ACTION REQUESTED:
Title
Communication from the City Manager and Community Development Director with a Revised Recommendation to AUTHORIZE a CONTRACT with MATRIX CONSULTING GROUP, in the Amount of $37,700.00, for a Review and Audit of Building Inspections and Code Enforcement Functions.
Body
BACKGROUND:
Changes since the January 13, 2015 Council Meeting:
At the January 13, 2015 Council meeting, several Council Members requested further information on this item. In response, City staff worked with Matrix Consulting to refine and revise the bid. The revised bid totals $37,700, versus the initial $44,000 cost. The majority of the cost reduction is in the area of fee studies and cost recovery
The following questions were asked at the January 13, 2015 Council meeting.
· Council Member Moore
o Can Matrix use data that has already been collected by City Staff - Yes.
o Can Matrix provide examples of programs that have been implemented in other communities - Yes.
· Council Member Weaver
o Can Matrix focus on how other communities manage Building Safety and Code Enforcement functions - Yes.
· Council Member Spain
o Need to review building codes - this task will be part of the adoption of the 2012 family of building codes, scheduled for early 2015.
The bid from Matrix has two major task areas:
1. Operational and Staffing Evaluation - $28,000
This area addresses the question of how work is carried out, how many positions are necessary to carry out the work, and what the best practices in the field are in the Building Safety & Code Enforcement areas.
2. Fee Analysis and Fee Schedule Development - $16,000 - revised to $9,700
This area addresses how much is charged for permits and fines, how those fees align with comparable jurisdictions, and a recommendation on a revised fee schedule. The initial bid included an additional task that would determine cost recovery for activities undertaken by the Building Safety and Code Enforcement Divisions - in other words, how much does it really cost to carry out the function and what would the fee schedule need to be in order to fully recover that cost. This area has been removed in the revised bid.
Attached to this memo are the original Project Approach and Schedule and a letter that provides information on the revision.
As part of the Council Strategic Plan, the administration was directed to obtain bids on a comprehensive review and audit of the building inspections and code enforcement functions at the City.
A RFP was released that listed seven (7) major objectives:
1. Conduct a review of the organizational structure of the Building Inspections and Code Enforcement Divisions and propose appropriate organizational recommendations to increase the delivery of services to the community.
2. Determine and provide a recommendation as to appropriate staffing levels in the Building Inspections and Code Enforcement Divisions based on available data and projected community needs.
3. Analyze the current building permit fee schedule for all types of permits and recommend a revised schedule based on cost recovery of direct and indirect costs.
4. Analyze the current code enforcement ticket schedule and recommend a revised schedule based on cost recovery of direct and indirect costs.
5. Conduct a review of current staff qualifications and make recommendations as to required or recommended training and/or certification.
6. Conduct a review of the process followed by both divisions and make recommendations related to increasing the efficiency and effectiveness of the process.
7. Conduct and provide a comparative analysis of building permit fees and code enforcement ticket costs.
Four responses were received from the RFP. All were scored, with the results and bid cost listed in the table below. The review committee consisted of the Community Development Director, Assistant Community Development Director, Assistant City Manager, and the Purchasing Manager.
Bidder |
Matrix |
HR Green / B&F |
Mercer |
SafeBuilt |
Approach to the Work |
1 |
4 |
2.75 |
2.25 |
Relevant Project Experience |
1 |
3 |
2.75 |
3.25 |
Qualifications of Firm & Staff |
1 |
3.5 |
2.75 |
2.75 |
References |
1 |
3.5 |
2 |
3.5 |
Cost |
1.75 |
4 |
1 |
3 |
Final Rank |
1.15 |
3.6 |
2.25 |
2.95 |
Bid Amount |
$44,000 |
$59,500 |
$30,000 |
$44,280 |
FINANCIAL IMPACT: Existing funds from Community Development contractual account.
NEIGHBORHOOD CONCERNS: NA
IMPACT IF APPROVED: Matrix Consulting would be retained to provide the audit. A final report with recommendations would be provided to Council at the end of the audit. The proposed time line for the project is fourteen (14) weeks.
IMPACT IF DENIED: The audit would not be conducted.
ALTERNATIVES: The RFP could be re-issued.
EEO CERTIFICATION NUMBER: Pending
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Grow Peoria: Businesses, Jobs, and Population
3. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Reinvest in neighborhoods.
2. Have an efficient government.
3. Keep taxes and fees competitive.
DEPARTMENT: Community Development