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A Resolution amending the Professional Services Agreement with HR Green, Inc. to Include Plan Review Services Through the End of the Year
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Introduction
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This Professional Services Agreement with HR Green will result in the continuation of the outsourcing of plan review services that Safebuilt previously provided. The not-to-exceed amount will be $37,760 per month for November and December 2026, totaling $75,320 for the remainder of the year.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• December 9, 2025: The Village Board approved a one-year contract with Safebuilt for Plan Review Services and HR Green for Inspection services. Previously, HR Green held the agreement for both services.
Background
To continue providing strong customer service, the Development Services Department’s Permits and Development Division outsources both inspections and plan review for large projects.
The Village initially hired HR Green to serve as the outsourced firm beginning in 2015. An RFP was issued in 2025 with HR Green and Safebuilt being the two finalists. During discussions on the proposals and reference checks, staff investigated splitting the agreement by awarding Safebuilt the plan review portion, with HR Green being retained for the inspection services portion. Staff stipulated a six-month probationary review period in case either contractor could not perform as expected. On Monday, October 12, 2026, staff provided Safebuilt with a termination letter due to poor performance. HR Green is willing and able to support the plan review portion held by Safebuilt through the remainder of the year. Staff has advertised a new RFP for 2027.
Timing Considerations
The contract modification would go into effect immediately.
Financial Impact
The General Fund FY2020 account# 1001-46250-101-530667 (External Support) has $1,400,000.00 budgeted. This is not a request for additional funds, but a request to reallocate funds to expand the existing agreement and duties with HR Green. The full agreement amount for November and December 2026 will be a not-to-exceed amount of $75,520.00.
Operations Impact
Failure to approve would result in the Village’s inability to conduct plan reviews, a core service, in a timely fashion.
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
Approve the reallocation of funds by amending HR Green’s agreement.
Due to the need to conduct plan reviews in a timely fashion for the remainder of the year, staff requires consultant support to be able to deliver this core function of the village.
Advantages:
• This action ensures the review and issuance of permits in a timely manner.
• Support for and responsiveness to residents and business owners can be met as expected.
• The agreement expansion is within budget.
Disadvantages:
• There are no disadvantages to this item.
Alternatives
The Board can reject the resolution.
Advantages:
• There are no advantages to this resolution.
Disadvantages:
• Plan review timelines and service expectations will be significantly impacted without contractor support.
Anticipated Future Actions
Staff will return with a new plan review and inspection services agreement for 2027 pending RFP response and selection.
Prepared By: Sean Lintow Sr., Chief Building Official
Reviewed By: Craig Failor, Development Services Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. November agreement
3. December agreement