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A Resolution Approving a Three-Year Professional Services Agreement with an Option to Renew the Agreement for up to Two Additional One Year Periods with Baxter & Woodman, Inc. for Professional Engineering Services for Permit Plan Review and Inspection Services in an Amount not to Exceed $240,000 in 2026 and Authorizing its Execution
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Introduction
overview
The Engineering Division is responsible for reviewing and inspecting permit work in the public right-of-way and utilizes consultant services for the majority of these permit services. Staff issued a request for proposal for these services and received two responses. Staff recommends awarding an agreement in a not to exceed amount of $240,000 for 2026 to Baxter & Woodman for these services based on their proposed staff, qualifications, and experience providing these services for other communities. The agreement is for a three-year term and allows for two additional one-year renewal periods.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
In order to meet customer service turnaround times for permit plan review and permit inspections, the Engineering Division has been utilizing consultant support for the majority of these plan reviews. The existing agreement is expiring at the end of 2025, and the Engineering Division issued a request for proposal (RFP) for these services. The Village received two responses and interviewed both firms. Staff recommends awarding an agreement with Baxter & Woodman for these services based on their proposed staff, qualifications, and experience providing these services for other communities.
This is a three-year agreement with the option of renewing annually for an additional two years. The Village pays for these services at the hourly rates in the proposal for the various staff. The permit review and inspection work are part-time work both in-person and remote. There is a mixture of more tenured staff and less experienced staff with lower hourly rates on their team which provides for the most economical approach for providing these services while also ensuring high quality services. The amount of the agreement for 2026 is the budgeted amount of $240,000.
Timing Considerations
Adoption of the Resolution at this time will allow for these services to continue in 2026.
Budget Impact
The proposed FY26 Budget includes $240,000 for consultant support for permit and inspection services in the General Fund, Public Works - Engineering, External Support account no. 1001-43700-101-530667 for this work.
Staffing Impact
Since there is currently no capacity to complete these services with current staff, it is imperative that this resolution or a similar one is approved by the Village Board in order to prevent length permit review times and a lack of customer service.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The contract will allow for the project to occur in the desired timeframe.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can delay to gain additional information.
Advantages:
• The Board can be presented with the requested information.
Disadvantages:
• The timing of the eventual Board action could impact the desired implementation schedule.
Alternative 2:
The Board can vote down the Resolution.
Advantages:
• This action can result in cost savings.
Disadvantages:
• There is no capacity to perform these services with the existing staff, and permit review timelines and customer service would suffer.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Agreement
3. Proposal
4. RFP_Permit Review Services
5. RFP Summary Table