerk
AND
INITIATED AND APPROVED:
By: *Ner‘AA-A"‘
Director of Community Development
print name
ITS: (circl• 4 e Secretary/Chief Financial Officer/Asst. REVIEWED AND APPROVED:
Secretary 161.
City Manager
COUNTERPART
APPROVED AS TO FORM: \i\
r V
City Attorney
24-14686/343312 13 of 13
CONSULTANT, CITY OF HUNTINGTON BEACH, a
CSG CONSULTANTS, INC. munici. . co .oration of the State of
Califo • /Mb
By: ` •
ayor
print name 11014411 (A)
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ITS: (circle one)Chairman/President/Vice President City Clerk Sfrb/
AND
INITIATED D APPROVED:
By:
i e or of Community Development
print name
ITS: (circle one) Secretary/Chief Financial Officer/Asst. RE WED ;ND APP S OVED:
Secretary—Treasurer
s City Manag,
COUNTERPART
APPROVED A • 0)\)\-
City Attorney
24-14686/343312 13 of 13
EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
CONSULTANT shall provide consulting services on an "as-needed" basis for projects to be
determined during the term of the agreement. During the term of the agreement, CITY shall
issue task orders based upon scope of services, work schedule, and fee proposal submitted to
City for its review and approval. Scope of services to be provided:
• Plan Review Services for residential, commercial and other non-residential buildings and
structures.
• Typical plan review consists of the following: review of structural calculations,
verification of compliance with the most current adopted versions of the California
Building Standards Code, City of Huntington Beach Municipal Code, all applicable and
relevant State and Federal Laws, codes, and regulations, and coordination between City
agencies, designers, consultants, and builders in the community.
• The requested review services may also include an onsite Plan Reviewer on an as needed
basis.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
1. CONSULTANT shall pay all wages to its plan reviewers who are subject to this
agreement.
C. CITY'S DUTIES AND RESPONSIBILITIES:
CITY shall quality control calculations by CONSULTANT.
D. WORK PROGRAM/PROJECT SCHEDULE:
CITY to provide plans for plan review on an as needed basis.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost
schedule:
Fire/Life Safety Plan Review by Percentage 65%of City's Building Plan Check Fees
Mechanical,Electrical,Plumbing Review by 65%of City's M/E/P Plan Check Fees
Percentage
Structural"Only"Plan Review by Percentage 40%of City's Building Plan Check Fees
Expedited Plan Review by Percentage 90%of Agencies Building Plan Check Fees
Building Plan Review—Certified Plans Examiner $140/hr
Building Plan Review—Professional Engineer $140/hr
Building Plan Review—Professional Structural $150/hr
Engineer
CASp Plan Review Consultation $150/hr
Expedited Plan Review by Percentage 1.5 x of City's Building Plan Check Fees
Building Official $145/hr
Associate Planner $160/hr
Permit Technician $80/hr
Senior Permit Technician $95/hr
Zoning Administrator 235/hr
Planning Technician $120/hr
Assistant Planner $140/hr
Senior Planner(Plan Review) $175/hr
Principal Planner(Entitlement Processing) $190/hr
Assistant Environmental Planner $145/hr
Associate Environmental Planner $165/hr
Senior Environmental Planner $180/hr
•
Sustainability Program Analyst $150/hr
Sustainability Programs Manager $200/hr
B. Travel. Charges for time during travel are not reimbursable
C. Billing
1. All billing shall be done monthly in fifteen (15) minute increments and matched to an
appropriate breakdown of the time that was taken to perform that work and who
performed it.
2. Each month's bill should include a total to date. That total should provide, at a glance,
the total fees and costs incurred to date for the project.
3. A copy of memoranda, letters, reports, calculations and other documentation prepared
by CONSULTANT may be required to be submitted to CITY to demonstrate progress.
toward completion of tasks. In the event CITY rejects or has comments on any such
product, CITY shall identify specific requirements for satisfactory completion.
1
Exhibit B
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be
unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non-approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been brought
into compliance, or until this Agreement has expired or is terminated as provided
herein.
5. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly
rate charged for such time. Such invoices shall be approved by CITY if the work
performed is in accordance with the extra work or additional services requested, and if
CITY is satisfied that the statement of hours worked and costs incurred is accurate.
Such approval shall not be unreasonably withheld. Any dispute between the parties
concerning payment of such an invoice shall be treated as separate and apart from the
ongoing performance of the remainder of this Agreement.
