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HomeMy WebLinkAboutProfessional Service Agreement with RIMI for Mechanical Inspection Services~~i~E IDIAN~- Public ~ D A H O Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Brent Bjornson -Building Services~~~ DATE: November 9, 2009 SUBJECT: Professional Services Contract for RIMI Inc. (Mechanical) I. RECOMMENDED ACTION A. Move to: Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba 1. Approve the new professional services contract for RIMI Inc., and authorize the Mayor to sign and City Clerk to attest. II. DEPARTMENT CONTACT PERSONS Tom Barry, Director of Public Works 489-0372 Bruce Freckleton, Development Services Manager 489-0362 Brent Bjornson, Building Services Inspection Coordinator 489-0304 III. DESCRIPTION A. Background Building Services has collaboratively worked with the City of Meridian Legal Department to write five new professional services contracts for the contract plan review and inspection consultants in Meridian Building Services. Included are: Structural, Electrical, Plumbing, Fire and Mechanical. Each respective contract holder has recently accepted and signed the new contracts. The collaborative effort was a lengthy process. After work with Legal and meeting with the contract holder additional modifications and adjustments were required with more review, meetings and discussion. Page 1 of 4 The contract language was changed to reflect more closely how Building Services is currently operating, as well as new contractual expectations. We met with contract staff several times and are presenting the final product for your review. To that end, each contract is a three year contract beginning October 1, 2008 through September 30, 2011. Essentially, one year is retroactive to 2008. The existing contracts expired September 30, 2008. From that time to the present the consultants have essentially been working under implied contract while the new contracts were being developed. B. Consultant Selection Our consultants have previously served the City of Meridian for many years and contract renewal has been offered to each contract holder once again without competitive open bidding. We feel that this is beneficial for the City for the following reasons: existing working relationships with the building community, and a clear understanding of internal process, databases and staff. In addition, the customer satisfaction survey scores have shown steady increase over the past five years. IV. SIGNIFICANT CONTRACT CHANGES A. Strateg,~c Impact: 1. Clarify lang_ua~e in all contracts to gain enhanced field representation, safety, advertising and public outreach. a.) This includes safety gear and clothing, business cards, photo identification, prohibition of displaying logos, graphics and advertising while representing the City of Meridian. 2. Add language to maintain and obtain new certification as required by Idaho Code and/or certification for the type of work performed. 3. Consultants shall provide all related code materials necessary to perform Services as required, if the sin Ig a city copy provided is not adequate. a.) This change will save the City of Meridian approximately $2,000 every time new reference materials are purchased. Page 2 of 4 4. Appropriation Clause. a.) This was added since the proposal would extend the term of the contract past the city fiscal year end. 5. Disaster & Emergency a.) Previously there was no provision for compensation for inspection in this area. We have added $75.00 per hour when and if this occurs. This amount is consistent with the hourly rate provided for in the transition clause of the contracts. 6. Reporting: All contract employees will report directly to the Buildin Pg laps & Inspection Coordinator position which is consistent with the re- organizational structure of the Public Works Department. 7. Staffing levels related to plan review, inspection and additional time spent in the office. a.) Contracts were changed to specify that all fast track tenant improvement plan reviews be completed in no more than three working days after receipt of complete application. b.) Contracts were changed to specify morning and afternoon inspection requirement (am or pm), and the 48 hour response language was removed to enhance customer service timelines. c.) Contracts were changed to specify that all contractors be available in person for all scheduled meetings or consultations necessary. 8. Performance Expectations for Contract Inspectors. a.) Exhibit B was added to all contracts to define and provide customer service expectations that are similar to the City of Meridian's values related to customer service, accountability, respect and excellence. b.) Work Hours: Time at the office shall be dedicated to City business only. Page 3 of 4 V. FINANCIAL IMPACT Payment of Contract and Inspection Fees shall be made by the l Ot" of each month according to the value placed on the building permits and based upon the following pay schedule: a.) 75% of the permit fees for the first $30,000 in permit fees collected annually. b.) 60% of the permit fees over $30,000 to $45,000 in permit fees collected annually. c.) 50% of the permit fees between $45,000 to $60,000 in permit fees collected annually. d.) 40% of