City Council
Report
City Council Meeting: June 28, 2022
Agenda Item: 5.D
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To: Mayor and City Council
From: David Martin, Director, Building & Safety
Subject: Approval of Term Extension for Seismic Peer Review Services Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a third modification to the following three agreements:
1. Agreement #10635 (CCS) with Degenkolb Engineers for seismic retrofit structural analysis and plan review services for the Community Development Department. The proposed two-year extended term will result in a six-and-onehalf year amended agreement with a total amount not to exceed $625,000, with future year funding contingent on Council budget approval;
2. Agreement #10636 (CCS) with IDS Group for seismic retrofit structural analysis and plan review services for the Community Development Department. The proposed two-year extended term will result in a six-and-one-half year amended agreement with a total amount not to exceed $625,000, with future year funding contingent on Council budget approval;
3. Agreement #10637 (CCS) with JAS Pacific for seismic retrofit plan review services for the Community Development Department. The proposed two-and-ahalf-year extended term and additional $200,000 in authority will result in a sixand-one-half year amended agreement with a new total amount not to exceed $625,000, with future year funding contingent on Council budget approval.
Summary
The City’s Seismic Retrofit Program (“Program”) was adopted by Council on March 28, 2017. The Program requires owners of buildings identified as seismically vulnerable to submit structural analyses and retrofit plans to the Building and Safety Division for review by an engineer with specialized knowledge to verify compliance with State and local construction standards prior to commencing retrofit work. In support of that program, the City contracted with three firms to provide structural analysis peer review and plan review services for the various building types. The three firms are:
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• JAS Pacific to review seismic retrofit plans for Soft Story building types, and • Degenkolb Engineers and IDS Group to provide structural analysis peer review and plan review services for the larger and most complex Non-Ductile Concrete and Steel Moment Frame building types.
The JAS contract expires on June 30, 2022, and the Degenkolb Engineers and IDS Group contracts expire on December 31, 2022. The services associated with the three agreements will continue to be necessary beyond their expiration date. Staff recommends increasing the amount of the JAS contract from $425,000 to $625,000 to cover the anticipated projects within the extended contract term. No additional funding is recommended for the two contracts with Degenkolb Engineering and IDS Group. The costs related to these services are fully recovered as they are paid by the applicant.
Discussion
Each of the three agreements will expire this year. However, many buildings must still submit their retrofit building plans for approval prior to the deadline. Therefore, staff recommends extending the terms of all three agreements by two years to December 31, 2024. These agreements are specific to the ongoing Seismic Retrofit Program and extending the agreements will maintain current service levels with firms that are familiar with City processes, and align with the extended deadlines due to COVID-19.
JAS Pacific
On July 25, 2018, the City executed Professional Services Agreement #10637 (CCS) with JAS Pacific (JAS) to address the anticipated increased volume of structural analysis and plan review submittals resulting from the Program requirements for Soft Story buildings. Approximately 1,700 Soft Story buildings (typically multi-story buildings with large open spaces where typically a shear wall would be required) were identified in the City as potentially in need of structural improvement through a seismic retrofit.
The engineering services provided by JAS supplement City plan review staff work and provide the ability to manage the increased volume, maintain appropriate levels of service, and ensure the timely and efficient review of seismic retrofit plan submittals. 3 of 5
Approximately 550 Soft Story buildings have yet to submit plans for retrofit review.
Additionally, the latest date in which a Soft Story building is required to submit for plan review is July 2023. As such, it can be reasonably anticipated that a significant number of Soft Story retrofit projects will be submitted to the City over the next two years.
The current agreement with JAS is set to expire on June 30, 2022, for an amount not to exceed $425,000. The City has utilized approximately $280,000 (65%) of that funding to-date. Staff recommends increasing the amount to $625,000 to ensure adequate funding for the recommended term extension to December 31, 2024. The costs related to the services provided by JAS are fully recovered and paid by the applicant.
