HomeMy WebLinkAboutVEI LAND DEVELOPMENT PROPOSALCity of Diamond Bar
Mr. Nicholas Delgado -Department of Public Works
21810 Copley Drive
Diamond Bar, CA 91765
Subject: Professional On-Call Engineering Services –LAND DEVELOPMENT PLAN CHECK SERVICES
Dear Mr. Delgado and Members of the Selection Panel:
It is the desire of the City of Diamond Bar to employ a highly qualified consulting firm that can
complete multiple on-call Professional Civil Engineering Services, as outlined in the RFP. Due to the nature
of funding restrictions, it is wise that the City remain fiscally responsible in selecting a consulting firm that
has a lower overhead to allow for a competitive hourly rate. However, that lower overhead rate often
comes at the sacrifice of the technical expertise necessary to perform the job. There are numerous firms
that have the necessary qualifications to perform the professional services tasks, however not many of
them have the lower overhead to generate a better cost savings and man-hour efficiency for the City.
Combining qualified expertise along with a small company size, focused attention and low overhead is
rare to achieve in the industry.We present to you Valued Engineering, Inc. (VEI) as this exact type of
company. VEI was founded with staff having a broad range of large company expertise combined with a
small overhead and focused personal attention, so as to provide the City with the means for efficient
project execution.
In response to the RFP, Valued Engineering, Inc. has developed a wide team with versatile and proven
experience to successfully deliver multiple on-call professional services for the City of Diamond Bar. We
would like to propose on the Land Development tasks. Having worked in the exact capacity for for nearby
agencies including the Cities of Montclair, Highland, San Bernardino, Corona, and Chino, the VEI team
holds a unique skillset that can provide value to the City and its residents. The VEI team has the local
agency knowledge as well as the management, technical and quality control capabilities to deliver the
required on-call services. Since VEI is a Small Business Enterprises (SBE), the City of Diamond Bar will make
a fiscally responsible decision by selecting this team.
The VEI team will be led by Project Manager, Jeff Meiter, RCE, LS, who has over 25 years of experience
working in the public works and private development fields. Jeff has valuable experience with numerous
cities and local agencies, as he has worked directly with City staff for virtually his entire career, so he will
be able to effectively communicate and has the knowledge to lead the team and successfully process the
services to completion. As an added benefit, he has large corporation experience and learned
organizational skills combined with a small company mentality to achieve efficient and effective project
delivery of each task.
A statement of qualifications for our team follows, which includes resumes of staff that will provide
expertise in their designated roles. Our goal in this proposal is to provide the City with the tools to
understand how VEI will be the best qualified consultant for this job. What will set us apart from the rest
of the proposers, however, will be these items:
·the mentality and expedited processing capability of the project team as a small business with
the expertise and organization of a large corporation
·local, specific project qualifications / experience plan checking for City agencies
·certified California Small Business Enterprises and brings value to the City of Diamond Bar
· with a lower hourly rate and therefore more total project man-hours for the same price
We appreciate the opportunity to propose for work in the City of Diamond Bar and hope that we are
considered a viable candidate to complete the on-call professional Civil Engineering services. Please
contact me at (909) 982-4601 or email me at ‘jeff@valued-eng.com’ if you have any questions or require
additional information regarding this submittal. We look forward to the opportunity to assist the City on
this project.
All information submitted in this proposal is true and correct. Valued Engineering is willing to enter
into a contract under the terms and conditions as described in the RFP. This proposal shall remain in effect
for 120 calendar days from the date of this letter and has been signed by an authorized representative of
Valued Engineering. There have been 2 addendum issued as of 5/25/2023.
We appreciate the opportunity to propose and ask that you select Valued Engineering for this position.
Sincerely,
Jeff Meiter, LS, RCE
President
Valued Engineering, Inc.