the permit fees over $60,000 in permit fees collected annually The above schedule has not changed from that of previous contract. VI. TIME CONSTRAINTS There are no specific time constraints with the review and approval of these five contracts other than to retain the existing services if approved. As stated previously, all five are three year contracts for the time period beginning October 1, 2008 through September 30, 2011. Approval of Division Manager: ~ I ~23 ~04 Bruce Freckle , Dev. Services Manager Date Page 4 of 4 PROFESSIONAL SERVICES CONTRACT BETWEEN: CITY OF MERIDIAN, IDAHO, an Idaho Municipal Corporation, hereinafter "City" AND: RIMI Inc., an Idaho corporation, hereinafter "Contractor." DATED: This ~ day of 2009. PREMISES: 1. Whereas, the City of Meridian provides mechanical inspection services and mechanical plan reviews for structures constructed within the City of Meridian. Mechanical plan reviews are required to be performed prior to permit issuance for any project deemed necessary by the City of Meridian. 2. Whereas, the City desires to facilitate the provision of those services by using the personal services of RIMI, Inc.; and 3. Whereas, the Contractor has been providing such services to the City and is willing and able to continue to provide such services; and 4. Whereas, the City is authorized to obtain, by contract, the services necessary to conduct mechanical inspections and mechanical plan reviews. Mechanical plan reviews are required to be performed prior to permit issuance for any project deemed necessary by the City of Meridian. NOW, THEREFORE, the parties hereto agree as follows: 1. Term. This contract shall become effective on October 1, 2008, and unless earlier terminated or extended, shall expire on or before September 30, 2011. 2. Scope of Services. (a) Contractor shall perform the necessary services in accordance with the schedule as described in Exhibit "A" attached hereto and incorporated herein by reference. (b) Contractor shall also adhere to the performance expectations set forth in Exhibit "B" attached hereto and incorporated herein by this reference. (c) Contractor shall be considered an agent of the City and shall be required to do the following when performing services under this agreement: (i) Display aCity-issued photo identification badge. Contract for Professional Services, RIMI, Inc. Page 1 (ii) The City shall provide business cards, at no cost to the Contractor, in a format approved by the City. Business cards shall be available on display in the Meridian Building Services lobby and provided during field inspections as necessary. (iii) While performing services for the City of Meridian, the Contractor, its subcontractors, if any, and all employers working under this contract shall not advertise on clothing or vehicles (logos, graphics, etc.) any business other than RIMI, Inc. (iv) Wear appropriate clothing and safety gear to protect from personal injury. (d) Maintain current certifications as required by Idaho Code or applicable local requirements per Idaho Code section 54-5021. Each inspector working under this agreement must be certified by the International Code Council as a Commercial Mechanical Inspector and Residential Mechanical Inspector. 3. Prohibited Work. Contractor shall not perform any work under the guise of another business entity, personally or professionally, on any property that is inspected by the Contractor. This shall apply to any work that falls under the inspection responsibilities of the Contractor as contemplated by this agreement. The contractor is strictly prohibited from referring any work to themselves or a company that they are associated with personally or professionally that is in any way related to their duties under this Agreement. Furthermore, when Contractor is occupying a City office, or otherwise working at a City facility, Contractor's time shall be dedicated exclusively to the work contemplated under this Agreement. A violation of this condition can be considered grounds for immediate termination of this Agreement. 4. Compliance With Applicable Law and City Policies. (a) Contractor shall comply with all Federal, state, city, and local laws and ordinances applicable to the work under this contract, including, without limitation, the provisions of Idaho Administrative Rules and the rules and interpretations of the State of Idaho Division of Building Safety. (b) Contractor shall adhere to all City policies pertaining to workplace conduct, including but not limited policies related to use of City Equipment, Drug and Alcohol Policy, and Safety Policy. 