SR 02-27-2024 5D
City Council
Report
City Council Meeting: February 27, 2024
Agenda Item: 5.D
1 of 5
To: Mayor and City Council
From: David Martin, Director, Building & Safety
Subject: Award RFP to True North Compliance Services and Willdan Engineering for
Temporary Staffing
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3) (Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines;
2. Award RFP# 385 to True North Compliance Services, Inc. and Willdan
Engineering for temporary building inspection and plan review services for the
Community Development Department.
3. Authorize the City Manager to negotiate and execute an agreement with True
North Compliance Service, Inc., in an amount not to exceed $225,000 (for three
years, with two-additional one-year renewal options in the amount of $75,000, on
the same terms and conditions) for a total amount not to exceed $375,000 over a
five-year period, with future year funding contingent on Council budget approval.;
and
4. Authorize the City Manager to negotiate and execute an agreement with Willdan
Engineering, in an amount not to exceed $150,000 (for three years, with two-
additional one-year renewal options in the amount of $50,000, on the same terms
and conditions) for a total amount not to exceed $250,000 over a five-year
period, with future year funding contingent on Council budget approval.
Summary
Temporary staffing services are being requested in an effort to ensure the ability of the
Building and Safety Division’s Inspection and Plan Check sections to continue to meet
established service goals during temporary staff vacancies. Temporary staffing is
necessary to provide support during times when positions are vacant, when a current
eligibility list does not exist to fill the position immediately to ensure that services remain
5.D
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at acceptable levels, and to prevent untenable volumes, excessive workload, and
delays. Staff recommends executing contracts with True North Compliance Services
and Willdan Engineering, to ensure the maintenance of service levels during these
temporary staffing shortages.
Discussion
Building and Safety staff have found it difficult to provide services to customers in
acceptable timeframes during the past few years due to temporary staff vacancies. This
has resulted in wait times for customers to receive inspections increasing from two or
three days to two to four weeks. These delays lead to contractors either having to delay
construction for weeks until an inspection can be performed, costing them and their
clients’ money, or contractors moving forward with their work without an inspection,
which causes safety issues and potential delays when an inspection is finally performed
– all of which negatively effects safety and the pace of the City’s development towards
achieving housing goals and economic recovery.
Similarly, the Plan Check section has been unable to meet service level goals due to
temporary and long-term staff vacancies and service delays have meant extended wait
times to receive an approved set of plans, which delays construction and costs
customers time and money.
To address these issues, staff recommends executing contracts with two temporary
staffing agencies to provide qualified professionals to the Building and Safety Division
while positions within the Division are vacant. The Division has implemented service
enhancements over the past couple of years to facilitate improved processes; however,
maintaining acceptable service levels is difficult when there are ongoing temporary staff
vacancies. Procuring these contracts as a backup will assist during these temporary
periods of staffing shortages and help prevent service delays from increasing, as well as
help the Division address already existing backlogs. This will increase customer
satisfaction, avoid excessive workloads among existing full-time staff, and help ensure
that the City meets internal and external expectations for promoting development,
businesses, housing, and the safety of the built environment.
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Temporary staff for inspections and plan check services authorized by this contract
request will be utilized when temporary vacancies exist within the Building and Safety
Division. The cost of temporary staffing will be offset by vacancy savings and fees
collected for plan review and building permits.
The Building and Safety Division will continue to pursue permanent staffing, as City
financial resources permit.
Vendor Selection
Bidder Recommendation
Best Qualified Firms
True North Compliance Services, Inc (Primary Vendor)
Willdan Engineering (Secondary Vendor)
Evaluation Criteria The training, credentials and experience of the firm; the demonstrated
competence, ability, capacity and skill of the firm to provide the service
promptly, within the time specified, and without delay; the capacity of the
firm to provide the service promptly, within the time specified, and without
delay; and the character, integrity, reputation and judgment of the firm;
the ability of the firm to provide such future service as may be needed;
and the price which the firm proposes to charge, including whether the
price is fair, reasonable and competitive. The City shall have absolute
discretion in determining the applicability and weight of the criteria listed
above
The City is not required to select the proposal with the lowest price.
Municipal Code SMMC 2.24.190
RFP Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/11/2023 City's Online
Bidding Site
Santa Monica Daily Press 21 11/02/2023
Justification to Award
This Request for Proposals (RFP) went through the formal bid process in OpenGov.
Six responses were received, all of which were reviewed by a three-person selection
committee consisting of Building and Safety supervisory staff. True North Compliance
Services is recommended as the best qualified vendor, with Willdan Engineering
RFPs Received
Vendor 1 True North Compliance Services, Inc. Vendor 4 CSG Consultants, Inc.
Vendor 2 Willdan Engineering Vendor 5 Bureau Veritas NA Inc
Vendor 3 JLee Engineering, Inc. Vendor 6 The Code Group, Inc (VCA Code)
5.D
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recommended as the secondary vendor. Staff feel that two contractors are necessary
in this situation for several reasons. One is that both inspection and plan review
services are necessary in this case and it has been historically difficult, at times, to
identify vendors with staff available to provide those services every time they are
needed. Staff would like to have a second vendor in place in the event that, at some
point in the future, True North does not have staff available to fulfill Building and
Safety’s needs. Additionally, temporary staff are required to not have participated in
the CalPERS system. Given that most potential Plan Check Engineers or Building
Inspectors have worked for a municipality at some point in their careers, this
requirement further limits an already small pool of eligible temporary staff members.
