Loading...
HomeMy WebLinkAbout#05 - Building Department RFP REQUEST FOR PROPOSAL BUILDING INSPECTION SERVICES 1. INTRODUCTION The City of Lake Elmo (the City) is requesting proposals from interested firms (consultant) that possess qualifications to provide building inspection and related services to the City. Interested firms must submit their proposal by 4:00 p.m. Friday, October 30 2020. 2. DESCRIPTION OF GOVERNMENT The City of Lake Elmo, incorporated in 1926, is a Minnesota Statutory City with an Optional Plan A form of government. It has a mayor elected at large for a four-year term and four council members also elected at large for four-year terms. As the policy- making body of the City, the City Council is responsible for the overall operation of the City; however, the City Council does not become involved in the day-to-day administration. The City Administrator is responsible for carrying out the Council’s policies and for the administration of all City business. The City encompasses approximately 25 square miles. The City is experiencing significant growth, has a population of approximately 10,500, and is located in central Washington County. Approximately 250 homes are built in Lake Elmo per year. Lake Elmo processed 973 permits in 2018 with valuations of over $113m and 568 permits in 2019 with valuations over $89m. The Building Department performed over 5,600 inspections in 2019. Lake Elmo has approximately 160 miles of streets, is home to Lake Elmo Regional Park in the center of the City along with over a dozen City parks throughout the community and has four recreational lakes. The City has both urban and rural areas. The significant population centers are located along I-94, the Old Village area and Tri Lakes area in the northwest corner of the City. More information about the City of Lake Elmo can be obtained on our website at www.lakeelmo.org 3. CONTENT OF PROPOSAL The purpose of this section is to identify the information that should be submitted: A. Title Page Show the proposal subject, the name of the proposer’s firm, address, telephone number, name of the contact person and the date. B. Table of Contents Include a clear identification of the material by section and by page number. C. Identification and Qualifications of Assigned Personnel The ideal consultant (a company or individual) should have extensive experience in municipal building inspections and hold a delegation agreement with the State of Minnesota to conduct inspections. Include the following: 1. The name of the person who will be responsible for the management and administration of building inspection services with the City together with a resume describing that person’s experience and qualifications. 2. The names and resumes of the inspector(s) who will be assigned to providing building inspection services to the City. 3. Background information concerning the consultant, including the number of years in business under this name and the number and breakdown of personnel in the proposing office. D. Consultant’s Detailed Approach to the Scope of Services The proposal shall address in detailed fashion the approach of the consultant to the Scope of Work. E. Basis for Compensation. The consultant should outline the basis for compensation including identification of all rates and reimbursable expenses. The proposal should provide the percentage of building fees and/or plan review fees that would be retained by the consultant. F. List of References and Potential Conflicts 1. A list of public clients shall be provided with references dating back three (3) years or more. 2. Potential conflicts of interest must be disclosed. G. Disclosures and Assurances 1. Applicant Authority – Assurance that the signatory making representations in the proposal on behalf of the consultant has the authority to do so. 2. Insurance Coverage – Documentation of current insurance coverage and limits, including professional liability insurance shall be provided with the proposal. 4. SCOPE OF WORK The City of Lake Elmo is searching for a firm that will provide building inspection services. The general work elements are listed below. A. General • Reviews permits, plans and materials to ensure they are consistent with codes and approved plans. • Inspects all types of structures, site grading and erosion control installations for consistency with codes and approved plans and conditions. • Issues certificates of occupancy. • Conducts inspections for housing code compliance. • Investigates complaints to determine whether code violations exist. • Issues correction orders when violations persist. • Establishes valuations of the construction costs and determines permit fees. • Interprets and explains City ordinances including zoning and state codes to homeowners, architects, engineers, contractors and developers. • Verifies contractor licensing. • Provides information responding to people’s questions about codes and City procedures. • Communicates observed violations of other City codes to the appropriate person. • Reviews and recommends amendments to ordinances and codes. • Creates and maintains logs and records and reports to the City Clerk on the status of all permits quarterly. • Researches new products and methods used in construction. • Maintains