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CC - Approval of Three-Year Professional Services Agreements with JAS Pacific, Hayer Consultants Incorporated, and CSG Consultants for As-Needed Building Safety Structural, Mechanical, Electrical, and Plumbing Plan Check Services in an Aggregate Amount within the Appropriated Amount for Plan Check Services as Approved Each Year in the Building Safety Division Budget.
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Meeting Date: June 26, 2017
Contact Person/Dept: Craig Johnson / Building Safety / CDD
Phone Number: (310) 253-5800
Fiscal Impact: Yes [ ] No [x] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [x] Attachments: []
Public Notification: (Email) Meetings and Agendas - City Council (06/21/17);
Department Approval: Sol Blumenfeld, Community Development Director (06/16/17)
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RECOMMENDATION
Staff recommends the City Council approve three-year professional services agreements with JAS Pacific, Hayer Consultants Incorporated, and CSG Consultants, for on-call building safety structural, mechanical, electrical and plumbing plan check services for an aggregate amount within the appropriated amount for plan check services as approved each year in the Building Safety Division budget, for the period of July 1, 2017 through June 30, 2020, with an option for two one-year extensions, as approved by the City Manager.
BACKGROUND/DISCUSSION
The Building Safety Division has had the services of on-call plan check firms for the past five years and the forecast workload for the 2017-2018 fiscal year indicates the Division will continue to require these services. At the present time, several large projects are underway or about to commence in the City, exceeding the capacity of the Building Safety Division staff to timely perform the necessary structural plan checks for these projects. Staff is requesting authorization to contract structural, mechanical, electrical, and plumbing plan check services on an as-needed basis with the above firms and to concentrate on the inspection process for several large projects that will commence construction including: “Culver West” at 11924 Washington Boulevard, “Ivy Station” at 8824 National Boulevard, “Parcel B” at 9300 Culver Boulevard, 12803 Washington Boulevard, Culver Studios “Innovation” project at 9336 Washington Boulevard, the “ Culver Market Hall” project on Centinela Avenue, the “Entrada” project on Centinela Avenue.
On April 20, 2017, the City has solicited proposals for structural, mechanical, electrical, and plumbing plan check services (RFP #1643) for the Building Safety Division. Proposals were received from a total of 13 firms. Staff conducted an evaluation of qualifications/experience, responsiveness to scope of services, rates, and scheduling availability of all proposals received. Rather than selecting a singular firm to conduct as-needed on-call services, staff is recommending the City Council approve agreements with the three most highly ranked firms of the proposals evaluated (JAS Pacific, Hayer Consultants, Incorporated and CSG Consultants).
FISCAL ANALYSIS
Council Policy 5001 - Budget Development and Administration, Section E, City Manager Authority, 2.c., allows for budget increases in excess of $30,000 to “cover reimbursable contract costs such as plan review services, building inspection services, . . .” These contracts are intended to be ‘pass-through’ contracts, funded wholly by the applicant requesting the services. The amount spent over the three-year period will be dependent upon how many projects are reviewed for plan check, based on size, etc. As applicants submit requests for plan check, they deposit funds with the City to cover these services. When the service is provided, the Building Safety Division increases the respective budget account through an administrative budget amendment in order to increase the contract and pay for these services. As the costs are passed through, no City General Funds are used.
ATTACHMENTS
1. 17-6-26__JAS Culver City Plan Check Services RFP 1643
2. 17-6-26__Hayer Plan Check Services RFP 1643
3. 17-6-26__CSG Consultants Plan Check Services RFP 1643
MOTION
That the City Council:
1. Approve three-year professional services agreements with JAS Pacific. Hayer Consultants Incorporated, and CSG Consultants for on-call structural, mechanical, electrical, and plumbing plan check services in an aggregate amount within the appropriated amount for plan check services as approved each year in the Building Safety Division budget, for the period of July 1, 2017 through June 30, 2020; and
2. Authorize the City Manager to approve two one year extensions; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.