Building Plan Review & Inspection Services

Request for Proposals Building Plan Review & Inspection Services April 16, 2024 OVERVIEW The City of Greenville is soliciting proposals from consultants who are qualified to perform Professional Building Plan Review and Inspection Services. The selected consultant shall provide inspection, administrative, and building official services as requested. The consultant will coordinate work with City staff. PRINCIPAL CONTACT The principal contact with the City of Greenville will be: George Bosanic City Manager 411 S. Lafayette Street Greenville, MI 48838 (616)754-5645 (616)754-6320 (fax) gbosanic@greenvillemi.org RFP INFORMATION Any changes and/or addenda to this RFP will be posted on www.greenvillemi.org under the bids tab. Any and all questions regarding this RFP shall be directed to the principal contact listed above. SEALED PROPOSAL SUBMISSION Please

submit your sealed proposals with signatures, as well as all other requested information. Each respondent must submit in a sealed envelope: 1. 1 copy of Original Proposal 2. 1 copy of Digital Proposal preferably on a USB Flash Drive as one file in PDF format. Proposal submitted must be clearly marked: “Building Plan Review & Inspection Services” and list the consultant’s name and address. Proposals must be addressed and delivered to: Krissi Brott Clerk 411 S. Lafayette Street Greenville, MI 48838 OR dropped off during regular business hours to the same address. Faxed or emailed proposals will not be considered. http://www.greenvillemi.org/ DUE DATE To be considered, one original proposal with signatures must be submitted to City of Greenville by, 2:00 pm, May 7, 2024. Proposals submitted late will not be considered or accepted. All proposals received on or before the due date will be publicly opened and recorded on the due date. No immediate decisions will be rendered. BACKGROUND The City of Greenville is located approximately 30 minutes northwest of Grand Rapids, Michigan. It is located along the intersection of M-57 and M-91, and about 20 miles west of US-131. The City was incorporated in 1956 and is under the Council-Manager for of Government. Greenville has a population of approximately 9,000. Greenville is located in a rural area, however, we are the largest municipality in Montcalm County. OBJECTIVE The City of Greenville is seeking proposals from qualified firms or state certified plan reviewer to provide professional services consisting of plan and building inspection services. This service excludes electrical, mechanical, and plumbing, review and inspections. Those services are provided by Montcalm County Building Department. The Inspector shall carry out the administration and enforcement requirements as set forth in State building codes and maintain required certifications and credentials. The Inspector shall meet with the public and City staff as requested have the ability to respond to telephone and email inquiries. SCOPE OF SERVICES 1. Building Plan Check Services a. Provide plan review of any and all types of structures including, but not limited to, single family dwellings, multiple family dwelling units, commercial and industrial buildings for compliance with all local ordinances, International Building Codes, International Mechanical Codes, International Plumbing Codes, International Electrical Codes, American with Disabilities Act and Michigan Barrier Free. b. Residential initial plan check turn-around time shall be no more than 5 working days, with re-checks if necessary, with 5 days from the revised plans being submitted. Large commercial/industrial plan check turn-around time shall be no more than 10 working days, with re-checks if necessary, with 5 days from the revised plans being submitted. c. Plan reviews shall include a type written comment letter(s) describing any code violations in full with reference to sheet and detail identification and specific code and sections relating to each comment as applicable. These comments shall be input into the city permitting system. The city may provide the computer and software (BS&A) to the contractor within city hall for their use. d. The agency is responsible for providing denial letters to the applicant and follow up through the approval and completion of the plan review process. 2. Building Inspection Services a. Provide Building Inspection Services for any and all types of structures including, but not limited to, single family-dwellings, multiple family dwelling units, commercial and industrial buildings for compliance with all local ordinances and state and federal laws. b. Building inspections must be coordinated with Montcalm County inspections for electrical, mechanical, and plumbing. No building permit can be issued without final approved inspections from the county for electrical, mechanical, and plumbing. c. Provide field inspection services for all construction regulated by State and local building codes and American with Disabilities Act. d. Provide inspections for inspection requests scheduled the by city staff. e. Inspections shall occur between the hours of 8:00 am and 5:00 pm Monday through Friday. If the proposer prefers an alternate schedule of 5 days a week the City will consider it if it provides a service level the city finds acceptable. f. Inspectors shall respond to phone messages and be available to answer customer questions between the hours of 8:00 am and 5:00 pm Monday through Friday. g. Consultant’s inspectors are subject to interview and acceptance by the City prior to the start of the contract. h. If the City finds any inspector’s performance or behavior unacceptable the contractor shall provide another employee acceptable to the city to provide the contracted services contracted. i. Consultant’s inspectors shall be provided by the consultant with all the necessary tools, equipment, transportation, and cell phone necessary to perform the requirements of this contract. j. The contract employees shall wear identification (i.e. a badge or logo shirt) as Municipal Inspectors providing the service for the city. k. Provide current qualification and certifications of proposed inspectors. INSURANCE REQUIREMENTS The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to the City of Greenville. