HomeMy WebLinkAbout25zEE - AGMT - BUILDING INSPECTIONS SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 21, 2014
CLERK OF COUNCIL USE ONLY;
TITLE:
APPROVED
❑ As Recommended
AMEND AN AGREEMENT FOR CONTRACT
❑ As Amended
BUILDING INSPECTIONS SERVICES WITH
❑ Ordinance on 16' Reading
❑ Ordinance on 2ntl Reading
J LEE ENGINEERING, INC. (STRATEGIC
❑ Implementing Resolution
PLAN NOS. 3, 3 AND NO,, 3, 5)
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute the attached amendment to the
agreement with J Lee Engineering, Inc. to provide on -call building Inspection services for a
period no longer than three years and within the previously agreed amount of $500,000
(aggregate), subject to non- substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
For many years the Building Division met or exceeded a 24 -hour turnaround time for all building,
electrical, mechanical and plumbing inspections. This level of service was comparable to
surrounding municipalities and represented the generally accepted performance goal for
inspection services in the County. The Building Division was able to maintain this level of service
with 15 specialty (electrical /plumbing) and combination building inspectors.
Beginning in 2009, budget constraints and unfilled retirements resulted in the reduction of over
60 percent of inspection staff. While these reductions negatively impacted inspection turnaround
times, the impact was lessened by a concurrent reduction in building activity due to the economic
downturn.
Building permit applications and inspection activity have steadily increased since 2010 as major
development projects that were put on hold during the recession have restarted and new projects
are being proposed. There are a number of large residential and commercial projects in various
phases of the planning, design and construction process within the City including: Lyon
Communities, a 258 -unit residential project at the corner of First Street and Cabrillo Park Drive,
Legado at The MET, a 281 -unit residential project in MacArthur Place, the Discovery Science
Center expansion which includes over 50,000 square feet of new exhibit space and Main Place
Macy's building remodel which will include a new health club, entertainment and restaurant
space.
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Amendment for Contract Inspection Services
October 21, 2014
Page 2
This continued growth from the building industry compounded by limited inspection staff has
resulted in building inspection turnaround times of over five -days. On large projects, this
substandard level of service results in increased costs to the developer as contractors are not
able to continue construction until an inspection has occurred. On small projects, this delay in
inspections often results in a property owner or contractor doing work illegally without permits.
Over the last year Development Projects submitted to the Planning Division for design review
has increased 33 percent. This increase is an indicator of continued future growth as
development projects start with the Planning Division before progressing into building plan check
and ultimately, permit issuance and construction. Additionally, the valuation of permits issued
has also increased over the last year by 15.6 percent. This increase in building valuation
indicates that the scope and scale of projects is also increasing as larger, and thus higher
valuation, projects are being developed. These indicators of continued growth further
underscore the need for adequate staffing levels to meet the needs of the development
community.
On September 15, 2014, the City Council approved an appropriation adjustment and resolution
authorizing the Building Safety Division to start recruitments for three Combination Building
Inspectors, one Senior Combination Building Inspector and one Permit Processor. While these
recruitments are currently underway, there is an immediate need for building inspection services.
The Planning and Building Agency has an existing contract with J Lee Engineering Inc. to
provide on -call plan check services for customers requesting to expedite their plan check. Staff
proposes to amend the scope of work for this contract to also include building inspection services
as well as plan check services. J Lee Engineering Inc„ is able to provide highly qualified
contract building inspectors who are fully versed in both commercial and residential construction
code requirements and will make and immediate impact in reducing building inspection
turnaround times.
Once full -time staff is hired and inspection turnaround times brought back to acceptable levels,
contract inspection services will be limited to overtime or special inspections requests, or during
times of high inspection activity to ensure that turnaround times do not revert to the current
unacceptable levels.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's effort to meet Goal No. 3 Economic Development,
Objective No. 3 (Promote a solutions -based customer focus in all efforts to facilitate development
and investment in the community), and Objective No. 5 (Leverage private investment that results
in tax base expansion and job creation citywide).
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Amendment for Contract Inspection Services
October 21, 2014
Page 3
FISCAL IMPACT
The existing agreement with J Lee Engineering, Inc. is funded using fees paid by applicants
requesting accelerated plan check in an aggregate amount of $500,000. While on -call building
inspection services will be included under this agreement amount, inspection services will be
paid from Planning and Building Agency accounts for other contractual services (account no.
01116520 -62300 and 01116500 - 62300) in an amount not to exceed $50,000.
