Special_Provisions_-_250123.pdf

Building Permit Plan Review Services RFP# 25-022

APPENDIX A – SPECIAL PROVISIONS (d. 250123)

Table of Contents

PART A - SPECIAL PROVISIONS

1.0 GENERAL

2.0 BUILDING PERMIT SERVICES AND PERMIT TYPES

3.0 SCOPE OF WORK

PART A - SPECIAL PROVISIONS

1.0 GENERAL

1.1 PROJECT DESCRIPTION

The Commissioners of Charles County are soliciting proposals from qualified firms to conduct building permit plan review on an as-needed basis for the review of construction building plans associated with Commercial and

Residential Building Permit Applications submitted to Charles County Government for review and approval.

2.0 BUILDING PERMIT SERVICES AND PERMIT TYPES

Building construction plans will be submitted electronically to Planning and Growth Management (PGM) as part of all building permit applications for review for Building Code compliance. The chart below gives approximate yearly numbers of permit applications for each building type that is reviewed as part of this contract. The square footage of a structure shall be the square footage of the outside dimension of the building, adding each floor of enclosed livable space. Unfinished basements are included in the calculation. Attic spaces are not included in the calculation unless framed for livable space. Porches, decks, carports, and attached garages are included in the calculation.

Item# Description of Items* Unit of Measure Estimated # of Yearly Permits

A1 Townhouse Permits Square Foot 300

A2 Single Family Dwelling Permits Square Foot 400

A3 Multi-Family Dwelling Permits Square Foot 5

A4 Residential Addition Permits Square Foot 200

A5 Residential Alteration Permits Square Foot 200

A6 Commercial Apartment Permits Square Foot 25

A7 Commercial New Building Permits Square Foot 30

A8 Commercial Addition Permits Square Foot 15

A9 Commercial Alteration Permits Square Foot 150

A10 Commercial Change of Occupancy Square Foot 125

A11 Commercial Roof Repairs Hourly 15

A12

Miscellaneous Commercial – Cell

Towers/Antennas, Fences, Flagpoles, Fuel Tanks, Retaining Walls, Stages, Temporary Trailers, Tents, Wind Turbines

Square Foot 115

A13

Miscellaneous Residential – Decks, Retaining

Walls, Fences, Fireplaces, Gazebos, Pellet Stoves, Pool Houses. Flagpoles, Wind Turbines

Square Foot 650

A14 Accessory Structures -Detached Garages, Sheds and/or Pole Barns Square Foot 185

A15 Signs (Freestanding) Square Foot 30

A16 Signs (Wall Mounted) Square Foot 70

A17 Solar Panels Roof Mounted Square Foot 375

A18 Solar Panels Ground Mounted Hourly 50

Item# Description of Items Unit of Measure Estimated

Quantity

B1 Pool, Spa, Hot Tub - Above Ground Square Foot 25

B2 Pool - In-Ground Square Foot 50

B3 Demolition Fee Hourly 40

Item# Description of Items Unit of Measure Estimated

Quantity

C1 Hourly Rate for Other Services – For Ex.

Meetings Per Hour 25

2.1 SCOPE OF SERVICES

The Contractor shall conduct both residential and commercial reviews for building permits in accordance with the Charles

County Building Code. The average number of reviews listed in Section 2.0 does not commit the County to a minimum or maximum number of actual reviews that may be required on a yearly basis as part of this contract. The Contractor shall provide appropriate personnel to perform the reviews within (5) business days for residential permits, (6) days for initial review for

Change of Occupancy, and (14) business days for commercial permits, from the time the permit is placed into review by the

County. The Contractor’s qualified reviewer shall perform a thorough review, assign the applicable inspections and enter the result of the review into the electronic permitting system.

The Contractor shall:

1. Have a designated staff member(s) attend permit meetings virtually, or in person, at the Charles County Government

Building, as needed. Contractor is required to attend one mandatory monthly with County. In addition the contractor is expected on an as-needed basis to provide 72 hours of yearly consultation services assisting County Staff and Permit

Holders. Consultation service hours will be submitted on a weekly basis with invoicing. If contractor exceeds the 72 yearly hours, they will bill the County per the approved hourly rate of this contract.

