SR-400-009 (17)
PCD:B&S:TM:f:\admin\share\matrix implementation\consultant svcs\srpcinspect.doc
COUNCIL MEETING: December 14, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Plan Check and Inspection Consultant Services
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate and
execute a contract with California Code Check for construction plan review and inspection
services, with Scott Fazekas & Associates, Inc. for construction plan review services, an
amendment to the contract with JAS Pacific for inspection and field review services, and
an amendment to the contract with Bing Yen & Associates for geotechnical and
engineering geology services.
DISCUSSION
In July 2004, the Matrix Consulting Group completed an evaluation of the City’s permit,
plan check, inspection, and code enforcement processes. They recommended that
building plan check and inspection services be staffed at a level to meet average
workloads and that consulting services be used to provide consistent levels of service
during peak periods.
To implement this recommendation, in August 2004, staff issued a request for proposals
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(RFP) for plan check and inspection services. The RFP requested traditional intake plan
check services, where the consultant reviews the plans at their home offices, as well as
temporary assignment of consultant plan check staff at the City permit center to meet on-
call, short-term peak needs. Similarly, inspection services were requested for traditional
fixed-term inspection assignments (such as in the event of a staff vacancy), as well as for
temporary assignment of consultant inspection staff to meet on-call, short-term peak
needs. Prospective consultants were given six weeks to prepare and submit proposals.
Six firms responded to the RFP, proposing to provide intake plan check services and/or
fixed-term inspection assignments (California Code Check, Linhart Petersen Powers
Associates, Scott Fazekas & Associates, EsGil Corporation, Harris & Associates and JAS
Pacific).
None of the firms were able to provide on-call, short-term assignment of plan check or
inspection consultants. Follow-up conversations with the prospective consultants
indicated that plan check and inspection specialists of the quality required by the City are
not available for sporadic assignments, but will commit to longer-term assignments. As a
result, two additional inspector positions were included in the budget to provide sufficient
resources to accomplish next-day inspections for nearly all volumes of requests.
Consultant inspection services will be used in the event of staff vacancies or similar
interim, fixed-term needs. Consultant plan check services will be used to provide
traditional intake services during peak request periods when internal staff resources are
insufficient to meet desired turn-around time frames.
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Based on thorough review of all proposals and reference checks from past and current
client cities, California Code Check, Scott Fazekas & Associates, Inc. and JAS Pacific
provided the best combination of experienced and available staff, quality control
mechanisms, similar work experience, customer service ethic and competitive fees.
California Code Check’s scope of services would encompass plan check and inspection
services, Scott Fazekas & Associates would primarily encompass plan check services and
JAS Pacific would primarily encompass inspection services. Having more than one firm
under contract for plan check and inspection services provides the City with additional
flexibility in the event any one firm is facing a heavier-than-expected workload and cannot
complete the services within the required timeframe. In addition, the firms that will provide
plan check services have offices within the greater Los Angeles area, allowing for face-to-
face meetings with consultant plan checkers when required.
Contracts will be executed with California Code Check and Scott Fazekas & Associates to
initiate service to Santa Monica. JAS Pacific is currently under contract with the City and
the proposed services would require an amendment to their existing contract. In addition,
staff proposes to continue the services of Bing Yen and Associates for geotechnical and
engineering geology review services, specialty services that are not provided by in-house
staff. Both JAS Pacific and Bing Yen & Associates have demonstrated the capacity to
provide quality services in a prompt manner and at a fair and competitive price.
BUDGET/ FINANCIAL IMPACT
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Funds for these services are available in account number 01321.555060. For future
years, staff will assess the cost effectiveness of providing services by consultants relative
to in-house staff and the cost effectiveness on plan check turn-around times.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to negotiate and
execute the following professional service contracts and contract amendments:
1. Contract with California Code Check, for construction plan review and inspection
services, in an amount not to exceed $200,000;
2. Contract with Scott Fazekas & Associates, Inc. for construction plan review
services, in an amount not to exceed $100,000;
3. Amendment to Contract No. 7742 (CCS) with Bing Yen & Associates for
geotechnical and engineering geology services in an amount not to exceed
$120,000 for a total contract amount not to exceed $640,000; and
4. Amendment to Contract No. 8155 (CCS) with JAS Pacific Corporation for inspection
and field review services in an amount not to exceed $113,000 for a total contract
amount not to exceed $663,000.
Prepared by: Suzanne Frick, Director, Planning and Community Development
Andy Agle, Assistant Director, Planning and Community Development
Timothy P. McCormick, Building Officer, Building & Safety
Jeanine Plute, Business Assistant, Building & Safety
Reference Contract No. 8430 (CCS) (CA Code Check), Contract No. 8431 (CCS)
(Fazekas), Amendment to Contract No. 7742 (CCS) (Bing Yen), and Amendment to
Contract No. 8155 (CCS) (JAS).
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