SR-400-009 (13)
Council Meeting: March 9, 2004 Santa Monica, CA
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Authorization to Contract with Matrix Consulting Group to Evaluate the
City’s Permit, Plan Check, and Inspection Process and the Code
Enforcement Process
Introduction
This report requests that the City Council authorize the City Manager to negotiate and
execute a contract with Matrix Consulting Group to evaluate the City’s permit, plan
check and inspection process and the code enforcement process.
Background
Further improvement of the permit, plan check and inspection process are 2003/04
budget objectives for the City Manager and Planning Community Development
Department. The Planning Commission also endorsed this undertaking and the City
Council has expressed interest in advancing the timeliness and predictability of the
processes. In January, the City Manager issued a Request for Proposals that was
distributed to seventeen qualified consultants. Six proposals were received and
reviewed by the City Manager and staff. Proposals were ranked on the basis of the
experience and nature of the firm, the qualifications and experience of the staff
assigned to the project, the demonstrated understanding of the project, appropriateness
of the approach and suitability of methodology, the reasonableness of the fee proposal
and the ability to meet the project schedule.
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Discussion
Based on the review of proposals, the City Manager recommends engaging the Matrix
Consulting Group. The evaluation plan and deliverables that Matrix proposes are
appropriate to the City’s needs. The project managers are experienced. Their work on
a similar project for the City of Napa, a municipality with development pressure, quality
of life concerns, affordable housing needs and commitment to customer service, was
completed on time and on budget. They provided well-reasoned recommendations that
are being implemented. Their team is prepared to begin work promptly and they
anticipate having recommendations in time for consideration in the City’s budget
process.
Budget/Financial Impact
The Matrix fee and expenses total $62,000. Staff recommends a contingency of $6000
in the event that the number of interviews required or presentations requested in the
RFP must be increased, bringing the amount to be encumbered to $68,000. Sufficient
funds are available at Account 01274.555060.
Recommendation
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Matrix Consulting Group to conduct an evaluation of the City’s
permit, plan check and inspection process and the code enforcement process.
Prepared by: Susan E. McCarthy, City Manager
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