2
Exhibit B
4/.'J•
, /...4,41 CSGCONS-01 CSPANGLER2
,d►CORL CERTIFICATE OF LIABILITY INSURANCE D /DD/YYYY)
Ili.-- 1 211 2/19 912 0 2 3
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the pollcy(tes)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder In lieu of such endorsement(s).
PRODUCER License#0C36861 NONTACT
Alllant Insurance Services,Inc. PHONEo,Exl):(415)946-7500 I FAX,No):
560 Mission St 6th Fl
San Francisco,CA 94105Miss:
INSURER(S)AFFORDING COVERAGE NAIC 0
INSURER A:General Casualty Co of WI(QBE) 24414
INSURED INSURER B:North Pointe Insurance Company 27740
CSG Consultants INSURER c:QBE Insurance Corporation 39217
550 Pilgrim Dr INSURER D:Praetorian Insurance Company 37257
Foster City,CA 94404 INSURER E:Pacific Insurance Company,Limited 10046
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
IN SR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER IMM/OD/YYYYI JMM(DD/YY YYI LIMITS
A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
CLAIMS-MADE X OCCUR X CGA1414883 12/4/2023 12/4/2024 pREMISE51EaEaNccurrDence) $ 1,000,000
MED EXP(Any one person) $ 10,000
PERSONAL&ADV INJURY $ 1,000,000
GEMAGGREGATE LIMITqo APPLIES PER: GENERAL AGGREGATE S 2,000,000
POLICY dECT X LOC PRODUCTS-COMP/OPAGG $ 2,000,000
OTHER: $
COMBINED SINGLE LIMIT 1,000,000
B AUTOMOBILE LIABILITY (Ea accident) $
X ANY AUTO 161001088 12/4/2023 12/4/2024 BODILY INJURY(Per person) S
OWNED SCHEDULED
_ AUTOS ONLY _ AUTOS BODILYBOODILY INJURY(Per accident) $
AUTOS ONLY _ AUTO ONLY PPeraccl llAMAGE $
$
C X UMBRELLA LIAR X OCCUR EACH OCCURRENCE $ 5,000,000
EXCESS LIAB — CLAIMS-MADE 191000608 12/4/2023 12/4/2024 AGGREGATE $
DED X RETENTIONS 10,000 Aggregate $ 5,000,000
D WORKERS COMPENSATION
LIABILITYN X STATUTE OTH-
ER
YIN 152000753 12/4/2023 12/4/2024 1,000,000
AAFFICERO�PMREIMTBOEFUPACLUDED?ECUTIVE N/A E.L.EACH ACCIDENT $
(Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 1'000'000
If yes describe under 1,000,000
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $
E Professional Llabill 83 OH 0489503-23 12/4/2023 12/4/2024 $5,000,000 10,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule may be attached If more space is required)
Re: All operations of the Named Insured. Certholder in full: City of Huntington Beach,its officers,elected or appointed officials,employees, e is and
volunteers. 30 Day Notice of Cancellation on Professional per attached.Professional Liability endorseI 4 AP P o.tl i I.AS TO FORM
13Y:
MICHAEL E.GATES
CITY ATTORNEY
Cl-TV Of HUNTINGTON BEACH
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Huntington Beach ACCORDANCE WITH THE POLICY PROVISIONS.
2000 Main Street
Huntington Beach,CA 92648
AUTHORIZED REPRESENTATIVE
I (.) C
ACORD 25(2016/03) ®1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Building Division Plan Review & Prof. Consulting Services
SERVICE DESCRIPTION: Review construction documents and plans for compliance
with the California Building Code
VENDOR: Scott Fazekas & Associates
OVERALL RANKING: 1
SUBJECT MATTER EXPERTS/RATERS:
1. Building Official 2. Permit&Plan Check Supervisor 3. Fire Marshal
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: 1,217.50
Scott Fazekas &Associates —Minimum Qualifications Review.
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 150 150
Technical Approach 250 375
Qualifications 337.50 375
Education and work experience 130 150
Cost 275 375
References and Background 75 75
Total 1217.50.
II. DUE DILIGENCE REVIEW
• Interview Ranking: N/A
Scott Fazekas &Associates—Summary of Review
• Scott Fazekas &Associates submitted a very clear
and concise plan for their proposed services with the
City. Their key personnel was noted to be very
active with code related training and their pricing
was competitive. In addition, part of their process is
to provide applicants with solutions to issues during
the plan check process which the team was
impressed with.
