HomeMy WebLinkAboutCED Extending On-Call Building Plan Review and Inspection Consulting Services AgreementAgenda Item No: 4.e
Meeting Date: June 23, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community & Economic Development Department
Prepared by: Ariel Gutierrez,
Sr. Management Analyst
City Manager Approval: ______________
TOPIC: EXTENDING ON-CALL BUILDING PLAN REVIEW AND INSPECTION CONSULTING
SERVICES AGREEMENTS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO:
1)AMEND PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL BUILDING
PLAN REVIEW AND INSPECTION CONSULTING SERVICES TO INCREASE THE
TOTAL COMPENSATION AMOUNT FOR COASTLAND CIVIL ENGINEERING, LLP
BY $200,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $400,000 AND TO
INCREASE THE TOTAL COMPENSATION AMOUNT FOR INTERWEST CONSULTING
GROUP BY $300,000 FOR A TOTAL NOT TO EXCEED AMOUNT OF $450,000; AND
2) AUTHORIZE SUPPLEMENTAL FISCAL YEAR 2024-25 BUDGET
APPROPRIATIONS OF $500,000 (GENERAL FUND) SUPPORTED THROUGH
INCREASED PERMIT FEE REVENUES
RECOMMENDATION:
Staff recommends that the City Council adopt the above-referenced resolution.
BACKGROUND:
The building plan review is a critical function of the building permit review process and requires
specialized skills, experience, and certifications. Over the last decade, the City of San Rafael (San Rafael)
has effectively utilized specialized consulting service providers to support building division staff. San
Rafael has utilized three separate consulting firms given varying firm capacities to address City needs.
Coastland and Interwest are two of three consulting firms providing on-call building plan review and
inspection consulting services for the City’s building permit review process, building counter services and
building inspection services.
As San Rafael continues to receive increased development applications and more complex construction
applications, including multi-family housing and mixed-use commercial developments, the Community
and Economic Development (CED) Department continues to need assistance from specialized consulting
firms to provide building permit plan check, counter services, and inspection services. The entitlement on
May 13, 2025, of the eight-story development at 930 Irwin Street recently increased the need for plan
review support. The size of this development, and future developments of this size, presents a
significantly larger and different service need than the City’s typical workload.
____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 06/23/2025
Disposition: Resolution 15428
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
Coastland and Interwest have consistently demonstrated that they have staff with the ability and flexibility
to deliver high-quality services. The firms have been instrumental in moving development applications
through the building permit review process during peak construction activity periods. Both firms were
selected based on demonstrated competence and on the professional qualifications necessary for the
satisfactory performance of the services required as defined in the San Rafael Municipal Code (SRMC)
Section 2.55.100.D.
Accordingly, staff recommends amending the professional services agreement with Coastland for on-call
building plan review and inspection consulting services from a not to exceed amount of $200,000 to a
total contract not to exceed amount of $400,000. Likewise, staff also recommends amending the on-call
building plan review and inspection consulting services from Interwest from a not to exceed amount of
$150,000 to a total contract not to exceed amount of $450,000. These amendments will cover existing
commitments for services related to large projects and allow staff to request assistance from the firms to
fill other needs should they materialize. The CED Assistant Director/Chief Building Official will review and
approve each individual project, scope of work, and cost estimates, as needed.
FISCAL IMPACT:
The proposed amendments to the professional services agreements with Coastland and Interwest
increase the combined contract amounts by $500,000, from a combined not-to-exceed amount of
$350,000 to $850,000. Staff requests authorization for a supplemental budget appropriation of $500,000
for the Community and Economic Development Department’s Fiscal Year 2024-25 budget (General
Fund) to support the amended contracts. The contract amendment covers work needed in both the
current and next fiscal year, with funding encumbered upon contract authorization. Costs associated
with the services provided by Coastland and Interwest will be fully and directly funded by the
proportionately increased building permit fee revenues.
OPTIONS:
The City Council has the following options to consider on this matter:
1.Approve the resolution as proposed by staff.
2.Approve the resolution with amendments.
3.Direct staff to return with more information; or
4.Take no action.