Therefore, having a vendor available and contracted in support will help ensure that
vacancies can be augmented with temporary staff whenever they occur.
Environmental Review
The award agreement is exempt from CEQA pursuant to Section 15061(b)(3) of the
CEQA Guidelines. The award agreement is covered by the common-sense exemption
which states that CEQA does not apply, “where it can be seen with certainty that there
is no possibility that the activity in question may have a significant effect on the
environment.” The agreement will provide the City with administrative support, and
temporary staff will perform the same duties as full-time staff. Therefore, it can be
seen with certainty that the agreement would not result in adverse physical impacts on
the environment, and as such, is exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks contract authority to approve available funding from the General Fund to
award professional service agreements for temporary staffing services with True North
Compliance Services, Inc. for an amount not to exceed $375,000 and with Willdan
Engineering for an amount not to exceed $250,000. These services would only be
utilized when temporary vacancies exist within the Building and Safety Division.
Professional Service Agreement Request: True North Compliance Services, Inc.
FY 2023-24 Future Years Amount Department Account # Account Description Total Contract
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Request Amount Amount
$75,000 $300,000 01700004.552010 Prof. Services $375,000
Professional Service Agreement Request: Willdan Engineering
FY 2023-24 Request
Amount Future Years Amount Department Account # Account Description Total Contract
Amount
$75,000 $175,000 01700004.552010 Prof. Services $250,000
Prepared By: Kevin Purcell, Principal Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. True North Oaks Signed
B. Wildan Oaks Signed
C. Levine Act True North
D. Levine Act WILLDAN
E. Written Comments
5.D
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CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
5.D.a
Packet Pg. 165 Attachment: True North Oaks Signed (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Isam Hasenin President
10-27-23
isam@tncservices.com 858-260-0495
True North Compliance Services, Inc.
Isam Hasenin, Amar Hasenin
Isam Hasenin, Amar Hasenin
5.D.a
Packet Pg. 166 Attachment: True North Oaks Signed (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
5.D.b
Packet Pg. 167 Attachment: Wildan Oaks Signed (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
City of Santa Monica Levine Act Disclosure Form
CITY OF SANTA MONICA
CALIFORNIA LEVINE ACT DISCLOSURE
In 2022, California’s SB1439 extended requirements under Government Code Section 84308, also known as the "Levine Act", to prohibit City “Officers” from participating in any
action related to a contract, license, permit, or entitlement if such Officer received
campaign contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from a party or participant to the proceeding, or their agent.
Section 84308(a)(4) of the Levine Act defines an "Officer" as follows: “Officer” means any
elected or appointed officer of an agency, any alternate to an elected or appointed officer
of an agency, and any candidate for elective office in an agency. The term “Officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision
in the license, permit, or entitlement for use proceeding, or who exercise authority
or budgetary control over the agency or officers who may do so, and:
(1)Serve in an elected position, including an official appointed to an electedposition due to an interim vacancy or an election otherwise canceled because theofficial was the sole candidate for the position;
(2)Serve as a member of a board or commission;
(3)Serve as the chief executive of a state agency, or county, city or district of anykind; or
(4)Have decision making authority with respect to the proceeding involving alicense, permit, or other entitlement for use and is also a candidate for elected
office or has been a candidate for elective office in the 12 months prior to the
proceeding.
A list of Santa Monica Elected Officials and members of boards and commissions can be found at the following links. The party making this certification is responsible for determining whether a recipient of a political contribution is a City Officer prior to
completing this form.
https://www.smgov.net/departments/council/ https://www.santamonica.gov/departments/rent-control https://www.smgov.net/ /boards/.
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to any City Officer in the twelve months preceding the date of the submission of your application or proposal?
____YES ____ NO
Name of Councilmember or City Officer: _________________________________
4
5.D.c
Packet Pg. 168 Attachment: Levine Act True North (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
City of Santa Monica Levine Act Disclosure Form
Name of Contributor: _________________________________________________
Date(s) of Contribution(s): ____________________________________________
Amount(s) ________________________________________________________
Please specify below and/or add additional sheet(s) to identify additional Councilmembers or City Officers to whom you and/or your agents made campaign
contributions.
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.
By signing below, you certify you also agree to disclose to the City any future contributions made to Councilmembers or other City Officers by you or your agent(s) after the date of signing this disclosure form, and within 12 months following the approval, renewal, or extension of the requested contract, license, permit, or entitlement.
I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE
STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
Signed: ____________________________ Date: ____________________
Print Name: _________________________ Title: _____________________
Company: __________________________
Additional Disclosures:
Please note this form is a public record and subject to a California Public Records Act
request.
2/7/2024
Isam Hasenin President
True North Compliance Services, Inc.