600 N. Mountain Ave. Suite C102
Upland, CA 91786
Table of Contents
Cover Letter
Table Of Contents
Statement of Experience and Qualifications ......1
Org Chart .........2
Resume .........3
Staff Availabilty .........7
Experience .........7
References .........8
Work Plan .........9
Quality Control ..........13
Fee Schedule ....... Separate Document
W-9 .......Separate Document
1
Statement of Experience and Qualifications
Valued Engineering, Inc.is a company born out
of over 80 years of combined experience from large,
multi-national firms. Founded in 2014 as a California
corporation and a State certified Small Business
Enterprise (SBE), VEI strives to provide our clients
with the high-quality designs of a large corporation,
while responding to requests with the nimbleness
and dexterity of a small organization.Our local,
efficient office houses eight full-service professionals
with our core belief to instill the Valued Engineering
mentality for every job and every client. We want our
clients to understand that VEI will continuously strive
for more efficient and cost-effective designs for each project that we work on, while communicating
effectively so our clients are constantly aware of the project status. As our company mission statement
says, VEI looks to “provide value to every client and every job through integrity, professionalism, and
experience.”
VEI and its officers have never filed for bankruptcy. VEI is a financially strong company with its current
workload of contracts being processed. These current contracts will not conflict with the processing of
the proposed on-call . With the nimbleness of a small company and the organizational understanding of
a large corporation, VEI has the knowledge to complete the proposed assigned tasks and the ability to
respond to challenges that arise. VEI is also a fiscally responsible company, which directs its resources
into the growth and promotion of the company, both from a training and a resource standpoint. VEI
officers hold a set of ethical values in how they run their company and will continue to embrace these
values for this project. VEI will not discriminate against any employee or applicant for employment based
upon race, color, religion, sex, or national origin. VEI is not disbarred, suspended or otherwise declared
ineligible to contract with federal, state or local public agencies. VEI has not failed to enter into a contract
or PSA after they were selected by an agency, nor have they been terminated from a contract. VEI has
never been involved in any litigation, arbitration or mediation for a past contract.
Jeff D. Meiter, with over 25 years of experience in both the Civil Engineering and Surveying world, has
worked for small and large corporations and has experience in all facets of public works development.
With this background, he will be an excellent selection to lead the project team and be the main point of
contact for the City of Diamond Bar. Rounding out the VEI staff is Chris Casey, PE who is a design leader
in the industry, Kent Walton who has over 15 years experience in public works development projects,
Matthew Addignton, RCE, LS who has reviewed public works infrastructure for 20 years, and Joshua
Hernandez and Chuefeng Moua, who has been drafting and designing for over 12 years.
Company information:
Legal Name: Valued Engineering, Inc.
Legal Address: 600 N. Mountain Avenue #C102
Upland, CA 91786
Business Type: Corporation
Representative: Jefferey D. Meiter, President
Contact Phone: (909) 982-4601
Contact Email: jeff@valued-eng.com
California Business License #: C3706081
California Small Business #: 1791371
2
Organization Chart
The org chart below identifies the communicative, functional, and reporting relationships for our
proposed team. The VEI team is organized with all staff reporting to Project Manager, Jeff Meiter. VEI
conducted a thorough analysis of the project and has determined we have more than adequate staff
available to meet the resource requirements. Every individual listed below has provided a commitment
to perform their duties for the duration of the required services no one will be removed or replaced
without the prior written concurrence of the City of Diamond Bar. Our team is a one-stop shop for any
challenges that may arise. Key staff are identified on the chart below.
The VEI team firmly believes in a two-down approach when it comes to project communication. A
minimum of two individuals from VEI will always be on every email, so as to allow for continuous
communication, should one person be unavailable for a short period of time. For this project,Jeff Meiter
will be the main point of communication as project manager and Chris Casey will be the second point of
communication. Please see the following pages for resumes of key staff. Both Jeff and Jorge will be fully
aware of the job status at all times and will be able to respond to any inquiries. Jeff is authorized to
negotiate the contract on behalf of the consulting firm.