Degenkolb Engineers and IDS Group
Contracts 10635 (CCS) and 10636 (CCS) were executed in mid-2018 with Degenkolb Engineers (Degenkolb) and IDS Group (IDS), respectively, to provide engineering review services for the structural analysis and plan review submissions required by the Program. These agreements are in place to provide engineering services for NonDuctile Concrete (NDC) and Steel Moment Frame (SMF) building types, which tend to be large, complex buildings. The services provided by these firms are necessary to perform a comprehensive review of these building types due to lack of expertise within the Building and Safety Division.
The compliance dates for plan review submittals for NDC and SMF buildings are April 2022 and October 2029, respectively. Approximately 40 NDC and 70 SMF buildings have yet to submit plans to the City so the continued services of Degenkolb and IDS are necessary. RFPs will be issued in the future, as necessary, to maintain these services for the life of the Program.
The two agreements with Degenkolb and IDS are set to expire on December 31, 2022, and each with a not to exceed limit of $625,000. Approximately $125,000 (20%) of the IDS agreement, and approximately $55,000 (9%) of the Degenkolb agreement, have been expended to-date. As a result, no additional Council authority is necessary to 4 of 5
extend the financial commitment of these agreements. The costs related to the services provided by Degenkolb and IDS are fully recovered and paid by the applicant as part of the plan review fees collected.
Pursuant to Council approval, seismic retrofit deadlines for all Soft Story buildings, and other seismic retrofit building types with an active plan review or building permit, were extended by two years due to the COVID-19 pandemic. The pandemic also impacted the ability of owners to address retrofit requirement in a timely manner, due to unavailability of design/construction professionals, financial losses, and increased construction costs. Degenkolb, IDS, and JAS have all provided quality service at established prices to the City addressing their specific portions of the Program. Their staff are also now familiar with City practices and requirements, which allows for efficient reviews. The proposed extensions would also be an efficient use of staff time that would otherwise be spent producing, issuing, and awarding another large RFP for these services. For these reasons, staff recommends extending the term of all three contracts until December 31, 2024, resulting in three six-and-a-half year contracts.
Past Council Actions
Meeting Date Description
03/06/18
(attachment A)
Council authorizes professional services agreements with Degenkolb Engineers, IDS Group, and JAS Pacific
12/17/19
(attachment B)
Council approves first modification to agreement 10637 (CCS) with JAS Pacific to increases the not to exceed limit
06/08/21
(attachment C)
Council approves second modification to agreement 10637 (CCS) with JAS Pacific to extend the term by one year
01/11/22
(attachment D)
Council approves second modification to agreement 10635 (CCS) with Degenkolb Engineers to extend term by one year
01/11/22
(attachment E)
Council approves second modification to agreement 10636 (CCS) with IDS Group to extend term by one year
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with JAS Pacific for seismic plan review services. Funds are included in the Proposed FY 2022-23 Biennial Budget pending Council adoption. Future year funding is contingent on Council budget approval.
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Agreement Modification Request
Agreement # Current Authorized
Amount
FY 2022-23
Modification
Request Amount:
Dept/CIP Account # Total Revised
Contract Amount
10635
(CCS) $625,000 $0 01700004.552010 $625,000
10636
(CCS) $625,000 $0 01700004.552010 $625,000
10637
(CCS) $425,000 $200,000 01700004.552010 $625,000
Prepared By: Kevin Purcell, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. March 6, 2018 Staff Report (Web Link)
B. December 17, 2019 Staff Report (Web Link)
C. June 8, 2021 Staff Report (Web Link)
D. January 11, 2022 Staff Report (Web Link)
E. January 11, 2022 Staff Report (Web Link)
F. Degenkolb: Original Agreement
G. Degenkolb: First Modification
H. Degenkolb: Second Modification
I. IDS: Original Agreement
J. IDS: First Modification
K. IDS: Second Modification
L. JAS: Original Agreement
M. JAS: First Modification
N. JAS: Second Modification
O. Oaks Disclosure Form - Degenkolb
P. Oaks Disclosure Form - IDS
Q. Oaks Disclosure Form - JAS