Submitted By
Tammie Grossman, Director of Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Execution of an Amendment to a Professional Services Agreement between HR Green, Inc. and the Village of Oak Park in an Amount Not to Exceed $115,000 and Authorizing its Execution
End
Overview
Overview
This is an amendment to the Professional Services Agreement to add a scope of work for performing the Acting Chief Building Code Official activities due to a staff resignation and to increase the electrical inspection activities due to a staff absence.
Body
Staff Recommendation
Approve the Resolution
Fiscal Impact
A budget amendment will be needed to increase line item 1001-46250-101-530667 in the amount of $115,000 to cover the costs of Acting Chief Building Code Official activities and the electrical inspections. A budget amendment will be presented during the next quarterly budget amendment process.
Background
In January 2015, the Village issued a Request for Proposals to outsource day-to-day plan reviews as well as the plan review and inspection services for several larger projects that have begun or will be beginning construction within the next several months. Additionally, we requested pricing to provide back up inspection services when staff are unavailable due to absences. We reviewed several outsourcing models in the region which range from no outsourcing, outsourcing select projects, outsourcing projects to a third party reviewer in a remote location, and outsourcing plan reviews with in house plan reviewers employed by a third party. We decided that the best option for Oak Park would be to outsource plan reviews by using in-house reviewers employed by a third party.
After a review of the proposals, we recommended proceeding with a contract with HR Green. Having a dedicated in-house crew allows for predictability and personal contact for architects and contractors instead of outsourcing all plan reviews to a third party housed in another location. Five northern Illinois communities such as Glenview are utilizing this model.
Since March 2015, HR Green has been providing Plan Review services, on-call inspection services and plan review and inspection services for the larger development projects. On June 1, 2015 a Professional Services Agreement was approved. Shortly after approving the HR Green contract, the Village’s Chief Building Official resigned and HR Green staff assumed the role of Acting Chief Building official. In late August 2015, the Village Electrical Inspector was out of the office due to an extended leave and HR Green Staff assumed those activities as well. At the time of the June 1, 2015 contract neither of those services were intended. While the professional services agreement allows for the expansion of services as needed, those expenses were not included. This action will expand the scope of services and provide for the extra costs associated with those services.
Permit Processing Manager Steve Cutaia will have day to day responsibility to coordinate the work of the plan reviewers employed by HR Green and process plan reviews as needed. Permit Processing Supervisor Hidalgo will continue to have day to day responsibility to oversee the Permits Counter and Building Inspectors.
Alternatives
The Village Board could direct that staff reduce the scope of services. However, that will result in not meeting customer service expectations.
Previous Board Action
On May 26, 2015, the Reinventing Government Committee reviewed the proposed outsourcing model.
Citizen Advisory Commission Action
Last month the Building Codes Advisory Commission reviewed the proposed plan and selected contractor.
Anticipated Future Actions/Commitments
The outsourcing model was evaluated as part of the 2016 budget process.
Intergovernmental Cooperation Opportunities
N/A.
Performance Management (MAP) Alignment
A Governance Priority established for the Development Customer Services Department -Customer Service Experience.