sr-062210-1hCity Council Meeting: June 22, 2010
Agenda Item: ~ " ~'
To: Mayor and City Council
From: Eileen Fogarty, Director of Planning and Community Development
Subject: Amendment to Contract with JAS Pacific, Inc. for Planning, Code
Enforcement, Plan Check, Inspection and Permit Administration Services
Recommended Action
It is recommended that the City Council authorize the City Manager to negotiate and
execute an amendment to contract number 8800 (CCS) with JAS Pacific, Inc. for an
additional $662,000 for planning, plan check, code enforcement, inspection and permit
administration services.
Executive Summary
The Planning and Community Development Department contracts with JAS Pacific, Inc.
to provide support for planning, inspection, plan check, code compliance and permit
administration services during periods of staff vacancies and peak workload demands,
as well as for plan check services which require specialized expertise. JAS's scope of
work for the Department has changed significantly over the past fiscal year, requiring
additional funds to accommodate these changes. The recommended action authorizes
continued provisions for these services for FY2009-10 and FY2010-11.
Discussion
Background
Although $402,000 was allocated for services in the current fiscal year, the contract
amendment was based on the staffing levels that existed at the time of the initial
contract. Since that time Building and Safety has continued to hold seven permanent
positions vacant and utilize contractual services on an as-needed basis depending on
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workload activity levels. In addition to providing services covering staffing shortfalls due
to vacancies, it has been necessary to bring oh additional JAS staff to help support
PCD's effort to ensure that the vital Santa Monica Place Mall project moves forward as
quickly and smoothly as possible. This contract amendment is being recommended to
accommodate staffing needs in Planning and Community Development's Building and
Safety Division.
Previous Council Actions
On July 24, 2007, Council authorized the City Manager to negotiate a new contract with
JAS Pacific, Inc., Contract #8800, in an amount not to exceed $1.2 million. Then, on
January 27; 2009, Council authorized the City Manager to negotiate an amendment to
Contract #8800 to provide an additional $150,000 for the remainder of FY2008-09, as
well as $402,000 for FY2009-10:
Contractor/Consultant Selection
In August 2004, staff issued a request for proposals (RFP) for professional support
services in the Building and Safety Division. 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, Inc.)
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. Building and Safety
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plans on issuing another request for proposal for professional support services in the
upcoming year for services in FY2011-12.
Financial Impacts & Budget Actions
The recommended action is to increase the contract authority for consultant services
with JAS Pacific, Inc. Funds for this contract amendment for FY2009-10 are available in
account 01321.511690 and will be funded by vacancy savings in the division. Funds for
FY2010-11 will be available in account 01321.511690 and will be funded by vacancy
savings; no changes to the Proposed Budget are necessary.
Prepared by: Ron Takiguchi, Building Officer
Approved: Forwarded to Council
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Eileen Fogart Rod Gould
Director, Plannin and C mu ity City Manager
Development Departmen
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Reference Amended
Contract No. 8800 (CCS).