Resolution No. 79461
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RESOLUTION NO. 7946
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSAL FOR BUILDING AND SAFETY PERMIT TRACKING
SOFTWARE SYSTEM
WHEREAS, the Building and Safety Division of the Department
of Community Services & Water issues a high volume of building and
safety permits each year valued at approximately $90 million and
collects fees of approximately $800,000; and
WHEREAS, the tracking and record keeping of the permits is
performed manually on hard copies of the permits and the Department of
Community Services & Water has determined that the existing system
lacks functionality and lacks the ability to quickly produce adequate
support information to meet the need of management for more timely and
complete information; and
WHEREAS, the City of Vernon is interested in obtaining
proposals from software firms to assist in the development and
implementation of a data management system that provides comprehensive
data collection, storage, report writing, and interfacing with the
City GIS (geographic information system); and
WHEREAS, on April 9, 2002, the Finance Committee recommended
that the City Council approve the recommendation of Bruce V.
Malkenhorst, Director of Finance, dated March 28, 2002, that the City
issue a Request for Proposal pursuant to Section 2.29-2 of the Vernon
City Code.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
28 11 SECTION 1: The City Council of the City of Vernon hereby
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finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
directs the City Administrator/City Clerk, or his designee, to issue
the Request For Proposal, a copy of which is attach hereto as Exhibit
"A" and made a part hereof, and to report to the City Council on the
proposals received with a recommendation for action.
SECTION 3: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 17th day of April, 2002.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
EONIS C. MALBURG, May r
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon,
do hereby certify that the foregoing Resolution, being Resolution No.
7946, was duly adopted by the City Council of the City of Vernon at a
regular meeting of the City Council duly held on Wednesday, April 17,
2002, and thereafter was duly signed by the Mayor of the City of
Vernon.
IClerk
(S EAL )
BRUCE V. MALKENHORST, City
- 3 -
EXHIBIT
VA&
CITY OF VERNON
REQUEST FOR PROPOSALS
BUILDING PERMIT TRACKING SYSTEM
Table of Contents
1.0 Introduction
2.0 Project Background
3.0 Selection Process, Criteria, and Schedule
4.0 Proposal Contents
5.0 Scope of Work
6.0 Compensation
1.0 Introduction
. The City of Vernon invites proposals to provide a Building Permit tracking system which
includes software and training. The proposal will include an oral presentation detailing and -
demonstrating the capabilities of the software and its applicability to the City of Vernon's permit
records. The proposal will include a written description of attributes of the system applied to the
City of Vernon and a detailed estimate of the costs of the components and totals recommended
for the City of Vernon. The proposal shall also address the computer hardware necessary to
support the permit tracking software. A detailed Product Feature List is included in Exhibit 4 of
this RFP.
A total of 5 proposals should be submitted by 4:00 PM, Wednesday, April 17, 2002 to:
Kevin Wilson, Director of Community Services
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Any questions or information about this proposal should be directed to Sherwood
Natsuhara,,Deputy Director of Community Services, (323) 583-8811, Ext. 305.
2.0 Background
2.1 City of Vernon
The City of Vernon is primarily an industrial City located approximately 5 miles
southeast of downtown Los Angeles. The City has a small residential population, but is home to
1,200 businesses employing 55,000 people. Vernon was incorporated in 1905 and consists of
approximately 5 square miles within a built out environment.
2.2 Purpose
The City of Vernon issues 1200 or more permits each year for manufacturing and
industrial uses with an annual valuation of $80 to $100 million dollars. Recording and tracking
these permits is essential to the owners and occupants of properties in the City. A computer
Program to efficiently and effectively record and display this data will enable staff to provide this
service to the stakeholders in the City of Vernon.
3.0 Selection Process, Criteria and Schedule
3.1 Vernon Selection procedures
The City of Vernon will appoint a panel of staff to serve as the selection recommendation
panel for this professional service contract. The selection recommendation panel will evaluate
the written proposals based on the selection criteria listed in Exhibit 2. The selection
recommendation panel will interview selected consultants. Selected consultants shall schedule
presentations to be made to the selection panel at the City of Vernon City Hall, 4305 Santa Fe
Avenue, Vernon, CA: The presentations shall present detailed descriptions of the capabilities of
the system and a computer demonstration of the system in action. The presentation shall cover
all the requirements and features specified in the Product Feature List, Exhibit 4.