Karen Haluza
Interim Executive Director
Planning and Building Agency
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance & Management Services Agency G8
MF:rb
Mf /managementaldework /reportsrfces /Amend J Lee Contract- Building Inspection Services
Exhibit: 1. Amended Agreement
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FIRST AMENDMENT TO CONSULTANT AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT, made and entered into this _ day of
2014, by and between I LEE ENGINEERING, INC., a California corporation
( "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized
and existing under the Constitution and laws of the State of California ( "City ").
RECITALS
A. City and Consultant entered into Agreement #A- 2014 -171, dated September 8, 2014,
for a consultant having special skill and knowledge in the field of municipal plan check
services ( "said Agreement "),
B. In accordance with the terms and conditions of said Agreement, the Parties desire to add
on -call building inspection services to the scope of said Agreement.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions of said Agreement, except as herein modified, the parties agree as follows:
Section 1, SCOPE OF SERVICES, shall be amended to include on -call building
inspection services, as set forth in the revised Scope of Services, attached hereto as
Exhibit A and incorporated herein by this reference.
2. Section 2, COMPENSATION, the relevant portion of said section shall be amended to
include the hourly rates for inspection services, as set forth in the Hourly Rates Sheet,
attached hereto as Exhibit B and incorporated herein by this reference. The total amount
that may be expended under said Agreement, as well as all previously agreed upon rates
for other services, shall not be affected by this amendment.
3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain
in full force and effect.
J/J
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IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement
the date and year first above written.
ATTEST;
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R,.CARVALHO
City A,4 r en h
Hy: _
Ryan
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
J LEE ENGINEERING, INC.
JAE LEE, PE, CPE, CASP
President
Tax ID#
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EXHIBIT A
SCOPE OF SERVICES
(Attached)
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EXHIBIT A
SCOPE OF SERVICES
General Description
Building Safety Division of the City of Santa Ana foresees submittal of several large projects in
the near future. Therefore, the City is seeking the services of professional consultants to support
the efforts of City staff in the area of plan checking,
Scope of Services
Consultant shall perform the following services for each assigned building plan review and
inspection services.
Detail review the mechanical, plumbing, electrical and building (architectural/structural)
plans, Review supporting documents for industrial, commercial, residential and public
buildings and determine compliance with applicable building standards as related to
existing and proposed buildings.
2. Review the plans for compliance with California state - mandated regulations for energy
conservation, disabled access and City Adopted Ordinances.
3. Review the plans for compliance with Federal Flood Plain regulations for projects in the
special flood hazard area designated on the flood insurance rate map (FIRM) as zone A01
or AE.
4. Recheck and approval of final plans and supporting documents to be provided without
additional charge for recheck.
5. Submittal of approved plans and all supporting documents to the City of Santa Ana.
6. Provide all necessary liaison with applicants via fax, phone, e -mail or in person to
expedite the review process and consult on complex code issues with City of Santa Ana
Building Official.
Plan review report to be customized for each project and be delivered via fax, mail or e-
mail to City and the applicant,
8. Structural portion of the plans to be reviewed by California Licensed Civil or Structural
Engineer.
9. Plan reviewer to be consistent, accurate, available and responsive to the City and the
applicant via phone, fax, e -mail and meetings. Also, the plan reviewer shall be available
to the Building Official and his staff to help answer Code questions arising from review.
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Plan reviewer shall provide assistance in evaluation of alternate materials, design and
methods of construction proposed by applicant.
10, Plan reviewer shall be available, at no expense to the City of Santa Ana, to meet at the
City office with owners, architects, engineers and contractors to discuss the Plan Check
issues,
11. Plan reviewer to verify that the job description, square footages, occupancy
classifications and type of construction, on the permit application agrees with the plans
and specifications. Plan reviewer will also verify the building valuation based upon
valuation costs used by the City of Santa Ana.
12, Initial PIan review to be complete within fifteen (15) working days and recheck within
five (5) working days.
13. Deferred submittals, trusses, stairs, curtain walls, mechanical, plumbing and electrical
plan reviews will be checked on an hourly rate of $85.00/hour when performed by a
Certified Plans Examiner and a rate of $100.00/hour when performed by a Plan Check
Engineer.
14. Consultant fee for review services to be 40% of the City of Santa Ana Plan Check Fee.
15. Provide as needed inspection services for residential combination, commercial building,
commercial electrical, commercial plumbing, commercial mechanical and accessibility
inspection.
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EXHIBIT B
HOURLY RATES
(Attached)
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HOURLY RATES
For 2014
A. Hourly Rates for Inspection Services:
Senior Inspector $ 80.00
Inspector $ 70.00
430 S. Garfield five., Suite 30.1, Alhambra, Qf6t E _Ile: (626) 284 -8906 s Fax: (626) 284 -8907
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