sr-021412-3iCity Council Meeting: February 14, 2012
Agenda Item:
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Amendment to Contract Number 8800 with JAS Pacific, Inc.
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a fourth amendment to Contract Number 8800 (CCS) with JAS Pacific, Inc., a
California based company. The amendment would allow a final extension of this
contract term and increase the contract amount an additional $60,000 for a total not -to-
exceed amount of $2,674,000.
Executive Summary
Through this contract, JAS Pacific, Inc. has provided support for plan check, inspection,
and permit administration services during periods of staff vacancies and peak workload
demands, as well as for technical services which required specialized expertise. The
Building and Safety Division intended to complete the use of Contract 8800 by the end
of 2011, but several ongoing projects have not made that possible. Due to the critical
and immediate need to evaluate the Chain Reaction sculpture located on Main Street,
technical services are required. Technical services are also required to analyze grading
and drainage plans for both The Village, a sizeable residential project adjacent to the
Palisades Garden Walk, and the Palisades Garden Walk park project itself, due to their
large scope and complexity. These additional projects have required an extension of
JAS services into 2012, as well as a corresponding modification to the contract in the
amount of $60,000 for a new total of $2,674,000.
Background
City Council approved the current contract with JAS on July 24, 2007 and authorized an
amount not -to- exceed $1.2 million based on an open competitive Request for
Qualifications process. 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. On June 22, 2010, Council authorized an additional $662,000 for FY2010-
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11. Finally, on June 28, 2011, Council authorized an additional $200,000 for the first
half of FY2011 -12, bringing the total not -to- exceed amount to $2,614,000.
Discussion
AS Pacific has been providing support for the Building and Safety Division's Plan
Check Section by performing geotechnical reviews and engineering services. When an
urgent need arose for technical services regarding the Chain Reaction sculpture, the
existing JAS contract filled the immediate need. JAS has also provided technical
support for additional review of grading and drainage plans for The Village project.
These two projects required immediate technical assistance; AS was the viable option.
Both projects are continuing into 2012 and therefore require a contract extension. For
that reason, staff recommends extending the term of the contract to February 29, 2012
and increasing the contract amount by $60,000 to cover corresponding expenses for the
extended support. For further future support of geotechnical reviews and engineering
services, staff has commenced the solicitation of qualified firms. Through the
competitive bid process, staff will determine which firms meet the City's needs for
supportive services by the end of the second quarter. Staff will seek City Council
approval in the event that the contact exceeds $70,000.
Contractor Selection
In Mav 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 modification to be awarded to JAS Pacific, Inc. is $60,000. Funds in the
amount of $60,000 are available in the FY 2011 -13 budget in account 01321.511690.
Prepared by: Ron Takiguchi, Building Officer
Approved:
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David Martin, Director
Planning and Community Development
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Forwarded to Council:
Rod Gould
City Manager
Reference Amended
Contract No. 88OO(CCS).