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HomeMy WebLinkAbout03/15/2011 RPF Building Inspection and Plan Review ServicesVillage of Mount Prospect Community Development Department MEMORANDUM 0 TO: VILLAGE MANAGER FROM: COMMUNITY DEVELOPMENT DIRECTOR DATE: MARCH 8, 2011 SUBJECT: REQUEST FOR PROPOSALS — SELECTION OF T.P.I. BUILDING CODE CONSULTANTS, INC. FOR BUILDING INSPECTION AND PLAN REVIEW SERVICES Purpose To review a request for proposals for Building Inspection and Plan Review Services performed by the Village's Community Development Department. Background As part of the preparation of the 2011 Village Budget the Community Development Department was tasked with reducing its existing expenditures. In order to achieve the required Department savings staff proposed pursuing the outsourcing of the building inspection services to achieve an annual savings of $140,000. Following the approval of the 2011 Fiscal Year Budget, the Community Development Department distributed a request for proposals for the services described above. Due to contractual obligations with existing Building Division staff, any contract for outsourcing inspection services can't be implemented until May 1, 2011. Historically the Community Development Department has experience with outsourcing both its inspection and plan review services to private contractors. The Village currently outsources our plan review services for commercial projects and any residential projects in excess of 300 sq. ft. in size. This practice will continue under the proposed contract. Additionally the Village utilizes third party inspectors to fill -in during times of peak demand or when the Building Division may be short staffed due to inspector illnesses or vacations. Depending on permit activity the Village performs on average 9,100 inspections per year and outsources approximately 100 plan reviews. The two following tables provide an overview of the Building Division's current workload related to these services. Outsourcing inspections will provide greater protection to the Village from fluctuations in the development industry. If the average number of inspections decreases due to lack of permit activity, the Village will not need to absorb additional costs for staff that are not utilized to their fullest ability. When inspections are higher than average, the additional costs incurred should be offset by an increase in building permit activity and related fees. Table l: Projected Building Inspections (2011 - 2014)* Request for Proposals — Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 2 of 7 Table 2: Third Party Plan Reviews (2010) Type of Project Number of Reviews Commercial 78 Industrial 11 Residential 15 Discussion The Community Development Department advertised the RFP to perform building inspection and plan review services for the Village in January 2011. The RFP was published locally in the Daily Herald and was mailed directly to six local vendors with whom the Village had previous experience or had contacted staff expressing interest. Five responses were submitted. A summary of the vendors and project costs is provided in Tables 3 through 8. While staff reviewed all proposals submitted, special attention was given to proposals which provided costs for inspection services which were below what the Village currently pays for these services. Primary factors used in reviewing proposals included cost, ability to provide requested services, previous experience working with the firm, references, and interviews with key staff. Of the five proposals submitted, TPI Building Code Consultants, Inc. (TPI) and B &F Technical Code Services, Inc (B &F) were the most competitive with a per inspection fee of $35 (Table 4). TPI's costs for the first year will be discounted to $32 per inspection until such time as the Village requires the inspectors to log inspections electronically in the field (anticipated fall 2011). Table 5 details the projected annual savings from outsourcing the inspection services based on these proposals. The following provides an overview of the review of each firm: Expertise /Qualifications Staff believes that both TPI and B &F are highly capable of providing the requested services. Each firm has sufficient qualified staff to meet the demands of the contract and has a proven track record working with the Village and other area communities. Each