RFP_2022-GEN-0046,_BPI_Building_Plan_Review,_Permitting,_Inspection.pdf

REQUEST FOR PROPOSALS

COUNTY OF SACRAMENTO

Department of Community Development

On-call Building Plan Review, Permitting, and Inspection

CONTACT:

Bob Ivie, Principle Building Inspector 827 7th Street, Room 102 Sacramento, CA 95814

Telephone: (916) 876-6013 ivieb@saccounty.net

April 15, 2022

Contents

1. INTRODUCTION:

2. Request for proposals

3. Estimated Timeline And Extension Of Timeline

4. Questions and Communication

5. Addenda

6. County’s right to withdraw, cancel, suspend and/or modify RFP

7. Proposer’s right to EDIT or cancel proposal

8. Proposals WILL not be returned

9. Public DISCLOSURE of proposal documents

10. Proposer’s COSTS

11. Proposer’s ideas

12. Collusion

13. Conflict of interest

14. SCOPE OF WORK:

15. QUALIFICATONS:

16. SUBMISSION REQUIREMENTS:

17. CONTENTS OF PROPOSAL:

18. SELECTION PROCESS

19. INTERVIEWS

20. Execution of contract

1. INTRODUCTION:

The Sacramento County Office of Department of Community Development (DCD) invites qualified and interested firms to submit proposals to provide on-call Building Plan Check, Permitting, and Inspection Services. At times, the staff workload is heavy and outside assistance is needed to help expedite the processing and delivery of projects and services. The subject on-call contract(s) will facilitate timely assignment of projects to consultants who will essentially function as an extension of County staff. You are invited to submit a summary of qualifications and a proposal to provide the above services. The purpose of this Request for Proposal (RFP) is to establish contracts with an individual firm or firms for the purpose of assisting DCD to provide requested services on an as-needed basis.

2. REQUEST FOR PROPOSALS

This Request for Proposals (“RFP”) is an invitation for Proposers to submit a proposal to the County. This RFP does not commit the County to award a contract to any respondent/proposer. Submission of a proposal shall neither obligate nor entitle a Proposer to enter into a contract with the County.

3. ESTIMATED TIMELINE AND EXTENSION OF TIMELINE

Refer to the timelines expressed in OpenGov Procurement. The dates indicated there are subject to revision or cancellation by the County in its sole and absolute discretion.

4. QUESTIONS AND COMMUNICATION

Questions concerning this RFP should be submitted in writing via the Question & Answer Module of OpenGov Procurement. The assigned project manager for the project will review and respond to questions, or issue addenda to address project questions

5. ADDENDA

The County reserves the right to modify the RFP at any time prior to the proposal due date. The County will modify the RFP only by formal written addenda. Proposer’s proposal should be based on this RFP document and any formal written addenda. Proposers should not rely on oral statements.

Addenda will be posted in OpenGov Procurement. It is the responsibility of each prospective Proposer to assure receipt of all addenda.

6. COUNTY’S RIGHT TO WITHDRAW, CANCEL, SUSPEND AND/OR

MODIFY RFP

The County reserves the right to withdraw, cancel, suspend, and/or modify this RFP for any reason and at any time with no liability to any prospective Proposer for any costs or expenses incurred in connection with the RFP or otherwise.

7. PROPOSER’S RIGHT TO EDIT OR CANCEL PROPOSAL

A proposal may be edited or withdrawn prior to the proposal due date.

Proposers may contact the project manager to provide an edited proposal or to withdraw a proposal prior to the due date.

8. PROPOSALS WILL NOT BE RETURNED

Upon submission, proposals will not be returned.

9. PUBLIC DISCLOSURE OF PROPOSAL DOCUMENTS

The County will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with Board materials, the County will make proposals available for public inspection once staff has made a recommendation for award.

If a Proposer believes protected data is included in its proposal, the Proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal or type in bold red letters the term “CONFIDENTIAL” on that specific part or page of the Proposal which Proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as “trade secret” does not necessarily make the data protected as such under any applicable law.

