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<br />permit revenue for the current fiscal year.
<br />
<br />Fee revenue and on-call consultant costs for the current fiscal year to date, as well as the past
<br />two fiscal years are outlined in the table below. Consultant costs toward the aggregate for the
<br />fiscal year-to-date are approximately $1,067,121 (including fire plan check costs). Current
<br />trends are expected to continue, with an ongoing need for on-call consultant services
<br />commensurate with the level of applications from which fee revenues are derived.
<br />
<br />Staff notes that the decline in consultant costs is directly tied to an effort to bring more plan
<br />check services “in-house” using City plan-checking staff with the capability to undertake this
<br />work. This approach provides greater consistency and a better customer service experience,
<br />particularly for small projects/builders; and means a higher proportion of building permit fee
<br />revenue is being used to offset personnel costs in the Building and Safety Division. Despite
<br />this, given that the plan check workload can fluctuate significantly over time, and large,
<br />complex buildings require certain specialist technical skills (e.g., structural engineering) that
<br />City staff do not have, there remains a need and a value to having on-call consultants
<br />available.
<br />
<br />FISCAL
<br />YEAR
<br />PLAN CHECK FEE
<br />REVENUE*
<br />BUILDING PERMIT
<br />FEE REVENUE*
<br />ON-CALL CONSULTANT
<br />COSTS*
<br />2022/23 $3,103,028 $2,764,545 $1,900,845
<br />2023/24 $1,854,281 $2,745,024 $660,808
<br />2024/25 (YTD) $1,853,482 $1,342,371 $1,042,341
<br />*Note: These numbers do not include fire plan check revenue and LPFD costs for fire plan
<br />review, which are managed through LPFD accounts. However, the aggregate maximum
<br />annual compensation across the five contracts includes costs for fire plan check. Fire plan
<br />check consultant costs totaled $37,335 in FY 2022/23, $38,780 in FY 2023/24, and $24,780
<br />year-to-date in FY 2024/25.
<br />
<br />The City has existing agreements with four of the five consulting firms being recommended for
<br />the current on-call contract cycle; all of these agreements expire on June 30, 2025.
<br />
<br />Based on their ongoing satisfactory performance and qualifications, staff recommends
<br />approval of the attached agreements with 4LEAF, Inc., Independent Code Consultants, Inc.,
<br />True North Compliance Services, Inc., TRB + Associates, Inc., and West Coast Code
<br />Consultants, Inc., to provide building and fire code plan review, counter coverage, and
<br />inspection services, and to meet anticipated demand for plan review and specialty inspection
<br />services. Additionally, staff requests the City Manager be authorized to approve up to two one-
<br />year extensions to these agreements (up to a total five-year term, in accordance with the City
<br />Purchasing Policy).
<br />
<br />Staff recommends the City Council authorize an annual maximum compensation aggregate of
<br />$1,039,500 across the five agreements, for a total of $3,118,500 over the initial three-year term
<br />of the contracts) The FY 2025/26 - FY 2026/27 budget, soon to be considered by the City
<br />Council, will include the necessary Professional Services budget to cover the annual
<br />aggregate for the first two years of the contracts, and will also include the projected plan check
<br />and building permit revenue of $9 million over the same two-year budget period ($4.5 million in
<br />revenue per year). The third year of the contracts will be budgeted in the next two-year budget
<br />Docusign Envelope ID: 3A7963A8-840B-46FD-938C-873D645F7FB4
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