Principle Contacts:
Jeff Meiter
Phone: (909) 982-4601
Email: jeff@valued-eng.com
Chris Casey
Phone: (909) 982-4601
Email: chris@valued-eng.com
3
Jeff Meiter, RCE, LS Project Manager
Jeff Meiter has worked directly for various City agencies as a project manager and has a diverse
background in public works engineering and land surveying, including project management and project
engineer experience. He has worked on all manner of commercial, institutional, residential and industrial
development projects as well as public works and transportation projects. He has prepared and
coordinated all necessary construction documents for complete development of proposed sites through
various agencies, including federal, state and local governments. With a background in surveying, Jeff has
a broad knowledge that can be utilized to increase the efficiency of a project’s execution.
Project Highlights
•On-call Plan Checking, Montclair, California:as project manager,
responsible for processing and technical plan checking for all grading
plans, public improvement plans as well as parcel maps, tract maps,
legal descriptions and technical reports.
•On-call Plan Checking, San Bernardino, California:as project
manager, responsible for processing and technical plan checking for
all grading plans, public improvement plans as well as parcel maps,
tract maps, legal descriptions and technical reports.
•On-call Plan Checking, Corona, California:as project manager,
responsible for processing and technical plan checking for grading
plans, public improvement plans as well as parcel maps, tract maps,
legal descriptions and technical reports.
•On-call Plan Checking, Chino, California:as project manager,
responsible for management, processing and technical plan checking
for all grading plans, public improvement plans as well as technical
reports.
•On-call Plan Engineering, Highland, California:as project manager,
responsible for processing and technical preparation of numerous
PS&E plans, legal descriptions and plan improvements throughout
the City limits. Plans included small residential project, as well as
primary roadway designs and technical reports.
•Greenspot Road, Highland, California: as project manager,
responsible for preparation and coordination of a six-lane highway
including traffic signals, medians and intersections from State Route
210 Freeway to Boulder Avenue. This project includes coordination
with various agencies including utilities companies and Caltrans for
revision of the northbound off-ramps.
Relevant Experience
·Extensive experience
processing public works
on-call projects
·Licened land surveyor and
Registered Civil Engineer
·Infrastructure design expert
·Diverse management
experience
Professional Details
Years of Experience: 25
Education: BS, Civil
Engineering, Cal State
Polytechnic Univ Pomona,
1998
Professional Registrations:
RCE #64696, 2003
LS #8217, 2006
References
City of Corona
Chris Horn
Senior Engineer
(951) 736-2435
Chris.Horn@ci.corona.ca.us
City of Highland
Carlos Zamano
City Engineer
(909) 864-8732
czamano@cityofhighland.org
4
Chris Casey, RCE, QSD/P, ENV-SP Civil Plan Reviewer
Chris Casey has a broad resume of engineering experience as a lead designer and has a diverse background
in public works engineering, land development, utility design and surveying. Project engineer experience
includes public works projects with various agencies, commercial, institutional, residential and industrial
development projects. He has prepared and coordinated all necessary construction documents through
various agencies, including federal, state and local governments. Chris has a 10-year history working
directly with the City agencies, processing numerous private and public developments, so he is very
familiar with the practices and the staff.
Project Highlights
·On-Call Plan Checking, City of Anaheim:as project reviewer,
supported staff augmentation for the City of Anaheim Engineering
Services Department. Responsible processing and technical plan
checking for grading plans, public improvement plans, Water Quality
Management Plans (WQMP), and Drainage Studies. Tasks included
review and comment of engineering plans and documents,
completion of review forms and correspondence with the City and
developers.
·On-call Plan Checking, San Bernardino, California:as project
reviewer, responsible for processing and technical plan checking for
all grading plans, public improvement plans as well as parcel maps,
tract maps, legal descriptions and technical reports.
·City of Hope Campus:as project engineer, responsible for
preparation, coordination, and peer review of engineering plans and
technical reports for master plan improvements of Health care
facilities and infrastructure. Improvement plans include design of
grading and drainage plans, BMPs, and LID study and SWPPP
·On Call Plan Checking, CA High Speed Rail: as project reviewer,
supported peer review for the California High Speed Rail project.
