Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Two-year Consulting Services Agreements for Third Party Plan Check Services Between the City of San Leandro and CSG Consultants, Inc. for $200,000 and TRB+Associates for $475,000 in FY2025-2026 and FY2026-2027 (for a Total Amount Not to Exceed $675,000 per Fiscal Year)
Staff report
COUNCIL PRIORITY
• Fiscal Sustainability and Transparency
• Community & Business Development
SUMMARY
Construction activity in the City remains strong and is projected to continue to remain so in the next few years. Third-party plan check consultants assist the City in managing the workload to meet deadlines and provide quality customer service. They enable the Building and Safety Services Division (Building) of the Community Development Department (CD) to continue providing plan check services in a timely manner, provide Certified Access Specialist (CASp) services as required by California statute, and supplement current staffing during this period of significant development activity. Third-party consultants also act as the City’s Floodplain Manager as required by the federal Floodplain Emergency Management Agency.
RECOMMENDATIONS
Staff recommend the City Council approve and authorize the City Manager to enter into two-year Consultant Services Agreements, one with TRB+Associates for $475,000 and another with CSG Consultants, Inc. for $200,000 for third-party plan check services (for a combined not-to-exceed amount of $475,000 per FY) in Fiscal Year 2025-2026 and Fiscal Year 2026-2027.
BACKGROUND
The City of San Leandro’s Building and Safety Services Division of the Community Development Department ensures standards to safeguard life, health, property, and public welfare by regulating and controlling the design, construction, quality of materials, use and occupancy, locations, and maintenance of buildings and structures within the City through plan review, permit issuances, and inspections.
The volume of construction activity, as well as the type and complexity of projects, has increased significantly and remained high since 2013. Since 2013, the valuation, number, and complexity of permits have increased significantly. Construction valuation for Building permits issued in Fiscal Year (FY) 2024-2025 has exceeded $240,000,000 and is expected to increase or remain high in (FY) 2025-2026 as entitled projects submit for building permits and/or begin construction. Notable projects that are in plan check for building permits and/or begin construction in FY 2025-2026 include: new industrial developments at 1700 Doolittle (68,000 square foot tilt up),and 880 Doolittle (127,000 square foot tilt-up).
Third-party plan check consultants assist the City during times of high activity to meet deadlines and enable the City to provide quality customer service. Under the City Council approved FY 2026 and 2027 biennial budget, the City Council approved on June 16th appropriations of an amount not to exceed $675,000 for FY 2025-2026 and FY 2026-2027 for Third-Party Plan Check consultants (see “Financial Impacts” below for more details).
Analysis
Building Division conducted a competitive Request for Proposal (RFP) process for third-party plan check firms in the Spring of 2018. The City selected TRB+Associates (TRB) and CSG Consultants, Inc. for independent consultant plan check services, inspection services, CASp services, and front counter staff and entered into contracts with both firms 2024-2025. Because both firms have performed effectively with key services such as quality plan check reviews, FEMA Floodplain technical assistance, CASp consulting, and temporary inspector services, the Building Department has continued contracting with them and recommends approval of these contracts for FY 2025-2026 and FY 2026-2027.
Legal Analysis
The staff report, resolution and two consulting service agreements were reviewed by the City Attorney and approved as to form.
Financial Impacts
Sufficient funds approved and appropriated by City Council on June 16, 2025 are included in the City's Fiscal Years 2025-2026 and 2026-2027 biennial budget. There is a 25% administrative contract amendment allowance for the Chief Building Official to expeditiously respond to increased permit activity and revenue because timely ministerial building review is a State mandate.
CSG (010-42-002-5120): $200,000
TRB (010-42-002-5120): $475,000
Total $675,000
Attachments
Attachment A: Draft Resolution CSG Consultants Inc. for $200,000 and TRB+ Associates for $475,000 in FY2025-2026 (for a total amount not to exceed $675,000).
Attachment B: CSG Consultants FY2025-2026 Scope of Work and Compensation Schedule.
Attachment C: TRB FY2025-2026 Scope of Work and Compensation Schedule.
Prepared by: Michael Jeffery, Chief Building Official, Building and Safety Services Division, Community Development Department