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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)