Responsible processing and technical plan checking for Railway plans,
public improvement plans, and Drainage Studies. Tasks included
review and comment of engineering plans and documents,
completion of review forms and correspondence with the CA HSRA.
·City of Rialto:as Associate Engineer, responsible for managing
technical review and approval of public works, development projects
and reports that were submitted to the City. Projects would vary in
size and complexity and would include private developments and
public works.
Relevant Experience
·Extensive, current
experience preparing &
reviewing land development
projects
·Infrastructure design expert
Professional Details
Years of Experience: 10
Education: BS, Civil
Engineering, Cal State
Polytechnic Univ Pomona,
2014
Professional Registrations:
RCE #88424, 2017
References:
City of Corona
Savat Khamphou
Public Works Director
(951) 736-2266
savat.khamphou@coronaca.gov
City of Highland
Carlos Zamano
City Engineer
(909) 864-8732
czamano@cityofhighland.org
5
Matthew Addington, LS, RCE Survey Reviewer
Matthew Addington has worked directly for City agencies as a plan reviewer and has a diverse
background in public works engineering and land surveying project. He has worked on all manner of
commercial, institutional, residential, and industrial development projects as well as public works and
transportation projects. He was the City land surveyor for the City of Rancho Cucamonga for over 10 years,
while performing the civil and survey land reviews.
Project Highlights
·City of Rancho Cucamonga, California: as senior engineer, responsible
for managing and review of public works and development projects
that were submitted to the City. Projects would vary in size and
complexity and would include both private developments as well as
public works items. Plans would be redlined and reviewed for
adherence to local, state and federal codes.
·On-call Plan Checking, San Bernardino, California:as project
reviewer, responsible for processing and technical plan checking for
all grading plans, public improvement plans as well as parcel maps,
tract maps, legal descriptions and technical reports.
·On-call Plan Checking, Montclair, California:as project reviewer,
responsible for processing and technical plan checking for all grading
plans, public improvement plans as well as parcel maps, tract maps,
legal descriptions and technical reports.
·Hall & Foreman, various locations, California:as project manager,
assisted the mapping department regarding boundaries for
engineering projects, assisted mapping department in the preparation
of final/parcel maps for engineering projects.
·Rick Engineering, various locations, California:as project engineer,
assisted the mapping department regarding boundaries for
engineering projects, assisted mapping department in the preparation
of final/parcel maps for engineering projects.
·Rick Engineering, various locations, California:as project engineer,
prepared legal descriptions and plats, assisted the mapping
department regarding boundaries for engineering projects, assisted
mapping department in the preparation of final/parcel maps for
engineering projects. While at Tetra Tech, received my land surveyors’
license and signed and sealed my legal descriptions and plats.
Relevant Experience
·Extensive, current
experience for plan check
reviewrs
public works projects
·Worked for public agency
·Infrastructure design expert
Professional Details
Years of Experience: 40
Education: BS, Civil
Engineering, California
Polytechnical School
Pomona, 1985
Professional Registrations:
RCE# 43770, 1989
LS#7649, 2000
References:
City of Rancho Cucamonga
Jason Welday
City Engineer
(909) 477-2740
Jason.welday@cityofrc.us
City of Highland
Carlos Zamano
City Engineer
(909) 864-8732
czamano@cityofhighland.org
6
Kent Walton, EIT Civil Plan Reviewer
Kent Walton has a rich history of engineering experience as a lead designer in public works engineering
and land development. He has worked on various commercial, institutional, residential and industrial
development projects as well as public works and transportation projects. His design capabilities allow for
the efficient plan checking review process
Project Highlights
·On-call Plan Checking, San Bernardino, California:as project reviewer,
responsible for processing and technical plan checking for all grading
plans, public improvement plans as well as parcel maps, tract maps,
legal descriptions and technical reports.
·On-call Plan Checking, Montclair, California:as project reviewer,
responsible for processing and technical plan checking for all grading
plans, public improvement plans as well as parcel maps, tract maps,
legal descriptions and technical reports.
