RFP_Scope_of_Services.docx

SCOPE OF SERVICES

The City of Palo Alto is searching for vendors to supply professional services consisting of Permit Processing, and Plan Check services. The City intends to award multiple contracts for these services. Billing will be based on time and materials.

Proposers should include their firm’s expertise and billable rate for each job description listed and any others proposed. Also include any previous experience you have had with the City of Palo Alto or with other government agencies.

Proposals shall include a Consultant Lead (“Lead”). Consultant staff shall work under the supervision of the Lead as assigned by the consultant firm, in consultation with the Fire Marshal, Assistant Fire Marshal or designee. Consultant Lead shall act as a project manager and liaison between City and consultant staff.

When requested to provide additional assistance, consultant shall provide to the City resumes (including licenses and other credentials) of all individuals proposed to perform requested services. The City retains the right to reject any or all of consultant’s staff. Consultants shall provide personnel capable of reviewing and providing recommendations to written City guidelines.

Proposers will be responsible for providing all equipment and training necessary to perform the work, unless otherwise directed by the City.

Proposers shall ensure, at their sole expense, that consultant staff maintain certifications required to perform the services requested by the City. Training is the responsibility of the consultant where staff must maintain training and certifications as required by State regulations and training on the City’s local amendments to city code. Consultants are further responsible for providing IT security, ethics, and harassment training to assigned staff that complies with the City’s standards. Consultants shall not charge the City for training, time in training, or any expenses related to training.

Invoices shall be submitted electronically to tamara.jasso@cityofpaloalto.org and robin.ellner@cityofpaloalto.org. If the proposal includes subconsultants, the proposal will clearly indicate all overhead costs included for overseeing the subcontract.

Reimbursable expenses shall be reimbursed at cost.

Proposers shall provide personnel capable of reviewing and providing recommendations to written City inspection guidelines. For consistency in proposal review, proposals should include specific hourly rates per year (no ranges) for the following positions, if applicable to the proposal:

Senior Fire Plan Reviewer Fire Plan Reviewer Senior HazMat Plan Reviewer HazMat Plan Reviewer HazMat Environmental Consultant Fire/HazMat Permit Technician Hourly Overtime Rate

Permit Processing Services Consultant shall be responsible for providing permit-technician as requested by the City on an as-needed basis. Assigned consultant staff shall possess the knowledge, skills, and abilities to perform any combination of the following functions:

· Enter permit and related data into the Accela permit tracking system;

· Assist the general public by phone/email regarding fire permit requirements, application and permit fees, application filing procedures and processing, and permit status;

· Accept permit and related applications and assess fees; screen plans and application materials for completeness and for conformance with City ordinances, standards, policies, and guidelines;

· Review application materials for compliance with conditions of project approval; route plans to Fire/HazMat Plan Reviewer(s) for review;

· Approve and issue minor permits; research and respond to public inquiries;

· Build and maintain positive working relationships with co-workers, City staff and the public using principles of good customer service;

Plan Review Services Consultant shall be responsible for providing plan check services as requested by the City on an as needed basis with the knowledge, skills, and abilities to perform the following services:

· Initial plan review of project plans and other related documents submitted in conjunction with applications for fire and hazardous materials permits to determine compliance with the adopted code, applicable laws, regulations, ordinances, and City policies. The services shall include, but not be limited to review of the following, as applicable to each project: accessibility compliance, fire and life safety components, hazardous materials components and deferred submittal items as specified in building permits.

· Provide sufficient communication with the applicant’s designee(s), either by telephone, email, mail, or meeting and perform all necessary plan reviews to achieve conformance to the regulations.

· Perform plan reviews of revisions to plans that have previously been approved for permit issuance.

· Consultant Lead/Plan Review Project Manager to Provide Fire Marshal, Assistant Fire Marshal, or designee(s) with periodic reports on the plan review status for all assigned projects.

Environmental Consulting

· Provide assistance on emergency response cleanup activities, including reviewing proposed cleanup approaches and ensure the cleanup activities are being performed in accordance with all applicable regulatory guidelines.

· Review and analyze environmental site investigation and risk assessment reports.

· Identify potential risk to the residents and the environment from spills or releases that have impacted the environment.

· Assist in public outreach and communication on the cleanup of contaminated properties.

· Provide waste sampling assistance and data evaluation for City-owned properties.