Procurement Q&A: How Cities Get Compliant Help Fast

When complaints rise, permits slow down, or staffing gaps hit unexpectedly, many communities reach the same inflection point: Do we issue a long, expensive RFP, or is there another way to get help in place quickly?

In our most recent on‑demand webinar, we talk through the real situations that push cities to explore on‑call services, piggybacking contracts, and cooperative purchasing. The conversation between SAFEbuilt’s Juliana Hoffman and Steve Nero offers practical guidance for leaders trying to keep development moving without waiting months for a traditional bid process.

Below is a Q&A‑style breakdown of the key insights from that conversation.

Q: What usually triggers a city to start looking for outside support?

A: Steve sees the same patterns across communities:

• Complaints reaching elected officials or top administrators

• Permit delays or visible backlogs

• A surge in development that overwhelms current capacity

• Unexpected resignations or difficulty hiring certified staff

These issues often appear together. And as Steve notes, they’re common across jurisdictions — cities aren’t facing these challenges alone.

Q: What mistakes do leaders often make at this point?

A: The biggest one is waiting too long.

Many hope the issue will resolve itself, but Steve explains that once complaints or staffing gaps appear, the problem “just gets bigger and bigger.” Backlogs grow, pressure increases, and the team becomes stretched even thinner.

Q: Can cities use on‑call services before launching a full RFP?

A: Yes. Many jurisdictions have procurement rules that allow for short‑term or emergency engagement, especially when there’s a clear service gap.

On‑call support helps cities:

• Start quickly

• Reduce backlogs

• Maintain service levels during staffing changes

• Buy time to determine long‑term needs

Steve calls this a “short‑term, long‑term plan” — stabilize now, then decide later whether an RFP or a larger contract is needed.

Q: When does piggybacking make the most sense?

A: Timing is the biggest factor.

If the need is immediate and the city can’t wait months for a full RFP, piggybacking or cooperative purchasing can offer a compliant alternative. These options let cities use existing competitively bid contracts, including those through groups like OMNIA Partners, where SAFEbuilt is already contracted.

This gives communities a faster, fully compliant path to services.

Q: What should cities look for in a service provider?

A: Steve highlights three essentials:

• Certifications and qualifications — ICC credentials, licensed professionals, and experienced reviewers

• A strong track record in municipal compliance and development

• Local familiarity with regional construction methods and expectations

Local context matters — what works in one region may not work in another.

Q: Before issuing an RFP, what should leaders do first?

A: Steve recommends taking a moment to get internal clarity.

He suggests:

• Meeting with key stakeholders

• Understanding the true source of complaints or delays

• Identifying which parts of the process are strained

• Clarifying staffing gaps and what roles need support

From there, leaders can have informed conversations with firms that have helped other communities in similar situations.

Turn pressure into a plan

Complaints, delays, and staffing gaps don’t have to derail your community’s progress. Whether you’re navigating a development surge, struggling to hire certified staff, or trying to avoid a months‑long RFP, there are faster, compliant options available.

To hear the full discussion — including real examples and practical guidance — watch the on‑demand session Procurement 101: Get Compliant Help in Weeks, Not Months.

The webinar walks through how communities use on‑call services, piggybacking contracts, and cooperative purchasing to stay responsive, compliant, and prepared for whatever comes next.