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HomeMy WebLinkAbout1994-02-08 - AGENDA REPORTS - BLDG SAFETY EARTHQUAKE DAMAGE (2)AGENDA REPORT NEW BUSINESS DATE: February 8, 1994 City Ma na p oval Item be presented by: Ruben M. Barrera n$, /0 m1 SUBJECT: CONTRACT TO PROVIDE BUILDING AND SAFETY SERVICES FOR EARTHQUAKE -DAMAGED BUILDINGS DEPARTMENT: COMMUNITY DEVELOPMENT BACKGROUND The earthquake of January 17, 1994, caused significant damage to over 10,000 private buildings at an estimated cost of $100 million. The post - earthquake recovery period to repair and reconstruct these buildings is expected to last many months and will require a great amount of work on the part of both the citizens of Santa Clarita and by the City to provide the necessary inspection and enforcement of the Building Code to ensure that buildings are re -built to the required level of safety. This effort is expected to necessitate additional staff to handle the anticipated volume of permits, and to document all necessary earthquake -related records for FEMA and OES. Staff has obtained three bids from private firms to provide these services for the City. These firms are BSI Consultants, Harris Associates, and Willdan Associates. Willdan Associates was selected for their lower fees schedule, their commitment to provide a flexible number of staff as needed for the effort, for their simplified approach which we believe will make FEMA/OES reimbursement easier and faster, and for their overall more attractive proposal to the City. All fees are expected to be reimbursed by FEMA/OES as they are earthquake -related only. Building and Safety services for non -earthquake permits and new construction will continue to be provided by City staff. RECOMMENDATION That the City Council ratify the proposal and contract with Willdan Associated for Building and Safety services associated with repair and reconstruction of earthquake -damaged buildings. ATTACHMENTS Exhibit A - Contract/Proposal/Scope of Services, Willdan Associates LMHLRMB:11 AP�OdCD January 28, 1994 WILLDAN ASSOCIATES ❑ ENGINEEiRS & PANNERS Mr. Anthony Nisich City Engineer Crry OF SANTA Cr -A=A 23920 Valencia Blvd., Suite 300 Santa r1arita, CA 91355 Derr Tony P(ofesslonal Consulting S© vlca.<.SfiCA 7 pM As we discussed, Wiltdan Associates would like to assist the City in the post earthquake disaster period. This period substantially increases the need and effort for services relating to damaged buildings. We are ready to begin immediately assisting the City, its staff, and residents in providing these increased savicc needs. We have provided similarservices to Santa Cruz County after the Loma Prieta earthquake and to the Cities of Oakland and Berkeley' after the Oakland Hills fire. In addition, we are currently providing comprehensive firestorm recovery services to the City of Malibu. In all instances we have worked very closely with the State Office of Emergency Services (OES) and Federal Emergency Management Agency (F7?irfA) and this experience will be a direct benefit to the City and its residents, We believe that the Uty should consider using consultant services during the post disaster period for the following reasons: 4 PE14iA and OE5 strongly believe that service to the public for post disaster repairs should be separated from the City,s day -today operations. e FEMA is willing to reimburse cities for the increased level of service. FEMA prefers n one-stop permittinformation area where residents affected by the disaster MAY receive speedy, Personalized service. i FEMA prefers that plan review and permits be done on a time and materials basis rather than a fee schedule in order to clearly identify the cost of disaster relief. ® FEMA prefers a work load indicator system that ensures that staff levels are commensurate with disaster request needs. aAssociates believes mkes that this post disaster period can be an opportunity for the City to ake.something positive out of a very trying situation Based on my previous experience with the City, I know that you are very sensitive to your citizens, needs and will take a very proactive approach to servicing those needs. We are very committed to that approach and believe that if the City selects Willdan Associates to provide the service, the City will also reach its goals. 650 HOSPITALITY LANE • SUITE 40C. SAN SEPNIAPD(pn r�J ic�c•...n �or��.-..