SUBJECT/RECOMMENDATION:
Title
Authorize an increase on purchase orders to Joe Payne, Inc. and Quorum Services for Florida Building Code inspections and plan review services in an amount of $350,000.00 for a cumulative not-to-exceed amount of $1,200,000.00 through September 30, 2026, pursuant to ITB #02-23, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On December 15, 2022, City Council approved the award of ITB # 02-23, Code Inspection and Plan Review Services to Joe Payne, Inc., Quorum Services, CAP Government, and Bureau Veritas North America in the annual not-to-exceed amount of $850,000.00. CAP Government and Bureau Veritas North America elected not to renew their contracts.
The Planning and Development Department has experienced unanticipated staff turnover since the contract was originally approved. The Building Division is currently recruiting for four Plans Examiner positions and two Building Inspector positions. Due to these vacancies, the department has had to utilize an average of four contract Plans Examiners and five contract Building Inspectors annually to maintain daily service levels.
In fiscal year 2025, the department completed approximately 17,000 plan reviews, issued approximately 13,000 permits, and completed approximately 30,000 inspections. Fiscal year 2026 is expected to produce a similar volume of business activity. As a result of the continued workload and staffing vacancies, the department remains reliant on contract personnel to maintain service levels.
Due to the continued volume of development activity and current staffing vacancies, additional funding for contract personnel is needed beyond the amount originally budgeted. Contract Plans Examiners and Building Inspectors remain necessary to maintain target plan review turnaround times, provide next-business-day inspections, and comply with State of Florida requirements for plan review timeframes. Approval of this purchase order increase will allow the department to continue utilizing contract personnel to maintain required service levels through the remainder of the contract term.
Based on the current plan review and inspections workload, the Planning and Development Department is requesting authorization for an additional $350,000.00 to maintain these services through the contract term ending on September 30, 2026. Current monthly billings have averaged approximately $80,000.00. Flexibility is also requested to allocate these additional funds between the contractors based on work needs and contractor availability. Typically, the Department utilizes Joe Payne, Inc. as the primary contractor and Quorum Services as the secondary contractor.
Fiscal year 2026 is the final year of the current contract. The Planning and Development Department anticipates presenting a recommended award for a new contract to City Council prior to October 2026 for fiscal year 2027.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the Planning and Development Department cost code 0101430-530300, contractual services, to fund the current year of this contract. Future year funding will be requested as part of the annual budget process.
The Planning and Development Department is funded by revenues from the General Fund, with these costs offset by revenues received from permit fees.
USE OF RESERVE FUNDS: N/A
STRATEGIC PRIORITY:
This budget amendment supports the priority to deliver effective and efficient services by optimizing city assets and resources through the continued utilization of contracted staff to ensure a continued level of service that meets demand and statutory standards.