5. Reporting. Contractor agrees to prepare and furnish such reports and data as may be required by the City. Contractor agrees to, and does hereby grant the City the right to reproduce, use and disclose for City purposes, all or any part of the reports, data, technical information and client information furnished to the City under this contract. Any information or data which comes into possession of Contractor in connection with services provided under this agreement shall become City information and shall not be disclosed by Contractor to anyone outside the City, unless the requester complies with the Idaho Public Records Act. Contract for Professional Services, RIMI, Inc. Page 2 / A 6. Records Maintenance; Access. Contractor agrees that services provided under this contract by Contractor, facilities used in conjunction with such services, client records, Contractor's policies, procedures, performance data, and other similar documents and records of Contractor that pertain, or may pertain, to services under this contract shall be kept at the office space provided by City and shall be open for inspection by the City, or its agents, at any reasonable time during business hours. Contractor agrees to retain such records and documents for the period specified in the City of Meridian's records retention schedule, or such longer period as may be required by Idaho Code § 50-907. 7. Payment of Contract and Inspection Fees shall be made by the 10th of each month according to the value placed on the mechanical permits and based upon the following pay schedule: (a) 75% of the permit fees for the first $30,000 in permit fees collected annually. (b) 60% of the permit fees over $30,000 to $45,000 in permit fees collected annually. (c) 50% of the permit fees between $45,000 to $60,000 in permit fees collected annually (d) 40% of the permit fees over $60,000 in permit fees collected annually The City of Meridian agrees to provide office space, computers, telephone system, inspection tags, permit notices, business cazds and clerical support, as maybe necessazy to assist contractor in the issuance of permits, receiving and distributing mechanical inspection requests and public assistance. The contractor shall support and enforce all adopted codes within the City of Meridian as well as the regulation of design, construction, quality of materials, erection, installation, alteration, repair, location, relocation, replacement, addition to, use of, maintenance of HVAC systems, and collection of fees, and to cazry out all of the regulations, provisions, conditions and terms of the International Mechanical Code and other adopted state or local codes and/or other business transactions that would need to be conducted by the Mechanical Inspector that aze directly related to providing services under this Contract. One soft-bound copy, with commentary, of all adopted codes will be provided. All other versions of adopted codes (including but not limited to specialty books, loose leaf, and electronic) as desired by contractor, shall be provided at the sole cost and expense of the Contractor. The code reference materials described herein will be located in one central location in Meridian Building Services for all inspection disciplines to utilize. Contract for Professional Services, RIMI, Inc. Page 3 8. Termination (a) All or part of this contract maybe terminated by mutual consent of both parties in writing. (b) If RIMI, Inc. ceases to act as the Mechanical Inspector for the City of Meridian, as outlined below, then this contract shall immediately be terminated and become null and void. (c) In addition, City may terminate or modify this contract, in whole or in part, effective immediately upon delivery of written notice to Contractor, or at such later date as may be established by City under the following conditions: (i) If Federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract; (ii) If any professional license, insurance, bond or certificate required by law, regulation or this contract to be held by Contractor to provide the services required by this contract, is for any reason denied, revoked, suspended, or not renewed; (iii) If City has evidence that Contractor in the course of its duties herein has endangered or is endangering the health and safety of clients, residents, staff or the public; (iv) Falsification of records by Contractor; (v) Failure of the Contractor to comply with the provisions of this contract and all applicable Federal, state or local laws and rules, including applicable building codes and Idaho Administrative Rules. (vi) If Contractor fails to provide services as set forth in Exhibit "A"; (vii) If Contractor fails to provide services called for by this contract within the times specified on Exhibit "A"; (viii) If Contractor fails to adhere to the performance expectations set forth in Exhibit "B" (viii) If Contractor or its agents engage in fraud, dishonesty, or any other act of misconduct in the performance of this contract; (ix) If continued or repeated justifiable, documented complaints are made against Contractor or its agents for: (a) failure to provide services specified on Exhibit "A"; or (b) perform their duties in a courteous and professional manner; (x) If the City Council determines that termination of the contract is in the best interests of the City, including but not limited to a determination by the City Council that the obligations under this agreement would violate Article VIII, Section 3 of the Idaho Constitution as a result of the City's failure, neglect, or refusal to appropriate sufficient funds as may be required for City to continue to perform its obligations under this agreement. Contract for Professional Services, RIMI, Inc. Page 4 (d) Time is of the essence of Contractor's performance of each and every obligation and duty under this Agreement. City, by written notice to Contractor of default or breach