Inter-Departmental Correspondence

Department of Public Works



May 12, 2011


May 24, 2011







Honorable Board of Supervisors


James C. Porter, Director of Public Works


On-Call Inspector of Record Consulting Services for Public Works Projects



Adopt a Resolution authorizing the President of the Board to execute agreements with three “on-call” Inspector of Record consulting firms: (1) 4Leaf, Inc., (2) CM Consolidated, and (3) Inspection Specialties to provide Inspector of Record professional services effective July 1, 2011 to June 30, 2014, for a maximum aggregate amount of $900,000 ($300,000 per agreement).



The Department of Public Works has previously entered into a group of agreements with “on-call” engineering firms to provide consulting services on an “as needed” basis. The “on call” professional service process has worked well, and has expedited and facilitated a variety of County public work projects. Therefore, we are now proposing agreements with “on-call” Inspector of Record Firms. The Department of Public Works conducted a Request for Proposals (RFP) to select consultants for the Inspector of Record Services Agreements. The Request for Proposals Process Matrix describing the process and selected firms is attached as Exhibit “A”.



Proposals were solicited from Inspector of Record firms, through a newspaper advertisement and through advertising on the Public Works website. Representatives from the Department of Public Works participated on the selection committee that reviewed the qualifications of five (5) firms submitting proposals. Based on that review, the selection committee determined that three firms: (1) 4Leaf, INC., (2) CM Consolidated, and (3) Inspection Specialties were best able to meet the County’s needs, and should be retained to provide “on-call” professional Inspector of Record consulting services on as “as-needed” basis.


It is anticipated that a wide variety of construction and remodel projects will be performed within the next three years. The Department does not have in-house inspection of record expertise and relies on consultants to provide this service.


By executing the agreements, the Department will have the ability to utilize the Consultants’ expertise in being the inspector of record for construction related projects, which includes completing tasks such as generating daily reports, conducting special inspections, observing safety on the job site, and addressing permitting.


The Department will issue Task Orders including the scope of work and a not-to-exceed amount to the Consultant. The not-to-exceed amount for the individual Task Orders will vary; however, the cumulative sum of the Task Orders will not exceed the maximum amount of the Agreement. Any increase above the limit of the Agreement would be brought back to your Board for approval.


The terms for these three agreements will be for three (3) years, from July 1, 2011 through June 30, 2014.


County Counsel has reviewed and approved the Resolution and Agreements as to form.


Executing “on-call” Inspector of Record Services agreements contributes to Shared Vision 2025 outcome of Collaborative Community by reducing the cost and time required to execute major construction and renovation projects throughout all County facilities.


Performance Measure(s):


FY 2010-11

FY 2011-12

Percent of funded facilities / capital projects managed by Public Works project management staff completed on time and within budget





A not-to-exceed fee will be established for each approved project that the firms are assigned, and will be based on a detailed scope of work. The total of the fees for all approved projects will not exceed the maximum amount of $300,000 per contract, or an aggregate of $900,000 for all three contracts.


The cost of these contracts will be paid for out of the budgets for the individual projects that are assigned to the contractor. These projects are generally funded by the Capital Projects Fund or the individual departments that are requesting the project.



Exhibit “A”