2. Provide services to review building construction plans to assure compliance with the following County building codes, and/or any other codes approved by the Building Code Official or Charles County Commissioners:

Item# Title

I. International Building Code 2021 , International Mechanical Code 2021, International Plumbing

Code 2021, and the International Energy Conservation Code 2021 as amended by periodic supplements and Charles County Bill No. – 2024-10

II. International Residential Code 2021; as amended by periodic supplements and Charles County Bill

No.2024-10.

III. National Electrical Code 2020.

IV. Maryland Building Rehabilitation Code (existing structures more than one (1) year old).

Incorporated by reference the 2021 International Existing Building Code.

V. International Fuel Gas Code 2021, ANSI, Z223.1, NFPA 54. Board Modifications to the Code.

VI. Code of Maryland Regulations 05.02.02 – Maryland Accessibility Code.

VII. Code of Maryland Regulations 05.02.06.02B – Maryland Safety Glazing Law.

VIII. Code of Maryland Regulation 29.06.01 State Fire Prevention Code.

IX. Incorporated by reference: NFPA 101 Life Safety Code/2017.

X. Code of Maryland Regulations 26.04.02 – On-Site Water Supply and Sewage Disposal.

3. Provide written and/or verbal comments and status on building plans requiring changes or modifications to comply with applicable codes and answer questions pertaining to review comments.

4. Complete an ICC Plan Review Record or similar documentation approved by the Building Code Official for each application reviewed which will be part of the Permit File. Each page of reviewed and approved construction plans must be electronically stamped and signed by the Contractor’s Plan Reviewer. The contractor also will update the applicable Energov data fields.

5. Provide written and/or verbal comments to the public concerning applicable codes and answer questions pertaining to construction code requirements from the public, internal CCG Staff, or contract inspectors.

6. During extreme weather and other such events, the contractor is expected to be ready to assist (when requested) the

County with damage assessment.

2.2 START OF WORK

The Contractor shall not commence review activities on this project prior to receiving a written notice from the County.

This notice will only be in the form of an official Notice-to-Proceed letter from the County’s Contracting Officer. Any other form of authorization of the start of work on this project does not constitute approval by the Co

2.3 PLAN PRIORITY AND REVIEW TIME PERIODS

Review priorities will be established by PGM daily. Residential permit plan review shall be completed within five (5) business days and commercial permit plan review shall be completed within fourteen (14) business days. The County reserves the right to make any changes in the work schedule, project priorities, or work demand.

Projects noted as “Permit Expedite”, “Distribute and Monitor (D.A.M.) Permits”, “Priority”, or County projects shall receive precedence over all other project reviews. These projects shall be reviewed before all other projects.”

2.4 PLAN CERTIFICATION

Approval of building plans shall be indicated by an electronic stamp provided by the COUNTY through BlueBeam.

The Contractor shall be able to review electronically submitted plan review packages using the County’s electronic permit/plan submittal process.

2.5 PERFORMANCE DATA, EMPLOYMENT STATUS, QUALIFICATIONS

The Contractor and contractor personnel who are to accomplish plan reviews shall have at minimum the following experience/credentials:

1. International Code Council (ICC) Plan Review Certification on the effective start date of the contract.

2. Residential Plan Review Certificate on the effective start date of the contract.

3. Minimum of three (3) years’ experience in architectural or building plan review or an equivalent combination of training and experience at the discretion of the County.

4. One (1) staff member must have their Maryland Registration License in Architecture to conduct commercial reviews, and/or be an ICC Licensed Master Code Professional holding an ICC Commercial Plans Reviewer

Certification.

The Contractor shall provide copies of all staff certifications by July 15th of each calendar year for the duration of the contract.