may terminate the whole or part of this contract: (i) If Contractor fails to provide services called for by this contract within the time specified herein or any extension thereof; or (ii) If Contractor fails to perform any of the provisions of this contract, or so fails to pursue the work as to endanger performance of this contract in accordance with its terms, and after receipt of written notice from City fails to correct such failures within 14 calendar days or other period as specified. The rights and remedies provided above are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. A waiver by City of any rights, remedies or provisions provided in this contract or by law, is not a waiver by City of any other rights, remedies or provisions, whether or not similar, nor shall any waiver in one instance constitute a waiver in any other instance or constitute a continuing waiver. City shall not have to reinstate any provisions of this contract following a waiver for the provision to be effective in any other instance. 9. Designated Mechanical Official. RIMI, Inc., acknowledges that Terry Medley is designated as the Mechanical Inspector with the primary responsibility for providing and performing all duties required under this contract for the City of Meridian. If for any reason Terry Medley fails or ceases to continue as the Mechanical Inspector for the City or Meridian, Contractor shall be required to give notice to the City of Meridian. 10. Independent Contractor. Contractor is not an officer or employee of the City. Contractor is engaged as an independent contractor, and will be so deemed for purposes of the following: (a) Contractor will be responsible for payment of any Federal or state taxes required as a result of this contract. (b) Contractor is not entitled to any benefits generally granted to City employees. Without limitation, but byway of illustration, the benefits which are not intended to be extended by this contract to the Contractor are: vacation, holiday, sick, or other leaves of pay; medical or dental insurance; or, retirement benefits. (c) Contractor is an independent contractor for purposes of the Idaho Workers' Compensation laws, and shall comply with all applicable Workers' Compensation insurance requirements. Contract for Professional Services, RIMI, Inc. Page 5 (d) Substantially all necessary tools, equipment, supplies and all other administrative support expenses will be furnished by the Contractor, with the exception of the items to be furnished by City as set forth in Article 7. (e) Contractor will not be eligible for any Federal Social Security, State Workman's Compensation or unemployment insurance payment from the City or charged to City's account. 11. Subcontracts and Assignments; Successors in Interest. To insure the appropriate, uninterrupted, adequate and timely service to the residents of the City of Meridian, Contractor shall not enter into any contracts or subcontracts for any of the work required by this contract, or assign or transfer any of its interest in this contract, without the prior written consent of the City. City may withhold its consent to assignment, succession or other transfer of Contractor's rights and responsibilities under this Contract, when City, in its reasonable discretion, determines that the proposed assignment or transfer would not serve the bests interests of the citizens of Meridian. The provisions of this contract shall be binding upon and shall inure to the benefit of the parties hereto, and their respective subcontractors, agents, successors and assigns, if any. 12. Transition. In the event this contract is terminated, or is not renewed or extended, the parties agree that a period of transition will be necessary to assure adequate protection of the public and continuity of service to contractors. Contractor agrees that for thirty (30) days after termination of this agreement, it will provide such services as are requested by City. During the thirty (30) day period, City will compensate Contractor $75.00 per hour for each hour worked. Contractor will submit detailed billings, including time records containing: date, service, personnel information, and time expended (recorded in one-quarter hour increments). Payment will be made no later than the 15th of the month for billing statements submitted not later than the first day of that month. 13. Insurance and Bonding. (a) General Liability Insurance. Contractor will have in place liability coverage while serving the City pursuant to this contract. Contractor shall obtain and, at all times, keep in effect comprehensive general liability insurance with a combined single limit not less than $1,000,000 or the equivalent for property damage and bodily injury or death per occurrence. In the event a unilateral cancellation or restriction by the insurance company of the insurance policy referred to in this paragraph, Contractor shall immediately notify City orally and then in writing within three (3) days. City has the right to suspend portions or all of the services, operations and duties due under this contract if Contractor's general liability insurance is revoked, cancelled, expires or Contractor is otherwise without general liability insurance. Contractor will be