-,.., _,.,.:.,._ Mr. Tony Nisich January 28, 1994 Page Two We believe that Wilidan should be selected for these services for the following reasons ♦ Proven experience in post disaster services working with OPS and FEMA. In particular, we established the Earthquake Recovery One -Stop Center for Santa Cruz County following the Loma Prieta Earthquake and processed, administered and completed over 3000 repair and reconstruction permits for them and their citizens. ♦ Staff that has been in the past, an extension of City staff and is very familiar with the City's ordinances and regulations which allows them to perform services with minimum supervision. ♦ Accounting procedures which have been accepted by FEMA and OES to facilitate - reimbursement payments to the City. ♦ Our services will include building permit processing including plan review, permit issuance and inspection, record keeping, and public assistance. ♦ Our commitment to providing these services near City Hall with support from the Lancaster office, will permit quick response to increased workloads. ♦ Our knowledge of policy issues such as fees, zoning, building standards, geology reports, etc. which will he estahlished up front to facilitate the understanding of the reconstruction process.. ♦ Our commitment to providing senior personnel to the management of our service operations. We propose Ric o er/Deputy Building Official of these services.' He w-11- pend at i 3 ho r week at the site. He will be assisted by Ms. Marcia Swope in management of stradve and clerical operations, Our clerical, plan review and inspection services will be provided by our Lancaster and Los Angeles regional offices' personnel. These servicaa and personnel will not change unless approved by the City and be for a period to be determined by mutual agreement. 5 We propose that the services as indicated on the attached scope of services will be provided at the following hourly rates; Deputy Building Official $85/hr Senior Plans Examiner $79/hr Plans Examiner $70/hr Supervisor -Building Inspection 373/hr Building Inspector $63/hr Permit Specialist $45/hr Clerical $30/hr Mr. Tony Nisioh January 28, 1994 Page Three The cast of telephones, fax machines, computers, vehicles and other miscellaneous materials necessary to assist our personnel in their assignments, are (�! included in the above rates. O Costs for building/trailer rental will be billed separately at the amounts charged to Willdan Associates. 0 The above schedule is for straight time, Overtime will be charged at 1,25 rimes the standard hourly rates. Willdan Associates has experienced and lecognizesthe importance of post disaster services to the City and its residents and is ready to assist the City in its efforts, Thank for the opportunity to submit this proposal. We look forward to working with the City in providing these services. If you have any questions, pease contact me at (909) 386-0200. Respectfully submitted, WLLLDAN A5sociATFS 471�-t',5e , rj Richard Kopecky Vice President •� . dC:ftl O 1 •Y11 LLv1,1 J, L. ` v ' V _- Exhibit A SCOPE OF SERVICES POST EARTHQUAKE BUILDING SERVICES WILLDAN ASSOCIATES Establish a building and safety service office at or near Santa Clarita City Hall. + rovide a bilingual person in the permit department processing office and bilingual inspectors and pians examiners to serve the Hispanic citizens. • Prepare and distribute public service announcements for earthquake disaster building rehabilitation services including location, telephone number and related information, i.e, what =rviues will be pruvidal. ♦ Provide public information on requirements for FEMA reimbursable building rehabilitation costs. • Assist then City in establishing policies regarding soils reports, requirements for rehabilitation work, necessity for permit work, fees to be collected other than FEMA reimbursable expenses, etc. ♦ Have available City standard forms for building rehabilitation/restoration work. ♦ Accept building rehabilitation/restoration applications and assist applicants in completing the forms. • Establish and log each application for permit. • Establish a tracking system that identifies the status and history of each application. ♦ Assign each applicant with a process coordinator who will be available and follow the building rehabilitation/restoration applications from initial submittal to permit final. • Provide plan review of submitted plans. ♦ Determine requirements necessary by other approving agencies, i.e., Fire Department, Sanitation District, etc. • Assist and secure for applicants, approvals from other necessary agencies and from required City departments. Issue permits for construction after all approvals have been obtained. o Inspect all building rehabMmtion/restoration work conducted under valid permit. ♦ Issue occupancy permit and instructions to residents on how to file completion papers with FEMA/OES, ♦ Maintain records of all permit applications, plans and files on tht City's address standards for eventual transfer to the City's record keeping and storage. ♦ Establish and provide a workload indicator system and submit weekly reports to the City for submittal to FEMA which will facilitate and assure rapid reimbursement from FEMA for consultant costs. ♦ Provide assistance and information to residents for their convenience regarding services not related to building rehabilitation/restoration permits. ♦ Provide detailed invoices showing individual services per permit application and permits for attachment to the City's reimbursement reports to OES/FEMA. • Provide on-going quality control of services provided and regular interviews with residents to ensure services are provided as expected, to discover additional needs and to make modifications in services and service levels as required. ♦ Establish liaison with the City's Building Official for informational and monitoring of services provided.