state certification and keeps current with changes and innovation in construction techniques and materials. Attends job related training to keep current on laws, codes, and regulation changes related to building inspections. • Provide a written policy for resolving conflicts and disputes. B. Participates in City meetings, including: • Internal and external meetings involving building code and inspection questions and issues. • Acts as City liaison and City representative with other communities and county, state and federal agencies in areas of responsibility. • City Council and other City meetings, as needed. C. Response to Constituent Request and Issues as Directed by Staff • Performs field inspections. • Addresses constituent concerns personally and in writing. • Makes public presentations as needed. • Provides recommendations to staff and City Council. 5. RIGHTS OF THE CITY OF LAKE ELMO The City of Lake Elmo reserves and may exercise one or more of the following rights and options regarding this RFP: • Reject any and all Proposals. • Seek additional Proposals. • Enter into negotiations and subsequently contract with more than one Respondent. • To select the successful Respondent on the basis of the Proposal meeting requirements established by the City of Lake Elmo and not necessarily the lowest price. • Choose not to award any Agreement and Contract. • Add to, delete, modify or enlarge this RFP, including any specifications and/or statement of work, the proposed contract, the terms and conditions, and any subsequently executed Agreement and Contract, and acknowledges an attendant and corresponding adjustment in the bid price. • Modify the terms and conditions of any proposed or executed Agreement and Contract prior to execution. • Cancel or withdraw this RFP without the substitution of another RFP, or alter the terms and conditions of this RFP. • Extend deadlines or otherwise modify the required schedule (within reason) at its sole discretion. 6. SUBMISSION REQUIREMENTS Interested firms shall submit 1 bound copy and one electronic copy by 4:00P.M. on Friday, October 30th, 2020 to the attention of Jake Dickson, Assistant City Administrator, 3880 Laverne Avenue N, Suite 100, Lake Elmo, MN 55042. Questions shall be directed to Jake Dickson by phone at 651-747-3908 or via e-mail at Jdickson@lakeelmo.org. 7. METHOD OF SELECTION The City intends to retain the services of the firm evaluated to be best qualified to perform the work for the City within the required time frame, experience with similar contracts and clients, extent to which previous clients have found the firm’s services acceptable, cost of services, ability to deliver work within budget, and other factors considered. The firm will be selected upon the basis of the information provided as requested in this proposal. Staff will undertake a preliminary review of all proposals submitted for compliance with this submission requirements and select firms for interviews. Follow-up with any or all firms submitting proposals may occur to gather additional information upon which to make a decision. Any other pertinent data generated by the City will be considered. The City Council shall make the final appointment of the firm. The final contract award will be conditioned upon the successful proposer’s complying with all terms and conditions, mutual agreement about the final work plan, and completion of a contract agreeable to all parties. The City reserves the right to negotiate and further refine the scope of the work which may affect the final contract amount. The City Council reserves the right to reject any and all proposals, in whole or in part, to waive any and all informalities, to disregard all non-conforming, non-responsive or conditional proposals, to request additional information from a proposer, or to expand the period for submitting proposals. 8. OTHER Proposer understands and acknowledges that the proposal is subject to the Minnesota Governmental Data Practices Act. Proposals are private or non-public until they are opened by the City. Once the proposals are opened, the name of the proposer becomes public. All other data in a proposal is private or non-public until the completion date of the evaluation process. After the City has completed the evaluation process, all remaining data submitted by all proposers are public with the exception of trade secret data as defined and classified in Minnesota Statutes 13.37. Data will at all times be governed by Minnesota Governmental Data Practices Act. Minnesota Statutes Chapter 13. Proposer agrees to maintain all data obtained from the City consistent with the requirements of the Data Practices Act. Proposer agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of the proposer’s failure to comply with the requirements of the Data Practices Act. If selected by the City, the proposer will be required to execute a contract with the City within one (1) week of notification. Those submitting proposals do so entirely at their own expense. There is no expressed or implied obligation by the City to reimburse any individual or company for any costs incurred in preparing or submitting proposals, providing additional information when requested by the City or for participating in any meetings or interviews.