5-Attachment 2 - Scope of Work.docx

ATTACHMENT #2

SCOPE OF WORK

DEVELOPMENT SERVICES PROCESS OPTIMIZATION

1. Project Kickoff

2. Discovery: Staff interviews and Stakeholder Engagement

3. Process Mapping and Operational Practices

4. Policy, Code, and Standard Practices Review

5. Comparative Analysis and Best Practices

6. Final Recommendation for Implementation Strategy

7. (Optional) Implementation

B. TASKS

1. Task 1. Project Kickoff

The awarded Offeror will begin by collaborating with Division staff to confirm the scope, review Project goals, and finalize the schedule and deliverables. This task establishes the foundation for the Project and final recommendations.

The awarded Offeror will facilitate a kick-off meeting with Division staff to:

a. Confirm project scope, goals, and desired outcomes

b. Review existing documentation and data

c. Establish communication protocols and points of contact

d. Finalize the project schedule

e. Deliverables:

f. Formalized project schedule

g. Form Technical Advisory Committee (TAC)

2. Task 2. Discovery: Staff Interviews and Stakeholder Engagement

The awarded Offeror shall provide targeted outreach to internal and external stakeholders to understand current challenges, strengths, and opportunities for improvement in the various Division processes.

a. Interviews:

i. Internal: The awarded Offeror will interview staff from various groups within the Division (Reviewers, Planners, Permit Technicians), interview staff from other City Departments (Building Services, Planning, City Engineering), and identify key decision points, roles, responsibilities, and coordination opportunities.

ii. Stakeholder Engagement: The awarded Offeror shall conduct up to five external stakeholder interviews (developers, permit applicants, engineers, architects). External stakeholders shall be determined by the City.

b. Deliverables: The awarded Offeror shall provide interview summaries and synthesis of key themes and identity major decision points and approval timelines. The awarded Offeror shall also document public perspectives on strengths, frustrations, and suggested improvements.

3. Task 3. Process Mapping and Operational Practices

Using insights from Task 2, the awarded Offeror shall map current workflows and access operational conditions.

a. The awarded Offeror shall complete the following process mapping:

i. Document workflows across Division processes (Prescreen, Assignment, Review, Fees/Documents, Construction Management, Closeout).

ii. Workflows should examine a new subdivision with public Roadways and utilities, a large, complex new development project, commercial tenant improvement, redevelopment project, a new residential building, a residential tear down/rebuild, a remodel of an existing residential building.

b. Deliverables: The awarded Offeror shall provide the following deliverables:

i. Workflow maps for current Division processes

ii. Gap analysis identifying inefficiencies and redundancies

iii. Current State Assessment Memo outlining existing challenges and coordination gaps.

4. Task 4. Policy, Code, and Standard Practices Review

a. The awarded Offeror shall review Utah State Laws, SLC Ordinance, SLCDPU Standard Practices, SLC Design and Process Guide, and Division Policies for consistency and related procedures to streamline site plan review and align with state mandates including evaluating SLCDPU practices against state law and SLC ordinance.

b. The awarded Offeror shall provide plan review including analyzing current plan review checklists/guidance documents and relevant procedures to enhance the efficiency, clarity, and effectiveness of the plan review process.

c. Deliverables: The awarded Offeror shall provide the following deliverables:

i. Identify inconsistencies, inefficiencies, ambiguities, barriers, outdated language, and regulatory or administrative barriers that hinder timely and functional plan review.

ii. Annotate documents with recommended clarifications or revisions.

iii. Develop a draft Plan Review Checklist that staff can use during plan review.

iv. Identify inconsistencies and gaps between all existing policy/code/requirement documents.

5. Task 5. Comparative Analysis and Best Practices

The awarded Offeror shall evaluate and benchmark the Division’s operations in comparison with peer jurisdictions and nationally recognized best practices. The objective is to identify proven strategies to improve process efficiency, enhance customer service, and modernize review procedures. The awarded Offeror shall identify the following:

a. Public-facing improvements (handouts, transparency tools and possible training).

b. Enhanced coordination and customer service strategies.

c. Plan Review fee levels in comparison to similar cities.

d. Deliverables: The awarded Offeror shall provide the following deliverables:

i. Summary of peer city models and innovations and respective cost for plan review.

ii. Side-by-side assessment comparing current practices to those of peer jurisdictions.

iii. Strategic recommendations for aligning Division’s processes with contemporary best practices and emerging trends in the field.

6. Task 6. Final Recommendations and Implementation Strategy

The awarded Offeror shall compile all findings into actionable recommendations and a roadmap for implementation. The awarded Offeror shall provide the following recommendations and strategies:

a. Develop prioritized recommendations for procedural staffing, policy, and technological improvements.

b. Identify strategies to improve interdepartmental coordination throughout City.

c. Deliverables: The awarded Offeror shall provide the following draft and final reports:

i. Final recommendations for improvement to internal processes, technology use, document updates, and staffing.

ii. Coordination enhancements between other City Departments.

iii. Implementation Roadmap:

1. Executive Summary,

2. Prioritized actions (short-, mid-, and long-term),

3. Staffing considerations,

4. Technology recommendations,

5. Recommended Code/Policy/Standard Practices updates and revisions,

6. Cost estimates and resource implications, and,

7. Timeline and responsible parties.

7. Task 7. (Optional) Implementation

At the completion of Tasks 1 through 6, the City may expand the Scope of Work to include Task 7. If the City authorizes Task 7 in writing, the awarded Offeror shall provide the following:

a. Provide project management and oversight to assist Division in implementing recommended improvements.

i. Establish routine meeting schedule with project team

ii. Set up focus groups for individual process improvements or technology changes.

b. Provide technical assistance to implement technology recommendations.

c. Document revised processes

d. Draft and finalize any recommended document updates (policies, code, standards, checklists, etc.)

e. Deliverables: The awarded Offeror shall provide the following deliverables:

i. Updated documents and resources

ii. Standard Operating Procedures (SOP’s)

iii. Review Checklists

iv. Guidance Documents

v. Forms for Applicant Use

vi. Draft code changes for use with SLCDPU Administration and City Council

vii. Revised Standard Practices