Contract for Professional Services, RIMI, Inc. Page 6 afforded a reasonable time to obtain insurance. If Contractor can not obtain insurance within a reasonable time, City may terminate this contract. (b) Automobile Liability Insurance. Contractor shall obtain, at Contractor's expense, and maintain in effect during this Contract, Automobile Liability Insurance with a combined single limit per occurrence of not less than $500,000 naming the City of Meridian as an additional insured. (c) Additional Insured. Contractor shall name the City, its officers, employees, and agents as Additional Insured on any insurance policies required herein only with respect to Contractor's activities being performed under this Contract. Such insurance shall be evidenced by a Certificate of Insurance, issued by an insurance company licensed to do business in the State of Idaho (ACORD Form 27), containing a 30-day Notice of Cancellation endorsement and shall be forwarded to City. (d) Error and Omission Insurance. Contractor shall maintain error and omission or professional liability insurance for the services under this contract in an amount not less than $500,000 per occurrence. (e) Worker's Compensation Insurance. Contract shall comply with all applicable Workers' compensation insurance requirements of the State of Idaho. (f) Proof of Insurance. Certificates of Insurance (ACORD Form 27 or equivalent) shall be provided for all required coverages and furnished to the City Clerk and a copy to the Building Plans and Inspection Coordinator. 14. Indemnity. Contractor shall defend, save, hold harmless, and indemnify the City, its officers, employees, agents, and members, from all claims, suits, actions or costs including attorney fees and costs of defense resulting from or arising out of the work performed under this contract and arising from the sole or joint negligence of the Contractor. Likewise, subject to the limits of the Idaho Torts Claims Act, City shall save, hold harmless and indemnify Contractor from all claims, suits, actions or costs, including attorney fees and costs of defense resulting or arising out of this contract and arising from the sole negligence of City. 15. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian Building Services 33 E. Broadway Avenue Meridian, Idaho 83642 Contract for Professional Services, RIMI, Inc. Page 7 RIMI, Inc. 1105 NW Bluegrass Circle Mountain Home, Idaho 83647 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 16. Nondiscrimination. Contractor agrees that it shall not discriminate against any person in the performance of this contract, on the grounds of race, color, creed, national origin, sex, marital status, disability or age. 17. Attorney Fees. In the event an action, suit, or proceeding, including appeal therefrom, is brought for failure to observe any of the terms of this contract, the non- prevailingparty shall be responsible for the prevailing party's attorney's fees, expenses, costs, and disbursements for said action, suit, proceeding or appeal. 18. Governing Law; Jurisdiction; Venue. This contract shall be governed and construed in accordance with the laws of the State of Idaho without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding between the City and Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively with the Fourth Judicial District Court of Ada County for the State of Idaho. Provided, however, if the claim must be brought in a federal forum, then it shall be brought and conducted exclusively within the United States District Court for Idaho. 19. Subject Employers. The Contractor, its subcontractors, if any, and all employers working under this contract are subject employers under the Idaho Worker's Compensation Law and shall comply with said law, which requires them to provide worker's compensation coverage for all their subject workers. 20. Amendments. The terms of this Contract maybe amended upon the mutual consent of the parties. Contractor expressly agrees to amendments which may be necessary from time to time to incorporate changes or provisions required by law or the Division. 21. Severability. The terms of this Contract are severable and a determination by an appropriate body having jurisdiction over the subject matter of this Contract that results in the invalidity of any part, shall not affect the remainder of this Contract. Contract for Professional Services, RIMI, Inc. Page 8 Dated this 2 3 day of ~~~ ~-~~`- , 2009. RIMI, INC. L~ v ~~ BY: ~ ~ i~~ TERRY DLEY CITY OF MERIDIAN BY: TAMMY EERD, MAYOR Attest: JAYC L. HOLMAN, CITY CLERK STATE OF IDAHO, ) County of Ada, ) rte` ss: on this ~ day of N , 2009, before me, the undersigned, a Notary Public in and for said State, personally appeared TERRY MEDLEY, known or identified to me to be the representative of RIMI, Inc., and whose name is subscribed to the within instrument, and acknowledged to me that he executed the same for RIMI, Inc. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal ., .,. ~~d'~ ~nd~~ax in this certificate first above written. r •y ~°UB 1.1G ~-'i~.,~ Oi~ 1DP~~' STATE OF IDAHO, ) . ss: County of Ada, ) Contract for Professional Services, RIMI, Inc. Notary blic for Idaho Residing at: 30 >c~t. , l rD My Commission Expires: ~-1 ~ I - zo ~ Page 9 On this o'1 ~}~ day of ~ pyem~~! , 2009, before me, the undersigned, a Notary Public in and for said State, personally appeared TAMMY de WEERD and JAYCEE L. HOLMAN, known or identified to me to be the Mayor and City Clerk, respectively, for the City of Meridian, and the persons whose names are subscribed to the within instrument, and acknowledged to me that they executed the same on behalf of the City of Meridian. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. ~....... (SEAL) , 'gSiCA elp• . , ,t/i, . ~ , . ~ . :~ • • OF ID~'••• ••..^.• Not Public for daho Residing at: ~s~ria ~ rla.ko My Commission Expires: - - I Contract for Professional Services, RIMI, Inc. Page 10 EXHIBIT ~~A" SERVICES TO BE PERFORMED BY RIMI, INC. 1. Computerized Permit Tracking Program. Contractor shall perform all data entry related to field inspections into the City of Meridian's computer permit tracking database for all types of mechanical permit inspection requests received. This shall include specific inspection notes, pass/fail status, final inspection status and include re-inspection entries and specify regular or double re-inspection fees if required. The data entry for every mechanical inspection shall be entered into the tracking database dally. 2. Public Office. Contractor shall maintain regular business hours and/or be available by telephone, located at 33 E. Broadway Avenue, Suite 102, Meridian, Idaho. Business hours are from 8:00 am to 5:00 pm, Monday through Friday, except holidays or as determined by Building Services through the City of Meridian. 3. Coordination. Contractor shall mutually coordinate any required plan reviews with the City Planning officials and Public Works officials. Field inspections will verify and incorporate the requirements of plan review. When plan review is required it shall be performed before permits are issued. 4. Conflicts. Contractor shall report to the Building Plans and Inspection Coordinator any potential conflicts of interest it may have relative to a construction project. 5. Administration and Enforcement of Codes and City Ordinances. Contractor shall enforce and comply with building code provisions as maybe codified or ordained by the City. Contractor shall assist the City in enforcing its planning and zoning ordinances, including the flood plain ordinance, and other ordinances related to building sites, and building uses. Contractor shall report to the City of Meridian Building Plans and Inspection Coordinator any observed violations of the City's planning and zoning ordinances, or other ordinances of which Contractor has knowledge as well as the current code adopted by the City of Meridian. 6. Organization of Contractor. City shall be apprised in writing of Contractor's corporate organization and name of Directors at all times. All personnel will possess the appropriate inspection certifications. A list of personnel assigned to perform duties under this contract will be given to the Building Plans and Inspection Coordinator and updated in writing as any changes are made. Exhibit "A" -Page 2 7. Performance of Services and Duties. Contractor shall ensure that he interprets all applicable codes reasonably and impartially. In addition, Contractor shall ensure that all of its personnel and subcontractors perform all duties required under this contract in a courteous and professional manner. Contractor is directly responsible to, and reports to, the Building Plans and Inspection Coordinator. 8. Disaster and Emergency Within the City of Meridian. If an emergency, natural disaster, enemy attack or other major incident exists within the City of Meridian, Contractor shall provide services as follows: field assessment and inspections of damage to private and public property, collect damage information, assist in the compilation of damage assessment reports, assist in the completion of a disaster summary outline, review building codes for possible improvements, and assimilate information on damage to private, public structures and businesses and any other services for initial damage assessment under the Ada County Emergency Operations Plan - -Damage Assessment Annex. City will compensate Contractor $75.00 per hour for each hour worked. Contractor will submit detailed billings, including time records containing: date, service, personnel information, and time expended (recorded in one-quarter hour increments). Payment will be made no later than the 15a' of the month for billing statements submitted not later than the first day of that month. At the discretion of the City, any state and federal financial assistance to the City for the above services will be applied for and paid to the Contractor. 9. Staffmg Levels. Contractor agrees to staff this contract with sufficient qualified personnel to allow City to provide timely inspections and reviews of building projects in the City. The following performance standards are expected: Commercial plan review: No more than 10 working days after receipt of complete application where plan review is required by the City of Meridian. Tenant Improvement plan review: No more than 5 working days after receipt of complete application where plan review is required by the City of Meridian. Fast track plan reviews (minor tenant improvement applicationsZ No more than 3 working days after receipt of complete application where plan review is required by the City of Meridian. 