SR-400-009 (22)
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City Council Report
City Council Meeting: July 11, 2006
Agenda Item: 1- F
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 $794,270 for a total not to
exceed $2,163,000 for 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
inspection, plan check, code compliance and permit administration services during
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periods of staff vacancies and peak workload demands, as well as for plan check
services which require specialized expertise. The recommended actions authorize
continued provision of these services for 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. In addition, as part of the plan check process, the City relies on
consultants to review geotechnical engineering reports, which requires specialized
expertise.
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 June 13, 2006, City Council further authorized the City
Manager to negotiate and execute an amendment to JAS Pacific's contract in the
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amount of $205,730 for a total not to exceed $1,368,730 for the balance of fiscal year
2005-2006 expenditures for plan check, code enforcement, inspection and permit
administration services.
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 support
services in Building and Safety. 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 plan check and
vacancy and peak support 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.
HirinQ City Staff vs. ContractinQ for Services
The level of contract services necessary to provide consistent levels of customer
service in inspection and plan check has been relatively constant over the past several
years. There are positive and negative aspects to hiring City staff to perform these
functions relative to relying on outside consultants. The City Council will consider this
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issue broadly at its work sessions later this year. Should the City Council decide at that
time to hire staff to provide these services, it would likely take many months to make the
necessary budget adjustments, approve job descriptions, and complete recruitments for
these positions. As a result, staff recommends that Council authorize these contracts
for the coming fiscal year, with the understanding that the long-term approach to
providing these services may change.
Budqet/Financiallmpact
Funds for these contract amendments for each service type and fiscal year period are
available as follows: California Code Check - $250,000 at account 01321.555060; JAS
Pacific - $144,000 at account P01769.589000 and $650,270 at account 01321.511690 .
Prepared by:
Timothy P. McCormick, P.E. & C.B.O., Building Officer
Approved:
Forwarded to Council:
Andy Agle
Interim Director, Planning and
Community Development Department
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