SR-400-009 (21)
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Santa Monica~
City Council Report
City Council Meeting: June 13, 2006
Agenda Item: , , ~
To:
Mayor and City Council
From:
Andy Agle, Interim Director
Subject:
Amendment to Contracts with California Code Check and JAS Pacific for
Code Enforcement, Plan Check, Inspection and Permit Administration
Services
Recommended Action
It is recommended that the City Council:
1. Authorize the City Manager to negotiate and execute an amendment to contract
number 8430 (CCS) with California Code Check in the amount of $250,000 for a
total not to exceed $450,000 for fiscal year 2006-07 for plan check and
inspection services.
2. Authorize the City Manager to negotiate and execute an amendment to contract
number 8155 (CCS) with JAS Pacific in the amount of $1,000,000 for a total not
to exceed $2,163,000 for the balance of fiscal year 2005-06 and all of fiscal year
2006-2007 expenditures, for plan check, code enforcement, inspection and
permit administration services.
Executive Summary
The Building and Safety Division in the Planning and Community Development
Department contracts with JAS Pacific and California Code Check to provide support for
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inspection, plan check, code compliance and permit administration services during
periods of staff vacancies and peak workload demands. The recommended actions are
needed to provide sufficient authorization to provide these services for the balance of
FY2005-06 expenditures and those anticipated during FY2006-07.
Discussion
Backqround
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 permanently staffed at a level to meet
average workloads and that consulting services be used to provide consistent levels of
service during peak periods. Due to fluctuating levels of service demands, and periodic
staff vacancies, consultant services are required to maintain acceptable levels of
customer service.
The primary increase in needed services for the JAS Pacific contract for FY2005-06
expenditures is additional inspection staffing for the second half of FY2005-06. This
increased level of staffing was required to respond to an increased need for services
and to improve the frequency that staff could provide inspection service for next day
after request, which is the industry standard. Additional JAS Pacific resources were
also allocated to administration of the document imaging project.
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Previous Council Actions
To implement Matrix Consulting Group's recommendation, on June 28, 2005, City
Council approved the City Manager to negotiate and execute an amendment to JAS
Pacific's contract for code enforcement, construction inspection, plan check
administration and review in the amount of $500,000 for a new contract total not to
exceed $1,163,000. On December 14, 2004, City Council approved the City Manager
to negotiate and execute a contract with California Code Check for construction plan
review and inspection services, in an amount not to exceed $200,000.
Contractor/Consultant Selection
In August 2004, staff issued a request for proposals (RFP) for professional and
temporary employee services. Six firms responded to the RFP. Two separate firms
were selected for primary plan check services (California Code Check and Scott
Fazekas and Associates), one firm for plan check services related to geotechnical
report reviews (Bing Yen and Associates) and one firm (JAS Pacific) for temporary
employees and plan check services. The selected firms provided the best combination
of experienced and available staff, quality control mechanisms, similar work experience,
customer service ethic and competitive fees. The City will issue another request for
proposal (RFP) in April 2007 for professional and temporary employee services.
Alternatives
1. Authorize sufficient funds to complete all work in progress for FY2005-06 and
sufficient funds to complete mandatory review work for expertise not currently
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provided in-house (review of geotechnical reports and mechanical, electrical and
plumbing plan reviews). Provide contract inspection services only related to
vacancies in budgeted positions. Do not provide additional contract building
inspection services to meet peak service demands. As a result, the quality of
inspection services may significantly decline. This alternative will save $414,000,
which is the cost of the additional inspection services.
BudqetlFinanciallmpact
Funds for these contract amendments for each service type and fiscal year period are
available as follows:
1. California Code Check:
FY2006-07 - $250,000 at account 01321.555060
2. JAS Pacific:
FY2005-06
$205,730 at account 01321.511690 (Outside Temporary Agency
Employees) funded with anticipated budgeted salary savings.
FY2006-07
$144,000 at account P01769.589000 (PCD Document Imaging)
$650,270 at account 01321.511690 (Outside Temporary Agency Employees)
Prepared by:
Timothy P. McCormick, P.E. & C.B.O., Building Officer
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Approved:
Forwarded to Council:
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Andy Agle
Interim Director, Planning and
Community Development Department
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