In order for the County to assert the confidentiality of any such information in the event a Public Record Act request is received, the Proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for any liability, costs and expenses incurred in asserting such confidentiality as part of the proposal.

The final determination of whether the County will assert a Proposer’s claim of confidentiality shall be at the sole discretion of the County. Any information determined to be non-confidential shall be considered public record. If the County determines that your information does not meet the criteria for confidentiality, you will be notified of the County’s intent to release the public record pursuant to any Public Records Act request.

The Proposer agrees, as a condition of submitting its proposal, that the County will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The Proposer agrees to indemnify and hold the County, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

10. PROPOSER’S COSTS

The County shall not be responsible for any costs incurred by Proposer in connection with this RFP. Proposer shall bear all costs associated with proposal preparation, submission, and attendance at interviews, or any other activity associated with this RFP or otherwise.

11. PROPOSER’S IDEAS

To the extent permitted by law, the County reserves the right to use any or all ideas, concepts, or other information provided in any proposals. Selection or rejection of the Proposal does not affect this right.

12. COLLUSION

If the County determines that collusion has occurred among Proposers, none of the proposals of the participants involved in the collusion shall be considered. The County’s determination shall be final.

13. CONFLICT OF INTEREST

The Proposer affirms that to the best of its knowledge the submission of its Proposal, or any resulting contract, does not present an actual or perceived conflict of interest. The Proposer agrees that should any actual or perceived conflict of interest become known, it will immediately notify the County and will advise whether it will or will not avoid, mitigate, or neutralize the conflict of interest.

The County may make reasonable efforts to avoid, mitigate, or neutralize a conflict of interest by a Proposer. To avoid a conflict of interest by a Proposer, the County may utilize methods including disqualifying a Proposer from eligibility for a contract award or cancelling the contract if the conflict is discovered after a contract has been issued. The County may, at its sole and absolute discretion, waive any conflict of interest.

14. SCOPE OF WORK:

The County is seeking the services of consulting firms to provide services for on-call Building Plan Check, Permitting, and Inspections for public and private projects, as well as public counter work related to over the counter permit issuance and providing information on permitting and submittal requirements.

Responsibilities may include but are not limited to:

Building Plan Check, Permitting and Inspection Services:

• Interpretation of California and Sacramento County Building Codes for privately owned buildings and structures including commercial and residential new buildings, alterations, additions and/or repairs within Sacramento County’s unincorporated area,

• Reviewing construction plans and/or inspecting residential, commercial, industrial, and County Owned buildings for compliance with the Sacramento County Code and the California Building Standards Code (Title-24), including California Building Code, California Residential

Code, California Electrical Code, California Mechanical Code, California Plumbing Code, California Energy Code and California Green Building Standards Code.

Individual assignments for specific projects will be made on an as-needed basis. DCD will make specific assignments to the selected on-call Consultant(s) based on experience and expertise, proposed work product, current workload and ability to respond, professional conduct or other relevant criteria.

The Consultant(s) will be required to submit a proposed scope of work and cost for each specific project when assigned. The final scope and cost for each specific project will be established and agreed to by the Consultant(s) and

DCD.

The Consultant(s) shall provide services as outlined in the proposed scope of work and subsequent agreement. Modification to the scope of work shall be made only with the prior, written approval of the County.

The County makes no specific guarantee of a minimum or maximum number of hours or amount of services, which shall be required of any single Consultant. In addition, the award of a contract or multiple contracts for on-call Building Plan Review, Permitting, and Inspection shall in no way be considered an exclusive agreement to provide service for the County.

15. QUALIFICATONS:

The successful respondent must have an understanding of the County’s Building Plan Review, Permitting, and Inspection Services.

16. SUBMISSION REQUIREMENTS

Interested parties shall submit their proposals via OpenGov Procurement. No hardcopies will be accepted for the project.