2.6 EQUIPMENT

a. The Contractor shall provide all vehicles, clothing, code books, review equipment, safety equipment, office supplies, cell phones, computers, scanners, business cards, and other related materials necessary to perform the work required of this contract. All review staff must provide access contact information for county staff during normal hours. The cost to provide these materials shall be incorporated into the Contractor’s proposed bid amounts.

b. The County shall provide the following software, equipment, and licenses for use of the electronic permitting and inspections system:

1. Four (4) EnerGov licenses to support four (4) plan review staff.

2. County Ordinances and specification manuals.

c. The Contractor shall be responsible for the following software, equipment, and licenses:

1. Bluebeam Revu Software for each plan reviewer.

2. Laptop computer, desktop computer, or equivalent equipment to access the internet, Bluebeam, and EnerGov via either Google Chrome, Edge, or Safari browser (Chrome preferred).

3. Source of a static IP address for each plan reviewer.

Should the Contractor need additional licenses to successfully meet the requirements of this contract they must purchase the licenses through the County. All rights to any and all licenses will remain with the County at the conclusion of the contract terms.

d. The Contractor shall have a professional appearance and be kept in a clean and tidy appearance.

2.7 PERSONNEL ASSIGNMENT

The County reserves the right of refusal of any staff member assigned by the Contractor if the County is dissatisfied with the performance of assigned personnel after the contract commences. This includes the right to approve or disapprove reviewers and administrative staff based on performance, attitude and communication with others, professionalism and other applicable criteria.

2.8 POLICY COMPLIANCE

a. The Contractor will be expected to attend training on County policies including, but not limited to software, procedures, County Code requirements. Such training will be provided by the County at no additional cost to the Contractor.

b. The Contractor and its reviewers will be required to execute the County’s guiding principles and policies and comply with certain County policies regarding software, information technology use, customer service, and other polices as needed.

c. Charles County Government is committed to excellence in customer service. The Contractor must provide consistent, high-quality customer service to all customers. The Review staff must be able to conduct reviews, consult with the public and contractors and communicate with the public in an effective, respectful, helpful, and friendly manner.

d. The Reviewers shall coordinate and communicate with the Inspection Staff on an as needed basis when field conditions and or questions arise with the approved plans.

3.0 SCOPE OF WORK

3.1 HOURS

3.1.1 Normal Working Hours

Normal hours of operation will be 7:30am to 4:30p.m., Monday through Friday. The contractor must be available during these normal hours of operation for inquiries (phone and email) from Permit Holders, County Staff and Inspection Staff. The

Contractor is not obligated to adhere to the established County holidays. As part of the proposal a list of the holidays the

Contracted agency plans to observe shall be included in the contract proposal. The contractor can choose at no additional cost to the county to work additional hours beyond the normal hours of operation.

3.2 PLAN REVIEW REPORTING AND RECORD KEEPING

a. The Department of Planning and Growth Management utilizes an electronic permitting software called Energov. This software is used to schedule, track, document, and report all associated work involved with plan reviews. No plan review may be performed until the building permit has been put into review by the County’s Permits staff.

b. The Contractor shall, track review start and stop times in the electronic permit file on those permits where the fees charged are hourly rates. Upon completion of all reviews the contractor shall approve or requires resubmit in the electronic permit file, with the appropriate review comments. If requires resubmit is chosen, all applicable code deficiencies (with Code

Section when applicable) shall be noted in the electronic file.

3.3 BILLING AND INVOICING

Invoicing shall be submitted on a monthly basis, for permit applications which have completed building plan review. Failure to submit invoices in a timely manner (receipt by the County within 30 calendar days of the end of the monthly billing period) will result in a 5% invoice penalty fee which will be deducted from the invoice payment, unless previously approved by the

County in writing.

The reviewed projects and plan review fee are to be specifically identified on the invoice. The contractor will be paid within

30 days after receipt of the accurate and approved monthly invoice.

The contractor should be aware that many permits do not receive Plan Review approval on the first review. Additional review fees are NOT charged for each subsequent reviews caused by a status noted on a previous review. After three failed reviews on a project the contractor reserves the right to charge for additional review fees per the approved fee schedule. When this occurs the contractor shall notify the Permits Processing Supervisor and Building Code Official with an email and explanation that this will be occurring.

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