The panel will make a recommendation of award to the City Council of the most
qualified firm. The City of Vernon professional service selections will be qualifications -based.
Subject to approval by the Council, Vernon will enter into negotiations with the most qualified
firm. The goal is to obtain City Council approval as soon as possible after negotiations. The
expected schedule for the selection process is attached as Exhibit 3.
3.2 Contract Format
The City of Vernon maintains a standard form of agreement which requires specific
insurance and indemnification. Copies of this agreement will be provided to the firms invited to
present their product. Firms shall identify any exceptions or conditions which would prevent
their being able to enter into an agreement with Vernon at the interview. The form of contract
will be on a cost basis with a maximum authorized amount. The selected consultant may be
subject to pre -award and post -completion audits.
3.3 Funding Sources
Funding for this project is expected to come from local funding sources.
4.0 Proposal Contents
4.1 Identification
Identify the prime consultant (name of firm, address, telephone and fax numbers). Please
indicate whether the firm is a corporation, joint venture, partnership or sole proprietorship. Please
provide the same information for all subconsultants that will be participating in this project as
part of the consulting team. Each team member and their qualifications should be listed in the
proposal.
4.2 Team Organization
Provide an organization chart showing the relationship of all subconsultants to the prime
consultant and with each other. Specify the names of key staff that will be assigned to perform
the work.
4.3 Project Understanding and Proposed Approach
Describe the basic approach for accomplishing implementation of all the features listed in
Exhibit 4. .
4.4 Proposal Length
The proposal should not exceed 20 pages.
5.0 Scope of Work
The consultant shall provide a detailed plan and schedule to implement the installation
and operation by City staff of the program.
6.0 Compensation
The costs of the program, installation, hardware and training shall be specified in the
proposal.
LIST OF ATTACHMENTS
Exhibit 1— City of Vernon Information
Exhibit 2 - Selection Criteria
Exhibit 3 - Proposed Schedule
Exhibit 4 — Product Feature List
CITY OF VERNON INFORMATION EXHIBIT 1
See attached
SELECTION CRITERIA EXHIBIT 2
1. Capabilities and applicability to the City of Vernon Building Department
Permit System
2. Quality of references and user satisfaction with product features, support
training
3. Comparable installations in California including the number of installations
in So. California and similarity to the City of Vernon
4. Vendor stability, longevity in the field, financial strength and software update
policy
5. Costs of the initial system, training, implementation, maintenance fees,
customization
PROPOSED SCHEDULE EXHIBIT 3
April 17, 2002
April17, 2002 — April 23 2002
May, 2002 '
June, 2002
Due date for proposals
Selection of firms for interview
Interviews of short-listed firms. Selection of Consultant
City Council Award of Contract
PRODUCT FEATURE LIST EXHIBIT 4
Record permits with all pertinent data. Enter and record permits for building,
plumbing, electrical, mechanical, fire code, and other types of permits
Record and track permits by cost, status, history, tasks, inspector, use, type, occupancy,
combination of data fields
Record and track permits by inspections, notices, payments, complaints, assessor parcel
number, business name, owner name, street, address, business license number, and
violations of occupancies
Record and track by multiple buildings and multiple businesses per parcel
Record data from hand held portable devices
Sort and query permits by all the above records and by date, location, type of complaint.
Track complaints by case number, date, time, action taken, name of staff person
Sort and query permits under review, plan check, approval
Permit processing by permit types using templates and capabilities to add, change, alter
and delete. Issuance of Certificates of Occupancy
Interface with the City of Vernon GIS system and in the future through internet access.
Capability of internet submittal of permits. Data sharing with other Departments to permit
holds to be placed by other staff.
Compatibility with other software especially Digital Map Products GIS System.
Hardware requirements.
Importation of data from other types of databases, especially parcel level data from
outside vendors
Record and track other data fields such as hazardous waste information, proximity to
schools, flood zone information, seismic zones,
Scheduling of inspections, notices and creation of an audit trail
Report writing for types of permits, issued permits, expired permits, status of inspections,
summary of payments,
Community Services& Water: Building Division
Page 1 of 4
EXHIBIT 1
77rT
F Y,v
Building Division
( EA -Qs regarding Building Permits I EA -Qs regarding Certificates o
Occupancy 1
The Building Department is a division of the Community Services
Department and is responsible for issuing building permits. Staffs'
duties include plan checking and inspecting structures to ensure
conformance with appropriate state and local codes.