17. CONTENTS OF PROPOSAL:

Each response to this RFP shall include the information described in this section. Failure to include all the elements specified may be cause for delay in the evaluation process and may result in a proposal not being considered and/or being rejected. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Concise responses that fully address the requirements is preferred. Extraneous background and information to lengthen the response is neither recommended nor necessary.

All submittals shall contain the following elements:

1. Cover letter with the following information:

a) Title of this RFP;

b) Name and mailing address of firm (include physical location if mailing address is a P.O. Box);

c) Contact person, telephone number, email address and fax number;

and

d) The person authorized to execute the contract shall sign this letter.

2. Firm Description: Provide a succinct description of your firm. Include relevant information about the firm’s capabilities, size and range of services and length of time in existence.

3. Understanding of Tasks: Provide a brief response, which demonstrates an understanding of the key elements/issues in regard to Building Plan Check, Permitting, and Inspection or individual services proposed.

4. Experience: Briefly describe Building Plan Check, Permitting, and Inspection or individual services proposed and experience in providing on call services.

5. Qualifications and Resumes of Key Personnel: Provide the names of staff likely to provide on-call services and include their resumes and a matrix of certifications they possess. In addition, list any sub-consultants that may be used on a regular basis.

6. References: Provide a minimum of three references that are familiar with the proposed on-call services where similar public jurisdiction work has occurred. Include an appropriate contact name, telephone number and email address.

7. Fee Schedule: Provide a complete fee schedule for all services to be delivered, including hourly rates for all proposed staff.

18. SELECTION PROCESS

All proposals that contain the minimum information requested in this RFP will be evaluated on the basis of professional and similar experience, qualification, and service to be performed. The selection of Consultant(s) will be based on the following items.

1. Qualification and Resources

a. Project Team

b. Technical Expertise

c. Firm Resources

2. Overall Approach and Organization

a. Meets Minimum Proposal Requirements

b. Demonstrated Understanding of Request for Services

c. Capability to provide Building Plan Review, Permitting, and

Inspection Services.

3. Meets Minimum Submittal Requirements

a. Cover Letter

b. Firm Description

c. Understanding of the Tasks

d. Experience

e. Qualifications and Resume

f. Familiarity with County

g. References

h. Fee Schedule

The County reserves the right to postpone selection for its own convenience, to cancel this RFP at any time, and/or to reject any and/or all responses for any reason in its sole and exclusive discretion, and to waive minor irregularities in any proposal. In addition, the County reserves the right to request clarification of information submitted and to request additional information from any Consultant. Consultant(s) may be invited to an interview to further aid the selection process. The County may select whichever Consultant(s) it determines will best serve its interests. Written notification of the outcome of the selection process will be mailed to all Consultants who submitted a proposal. All information submitted during the process becomes the property of the County.

19. INTERVIEWS

The County will establish short list of Proposers for further consideration after initial review of proposals and their adherence to evaluation criteria. The short list of Proposers may be asked to provide additional information, or an interview/demonstration as determined by the County in its sole discretion.

The top 5 firms will be contacted for interviews. The selection committee’s recommended firms will be selected for contract negotiation. Following final selection, a contract will be negotiated with the top ranked firms. If the County is unable to negotiate a satisfactory agreement with the top ranked firms, it will undertake negotiations with the next ranked firm, and so on, until a satisfactory agreement is reached.

20. EXECUTION OF CONTRACT

The County will not be held liable for nor pay any cost incurred in the preparation of a response to this RFP, including travel expenses. The County will be contracting with Consultant(s) for a four (4) year period of time with option years to be determined at the time of negotiation. The Consultant(s) will be required to comply with all requirements of a County Agreement (Agreement).

Respondents must indicate their willingness to sign the attached Agreement (Attachment 1). The County will review all exceptions received the Sample Agreement on a case-by-case basis and does not guarantee that exceptions submitted will be accepted.

Before a contract becomes effective between the County and any Proposer, the contract award must be approved by the County Board of Supervisors or its designee. If for any reason the County Board of Supervisors or its designee does not ratify and sign the contract then there are no binding obligations whatsoever between the County and the Proposer relative to the proposed contract.