RECOMMENDED ACTION:
Staff recommend that the City Council adopt a resolution authorizing the City Manager to:
1.Amend the professional services agreements for on-call building plan review and inspection
consulting services to increase the total compensation amount for Coastland Civil Engineering,
LLP by $200,000 for a total not to exceed amount of $400,000 and to increase the total
compensation amount for Interwest Consulting Group by $300,000 for a total not to exceed
amount of $450,000; and
2.Authorize supplemental Fiscal Year 2024-25 budget appropriations of $500,000 (General Fund)
supported through increased permit fee revenues
ATTACHMENT:
1. Resolution
RESOLUTION NO. 15428
RESOLUTION AUTHORIZING THE CITY MANAGER TO:
1)AMEND PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL BUILDING PLAN
REVIEW AND INSPECTION CONSULTING SERVICES TO INCREASE THE TOTAL
COMPENSATION AMOUNT FOR COASTLAND CIVIL ENGINEERING, LLP BY $200,000 FOR
A TOTAL NOT TO EXCEED AMOUNT OF $400,000 AND TO INCREASE THE TOTAL
COMPENSATION AMOUNT FOR INTERWEST CONSULTING GROUP BY $300,000 FOR A
TOTAL NOT TO EXCEED AMOUNT OF $450,000; AND
2) AUTHORIZE SUPPLEMENTAL FISCAL YEAR 2024-2025 BUDGET APPROPRIATIONS OF
$500,000 (GENERAL FUND), SUPPORTED THROUGH INCREASED PERMIT FEE
REVENUES.
WHEREAS, building plan review is critical to the building permit review process and
requires specialized skills, experience, and certifications; and
WHEREAS, the City of San Rafael (San Rafael) utilizes consulting firms to address
the City’s building plan review and inspection needs; and
WHEREAS, on October 21, 2024, the City Council authorized the City Manager to
enter into a Professional Services Agreements with Coastland Civil Engineering, LLP
(Coastland) and Interwest Consulting Group (Interwest) for on-call building plan review
and inspection consulting services in an amount not to exceed $200,000 and $150,000,
respectively; and
WHEREAS, subsequently, San Rafael entered into contract with Coastland for the
term of October 24, 2024, through December 31, 2025, and Interwest for the term of April
4, 2025 through June 30, 2028; and
WHEREAS, staff recommends amending the amount of the on-call building plan
review and inspection consulting services with Coastland from a not to exceed amount of
$200,000 to a total contract amount not to exceed $400,000 and the not to exceed amount
for Interwest from $150,000 to a total contract amount not to exceed $450,000; and
WHEREAS, these contract amendments will cover existing commitments for
services and allow staff to request assistance from the firm as needed; and
WHEREAS, the proposed contract increases result in the need to modify the Fiscal
Year 2024-2025 budget to provide for supplemental budget appropriations supported by
increased permit fee revenues.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San
Rafael hereby authorizes the City Manager to amend the Professional Services
Agreement between the City and Coastland Civil Engineering for additional on-call
building plan review and inspection consulting services in the amount of $200,000, for a
total contract amount not to exceed $400,000; and be it
FURTHER RESOLVED, that the City Council of the City of San Rafael hereby
authorizes the City Manager to amend the Professional Services Agreement between the
City and Interwest Consulting Group for additional on-call building plan review and
inspection consulting services in the amount of $300,000, for a total contract amount not
to exceed $450,000; and be it
FURTHER RESOLVED, that the City Council of the City of San Rafael hereby
authorizes supplemental budget appropriations in the amount of $500,000 within the
Community and Economic Development Department’s Fiscal Year 2024-2025 General
Fund budget to support the recommended contract amendments, and which are
supported by increased permit fee revenues.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a special meeting of the City
Council of the City of San Rafael, held on Monday, the 23rd day of June 2025, by the
following vote, to wit:
AYES: Councilmembers: Bushey, Hill, Kertz & Mayor Kate
NOES: Councilmembers: None
ABSENT: Councilmembers: Llorens Gulati
_____________________
Lindsay Lara, City Clerk