Report to Mayor and City Council
Tuesday, April 05, 2022
Discussion
SUBJECT:
Title
CONSIDER AN UPDATE AND PROVIDE DIRECTION ON THE BUILDING AND SAFETY SERVICES OPERATIONS PROVIDED BY LOS ANGELES COUNTY DEPARTMENT OF PUBLIC WORKS
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I. SUMMARY
This item is placed on the agenda at the request of Councilmember Bocatija Rojas, who requested staff examine the feasibility of providing Building and Safety services by City staff instead of through the County of Los Angeles (“LA County”). LA County has been providing Building and Safety services to the City of Carson since its incorporation in 1968. LA County provides plan check services and inspections, and issues permits to contractors which are required for the construction and occupancy of structures.
Currently LA County has nine full-time staff in City Hall including three Permit Technicians, two Building Plan Check Engineers (architectural and structural), three Building Inspectors (combination inspectors) and one Building Official (office manager). In addition to the staff provided on-site, there is access to and part-time utilization of Electrical Engineers, Mechanical/Plumbing Engineers, Geotechnical Engineers, Soils Engineers, Methane Gas Mitigation Engineers and Drainage and Grading Engineers. The cost to provide these services to the City is approximately $1,800,000 per year. In order to provide the same services by City staff, the City would have to hire at least nine full time staff members. In addition, the City would have to have access to approximately six part time City staff members (or on-call technical specialists) in the technical specialties indicated above. Staff estimates the nine full-time staff and six part-time-equivalent staff members to cost the City approximately $2,130,000 per year. If the transition were approved by the City Council, staff estimates the process of this conversion to take approximately 12 months. Job descriptions and salary ranges would have to be developed and the meet and confer with at least three of the City’s unions would have to be completed prior to starting the recruitment process.
Some cities provide building and safety services through contracts with private consultants. (Even the staff-driven system above would probably need to be a hybrid system because of the technical specialties required.) A hybrid system could be feasible that could include City staff and private consultants. Additional research and analysis is required in order to fully analyze the pros and cons having a City-staffed Building and Safety Division. Staff recommends that if the Council is inclined to move in the direction of having Building and Safety Division staffed by City employees or is interested in having a hybrid system, a consultant should be hired to analyze this transition and provide recommendations to the City. In addition to providing Building and Safety services, the County provides various services to the Engineering Division including plan check and inspection services for streets, sewers, subdivision maps, traffic signals, and other public works activities. This portion of the services has not been further discussed in this staff report but could also be included in the scope of work for the consultant.
II. RECOMMENDATION
Recommendation
PROVIDE DIRECTION whether to hire a consultant to further analyze all development-related services provided by Los Angeles County including Building and Safety and engineering services and make recommendations for the best course of action for the City to provide first class services to the residents and the development community.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate.
IV. BACKGROUND
Los Angeles County Building and Safety, managed by LA County Public Works, has been providing services to ensure safe building design, construction, approval of completed building projects and providing code enforcement since the adoption of County building codes and standards in March 1933.
Building services are provided to unincorporated communities at the Public Works headquarters, at one of the 11 Building and Safety District Offices serving unincorporated communities, and at the 14 Contract City Offices serving incorporated cities, including Carson. These offices are staffed by highly professional, knowledgeable and customer service-oriented staff.
Various Processes
The building and safety process can be categorized in the following three processes:
Plan Check
Plan Check is a review of plans, drawings, and documents by the Building Official for compliance with the building codes. An accurate and detailed set of plans, specifications and supporting documents is required for most construction projects. Typical projects can be reviewed during a visit to a Building and Safety office, either at the counter or by appointment for more complex projects, or electronically via the EPIC-LA website (for unincorporated areas) or at the BSOP Web Application (for contract cities). Plan check may be required before a permit can be issued.
Building Permit
A building permit is permission to begin construction - a legal document that provides a permanent construction record to certify a building project met the current building code requirements and, when necessary, conformed to approved plans and specifications. Permits also form a record of completed inspections and final approval. Some minor home improvement projects may not require a permit.
Inspection
The Building Official will review permitted work for compliance with the requirements of the Building Code, the approved plan and specifications, and that the work matches the permit’s scope of work. Generally, all work will need to be inspected in various stages of construction before completion and occupancy.