·Lorraine Avenue Waterline, Glendora, California: as project engineer,
responseible for processing and technical preparation of PS&E plans for
a 12” and 16” waterline in Lorraine Avenue, including coordination with
various utilities and railroad crossing.
·Greenspot Road, Highland, California: as project designer, responsible
for preparation and coordination of 5,500 linear feet of a six-lane
highway including traffic signals, medians and intersections from State
Route 210 Freeway to Boulder Avenue. This project includes 8,000
linear feet of storm drain and a connection to City Creek, coordination
with various agencies including utilities companies, and California
Department of Transportation (Caltrans) for revision of the northbound
off-ramp traffic signal intersection
Relevant Experience
·Extensive, current
experience preparing
Land development projects
·Engineering Reviewer
·Infrastructure design expert
Professional Details
Years of Experience: 12
Education: BS Civil
Engineering, BYU
Professional Registrations:
EIT
References:
City of Corona
Chris Horn
Senior Engineer
(951) 736-2435
Chris.Horn@ci.corona.ca.us
City of Highland
Carlos Zamano
City Engineer
(909) 864-8732
czamano@cityofhighland.org
7
Staff Availability
The following chart below identifies the availability of staff for the VEI team. As you will notice, the
project staff that is proposed has availability to complete the necessary scope of work in an efficient
manner. VEI will commit to the City of Diamond Bar that the staff below will be available to the extent
proposed for the duration of the project, no staff will be removed or replaced without the prior written
concurrence of the City.
Qualifications and Experience of Proposer’s Personnel
The chart below identifies the primary team members that will provide expertise in the plan checking
scope of services. The matrix describes the specific tasks that will be completed by each member and
what their capabilities are. As seen below, the VEI team is well versed in the required aspects of plan
checking and can capably complete the required plan checking scope that the City of Diamond Bar
requests.
Staff Role Licenses Grading ReviewWater/Sewer ReviewStorm Drain ReviewStreet Plan ReviewStriping / Traffic ReviewLID ReviewHydro ReviewParcel/Tract Map ReviewLLA / Merger ReviewSurvey Legal/Plat ReviewJeff Meiter Principle
Eng/Surv
RCE 64696
LS 8217 ✓✓✓✓✓✓✓✓✓✓
Chris Casey QA / QC RCE 88424 ✓✓✓✓✓✓✓✓
Matthew
Addington
Survey
Reviewer
RCE 43770
LS 7649 ✓✓✓✓✓✓✓✓✓✓
Kent Walton Eng
Reviewer ✓✓✓✓✓✓✓
Staff Member % Available % Utilized
Jeff Meiter, Project Manager 65 35
Chris Casey, Civil Review Lead 75 25
Matthew Addington, Survey Review
Lead 95 5
Kent Walton,Civil Reviewer 75 25
Joshua Hernandez,Civil Reviewer 90 10
Kim Gonzalez, Administrative Assistant 95 5
8
Experience
City of Corona On-Call Civil Engineering / Surveying, Highland, California
VEI has provided on-call plan checking services to the City of Corona from 2018 through 2020.
Assignments have included provided the full spectrum of plan checking, civil engineering, design
surveying and mapping support services on numerous public works projects. Some of the sample
assignments are listed below:
Ø Grading and Drainage Plan – commercial retail center on 1 acre
Ø Parcel Map – commercial retail center multi-parcel developmenet
Ø Street improvement – commercial retail center development
Ø Hydrology/WQMP – commercial retail center improvement with underground detention
Ø Lot Line adjustment – Commercial retail center with lot line adjustment to correct lines
City of San Bernardino On-call Plan Checking, San Bernardino, California
VEI staff have provided on-call consulting surveying and civil engineering plan check review
services for the City from 2021 through current. Assignments have included various plan checking of
Parcel Maps, Tract Maps, and legal / plats as well as all manner of public improvement plans and on-
site grading and drainage plans. All plans were reviewed with respect to the conditions of approval
and all applicable City and State guidelines. Some of the sample tasks are listed below:
Ø Industrial – Warehouse project with public improvement plans
Ø Lot merger – Commercial retail center with lot merger process to consolidate parcels
Ø Tract Map – Residential tract for multiple phase with street and public utility improvements
Ø Lot Line adjustment – Commercial retail center with lot line adjustment to correct lines
Ø Retail –Commerical center with public improvements
Ø Drive Thru –Commerical drive-thru center with public improvements
City of Highland On-Call Civil Engineering / Surveying, Highland, California
VEI staff have provided on-call consulting and plan checking services to the City of Highland from
2003 through 2014. Assignments have included provided the full spectrum of plan checking, civil
engineering, design surveying and mapping support services on numerous public works projects.