firm will utilize International Code Council licensed inspectors to perform inspections required by the Village and has a significant number of Master Code Professionals on staff to perform plan reviews and respond to public inquiries. The qualifications of the inspectors assigned to perform inspections in the Village will exceed those of current staff. B &F has been in operation for over 21 years and is headquartered in Hoffman Estates. TPI has been based out of St. Charles for the past 13 years. Emergency Response During the interview process staff questioned both firms on their ability to assist with response to emergency situations (i.e. tornado) and inspections of damage throughout the community. Both firms indicated they would be able to assist with emergencies and provided examples of previous experience in other communities where they provided these services. Staff felt each firm has sufficient experience and resources to respond to emergencies within the community which may arise. Consistency in Inspectionllnterpretation Each firm plans to assign specific inspectors to perform inspections within Mount Prospect. Depending on inspection workload, each firm anticipated having between 1 -3 inspectors assigned to the community. This will ensure that inspections are performed by the same personnel consistently and will not result in several inspectors visiting a project throughout its life cycle. Also, each firm indicated that if an inspection is failed they will cite the specific code section which the project has not complied with in writing. Citing code sections will prevent different inspectors from failing inspections for personal reasons or for doing improvements based on personal preference. Request for Proposals — Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 3 of 7 Quality Control Each firm utilizes different measures to assure the quality of their services. For the most part inspections are controlled via surveys, ride - along's by supervisors, and review of customer complaints which are received. Each organization provides constant training to its staff to ensure they are up to date on current Building Codes. Inspectors will also be required to attend training provided by the Village on the use of our software systems and existing Village Policies. Selected Firm As previously mentioned, staff is confident that both TPI and B &F are capable of performing the requested services while maintaining or improving our current customer service levels. Based on the analysis of the proposals staff is recommending that the Village utilize TPI Building Consultants, Inc. to provide both the Building Inspection and Plan Review Services. TPI's costs to perform the services were very competitive compared with the others submitted and staff has verified that they will be able to perform the services as requested. TPI has been performing fill -in inspections for the Village for the past four years and plan review services for over two years. The transition to full -time inspections through TPI should be relatively seamless as their inspectors are already familiar with our processes, policies, existing construction projects, and staff. Funds for inspection services are allocated in the 2011 fiscal year budget. Recommendation Staff recommends that the Village Board grant the Village Manager approval to enter into a three year contract with TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services. William J. Cooney, Jr., AICP H: \ADMN\13RIAN\13Wdhng Inspections RFP Memo to V13 03081 Ldoc Request for Proposals — Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 4 of 7 Table 3. Firms Responding to RFP: • B &F Technical Code Services, Inc. 2401 W. Hassell Road, Suite 1550 Hoffman Estates, IL 60169 • JAS Consultants LLC 1701 E. Lake Ave., Suite 365 Glenview, IL 60025 • TPI Building Code Consultants, Inc. 7N262 West Whispering Trail St. Charles, IL 60175 • Charles Abbott Associates, Inc. 27401 Los Altos, Suite 220 Mission Viejo, CA 92691 • International Code Council Chicago District Office 4051 W. Flossmoor Road Country Club Hills, IL 60478 Table 4. Building Inspection Services Cost Proposals (Cost Per Inspection) Building Inspections (Business Hours) VOMP TPI B &F JAS ** CAA ** 1CC ** Plumbing $50 $35 $35 $78 $60 - Electrical 50 35 35 65 60 - Building 50 35 35 70 60 - Mechanical 50 35 35 65 60 - CDBG 50 35 35 70 60 - Adjudication 50 80* 85 80 90 - Other Misc - - - - 122 - Building Inspections (After Business (lours) VOMP TPI B &F JAS ** CAA ** ICC ** Plumbing 80 /hr 120 /hr 85 145 120 - Electrical 75 /hr 120 /hr 85 125 120 - Building 75 /hr 120 /hr 85 130 120 - Mechanical 75 /hr I 120 /hr 1 85 125 120 - Notes: 1) JAS and CAA proposals eliminated from analysis of plan review as inspection service costs exceeded current VOMP expenses. ICC did not provide costs for performing inspection services. 