SR 06-13-2017 3L
Ci ty Council
Report
City Counc il Meeting : June 13, 2017
Agenda Item: 3.L
1 of 4
To: Mayor and City Council
From: David Martin, Director , Administration
Subject: Contract Modification for Temporary Staffing in Building and Safety Division
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotia te and
execute a first modification to agreement #3239 in the amount of $370,000 with JAS
Pacific, a California -based company, for temporary staffing services. This will result in a
three -year amended agreement with a new total amount not to exceed $450,00 0 with
future year funding contingent on Council budget approval .
Executive Summary
The Building and Safety Division ensures the wellbeing of the community by verifying
the safety of the built environment. Temporary staffing services are needed in the
Bu ilding and Safety Division due to staff vacancies in t he Building Officer and Assistant
Building Officer positions . Additionally, due to a pending extended leave by a Plan s
Examiner, the Building and Safety D ivision is in need of a temporary Plan s Examine r to
ensure reliable plan examination review service levels. JAS Pacific is the
recommended company to provide the temporary services needed by the Building and
Safety Division. Council authorized the Purchasing Manager to issue a purchase order
to JAS P acific on June 14, 2016 for temporary staffing services. Staff estimates the
expenditure for these temporary staffing services not to exceed $370,000 which is
expected to last through December 2017.
Background
On June 14, 2016 Council awarded RFP #56 to JAS Pacific to provide Clerical,
Architecture, Building Inspection, and Civil Engineering staffing services, and authorized
the Purchasing Manager to issue a purchase order to JAS Pacific. See Attachment A.
Since the positions were professional in natur e, an agreement was issued under the
City Manager's authority .
2 of 4
As of the close of business on May 5, 2017, the Building Officer terminated his
employment with the City and the Assistant Building Officer retired in December 2016.
Both positions are curren tly vacant.
Discussion
The Division administers state and municipal regulations regarding architectural
compliance, structural stability and seismic safety, electrical, mechanical, and plumbing
code safety, accessibility, energy conservation, green bu ilding, and sustainability. The
Division is currently in the process of implementing the Seismic Retrofit Program
recently adopted by Council.
The Charter of the Santa Monica City (“City Charter”), puts the Building Officer in
charge of “the supervisio n and inspection of all building construction within the City and
shall have power and be required to: (a) Examine building plans in order to determine
conformity with State laws and ordinances and issue building permits in connection
therewith; and (b) En force the laws and ordinances regulating the construction and
maintenance of buildings and other structures.
During the interim period while a Building Officer is being recruit ed and due to the
added vacancy of the Assistant Building Officer, staff is i n need of an Interim Building
Officer for a minimum of 6 months. To assist the Interim Building Officer with the
administrative duties related to the management of the Building and Safety Division, the
Assistant Director of Planning and Community Developm ent will temporarily serve as
the Division Manager for Building and Safety.
Additionally, a Plan s Examiner will begin a leave for approximately 6 months beginning
in June 2017. Staff is in need of a temporary Plan s Examiner to ensure plan
examination r eview service levels during the employee ’s leave.
3 of 4
It is expected that savings from both the Building Officer and Assistant Building Officer
vacancies will be sufficient to cover the cost of an Interim Building Officer and temporary
Plan s Examiner.
The original agreement was entered into for an Interim Assistant Building Officer and
approved for $80,000 which was below the amount necessary for City Manager
approval. Due to the proposed expenditure amounts for the Plan s Examiner and
Building Officer posi tions, a separate agreement with JAS Pacific is necessary due to
the increased expenditure amounts .
Vendor Selection
On October 9, 2015, the City issued a Request for Proposals (RFP) for temporary
staffing services. The RFP was posted on the City’s onl ine bidding site, and notices
were advertised in the Santa Monica Daily Press in accordance with the City Charter
and Municipal Code provisions. Seventy -three vendors downloaded the RFP and 17
proposals were received. Proposals were evaluated based on th e criteria in SMMC
2.24.073, including cost, background/reference and reputation, flexibility, utility and
suitability. Based on the criteria, a list of ten vendors w ere recommended to Council on
June 14, 2016, with JAS Pacific being one of the 10.
4 of 4
Fin ancial Impacts and Budget Actions
The agreement modification to be awarded to JAS Pacific is for $370,000, for an
amended agreement total not to exceed $450,000. Funds are available in the FY 2017 -
18 proposed budget in the Planning and Community Developm ent department. The
agreement will be charged to account 01 321.511690 .
Prepared By: Salvador Valles, Assistant Director of PCD
Approved
Forwarded to Council
Attachments:
A. June 14, 2016 Council Meeting Staff Report
B. JAS Oaks Disclosure
REFERENCE:
Agreement No. 10472
(CCS)