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and self-insurance retentions (SIR’s) are the responsibility of the Contractor. The selected firm shall procure and maintain the following insurance coverage: 1. Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan. 2. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included. Per job aggregate must be endorsed onto the Policy. 3. Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence, combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. 4. Additional Insured: Commercial General Liability and Automobile Liability, as described above, shall include an endorsement stating the following shall be Additional Insureds: City of Greenville, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming City of Greenville as additional insured, coverage afforded is considered to be primary and any other insurance City of Greenville may have in effect shall be considered secondary and/or excess. 5. Professional Liability: The Contractor shall procure and maintain during the life of this contract, Professional Liability insurance in an amount not less than $1,000,000 per occurrence and aggregate. If this policy is claims made form, then the contractor shall be required to keep the policy in force, or purchase “tail” coverage, for a minimum of 3 years after the termination of this contract. 6. Cancellation Notice: All policies, as described above, shall include an endorsement stating that is it understood and agreed that within Thirty (30) days of Cancellation (Ten days for non-payment of premium), Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: (City of Greenville, Jodi Holbrook, Finance Director, 411 S. Lafayette St., Greenville, Michigan 48838). 7. Proof of Insurance Coverage: The selected firm shall provide the City, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested. IRS W-9 FORM The selected consultant will be required to provide the City of Greenville an IRS form W-9. PROPOSAL FORMAT The following describes the elements that should be included in each of the proposal sections PROFESSIONAL QUALIFICATIONS 1. State the full name and address of your organization and, if applicable, the branch office or other subsidiary element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation. If as a corporation, include whether it is licensed to operate in the State of Michigan. 2. Include the name of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the project. Identify only individuals who will do the work on this project by name and title. Resumes and qualifications are required for all proposed project personnel, including all subcontractors. Qualifications and capabilities of any subcontractors must also be included. 3. State history of the firm, in terms of length of existence, types of services provided, etc. Identify the technical details that make the firm uniquely qualified for this work. PAST INVOLVEMENT WITH SIMILAR PROJECTS The written proposal must include a list of specific experience in the project area and indicate proven ability in implementing similar projects for the firm and the individuals to be involved in the project. A complete list of client references must be provided for similar projects recently completed. It shall include the firm/agency name, address, telephone number, project title, and contact person. PROPOSED WORK PLAN Provide a detailed and comprehensive description of how the Consultant intends to provide the services requested in this RFP. This discussion shall include, but not be limited to: how the project(s) will be managed and scheduled, how and when data will be delivered to the City, communication and coordination, the working relationship between the consultant and City staff, and the company’s general philosophy in regards to providing the requested services. Consultants shall be evaluated on the clarity, thoroughness, and content of their responses to the above items. FEE PROPOSAL Fee schedules shall be submitted part of the proposal. Fee quotations are to include the names, title, hourly rates, overhead factors, and any other relevant details. Include any other cost and price information that would be contained in a potential agreement with the City. The hourly rates may be used for pricing cost if additional services are requested over the life of the contract. The proposal should highlight key staff and positions that would likely be involved with projects. Consultants shall be capable of justifying the details of the fee proposal relative to personnel costs, overhead, how the overhead rate is derived, material and time. PROPOSAL EXCEPTIONS Include any exceptions or requested changes that the Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified. Items not excepted will not be open to later negotiation. AUTHORIZED NEGOTIATOR Include the name, phone number, and e-mail address of persons(s) in your organization authorized to negotiate the agreement with the City. ATTACHMENTS 1. Sample Contract 2. Insurance Requirements 3. Plan Review Fee Proposal & Rental Inspection Fee Proposa EVALUATION OF PROPOSALS The submission of a proposal shall be deemed a representation and warranty by the Proposer that they: 1. Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of this proposal. 2. Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted. 3. Represent that all information contained in the proposal is true and correct. 4. Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal. 5. Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer and Proposer hereby grants the City permission to make these inquires and to provide any and all related documentation in a timely manner. 6. No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed to any fact or condition. 7. It is anticipated that this agreement will be considered at the City Council meeting of May 21, 2024.