Newport Building Plan Review and Inspection Service RFP.pdf

CITY OF NEWPORT

169 SW COAST HWY

NEWPORT, OREGON 97365

phone: 541.574.0629 fax: 541.574.0644 http://newportoregon.gov

COAST GUARD CITY, USA

mombetsu, japan, sister city

CITY OF NEWPORT, OREGON

REQUEST FOR PROPOSALS

for

CONSULTING SERVICES TO

PROVIDE BUILDING CODE INTERPRETATION,

PLAN REVIEW AND INSPECTION SERVICES

PROPOSALS DUE: June 6, 2025, by 5:00 pm

SUBMIT PROPOSAL TO:

Derrick I. Tokos, AICP Community Development Director City of Newport 169 SW Coast Highway Newport, Oregon 97365

CITY OF NEWPORT, OREGON

Newport Building Service Support Request for Proposals Page 2 of 4

Request for Proposals

Consulting Services to Provide Building Code Interpretation, Plan Review, and Inspection Services

1. INTRODUCTION

The City of Newport is seeking proposals from qualified individuals, firms, teams (hereinafter referred to as Contractor), with demonstrated experience in interpreting and applying State of Oregon building codes, and conducting plan reviews and inspections to ensure that new construction complies with those codes.

2. BACKGROUND

Newport supports its building services program with a combination of full-time staff and contract services. Building service functions are carried out by the City’s Community Development Department. The Department employs a full-time, State of Oregon certified Building Official who performs residential and commercial building plan reviews and inspections other than those that must be handled by an A-Level electrical or A-Level plumbing inspector.

The volume of work is more than what one individual can handle, so the City relies upon third-party contractors to provide additional capacity and ensure that plan reviews and inspections are performed in a timely manner. Further, the City does not have in-house staff that can perform A-Level plumbing and A-level electrical plan reviews and inspections, or certain specialty certifications like medical gas inspections, so it must rely upon third-parties to provide those services on its behalf.

The City of Newport currently contracts with a third-party building service provider to supplement its plan review and inspection services. That contract expires at the end of the current fiscal year (June 30, 2025). The City also has an Intergovernmental Agreement with Lincoln County for electrical plan reviews and A-Level electrical inspections. The County and City Building Officials support one another under this agreement.

To give prospective proposers a sense of the anticipate workload, the City of Newport currently relies upon contract building services to perform 30-50 plan reviews, and 450-550 inspections per year. The City actively coordinates with its contract service providers and redirects workflow, considering staff capacity, and availability to provide services in a timely manner.

Inspections are performed between 8:00 a.m. and 6:00 p.m. Monday through Thursday, excluding holidays. Commercial electrical inspections are available on Tuesdays and Thursdays.

City of Newport offices are closed on Fridays. 48-hour advance notice is required to schedule an inspection. Inspection requests made with less than 48-hour notice or “same day” will be accommodated as resources allow. Initial plan reviews are typically performed within two-weeks, followed by subsequent reviews as needed. The City of Newport utilizes the State of Oregon ePermitting system to log plan review and inspection results, and supports fully electronic plan reviews while accommodating hard copy submittals as well.

3. SCOPE AND DURATION OF SERVICES

Newport Building Service Support Request for Proposals Page 3 of 4

The City of Newport is seeking proposals from third-party building service providers to perform plan review and inspection services to supplement the City’s capacity and fill in service gaps as outlined above. The City is open to proposals from providers that offer some, but not all of the desired services (e.g. plan review but not inspections, inspections only, etc.). Duration of the contract(s) is negotiable, with the City’s preference being that they be for a five (5) year period.

Proposers must be registered as third-party plan review and inspection businesses with the State of Oregon Building Codes Division, and individuals performing plan review or inspections must possess the requisite State of Oregon licenses.

4. BUDGET AND SOURCE OF FUNDS

The City typically budgets $100,000 for contract building services, with the actual amount expended fluctuating based upon construction activity in a given year. Compensation to third-party building services providers comes out of the City of Newport Building Fund, which is supported by fees the City collects for the services provided.

5. PROPOSAL REQUIREMENTS

Proposals should be organized in the following format:

A. Cover Letter. Provide a cover letter, signed by a duly constituted official legally authorized to bind the proposer to both its proposal and fee schedule. The cover letter must include the name, address, and telephone number of the proposer submitting the proposal and the name, title, address, telephone number, fax number, and email address of the person, or persons, to contact whom are authorized to represent the proposer and to whom correspondence should be directed.

B. Approach to Meeting Required Review/Inspection Timelines. Describe the approach that your firm takes to ensuring that plan reviews and inspections are performed in a timely manner, and in accordance with applicable timelines established in state statute and administrative rules. Include in your explanation, steps you take to ensure that your actions are effectively communicated to the applicant/contractor and the contract jurisdiction, and how you go about resolving disagreement between the applicant/contractor and your staff regarding the application of the building code.

C. Staff Qualifications. Identify the level of experience of the personnel available to provide the services, including their names, prior experience, position, and the licenses they hold from the State of Oregon Building Codes Division.

D. Proposed Cost of Services. Provide a comprehensive fee schedule that lists all charges for the services to be provided, including hourly rates or an alternative fee structure (e.g. a percentage of the application fee), administrative charges, mileage, vehicle reimbursement fees, and overtime charges. Escalator clauses should also be included on the fee schedule.

E. References. Provide names, addresses and telephone numbers of clients where you currently provide services equivalent to those outlined in this Request for Proposals.

Newport Building Service Support Request for Proposals Page 4 of 4

F. Certificates of Insurance. List the name and contact information of your company’s current commercial liability insurance provider, and evidence that you meet the following coverage requirements:

• Comprehensive General Aggregate limit $2,000,000.

• Professional Liability Insurance (Errors and Omissions) single limit $1,300,000, annual aggregate limit shall not be less than $2,000,000.

• Commercial Automobile Liability coverage single limit $1,000,000.

• Workers’ Compensation Insurance. Proposer, its subcontractors, and all employers providing work, labor or materials under this Agreement are subject employers under the Oregon Workers’ Compensation Law and shall comply with ORS 656.017, which requires them to provide workers’ compensation coverage that satisfies Oregon law for all their subject workers. Out-of-state employers must provide limit workers’ compensation coverage for their workers who work at a single location within Oregon for more than 30 days in a calendar year. Consultants who perform work without the assistance or labor of any employee need not obtain such coverage.

6. SELECTION OF PROPOSALS

Proposals will be evaluated based on the following criteria:

Thoroughness, quality and conciseness of submittal (including compliance with proposal requirements).

20 pts.

Proposers understanding and approach for accomplishing the City’s objectives.

25 pts.

Staff qualifications to perform the required tasks. 25 pts.

Proposed cost of services. 20 pts.

Client References. 10 pts.

Total

100 pts.

7. EVALUATION PROCESS

For questions regarding this RFP please contact Derrick I. Tokos, AICP, Community Development Director, City of Newport, at d.tokos@newportoregon.gov or 541-574-0626.

Interested parties should contact Derrick Tokos, Newport Community Development Director, to indicate their interest in submitting a proposal and specify the manner to receive any amendments to the RFP. Any amendments to this RFP will be in writing and will be issued to all persons or businesses that have indicated an interest to receive RFP amendments. No proposal will be considered if it is not responsive to any issued amendments.

Proposals may be submitted electronically by email to Community Development Director, or they may be submitted in hard copy form to the attention of the Community Development Director at Newport City Hall (169 SW Coast Hwy, Newport, Oregon 97365). Responses to this RFP are due no later than 5:00 pm, June 6, 2025.

mailto:d.tokos@newportoregon.gov