The City offers a one stop counter where questions regarding
building codes, zoning requirements and public works may be
answered. Due to the unique nature of Vernon, the City employs
experts in the individual fields of construction.
Each new tenant within the City is required to obtain a certificate of
occupancy. As part of this process the Building Department, in
cooperation with the Health Department, inspects structural,
electrical, mechanical plumbing and existing components to insure
that the buildings are safe prior to occupancy. The Health
Department determines if adequate sanitary facilities are provided.
Additionally, the Fire Prevention section reviews the proposed
storage within the structure to ensure that the buildings fire system
is adequate and that maximum qualities of specific height limits are
not being exceeded.
Building Division Mission Statement
To provide accurate and efficient service to the community in a
professional manner while insuring compliance with the codes of the
State of California and City of Vernon.
Building Division Office Hours and Phone Numbers
Office open Monday through Thursday 7:00 a.m. to 5:30 p.m.
Closed Friday
Over the counter plan check hours and inspector office hours:.
7:30 a.m. to 9:00 a.m.
12:45 p.m. to 1:30 p.m.
4:30 p.m. to 5:30 p.m.
http://www.cityofvemon.Org/departments/cOmmunity_services/building.httn 3/26/2002
Community Services & Water: Building Division
Page i of 4
EXHIBIT 1
Section
Phone
Ext.
Building
(323)583-8811
243
Electrical
(323)583-8811
244
Fire Code Enforcement
(323)583-8811
237
Plumbing and Mechanical
(323)583-8811
217
Common Questions Regarding Building Permits
Q. What projects require a permit?
A. With a few exceptions, permits are required for all construction or
alterations including storage racks, installation of equipment, and all
electrical or plumbing installations including gas, water, and fire
sprinkler lines.
Q. Why do I need a permit?
A. A permit is required to insure that minimum code requirements
are met in order to protect the health and safety of the general
public and all occupants.
Q. Who can take out a permit?
A. The owner of the property or a licensed contractor may obtain a
permit for construction.
Q. What is the procedure for obtaining a permit?
A. The applicant must submit a complete permit application along
with two sets of plans. At the time of submittal a plan check fee is
due. Fees are based on the valuation of the permit. Plans are
checked for completeness and code compliance. The amount of time
that it takes for permit issuance is dependent on the complexity of
the project. Some items such as block walls, minor plumbing,
mechanical or electrical work can be issued over the counter. At the
time of issuance, the City will insure that the contractor or owner
maintains worker compensation and a permit fee will be due.
Q. What needs to be submitted?
A. An application for permit and .two sets of plans must be
submitted. Complex projects may require the plans to be prepared
and stamped by a licensed engineer or architect, structural
calculations, Title 24 energy calculations and a current soils report to
be submitted.
Q. What time is the building department staff available to answer my
questions?
A. Building department staff are available to answer questions
Monday thru Thursday, 7:00 a.m. to 9:00 a.m., 12:45 p.m. to 1:30
p.m. and 4:30 p.m. to 5:30 p.m. on a first come first serve basis.
Appointments may be scheduled outside of these hours for complex
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Community Services & Water: Building Division Page 3°of 4
projects. EXHIBIT 1
Q. How do I schedule an inspection?
A. If proper permits have been obtained and the inspection request
is made prior to 3:30 p.m., the building department will make every
effort to conduct the inspection the following workday. Cali the
building division at (323) 583-8811 extension 243.
Q. What time will the inspection take place?
A. The inspection will take place between 9:30 a.m. and 11:30 a.m.
or 1:30 p.m. and 3:30 p.m. Due to field conditions and workloads,
specifics cannot be given.
Q. Do I have to be present during the inspection?
A. Yes, a representative of the owner or contractor must be present
during the inspection.
Q. May I start construction prior to obtaining a permit?
A. No, a permit must be issued prior to the start of construction.
Q. What are the consequences of starting construction without a
permit?
