City Council Meeting: February 14, 2012

Agenda Item: 3-I††††††††††††††††††††††† ††††††††††

To:†††††††††††††† Mayor and City Council 

From:†††††††††† David Martin, Director of Planning and Community Development

Subject:††††††† Amendment to Contract Number 8800 with JAS Pacific, Inc.

 

 

Recommended Action

Staff recommends that the City Council authorize the City Manager to negotiate and execute a fourth amendment to Contract Number 8800 (CCS) with JAS Pacific, Inc., a California based company.The amendment would allow a final extension of this contract term and increase the contract amount an additional $60,000 for a total not-to-exceed amount of $2,674,000.

 

Executive Summary

Through this contract, JAS Pacific, Inc. has provided support for plan check, inspection, and permit administration services during periods of staff vacancies and peak workload demands, as well as for technical services which required specialized expertise. The Building and Safety Division intended to complete the use of Contract 8800 by the end of 2011, but several ongoing projects have not made that possible.Due to the critical and immediate need to evaluate the Chain Reaction sculpture located on Main Street, technical services are required.Technical services are also required to analyze grading and drainage plans for both The Village, a sizeable residential project adjacent to the Palisades Garden Walk, and the Palisades Garden Walk park project itself, due to their large scope and complexity.These additional projects have required an extension of JAS services into 2012, as well as a corresponding modification to the contract in the amount of $60,000 for a new total of $2,674,000.

 

Background

City Council approved the current contract with JAS on July 24, 2007 and authorized an amount not-to-exceed $1.2 million based on an open competitive Request for Qualifications process.On January 27, 2009, Council authorized an amendment to provide an additional $150,000 for the remainder of FY2008-09, as well as $402,000 for FY2009-10. On June 22, 2010, Council authorized an additional $662,000 for FY2010-11.Finally, on June 28, 2011, Council authorized an additional $200,000 for the first half of FY2011-12, bringing the total not-to-exceed amount to $2,614,000.

 

Discussion

JAS Pacific has been providing support for the Building and Safety Divisionís Plan Check Section by performing geotechnical reviews and engineering services.When an urgent need arose for technical services regarding the Chain Reaction sculpture, the existing JAS contract filled the immediate need.JAS has also provided technical support for additional review of grading and drainage plans for The Village project.These two projects required immediate technical assistance; JAS was the viable option.Both projects are continuing into 2012 and therefore require a contract extension.For that reason, staff recommends extending the term of the contract to February 29, 2012 and increasing the contract amount by $60,000 to cover corresponding expenses for the extended support.For further future support of geotechnical reviews and engineering services, staff has commenced the solicitation of qualified firms.Through the competitive bid process, staff will determine which firms meet the Cityís needs for supportive services by the end of the second quarter.Staff will seek City Council approval in the event that the contact exceeds $70,000.

 

Contractor Selection

In May of 2007, staff sent a Request for Qualifications with Proposal for the necessary temporary employees and professional services to thirty-three firms. Ten firms responded. Staff reviewed the proposals, company qualifications, and client references and recommended four vendors for various needs based on the required criteria of S.M.M.C. 2.24.073. These vendors were: Twining Laboratories of Southern California, Koury Engineering and Testing, Inc., California Code Check, and JAS Pacific, Inc.The criterion used included training, credentials, experience, demonstrated competence and ability, capacity, stability and price. JAS Pacific and California Code Check had an existing professional relationship with the City and a proven track record of quality performance.

Financial Impacts & Budget Actions

The contract modification to be awarded to JAS Pacific, Inc. is $60,000. Funds in the amount of $60,000 are available in the FY 2011-13 budget in account 01321.511690.

 

 

Prepared by: Ron Takiguchi, Building Officer

 

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

David Martin, Director

Planning and Community Development

 

Rod Gould

City Manager