Item 6-H

COUNCIL MEETING:
August 10, 1999
Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute Professional Services Contracts for Plan Review and Inspection Services.

This staff report recommends that the City Council authorize the City Manager to negotiate and execute contracts for plan review services for the Building and Safety Division. Staff recommends contracts with ICBO Plan Review Services and EsGil Corporation, in a cumulative amount not to exceed $250,000.

This staff report also recommends that the City Council authorize the City Manager to negotiate and execute a contract with Willdan & Associates in an amount not to exceed $150,000 to provide temporary inspection and engineering staff for the Building and Safety Division.

BACKGROUND

The regional increase in building construction activity continues to affect the Building and Safety Division. In FY 96/97 the Building Permit valuation for the City was $63.5 million; in FY 97/98 the amount increased to $190 million. In FY 98/99 building permit valuation reached $320 million. The number and scope of plan reviews and construction permits for FY 98/99 exceeded estimates for that period and indications are that this trend will continue into FY 99/00. To manage the additional plan check workload and maintain acceptable levels of service to the public, it is necessary to contract for assistance with plan review services and staff functions for inspection and engineering.

Staff contacted four firms specializing in plan review services for municipalities: JAS Pacific Inc., ICBO Plan Review Services, Scott Fazekas & Associates and EsGil Corporation. Based on the proposals provided, both EsGil Corporation and ICBO Plan Review Services offered comparable rates for well qualified services and had good service records with other cities.

The current level of construction activity has resulted in staff receiving only one proposal for in-house engineering staff and two proposals for inspection services. Of the two inspection service proposals, one company was deemed unqualified due to unfavorable reports by another municipality. Currently, Willdan & Associates is the only available provider of both temporary engineering and inspection staff services.

As the Building and Safety Division collects plan review fees to offset the general fund expenditures for plan check and staff engineering services, there is no financial impact. Funds for these service are available in account number 01321.555060 (professional services) and, as a result of salary savings from vacancies in Building and Safety

Division staff positions, in account number 01321.511000 (the Division salary and wages account).

As the Building and Safety Division also collects permit fees to offset the general fund expenditures for staff inspection services, there is no financial impact. Funds for this service are available in Account #01321.555060 (professional services) and, as a result of salary savings from vacancies in inspection staff positions, in account number 01321.511000, the Division salary and wages account.

Building and Safety is currently recruiting for two plan check engineers and one senior combination building inspector. Until these staff vacancies are filled, temporary staff for counter plan check engineering and building inspection is needed to keep up with customer service demands. Because the construction boom has also created a shortage of qualified employees, previous recruitments for plan check engineer were unsuccessful. As a result, the need for temporary staff may continue for a number of months.

Staff recommends that the City Council authorize the City Manager to negotiate and execute contracts for plan review services for the Building and Safety Division with ICBO Plan Review Services and EsGil Corporation, in a cumulative amount not to exceed $250,000.

This staff report also recommends that the City Council authorize the City Manager to negotiate and execute a contract with Willdan & Associates in an amount not to exceed $150,000 to provide temporary inspection and engineering staff for the Building and Safety Division.

Prepared by:
Suzanne Frick, Director, Planning and Community Development
Tim McCormick, Building Officer