10. Performance Standards. The following performance standards are expected: a) Every City of Meridian field inspection requested before 8:OOam (MST) shall be performed that business day between 8:OOam and 5:00 pm. If the request is received on anon-business day, the inspection will be performed the next business day. All inspection Exhibit "A" -Page 3 requests will be received as AM or PM (morning or afternoon) for any business day. The inspector shall perform all AM/PM inspection requests as such. b) Contractor shall be available in-person for all scheduled in office consultations or meetings scheduled by City of Meridian employees through the City of Meridian Building Services located at 33 E. Broadway Avenue, Suite 102, Meridian, Idaho. Business hours are from 8:00 am to 5:00 pm, Monday through Friday, except holidays or as determined by Building Services through the City of Meridian. c) If the Contractor desires additional services that are not here in above provided by the City of Meridian, then those additional services shall be at the sole cost and expense of the Contractor. 11. Mobile Communications. Contractor will provide its personnel, at its own expense and maintain at their own expense, cellular telephones with voice messaging. Exhibit "A" -Page 4 EXHIBIT "B" Performance Expectations for Contract Inspectors An emphasis needs to be placed on the adherence to the City's organizational values. These four values, and corresponding behaviors, were identified by the City as significant and vital to the success of the City as a whole. Therefore they are something that you as contractors working for the city are expected to adhere to. ^ Customer Service ^ Accountability ^ Respect ^ Excellence 1. Customer Service: We will respond to customers in a genuine, positive, and timely manner. Interactions will be solution oriented, where staff meets and exceeds expectations by listening to customers and following through on their requests. • Timeliness -Respond to requests in a timely manner. • Smile -Smile and present an open, polite, and approachable persona. • Composure -Maintain composure under difficult circumstances. • Information -Share information regarding the customer's concern. • Honesty - Be honest regarding what you can do in accordance with City guidelines • Listening -Listen patiently and then summarize your conversation to make sure you fully understand the concern. • Solutions - If you cannot assist the customer, advise them who will address their concern, and route the concern to the appropriate person. • Follow-up -Follow-up with customers. 2. Accountability: We understand our role in the organizational team, know our jobs, and accept that each of us is responsible for our own work, choices, and actions. Accept responsibility for your actions Actively participate as a team member o Assistance -Assist co-workers when appropriate o Collaboration -Collaborate with others to achieve common goals o Mentoring - Be a positive mentor to those who have less experience -share your knowledge Enjoy your job and do it well o LegaVEthical -Make legal and ethical decisions consistent with City guidelines, rules, policies, and procedures. o Update -Provide accurate and current information regarding: work progress and deadlines, expectations and priorities, and accomplishments. o Education - Develop personal knowledge through continued training and education on current trends and practices. Provide these opportunities to your staff as appropriate. o Order -Maintain workplace and/or city property in working order. o Reporting - Promptly report supply needs, defective or malfunctioning equipment, and/or damage to City property. o Accept -Accept challenging new tasks. o Attitude - Bring a positive attitude to work. Exhibit "B" -Page 1 3. Respect: We will be trustworthy and courteous. We acknowledge and accept people with diverse opinions and backgrounds. Treat people as you would want to be treated. o Acknowledgment -Acknowledge another's presence even if you can't help them right then. o Fairness -Treat all customers and co-workers fairly and equally. o Politeness -Speak politely and listen to what that person has to say. o Communicate -Communicate with enthusiasm, empathy, and patience. o Gossip -Respect people's privacy - do not gossip or pass information of a confidential nature. o Respect City policies by understanding and taking ownership in those policies. 4. Excellence: We will be professional beyond the parameters of the job while being creative, innovative, flexible, and adaptable to community needs. Demonstrate ability to be creative, innovative, and flexible. o Creativity -Think outside the box to solve problems o Challenge -Meet new challenges and be open to change o Initiative -Take initiative to start and/or recommend projects o Improvement -Increase efficiency as well as effectiveness by looking for ways to improve processes. o Feedback -Provide feedback regarding proposed changes. o Adapt -Make personal adjustments to accommodate changes in your work environment. Acknowledge exemplary behavior and pertormance. Exhibit "B" -Page 2