City Council Report
City Council Meeting: January 11, 2022
Agenda Item: 3.F
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To: Mayor and City Council
From: David Martin, Director, Building & Safety
Subject: Approval of Second Modification of Term Extension for Professional Services Agreement with IDS Group for Seismic Structural Analysis and Plan Review Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a second modification to agreement #10636 (CCS) with IDS Group, Inc. for seismic structural analysis review and seismic plan review services for the Community Development Department. This modification will extend the term by one year and will result in a five-year amended agreement.
Summary
To help ensure Santa Monica buildings could withstand a sizable earthquake, the City initiated the Seismic Retrofit Program (“Program”) in 2017 to identify potentially vulnerable buildings that may be in need of retrofit. Approximately 2,000 buildings were identified, including some large, complex structures such as Non-Ductile Concrete (“NDC”) and Steel Moment Frame (“SMF”) buildings. Building and Safety engineering staff does not have the experience and expertise to conduct the review of these building types; therefore, a contract was executed with IDS Group (“IDS”) in 2018 to provide engineering review services for the structural analysis and plan review submissions for NDC and SMF buildings. At its December 14, 2021 meeting, the City Council postponed approval of this contract modification until January 11, 2022, otherwise the contract term was scheduled to expired on December 31 2021. Staff anticipates the continued need for IDS’ services and recommends extending the agreement by one year to ensure these review services are maintained for the remaining buildings that are subject to the 2 of 4
Program. This aspect of the Program is full cost recovery and is currently fully funded; no additional funding is required for this request.
Discussion
The Seismic Retrofit Program requires owners of buildings identified as potentially seismically vulnerable to submit a structural analysis report to the Building and Safety Division for review by an engineer to indicate if a seismic retrofit of the structure is necessary. If a retrofit is required, the subsequent phase in the Program would consist of submittal for plan review to verify code compliance prior to the issuance of a building permit.
On March 6, 2018, Council awarded an RFP, and authorized City Manager to negotiate and execute a contract with IDS to provide engineering review services for the structural analysis and plan review submissions for NDC and SMF building types (Attachment A).
The services of IDS are necessary to perform the peer review of the structural analyses and technical plan review due to the level of complexity associated with these building types and the inability of staff to perform a comprehensive review due to lack of expertise within the Building and Safety Division. As detailed in Exhibit A (Scope of Services) of the contract, the engineering services could be utilized for structural analysis or plan review for the Seismic Retrofit Program or general plan review (Attachment B). There is a continued need for IDS Group’s services as the deadlines prescribed by the Seismic Ordinance for plan review submittal of NDC and SMF buildings are April 2022 and October 2029, respectively. The deadlines for submittal of structural analysis reports for these building types passed in October 2020; however, there remain buildings within these building type categories that have not yet submitted.
Once a review has been completed, Building and Safety pays IDS for their services, then charges the applicant for the same amount prior to issuing the final determination to the applicant. This ensures that the peer review process is full cost recovery. 3 of 4
Vendor Selection
After completing a formal RFP process (RFP #147), the City executed a contract with IDS for engineering services in May of 2018. A first modification to the contract was executed in February of 2021 to extend the term by one year. One additional year would allow the continued implementation of the Program by retaining the supplemental services and providing sufficient time to complete the remaining phases required by the Program.
Therefore, staff is recommending a second modification to the existing agreement with IDS to extend the term by one year, through December 31, 2022. No other modifications to the agreement are proposed.
Past Council Actions
Meeting Date Description
03/06/18
(Attachment A)
Council awarded $625,000 to IDS Group to provide seismic structural analysis review and seismic plan review services Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the recommended action. Staff will return to Council if specific budget actions are required in the future. Funding for this phase of the Program has been budgeted for the 2021- 2022 fiscal year.
Prepared By: Kevin Purcell, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. March 06, 2018 Staff Report (Web Link)
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B. Contract 10636 CCS
C. IDS - First Modification
D. IDS Living Wage 21-22
E. IDS Signed 2021 - OAKS
F. Written Comments