Some of the sample assignments are listed below:
Ø Greenspot Road Realignment - design survey, right-of-way engineering, legal / plats,
construction staking, plan review, traffic review, WQMP report, SWPPP report
Ø Base Line Beautification - design survey, legal / plat preparation
Ø Lankershim Street - design survey, right-of-way engineering, legal / plats
Ø Olive Street - design survey, right-of-way engineering, legal / plats
Ø 9th Street -design survey, legal / plats, plan review
Ø Warm Springs SRTS -design survey, right-of-way engineering, legal / plats, plan review
9
City of Montclair On-Call Plan Checking, Montclair, California
VEI staff have provided on-call consulting surveying and civil engineering plan check review
services for the City since 2014. Assignments have included plan checking of various Parcel Maps,
Tract Maps, and legal / plats as well as all manner of public improvement plans and on-site grading
and drainage plans. All plans were reviewed with respect to the conditions of approval and applicable
City and State guidelines as well as City of Montclair standards. Sample tasks are listed below:
Ø Grading and Drainage Plan – multi-family housing tract on 5 acres
Ø Hydrology Study – multi-family housing tract on 5 acres, including downstream effects
Ø Rough Grading – commercial warehouse on 5 acres
Ø Precise Grading Plan – retail development on 2 acres
Ø Street Improvement Plan – commercial/retail warehouse
Ø Precise Grading Plan – car wash facility on 1 acre
Ø Parcel Map –multi-family housing tract
Ø Legal Description – storm drain easement for overflow drainage
Ø Parcel Map –commerical warehouse
References
The relationship VEI staff has with local utility agencies and cities is well documented and
established. We believe that repeat clients are the best testimony to display and prove our
capabilities. The following list of individuals know the type of work that VEI produces and can
speak to our local experience on recent, relevant work. Please feel free to contact them to
inquire of our past work history.
1. City of Corona, Corona, California
City of Corona, Chris Horn, Senior Engineer - (951) 736-2435
2. City of Montclair On-Call Plan Checking
County of San Bernardino, Noel Castillo, (Former City Engineer/Public Works Director for City
of Montclair) – (909) 387-7916
3. City of San Bernardino On-call Plan Checking
City of San Bernardino, Susan Pan, Interim City Engineer - (909) 384-5140
4. City of Highland On-Call Engineering / Surveying, Highland, California
City of Highland, Carlos Zamano, City Engineer - (909) 864-8732
10
Work Plan
VEI has the training and experience to complete all tasks necessary for successful management,
administration, coordination, plan review expertice and all other tasks necessary to be able to perform
the on-call Land Development Plan Check Services. Overall, our approach to work will focus upon four
main categories as discussed below:project/task understanding, communication, nimble/dexteritous
responses and organization.
VEI staff, led by Jeff Meiter as the main point of contact, will coordinate with the appropriate City
engineering staff to understand the scope and primary concerns of each assigned review task. This is
crucial to the determining of what scope items need to be prepared as well as the proper costing and level
of effort to expend. This understanding will increase the efficiency of task and eliminate potential errors
as well as potential extended reviews. VEI staff will establish a cost associated with each on-call review
prior to commencement of work. Upon receiving a “Notice to Proceed”, VEI staff will retrieve any
necessary documents from the City and confirm any special circumstances (timing, response media,
delivery method) required to complete the review. Once the scope item is prepared/completed, the
documents will be delivered to the City and a meeting requested to discuss any comments or challenges
that are presented.