Scott Fazekas &Associates -Pricing •
• Low end: $125/hr
• High end: $125/hr
363
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Building Division Plan Review & Prof. Consulting Services
SERVICE DESCRIPTION: Review construction documents and plans for compliance
with the California Building Code
VENDOR: CSG Consultants
OVERALL RANKING: 2
SUBJECT MATTER EXPERTS/RATERS:
1. Building Official 2. Permit&Plan Check Supervisor 3. Fire Marshal
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: 1,137.50
CSG Consultants-Minimum Qualifications Review
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 120 150
Technical Approach 262.50 375
Qualifications 262.50 375
Education and work experience 130 150
Cost 287.50 375
References and Background 75 75
Total 1137.50
II. DUE DILIGENCE REVIEW
• Interview Ranking: N/A
CSG Consultants—Summary of Review
• CSG Consultants is an active consultant with the
Community Development Department for several
years, in the previous 3 years under the existing
contract, their commitment to timely and accurate
performance is recognized. Their work is focused on
government only clients, and their proposal provided
extensive information and details about qualified
staff they use.
CSG Consultants—Pricing
• Low end: $140/hr
• High end: $150/hr
364
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Building Division Plan Review & Prof. Consulting Services
SERVICE DESCRIPTION: Review construction documents and plans for compliance
with the California Building Code
VENDOR: True North Compliance Services, Inc.
OVERALL RANKING: 3
SUBJECT MATTER EXPERTS/RATERS:
1. Building Official 2. Permit&Plan Check Supervisor 3. Fire Marshal
MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: 1,127.50
True North Compliance Services, Inc.—Minimum Qualifications Review
Total Weighted Maximum
Criteria Score Score
Compliance with RFP 120 150
Technical Approach 287.50 375
Qualifications 237.50 375
Education and work experience 120 150
Cost 287.50 375
References and Background 75 75
Total 1,127;50
II. DUE DILIGENCE REVIEW
• Interview Ranking: N/A
True North Compliance Services, Inc -Summary of
Review
• True North Compliance Services, Inc. is a current
plan review consultant that was contracted for the
previous 3 year period. Their comments in the
proposal highlight that they are fully equipped to
provide on site staffing at City Hall if this need
arises. They also offer express re-check by
appointment to clients to help with timely processing
on re-checks.
True North Compliance.Services, Inc.—Pricing
• Low end: $105/hr
• High end: $135/hr
365
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Contracts
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August 6, 2024
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�''//, 366
Background
• The Community Development Department requires on-call plan check
services to supplement in house plan check staff. This is a fee for service
that is collected at the time of plan check submission.
• The city is committed to complete plan check review in a timely manner.
Consultants are used for cost effective measures to ensure that plan check
turnaround times remain consistent.
367
Background (cont.
• April 3, 2024 - Request for Qualifications (RFQuaI) was posted in
compliance with Chapter 3.03 of the Huntington Beach Municipal Code.
Fourteen (14) proposals were received.
• The reviewing committee selected the three most qualified consultants
based on a scoring system established by Purchasing:
o Scott Fazekas & Associates, Inc.
o CSG Consultants, Inc.
o True North Compliance, Inc.
368
Analysis
• Community Development is requesting a $1 ,500,000 contract authority based on a review of
fiscal year expenses from the last 6 years.
• Permit Center operations remain steady and workload is anticipated to increase with
an annual projected expense of $500,000 per year for normal operations.
• Once executed, the contracted consultants do not have any guarantee of work. The
work assigned will be according to plan check demand received through the
permitting process. The funds used to pay for consultants is approved and
requested through the normal budget process.
369
Summary
• Recommended Action: Approve the contracts submitted for approval to
ensure that plan check turnaround times remain consistent.
• Alternative Action: Do not approve the contracts and direct staff
accordingly. Plan check turnaround times are likely to increase and
service levels will decrease until new contracts are approved.
370
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10....TINGr4c City of Huntington Beach
O nRFoha
2000 Main Street ♦ Huntington Beach, CA 92648
-��_-- ® (714) 536-5227 • ww•huntingtonbeachca.gov
or Office Office of the City Clerk
"ouNTY CPe�` Robin Estanislau, City Clerk
:—s/d'/B,B
August 22, 2024
CSG Consultants, Inc
Attn: Khoa Duong
550 Pilgram Drive
Foster City, CA 94404
Dear Mr. Duong:
Enclosed is a fully executed copy of the Professional Services Contract between the
City of Huntington Beach and CSG Consultants, Inc. for On-Call Building Plan Review
Services, approved by the Huntington Beach City Council on August 6, 2024.
Sincerely,
et•t/i4i, qdhliZ1,110,44)
Robin Estanislau, CMC
City Clerk
RE:ds
Enclosure
Sister City: Anjo, Japan