sr-062811-3aaCity Council Meeting: June 28, 2011 ,q.
Agenda Items ;3 { I
To: Mayor and City Council
From: David Martin, Interim Director of Planning and Community Development
Subject: Amendment to Contract with JAS Pacific, Inc. for Plan Check, Inspection,
Code Compliance and Permit Administration Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a third amendment to contract number 8800 (CCS) with JAS Pacific, Inc., a
California based company. The amendment will extend the term of the contract and
increase the contract amount an additional $200,000 for a total not-to-exceed amount of
$2,614,000 for plan check, inspection, code compliance and permit administration
services.
Executive Summary
Currently, JAS Pacific, Inc. provides 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 has changed significantly over the past fiscal year,
requiring additional funds to accommodate these changes. The Building and Safety
Division requested several JAS staff members specifically to provide assistance while
Santa Monica Place was being completed. However, it became necessary to maintain
these staff levels beyond their originally intended time frame, leading to greater than
anticipated expenditures. For this reason, staff is requesting an additional $200,000.
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Background
The City has been utilizing. JAS's services since June of 2001: City Council approved
the City's current contract with JAS Pacific, Inc. on July 24, 2007 and authorized an
amount not-to-exceed $1.2 million based on an open competitive Request For
Qualifications process. Then, on January 27, 2009, Council authorized an amendment
to provide an additional $150,000 for the remainder of FY2008-09, as well as $402,000
for FY2009-10. Finally, on June 22. 2010, Council authorized an additional $662,000 for
FY2010-11, bringing the total not-to-exceed amount to $2,414,000. The current JAS
contract will expire on June 30, 2011. Staff intended to initiate a new RFP for staffing
services to commence July 1, 2011. However, due to constantly changing staffing
needs and a Departmental reorganization, the timeline for a new RFP has been pushed
back. Staff is requesting an extension of the existing contract to support the
Department while it conducts an RFP process to find a staffing solution. During this
period, JAS would provide the necessary support services.
Contractor Selection
In May of 2007, staff sent a Request for Qualifications with Proposal for the necessary
temporary employees and professional services to thirty-three firms. Ten firms
responded. Staff reviewed the proposals, company qualifications, and client references
and recommended four vendors for various needs based on the required criteria of
S.M.M.C. 2.24.073. These vendors were: Twining Laboratories of Southern California,
Koury Engineering and Testing, Inc., California Code Check, and JAS Pacific, Inc. The
criterion used included training, credentials, experience., demonstrated competence and
ability, capacity, stability and price. JAS Pacific and California Code Check. had an
existing professional relationship with the City and a proven track record of quality
performance.
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Financial Impacts & Budget Actions
The contract amount to be awarded to JAS Pacific, Inc. is $200,000. Payments will be
charged to 01321.511690 and funded by vacancy savings.
Prepared by: Ron Takiguchi, Building Officer
Approved:
avi
Interim Director, Planning and
Community Development Department
Forwarded to Council:
Rod Gould
City Manager
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Reference Amended
Contract No. 8800 (CCS)