Communication is key to the success of any project. From the
beginning of any task, the VEI team will think and act as an extension of
City staff, so as to proceed with the same mind as City staff. This
communication will continually be reinforced throughout the life of the
contract, so as to aid in advancing the design, or to bring up a challenge
that needs to be considered to find to a solution. Documentation for each
task will be included in transmittals, to determine the current status of
each task item, again perpetuating and furthering communication. The
VEI team will employ a combination of face-to-face meetings along with
on-line video conference meetings (which could be scheduled on a weekly
or bi-weekly basis at the discression of the City) to continue to promote
communication. Our goal is to provide a transparent extension of City staff to the development
community, so that the constituents of the City will not see any difference in the work.
As a small business, VEI staff had been trained to be nimble and dexterious in their responses to any
required task. Staff members are sometime required to wear multiple hats, which adds to their
capabilities as well as promotes a more comprehensive response. For instance, providing plan reviews
for civil plans which with the broad, nimble eye of a surveying background will catch missing surveying
information such as benchmarks or basis of bearings. Nimble thinking requires out of the box
considerations. VEI staff will utilize City standards and guidelines in their task exection, but will look for
innovative and efficient solutions to augment and better the response to the request. This type of
dexterious response will be employed on every task that is requested of VEI staff. In addition,
responsiveness is a requirement to be successful. Phone calls and correspondances from the City will be
responded to in less than 24 hours and staff will retrieve and deliver information in a timely manner.
Extension of the City
Our goal is to think and act
as the City and be a
transparent, seamless
extension to the existing
City staff to provide high
quality work and timely
responses to the
constituents of the City.
11
Organization is a critical facet of plan checking. Due to the high volume to documents that are
delivered in and out, having a fool-proof organizational structure for files and plan review statuses is
imperative. This is why VIE will prepare a continuously updated tracking spreadsheet on dropbox to
provide project status.As successfully utilized with other agencies, including the Cities of Montclair and
San Bernardino, a spreadsheet will be created and maintained to accurately identify all current and past
on-call tasks that the VEI team has worked on. This spreadsheet will detail when each plan check was
received and returned to the City, so each staff member can clearly know the status. This spreadsheet
will be housed on Dropbox, where it will be readily available to City staff at any time.
Plans will be scanned “as received” from the City, to keep a pristine
form for recordation purposes. Plans will be directed by Jeff to the
appropriate Civil or Survey staff member for review. Direction will be
provided if there are any special circumstances and what the turnaround
time will be. Matthew, Chris or Kent will then review the plans/documents
from a technical standpoint. Grammatical review of the cover sheet,
report, document, legal description or map will be completed to provide a comprehensive assessment.
The comments will be made in red mark on the plans and documents and a written comment letter will
be typed for further clarity. Once the plan and/or document is reviewed, the package will be scanned
again in its “reviewed” condition or the “pdf” will be saved. This will allow for a permanent record to be
kept of the entire review process from beginning to end. In addition to the redline comments, a comment
letter will be prepared, which will tabularly identify the plan check comments for the benefit of the
developer. The package will be returned to the City within fifteen working days of the initial submittal
and within ten working days of re-submittal with the attached written comment letter for the developer
to respond to.
Should a meeting be requested to discuss any comments or challenges that were presented, VEI staff
will be available to meet, along with the City staff. No direct contact will be made with any consultant or
owner, without the express direction provided by the City. All communication will be directed to the City
for coordination. VEI staff will be available to meet with any consultant (alongside the City), if the request
is made. As mentioned before, VEI will think and act as an extension of the City.
All communication within the VEI team will flow through Jeff Meiter, as the Project Manager. He will
facilitate the task receipt from the City and then disseminate the work out to the appropriate staff
All plan checks will be
returned with written
comment letters to aid in
plan check responses for
the developer / Engineer
Exhibit “A”: Sample Project Review Spreadsheet
12
members. Matthew Addington will be the lead reviewer for the Surveying documents along with Jeff
Meiter.Matthew previously worked at the City of Rancho Cucamonga performing survey and
engineering review.Kent Walton and Chris Casey will review Civil Engineering plans and reports. Once
the task is assigned, it will be logged in a tracking spreadsheet for due dates.