A. Construction started without a permit is subject to extra or
supplementary fees, additionally all work will have to be exposed to
provide access for proper inspection. Work found not to be in
compliance with City codes will have to be immediately repaired or
removed.
back to too
Certificate of Occupancy Questions and Answers
Q. Who needs to have a Certificate of Occupancy?
A. Anyone wishing to occupy a property in the City of Vernon is
required to have a City of Vernon Certificate of Occupancy before
moving employees or equipment into the building.
Q. How do you apply for a Certificate of Occupancy?
A. First obtain an application for a Certificate of Occupancy at the
City of Vernon Department of Community Services and Water
counter at City Hall. The application is fiil.out describing the
proposed use. A fee, based upon the square footage of building area
to be occupied, is paid. An inspection is scheduled. The inspection is
then performed by Building, Electrical, Plumbing/Mechanical, Fire
Prevention, and Health Inspectors to determine the building's
compliance with the Building and Zoning Codes. A few examples of
some of the things the inspector's will be checking for are: adequate
exits, damages to the structure, frontage improvements, unsafe
electrical, adequate restroom facilities, fire protection, proper
ventilation and adequate parking and loading areas.
Q. When does the applicant receive information about the
deficiencies of the building?
A. Upon completion of the inspection the applicant receives copies of
the Inspector's reports. These reports list any corrections that are
http://www.cityofvemon.org/departments/community services/building.htrn 3/26/2002
Community Services & Water: Building Division Page 4` of 4
EXHIBIT 1
required to meet the current Building, Zoning and City Codes.
Q. When is the Certificate of Occupancy issued?
A. A Certificate of Occupancy will be issued when a proposed
occupant completes all required corrections noted in the inspection
report and complies with all applicable codes of the City of Vernon.
To confirm compliance with any corrections noted on the Inspectors'
reports the applicant must contact the specific inspector and arrange
for reinspection.
Q. What if it is imperative for the applicant to take occupancy
immediately and the corrections have not yet been made?
A. After imminent life safety concerns have been corrected the
applicant may request a Temporary Certificate of Occupancy. This
temporary Certificate is an agreement between the applicant and the
City that all remaining corrections will be completed within a
specified time span. If a tenant fails to fulfill the commitment
outlined in the temporary occupancy permit the temporary
occupancy may be voided and power to the facility terminated.
Q. Are there other requirements that affect the issuing of a
Certificate of Occupancy?
A. Yes, before a Certificate of Occupancy Is issued the applicant must
apply for a Business License.
Q. What if the operation emits air pollutants?
A. The applicant may be required to obtain an air quality permit from
the South Coast Air Quality District (SCAQMD). You may contact
SCAQMD at (909) 396-2000 for further information.
Q. What if the business discharges any industrial wastes into the
sewer system?
A. An industrial waste permit from the Sanitation District of Los
Angeles County is required. You may contact them at (562) 699-
7411 for further information.
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http://www.cityofvemon.org/departments/cOmmunity_services/building.htrn 3/26/2002
j BUILDING DEPARTMENT
f CITY OF VERNON
4305 Santa Fe Avenue
Vernon, California 90058 EXHIBIT 1
2001 ANNUAL REPORT
VALUE
PERMITS
Buildings Additional
$5,037,496.00
127
Buildings Industrial
$23,348,915.00
11
Buildings Roofing
$1,113,683.00
30
Buildings Structures (Other)
$10,696,918.00
226
Demolition
$945,000.00
13
Electrical
$25,890,267.00
313
Fire Flammable/Combustible Liquid
$68,720.00
13
Installations
Fire Protection Equipment
$3,442,536:00
160
Mechanical
$18,260,116.00
160
Plumbing
$2,195,211.00
151
Temporary Coaches
$1,200,00
3
TOTALS
$91,000,062.00
07
Certificate Of Occupancy - New Construction
Certificate Of Occupancy - Existing Building 12
185
TOTAL ANNUAL FEES COLLECTED
757,959.61
e evm ison
Director of Community Services & Water
• ' „ : BUILDING DEPARTMENT
• CITY OF VERNON
4305 Santa Fe Avenue
Vernon, California 90058IBIT
1
2000 ANNUAL REPORT
Buildings Additional .
