REPORT TO THE CITY COUNCIL FROM: JENNIFER CLARK, Director Planning and Development Department ASHLEY ATKINSON, Assistant Director Planning and Development Department BY: ERIC FRAMPTON, Licensed Engineer Manager Planning and Development Department NADIA SALINAS, Project Manager Planning and Development Department SUBJECT ..Title Actions Pertaining to On-Call Plan Check, Back Check, and Inspection Services 1. Approve the First Amendment to the Consultant Services Agreement with Interwest Consulting Group, Inc., for an additional $42,500, with an extended performance term through June 30, 2026, for a total amount not to exceed $192,500; and 2. Approve the First Amendment to the Consultant Services Agreement with BPR Consulting Group, LLC, for an additional $42,500, with an extended performance term through June 30, 2026, for a total amount not to exceed $192,500. ..Body RECOMMENDATION Staff recommends that the City Council authorize the City Manager, or their designee, extend consultant service agreements with Interwest Consulting Group Inc. and BPR Consulting Group Inc., through June 30, 2026, and authorize additional funding of $42,500 for a total not to exceed $192,500 per agreement. These amendments will allow the Building and Safety Division to continue to respond to high service demand, prepare for a forecasted increase in permit activity due to the upcoming California Building Code update, and fulfill State-mandated Certified Access Specialist (CASp) staffing requirements. EXECUTIVE SUMMARY The upcoming California Building Code update, set to take effect at the end of the year, is expected to trigger a surge in application volume as developers seek to submit plans under these standards. BACKGROUND The Department has successfully utilized on-call plan check consultants to support the Division during periods of increased application volume. The Department outsources only when current volumes exceed staffing capacity and all relevant positions are filled. In agreement with represented staff, the Department evaluates the work needed. Work is assigned first to staff during regular hours; if work exceeds staffing capacity, overtime is offered. If work exceeds regular work hours and accepted overtime, then specific assignments are outsourced. This arrangement has been very successful and mutually beneficial to employees and customers. The Building and Safety Division currently processes an average of 115 building permit applications per day. Each permit may involve reviews by multiple disciplines, including structural, solar, building, grading, electrical, mechanical, plumbing, Title 24 energy compliance, and Certified Access Specialist (CASp) review. All construction plans must comply with California Building Code standards, which are updated and adopted every three years. During construction, projects typically receive at a minimum of two inspections to verify compliance. Under California Civil Code � 55.53(d)(2), local agencies are required to employ or retain a sufficient number of CASp professionals to perform permitting and plan check services for new construction projects involving public accommodations. At least half of the retained CASp professionals must also be certified building inspectors. As the City continues progress towards bringing this experience in house, it is necessary to supplement with external resources for application services, as the City has one CASp-certified professional for plan check services. To enhance capacity ahead of the anticipated code update, the Division released a Request for Qualifications (RFQ) in October 2023. The City received ten responses, including five from local firms. Following a thorough evaluation by a selection committee, Interwest Consulting Group and BPR Consulting Group were identified to provide the best value to the City. The consultants are performing satisfactorily on project assignments, consistently meeting deadlines and delivering quality work. Their current performance rating reflects a high standard of excellence. Staff recommends awarding contracts to both firms, with separate consultant service agreements, to continue to support plan checking and CASp review functions. To proactively address these needs and maintain the City's high service standards, staff recommends extending existing consultant agreements with Interwest Consulting Group Inc. and BPR Consulting Group Inc. through June 30, 2026. These contracts will include Certified Access Specialist (CASp) review and inspection services, which are required by state law and are currently underprovided within City staffing levels. The Department will conduct a new procurement in FY26 for future supplemental services following the code cycle update. ENVIRONMENTAL FINDINGS Pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15378, the approval of the agreements is not a "project' as defined by CEQA. LOCAL PREFERENCE Local preference was implemented, Interwest Consulting Group, Inc. and BPR Consulting Group, LLC meet the requirements of Municipal Code Section 4-109(b). FISCAL IMPACT The services will be funded with existing appropriations. Attachments: First Amendment Interwest Consulting Group, Inc. Consultant Services Agreement Interwest Consulting Group, Inc. Original Consultant Service Agreement First Amendment BPR Consulting Group Inc. Consultant Services Agreement BPR Consulting Group Inc. Original Consultant Service Agreement