Tasks will then be assigned in a coordinated effort between Jeff and the leads to determine workload.
Additional staff (administrative, plan reviewers, contract review associates, etc) are available to be added,
should the need arise. Communication between Jeff and the review leads will be continuous, so as to
understand if any tasks are falling behind schedule from a deliverable standpoint. Should that condition
arise, Jeff will internally assign additional qualified staff internally to assist and remain on schedule.
From an accounting standpoint, all reviews will be assigned a unique task identification number. This
will be shown on the tracking spreadsheet that was spoken of in Exhibit “A”, which will be readily available
for the City. When generating an invoice, charges will be billed and itemized to that specific task with the
same identification number. Budgets for each task will be provided and will be strictly adhered to. Should
the need arise for additional funds, due to additional plan checks, Jeff will communicate with the City the
need and coordinate the additional budgets.
The VEI process of tracking all the plan check submittals begins with comprehensive record keeping.
Each plan check document will be scanned in its entirety into the project folder (all files are backed-up
locally as well as to a cloud based back-up software) for easy retrieval. Below is a sample of the file format:
Utilitzing the above listed protocol, VEI has the capability of completing all of the above defined tasks
in an efficient and timely manner. Below is sample tracking spreadsheet that we would employ to confirm
the response timing with the City, as well as document where each plan check is during the course of the
on-call contract. Copies of this spreadsheet will be provided with delivery of each plan check review.
The following is a typical process employed we expect to perform during a plan check. VEI has the
knowledge and capability to complete all of the necessary land development reviews with proven
expertise.
Plan Checking Services (including civil, structural, and survey items)
·Retrieve plans/reports/calculations from the City and determine response timing and special
circumstances (if any)
·Retrieve Conditions of Approval for project to determine City requirements
·Scan and document all received items for record purposes, which will be uploaded to Dropbox for
review and retrieval
Exhibit “B”: Sample Folder Structure
on the mainframe and Dropbox
13
·Perform plan check review of civil improvement plans, including grading plans, street
improvement plans and other miscellaneous plan/report review in accordinance with federal,
State of California and City of Diamond Bar guidelines and standards, as directed. Plans will also
be reviewed with regard to conditions of approval for each project.
·Provide redline comments on the plans for requested responses and a written listing of the
requested changes to be addressed for additional clarity.
·Perform mapping review services for legal descriptions and plats, final maps, parcel maps,
easements, lot line adjutments, easeemnts, deeds, per the California State Map act and local City
of Diamond Bar guidelines.
·Scan all redline documents for record purposes
Quality Assurance / Quality Control
VEI’s Our QA/QC program is formulated to produce consistency across the firm and provides
a roadmap for continual improvement. Our program contains the following elements:
·Aligning our focus to the client.
·Understanding and delivering requirements.
·Create and perpetuate mutually beneficial relationships.
·Utilizing key processes for project execution.
·Focusing on project management and delivery.
VEI implemented a QA/QC program for project tasks that our team develops prior to
submittal to the City:
·Confirm the plan check aligns with City of Diamond Bar requirements
·Comment letter is prepared for better use/determination by the developer
·Plan review is timely per the City of Diamond Bar guidelines
· Coordinate mid-task meeting
(multiple as necessary) for
project updates
· Submit scope item(s) on-time
· Provide monthly invoices as
per City detail requirements
· Coordinate after task is
completed the receive City
process comments and
lesson’s learned for future
tasks
· Receive task request from City
· Coordinate with City to
understand specifics of task
· Prepare cost estimate, “not to
exceed fee” and schedule for
completion of task item
· Upon approval of task order,
coordinate kick-off meeting with
City for final instructions
· Communicate with City for
proposed submittal dates
SAMPLE TASK PROCESSSAMPLE TASK PROCESS