VALUE
PERMITS
$5,097,665.00
136
Buildings Industrial
-------
$30,440,230.00
14
Buildings Roofing
--
$1,286,738.00
32
Buildings Structures (Other)
----
$9,793,834.00
260
Demolition
------_
$1,521,000.00
-16
Electrical �
----_
$22,398,183.00
335
Fire Flammable/Combustible Liquid
Pnstallations
ire Protection
$74,318.00
11
Equipment
$2,521,304.00
169
Mechanical
$9,527,382.00
156
Plumbing
$2,513,807.00
162
Temporary Coaches
$1,800.00
3
TOTALS
$85,176,261.00
- 2g3
Certificate Of Occupancy - New Construction
Certificate Of Occupancy - Existing Building 17
200
TOTAL ANNUAL FEES COLLECTED
am a in I son
Director of Community Services & Water
SUPPORTING
DOCUMENTS
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Bruce Malkenhorst, City Administrator
Id
FROM: Samuel Kevin Wilson, Director of Community Services & Water
DATE: March 4, 2002
SUBJECT: Permit Tracking System — Building and Safety Permits
The City Building and Safety Division issues 1200 to 1300 permits each year with a
valuation of approximately $80-90 million dollars and collects fees of nearly $800,000. The
records and tracking of the permits is now handled manually on hard copies of the permits. In
order to serve the permittees more efficiently, the Community Services Department recommends
we seek proposals from software firms which can provide computer tracking and record keeping
of the permits. The system would be able to accomplish the following:
1. Record and track all building permits by status, history, task, inspector
2. Record and track inspections, reports, notices, payments, complaints
3. Sort and query permits by name, address, inspector, use, type
4. Sort and track permits under review, approval, plan check
5. Interface with the City GIS system, optionally internet access and submittal
The Community Services Department has budgeted for this system in this fiscal year and
I recommend we seek the proposals, evaluate them through a committee of City staff and
implement the program.
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro—Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
City Council
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
March 28, 2002
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
The Community Services and Water Department is requesting to seek
proposals for the purchase of a permit -tracking and record -keeping
software to allow the department record and retrieve permit related
information in an efficient manner. The City Building and Safety
Division issues approximately 1300 permits per year and process these
permits manually. The software requirements include:
• Record and track all building permits by status, history,
task, and inspector.
• Record and track inspections, reports, notices, payments, and
complaints.
• Sort and query permits by name, address, inspector, use, and
type.
• Sort and track permits under review approval, plan check and
interface with the City GIS system, optionally internet access
and submittal.
The department has appropriated $85,000.00 for this expenditure. This
has been reviewed by the City Attorney and the Information Technology
Division Manager. It is hereby recommended that authorization be
granted to the department to seek proposals and a resolution be
approved and executed.
Very truly yours,
Bruce V. Malkenhorst
City Administrator/City Clerk
BVM/gm
:4.
COMMUNITY SERVICES &WATER DEPARTMENT
6:�111 OFFICE MEMORANDUM
TO: Bruce Malkenhorst, City Administrator
FROM: Samuel Kevin Wilson, Director of Community Services & Water
DATE: March 26, 2002
SUBJECT: Permit Tracking System — Building and Safety Permits
The (pity Building and Safety Division issues 1200 to 1300 permits each year with a
valuation of approximately $80-90 million dollars and collects fees of nearly $800,000. The
records and tracking of the permits is now handled manually on hard copies of the permits. In
order to serve the permittees more efficiently, the Community Services Department recommends
we seek proposals from software firms which can provide computer tracking and record keeping
of the permits. The system would be able to accomplish the following:
1. Record and track all building permits by status, history, task, inspector
2. Record and track inspections, reports, notices, payments, complaints
3. Sort and query permits by name, address, inspector, use, type
4. Sort and track permits under review, approval, plan check
5. Interface with the City GIS system, optionally internet access and submittal
The Community_ Services Department has budgeted for this system in this fiscal year and
I recommend we seekthe proposals, evaluate them through a committee of City staff and °-`"
implement the program. If you concur, please schedule this request for proposals for the next
City Council-, meeting. The City Attorney will also be requested to prepare a resolution to
approve the proposal.
SKW/sn
Enclosure
c: City Attorney