SR-012709-1g~®
c;cyor City Council Report
Santa Monica
City Council Meeting: January 27, 2009
Agenda Item: ~ `~G
To: Mayor and City Council
From: Eileen P. Fogarty, Director of Planning and Community Development
Subject: Amendment to JAS Pacific's contract for Code Enforcement, Plan Check,
Building Inspection and Permit Administration Staffing Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an amendment to contract. Number 8800 (CCS) with JAS Pacific, increasing the
contract authority for the remainder of FY 2008-2009 by $150,000.00 for a total not to
exceed $591,114 for the fiscal year 2008-2009. This funding is budgeted for FY 2008-
09. Secondly, staff recommends that City Council authorize the contract authority for
two one-year options for an additional $804,000 through FY 2010-2011 for plan check,
code enforcement, building inspection and permit administration staffing services. The
contract extension will be subject to budget approval for each fiscal year.
Executive Summary
On November 25, 2008, the City Council approved a 17% fee increase for the purpose
of funding four additional staff members for the Building and Safety Division (2 Building
Inspectors and 2 Permit Technicians) to improve service. Per Council direction, the
recommended action in this report authorizes filling these additional staff positions with
contract personnel from JAS Pacific until the current economic climate stabilizes. The
contract modification is also needed to maintain staffing levels due to staff vacancies
and to meet peak workload demand. Funding for FY2008-09 is currently available in
the Building and Safety budget. The funding amounts reflect the approved fee studies.
Background
The Matrix report of July 2004 recommended building inspection, plan check and code
enforcement services be permanently staffed at levels to meet average work loads and
that consulting services be used to provide additional levels of staff during peak periods.
Accordingly, consultant services have been utilized to maintain acceptable levels of
customer service during periods of higher service demand and to fill periodic staff
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vacancies. JAS Pacific has provided this essential support to the City's building and
safety services for over 7 years. Over this period, JAS Pacific has furnished well
qualified personnel, enabling the City to improve building and safety services to our
citizens by utilizing cost-effective as-needed technical staff during periods of high
demand and staff vacancies.
Discussion
On November 25,.2008, the City Council approved a 17% increase in application fees
for building and planning services for the purpose of maintaining higher customer
service standards. Along with the additional fee revenue, the Council approved four
additional full time staff positions for the Building and Safety Division (2 Building
Inspectors and 2 Permit Technicians) to implement the customer service enhancement.
The recommended action in this report authorizes filling these additional staff positions
with contract personnel from JAS Pacific until the current economic climate stabilizes.
The contract modification is also needed to maintain staffing levels due to staff
vacancies'and for the current high demand for services.
Contractor/Consultant Selection
In August 2002, staff issued a request for proposals (RFP) for professional support
services in Building and Safety. Six firms responded to the RFP. JAS Pacific, the
selected firm, provided the best combination of experienced and available staff, quality
control mechanisms, similar work experience, customer service ethic and competitive
fees. In October 2002, the City Council approved the contract with JAS Pacific for
building inspection, administration, plan check and code enforcement services. The
Agreement has been modified five times since then, in 2004, twice in 2005, 2006 and
2007. In 2006, staff reissued a RFP for the same services and once again, JAS Pacific
was the selected firm. The last contract modification approved a $794,270 extension,
for a total contract amount not to exceed $2,163,000 (total includes all services from
2002).
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Budget and Impact
Funds of $150,000 for the remainder of FY2008-09 are available at account
01321.511690 Outside Temporary Agency Personnel. Funds of $804,000 for FY2009-
10 through FY2010-11 will be included in the Proposed Budget of the respective years
subject to Council's review and approval.
Prepared by:
Jack Leonard, P.E. & CBO, Building Officer
Approved:
Eileen P. Fogafty
Director, Planning and OQ
Development Department
Forwarded to Council:
Lamont Ewell
City Manager
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Reference Amendment to
Contract No. 8800 (CCS).