5.D.c
Packet Pg. 169 Attachment: Levine Act True North (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
City of Santa Monica Levine Act Disclosure Form
CITY OF SANTA MONICA
CALIFORNIA LEVINE ACT DISCLOSURE
In 2022, California’s SB1439 extended requirements under Government Code Section 84308, also known as the "Levine Act", to prohibit City “Officers” from participating in any
action related to a contract, license, permit, or entitlement if such Officer received
campaign contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from a party or participant to the proceeding, or their agent.
Section 84308(a)(4) of the Levine Act defines an "Officer" as follows: “Officer” means any
elected or appointed officer of an agency, any alternate to an elected or appointed officer
of an agency, and any candidate for elective office in an agency. The term “Officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision
in the license, permit, or entitlement for use proceeding, or who exercise authority
or budgetary control over the agency or officers who may do so, and:
(1)Serve in an elected position, including an official appointed to an electedposition due to an interim vacancy or an election otherwise canceled because theofficial was the sole candidate for the position;
(2)Serve as a member of a board or commission;
(3)Serve as the chief executive of a state agency, or county, city or district of anykind; or
(4)Have decision making authority with respect to the proceeding involving alicense, permit, or other entitlement for use and is also a candidate for elected
office or has been a candidate for elective office in the 12 months prior to the
proceeding.
A list of Santa Monica Elected Officials and members of boards and commissions can be found at the following links. The party making this certification is responsible for determining whether a recipient of a political contribution is a City Officer prior to
completing this form.
https://www.smgov.net/departments/council/ https://www.santamonica.gov/departments/rent-control https://www.smgov.net/ /boards/.
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to any City Officer in the twelve months preceding the date of the submission of your application or proposal?
____YES ____ NO
Name of Councilmember or City Officer: _________________________________
5.D.d
Packet Pg. 170 Attachment: Levine Act WILLDAN (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
City of Santa Monica Levine Act Disclosure Form
Name of Contributor: _________________________________________________
Date(s) of Contribution(s): ____________________________________________
Amount(s) ________________________________________________________
Please specify below and/or add additional sheet(s) to identify additional Councilmembers or City Officers to whom you and/or your agents made campaign
contributions.
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.
By signing below, you certify you also agree to disclose to the City any future contributions made to Councilmembers or other City Officers by you or your agent(s) after the date of signing this disclosure form, and within 12 months following the approval, renewal, or extension of the requested contract, license, permit, or entitlement.
I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE
STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
Signed: ____________________________ Date: ____________________
Print Name: _________________________ Title: _____________________
Company: __________________________
Additional Disclosures:
Please note this form is a public record and subject to a California Public Records Act
request.
Estelle Cope
5.D.d
Packet Pg. 171 Attachment: Levine Act WILLDAN (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)
1
David Yakobson
From:Kevin McKeown <kevin@mckeown.net>
Sent:Saturday, February 24, 2024 12:36 PM
To:councilmtgitems
Cc:Phil Brock; Lana Negrete; Gleam Davis; Caroline Torosis; Christine Parra; Jesse Zwick;
Oscar de la Torre
Subject:Item 5-D -- caution on temporaries
EXTERNAL
Consistently, over many years, our pre-2020 Councils moved City hiring pracƟces away from “as-needed” and temporary
workers bereŌ of benefits, bringing those duƟes “in-house” where jobs were stable and employees and their families
were respected with medical and other support. I point to those jobs we created without regret, even though it was on
my watch as Mayor in 2020 that the COVID revenue collapse forced us to let go many, many of our best workers.
Now, with economic recovery just beginning and money sƟll scarce, it may make sense to plug holes in City services with
out-sourced and temporary workers, as recommended by staff in consent calendar agenda item 5-D. Yes, I’m saying that
urgent needs in Plan Check, and Building and Safety, may jusƟfy hiring temps, for now.
The red flag that brought me to the keyboard is near the end of the staff report:
> The cost of temporary staffing will be offset by vacancy savings…
Please don’t let an urgent but temporary need undo years of work by previous Councils. Vacant City employee posiƟons
should be filled as soon as possible with qualified new City employees, not used to jusƟfy a slush fund that semi-
permanently pays for temporary, as-needed, or out-sourced workers.
Please affirm publicly, so staff hears you as you vote for 5-D, that you are making a jusƟfiable excepƟon to ongoing City
policy calling for as much work as possible to be done by true City employees, who are appropriately rewarded and
respected for their service to our community..
Thanks,
Kevin
————————————
K e v I n M c K e o w n
hƩps://urldefense.com/v3/__hƩp://www.mckeown.net__;!!OfuUnHCITYtmmjM!vtUkp_MB1uCqHbev15nykSQbIi15gUYJ
He9NmY7vhjPHX_QLdJyjTtRxZWLxqvDdW3QV_oWyqGCvRfUwnKrlaW_xFns$
Choose to be conscious
————————————
Item 5-D February 27, 2024
Item 5-D February 27, 2024
5.D.e
Packet Pg. 172 Attachment: Written Comments (6205 : Award RFP to True North Compliance Services and Willdan Engineering for Temporary Staffing)