TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DEPARTMENT
DATE: MAY 27, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH BPR CONSULTING GROUP FOR PROFESSIONAL BUILDING DIVISION SERVICES (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
The Claremont Building Division is responsible for reviewing plans submitted by project applicants and conducting inspections to verify that buildings comply with all applicable codes. The Building Division has experienced an increase in the volume and complexity of plan submittals and requests for building inspections. In February 2025, the City entered into an agreement with BPR Consulting Group (BPR) for an amount not to exceed $50,000 for plan review and contract building inspection and staffing services. BPR has provided significant assistance to the Division during this time by ensuring reviews and inspections are performed promptly. The Division needs continued contract services to ensure current service levels are maintained without interruption to the community.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the existing professional services agreement with BPR Consulting Group extending the term to June 30, 2026, and increasing compensation by $350,000.
Body
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Do not authorize the amendment.
FINANCIAL REVIEW
The cost for contract building services provided by BPR from June 2025 to June 2026 is estimated to be $350,000. This estimate is based on the current volume of work being assigned to contract staff and anticipated complex development projects that are anticipated to move forward over the next year.
Building plan check revenues for 2024-25 are anticipated to be approximately $250,000, which is collected to recover the costs for staff and contracted services to review building plans for the year. On average, the City collects over $400,000 per year in building plan check revenues, paid in full by applicants submitting construction plans to the City. The collection of these revenues fluctuates based on the amount of development within the City each year. Additionally, building permit revenues are anticipated to be $1,200,000 in 2024-25. These fees are collected when an applicant pulls their building permits, and offsets the cost of permit processing and inspections by the Building Division or contact staff.
The proposed agreement with BPR includes service rates for the initial plan review and two back-check reviews that are set at sixty-eight percent of the project’s plan review fees collected by the City for that project. The remaining thirty-two percent is anticipated to recover the costs of City staff and overhead that support each plan check application. In essence, the costs of this agreement are fully paid by the applicant’s plan check fees collected by the City. Furthermore, BPR provided standard plan review time standards in the draft agreement that will turn around the plan reviews within ideal timeframes and reduce the potential for backlog or other delays in getting projects through the plan review stages.
The staff cost to prepare this report and administer this contract is estimated at $500 and is included in the operating budget of the Community Development Department.
ANALYSIS
The Building Division is responsible for reviewing and implementing building standards for all residential and commercial improvements to ensure compliance with all applicable codes. Due to the substantial volume and complexity of upcoming development projects, contracted staffing and plan review services are necessary to continue operations without interruptions to the community. Using contract staff allows for flexibility to meet demand or scale back depending on the city's needs.
BPR Consulting Group has demonstrated reliability and responsiveness in providing plan check and inspection services, allowing the Building Division to maintain service levels and avoid project delays. BPR has a large, diverse staff, including engineers, architects, and ADA specialists, who provide a high level of attention and care to projects for the community.
The proposed amendment will allow BPR to continue providing plan check and contract staffing services as needed. Ongoing use of contract services enables the City to scale staffing levels efficiently in response to fluctuating demand, ensuring timely service delivery.
Examples of anticipated larger near-term projects include the Trumark Homes review, Scripps College arts building expansion, Claremont McKenna Sports Fields structures, City Ventures Townhomes, and various Claremont Colleges-related projects. Examples of need for periodic supplemental inspection staffing in the Building Division include coverage when existing staff are out on leave or workload volumes rise, necessitating an additional part-time building inspector.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: General Plan and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Alex Cousins
Community Development Department Senior Management Analyst