2) TPI will charge for a minimum of 2 hours for adjudication. 3) VOMP and TPI afterhours will be charged at a minimum of 2 hours. 4) VOMP CDBG and Adjudication expenses based on hourly salary of inspectors plus benefits. 5) Any after hours inspections could be direct billed to customers. Request for Proposals — Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 5 of 7 Table 5. Building Inspection Cost Analysis Year Inspections TPI/B&F Cost Per Inspection YQMP Cost section Per Inspection Annual Savings 2011 9,100 $35 $49.80 $134,680* 2012 9,100 $35 $50.99 $145,509 2013 1 9,100 1 $35 1 $52.33 1 $157,703 2014 1 9,100 1 $35 1 $53.71 1 $170,261 * Savings increases to $161,980 for TPI at $32 /inspection prior to electronic field recording. Table 6. Residential Plan Review Costs (Cost Per Review in Dollars) Plan Review Residential Standard TPI Review B &F Expedited TPI Review B &F SFH Unlimited (Initial) $450 $297 $900 $594 SFH Unlimited (Re- Review) 225 148.5 450 297 SFH Addition (Initial) 250 220 500 440 SFH Addition (Re- Review) 125 110 250 220 SFH Unlimited + Plumb (Initial) 525 337.5 1050 675 SFH Unlimited + Plumb (Re- Review) 262.5 168.75 525 337.5 SFH Addition + Plumb (Initial) 325 250 650 500 SFH Addition + Plumb (Re- Review) 162.5 125 325 250 Request for Proposals — Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 6 of 7 Table 7. Standard Commercial Plan Review Costs (Cost Per Review in Dollars) Commercial Reviews B &F B &F (Standard —10 Days) TPI B &F Alt 1 Alt 2 Up to 2500 sq. ft. $400 $400 $340 $300 2501 to 4000 sq. ft. 446.25 550 467.50 412.50 °1 t 4001 to 6000 sq. ft. 575 700 595 525 c ,� 6001 to 8000 sq. ft. 650 856 727.60 642 Q 0 8001 to 10,000 sq. ft. 693 1095.40 931.09 821.55 10,001+ sq. ft. 760 1251.90 1064.12 938.93 each add 1,000 sq.ft. 15 8 6.80 6 Up to 2500 sq. ft. 661.50 500 425 375 2501 to 4000 sq. ft. 808.50 687.50 584.38 515.63 c r- 4001 to 6000 sq. ft. 975 875 743.75 656.25 o 6001 to 8000 sq. ft. 1080 1070 909.50 802.50 CL M 8001 to 10,000 sq. ft. 1234 1369.30 1163.86 1026.94 0 10,001+ sq. ft. Bldg fee x2 1564.90 1330.15 1173.66 each add 1,000 sq.ft. N/A 8 6.80 6 Additional Plumbing 100 base + N/A N/A N/A Fixtures $4 /opening Notes: 1) Alternate 1: Includes a 15% reduction for excluding occupant load and egress analysis from reviews (currently performed by Fire Dept). 2) Alternate 2: Includes a 25% reduction if work involves a tenant improvement. 3) TPI did not provide any discounts for the above in their proposals. 4) TPI adds additional fees for plumbing fixtures, B &F includes in their pricing. Request for Proposals - Selection of TPI Building Code Consultants, Inc. for Building Inspection and Plan Review Services Page 7 of 7 Table 8. Expedited Commercial Plan Review Costs (Cost Per Review in Dollars) Commercial Review B &F B &F TPI B&F (Expedited - 3 Days) Alt 1 Alt 2 Up to 2500 sq. ft. $800 $800 $680 $600 2501 to 4000 sq. ft. 892 1100 935 825 a� s 4001 to 6000 sq. ft. 1150 1400 1190 1050 c 6001 to 8000 sq. ft. 1300 1712 1455.20 1284 Q �' 8001 to 10,000 sq. ft. 1386 2190.8 1862.18 1643.10 10,001+ sq. ft. 1520 2503.8 2128.23 1877.85 each add 1,000 sq.ft. 30 8 6.80 6.00 Up to 2500 sq. ft. 1323 1000 850 750 2501 to 4000 sq. ft. 1617 1375 1168.75 1031.25 c r- 4001 to 6000 sq. ft. 1950 1750 1487.50 1312.50 o .2- 6001 to 8000 sq. ft. 2160 2140 1819 1605 CL 0 8001 to 10,000 sq. ft. 2468 2738.5 2327.73 2053.88 10,001+ sq. ft. Bldg fee x2 3129.8 2660.30 2347.32 each add 1,000 sq.ft. N/A 8 6.80 6 Additional Plumbing 200 base + N/A N/A N/A Fixtures $8 /opening Notes: 1) Alternate 1: Includes a 15% reduction for excluding occupant load and egress analysis from reviews (currently performed by Fire Dept). 2) Alternate 2: Includes a 25% reduction if work involves a tenant improvement. 3) TPI did not provide any discounts for the above in their proposals. 4) TPI adds additional fees for plumbing fixtures, B &F includes in their pricing.