SR-400-009 (11)
PCD:BLDG&SAFETY:TM:TM F:\PCD\Share\Staff Report
COUNCIL MEETING: October 22, 2002 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract with Bing Yen and Associates in the Amount Not to Exceed
$440,000 for Geotechnical and Engineering Report Review and Related
Services. Contract with Esgil Corporation in the Amount Not to Exceed
$600,000 for the Purpose of Plan Check Services. Contract with Jas Pacific
for Outside Temporary Agency Employees in Code Enforcement,
Construction Inspection Services and Plan Check Administration and Review
in the Amount Not to Exceed $300,000
INTRODUCTION
This staff report recommends that the City Council authorize the City Manager to negotiate
and amend two contracts: an amendment of $190,000 for Contract No. 7742 (CCS) with
Bing Yen and Associates for the review of geotechnical and engineering geology reports
for the Building and Safety Division and an amendment of $300,000 for Contract No. 7740
(CCS) with Esgil Corporation to provide plan and report review services for the Building
and Safety Division. This staff report also recommends that the City Council authorize the
City Manager to negotiate and execute one contract with JAS Pacific in the amount not to
exceed $300,000 for temporary staffing for code enforcement, inspection services and plan
check administration and review for the Building and Safety Division.
BACKGROUND
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Due to liquefaction potential and other geologic hazards, state law mandates that the City
require and review and approve geotechnical and/or engineering geologist reports prior to
construction permitting on most major projects. The reports must demonstrate geotechnical
feasibility and appropriate mitigation of any seismic related hazards. By law, the City must
use licensed geotechnical engineers and engineering geologists to review and approve
the feasibility and mitigation reports. Bing Yen & Associates has provided these review
services during the previous and current fiscal year. Staff originally requested
qualifications from five geotechnical engineering firms for review of geotechnical reports.
On June 27, 2000, Council authorized a contract for geotechnical services with Bing Yen
and Associates in the amount of $60,000. On July 24, 2001, Council authorized an
amendment to the contract for $60,000 for fiscal year 01/02. On January 22, 2002 Council
further authorized $130,000 for a total contract amount of $250,000.
Santa Monica construction activity continues to exceed the staffing capacity of the Building
and Safety Division. To manage the additional workload and maintain acceptable levels of
service to the public, the Building and Safety Division must contract for assistance with
plan review and related professional services. Staff originally requested qualifications
from seven firms that specialize in construction plan review services for municipalities. On
June 27, 2000, Council authorized a contract for construction plan review services with
Esgil Corporation in the amount of $130,000. On February 13, 2001, Council authorized
an amendment to the contract of $130,000 for fiscal year 00/01 for a total contract amount
of $260,000. On July 24, 2001 Council further authorized another amendment to the
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contract of $130,000 for fiscal year 01/02 for a total contract amount of $390,000.
JAS Pacific Corporation has provided services throughout the FY 01/02 for both code
enforcement, inspection services and plan check review. They have demonstrated the
capacity to provide the service promptly, within the time specified, and without delay; they
have the ability to provide such future service as may be needed; and the price for their
services is fair, reasonable and competitive.
DISCUSSION
These contract amendments and executed contract will enable the City to provide required
geotechnical review services, plan review services and temporary staffing in code
enforcement, construction inspection services and plan check administration and review
through June 30, 2003.
For FY 01/02, the valuation of construction projects submitted for plan review was $146
million. The valuation for plan review services for FY 02/03 is estimated to be $170 million
dollars, and there are currently three related staff vacancies. Current recruitment efforts
may result in hiring of permanent staff by February 2003; however, difficulties with
recruitment for these positions may necessitate additional professional services for plan
review services throughout the remainder of the fiscal year.
Four vacancies currently exist in the code enforcement function. These are: two Senior
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Code Compliance Officers, one Code Compliance Officer and one Senior Administrative
Analyst position. Recruitment is under way for these positions and will end in December
2002 at the earliest. In the interim, the substantial and continuing demand for code
enforcement efforts requires the use of contract staff to timely respond to citizen concerns
and this need may continue throughout fiscal year 02/03.
BUDGET/ FINANCIAL IMPACT
Funds for the amended Bing Yen and Associates contract are available in account number
01321.555060 in the amount of $190,000. The Building and Safety Division collects user
fees that reimburse the General Fund expenditures for review of geotechnical and
engineering geology reports. On April 24, 2001, Council passed new user fees for the
review of engineering reports. Pursuant to state law, these new fees became effective
June 25, 2001, and cover the cost of providing these services. As a result, there will be no
net impact to the general fund.
Funds for the amended Esgil Corporation contract are budgeted for this fiscal year and are
available in account number 01321.555060 to cover the expenses in the amount of
$105,000. In addition, sufficient salary savings exist due to staff vacancies in account
number 01321.511690 to cover an additional $105,000 for a total contract amendment of
$210,000. The Building and Safety Division collects fees to reimburse the general fund
expenditures for plan check services. Because current fees are inadequate to obtain full
cost recovery, staff is actively engaged in developing a new fee structure that will be
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presented at the fiscal year end report. These new fees are expected to result in full cost
recovery.
Funds for the executed contract with JAS Pacific are available in account number
01321.511690 as a result of salary savings from vacancies in the Building and Safety
Division.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an amendment to Contract No.7742 (CCS) with Bing Yen & Associates for
$190,000, for an amount not to exceed total amount of $440,000 and amend the
professional service contract with Esgil Corporation in an amount not to exceed total
amount of $600,000. Staff also recommends that the City Council authorize the City
Manager to negotiate and execute a contract with JAS Pacific for outside temporary
agency employee services for code enforcement, inspection services and plan check
administration and review in the amount not to exceed $300,000.
Amount Not
Contract Services Provided
to Exceed
Bing Yen & Geotechnical and Engineering Report Review and
$440,000
Associates Related Services
Esgil
Plan Check Services $600,000
Corporation
Outside Temporary Agency Employees in Code
$300,000
JAS Pacific Enforcement, Construction Inspection Services and
Plan Check Administration and Review
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Prepared by: Suzanne Frick, Director, Planning and Community Development
Tim McCormick, Building Official
Paul Christman, Supervising Inspector
Manuel Mendizabal, Plan Check Supervisor
Keith Young, Code Compliance Supervisor
Jeanine Plute, Permit Specialist
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