Various Areas of Expertise
The following provides a brief explanation of the areas of expertise for a few of the services provided by the Building and Safety Division:
Building Plan Check
This Section is responsible for the administration and supervision of the permit application/building plan review processes; Building plan check engineers; hearings conducted by the Building Board of Appeals; and compliance with the Building Codes and applicable Federal, State, and County laws and regulations for all buildings and structures within the unincorporated County and 14 Contract Cities.
Electrical
This Section is responsible for the administration and supervision of the electrical plan review processes; Electrical plan check engineers; and compliance with the Electrical Code and applicable Federal, State, and County laws and regulations for all electrical systems and equipment installed within the unincorporated County and 14 Contract Cities.
Grading & Drainage
This Section is responsible for the administration and supervision of the grading/drainage/erosion control plan review processes; Grading and Drainage plan check engineers; and compliance with the grading and drainage provisions of the Building Code and applicable Federal, State, and County laws and regulations for all grading, drainage, and erosion control projects within the unincorporated County and 14 Contract Cities.
Mechanical & Plumbing
This Section is responsible for the administration and supervision of the: mechanical/plumbing plan review processes; Mechanical and Plumbing plan check engineers; and compliance with the Mechanical/Plumbing Codes and applicable Federal, State, and County laws and regulations for all mechanical and plumbing systems and equipment installed within the unincorporated County and 14 Contract Cities.
Additionally, there are functions that occur within the County offices that support the Carson operations such as information technology and web support, management and field support, research, etc.
Responsibility of Building and Safety Staff
Currently at the City, LA County provides for three Permit Technicians, two Building Plan Check Engineers (architectural and structural), three Building Inspectors (combination inspectors) and one Building Official (office manager). In addition to the staff provided on-site, there is access to Electrical Engineers, Mechanical/Plumbing Engineers, Geotechnical Engineers, Soils Engineers, Methane Gas Mitigation Engineers, and Drainage and Grading Engineers.
Responsibilities of the Permit Technicians
• Reviews and verifies work products and/or reports for accuracy prior to submission.
• Maintains organized and accurate project records (e.g., permits, record drawings, designs, etc.) according to departmental retention requirements to ensure quick retrieval upon request.
• Coordinates and responds to requests for information within established timelines.
• Identifies and clarifies technical information (e.g., building permit requirements, zoning regulations, etc.) to customers and directs/refers them to the appropriate agencies, as needed.
• Reviews plans and provides accurate and complete code-compliance information relevant to the customer's request.
• Reviews and checks forms (e.g., permit applications, bonds, easements, affidavits, etc.) for accuracy, completeness (including required documentation and authorized signatures) and compliance with relevant codes and regulations before submittal.
• Issues complete and accurate permits according to appropriate codes and departmental policies.
• Calculates and collects the appropriate fees according to established policies and fee schedules.
• Greets callers and office visitors promptly and courteously according to departmental customer service standards.
• Responds promptly to all email inquiries.
• Reviews and processes online permits.
Work Generated by the Permit Technicians:
• Processes and issues building, mechanical, electrical, plumbing, sewer, grading, landscape, and pool permits.
Responsibilities of the Engineers
Minimum Required Certifications:
• ICC plans examiner certifications
• CA licensed professional engineer
Responsibilities:
• Reviews engineering documents by accurately and thoroughly identifying discrepancies/issues that are not in compliance with applicable codes, standards and sound engineering principles.
• Communicates review comments and feedback to relevant parties within established timelines.
• Reviews, approves, and signs engineering plans, specifications, and cost estimates within established timelines.
• Conducts complex field inspections and studies to verify general conformity with engineering designs as represented on approved plans and/or industry practices.
• Develops recommendations and implements solutions that reflect an understanding of field operations/conditions and sound engineering practices.
• Resolves and documents technical discrepancies/issues in accordance with applicable codes and engineering practices.
• Reviews and verifies work products and/or reports for accuracy prior to submission.
• Prepares and signs/stamps plans, specifications, and cost estimates within established timelines.
• Coordinates and responds to requests for information within established timelines.
• Provides higher level engineering advice to field personnel and internal customers that reflect an understanding of sound engineering principles.
• Identifies and coordinates the review of plans by appropriate personnel and/or agencies to ensure job approach complies with professional engineering techniques and methods.
• Accurately identifies discrepancies/issues in design and/or construction phases to ensure compliance with applicable codes, standards, regulatory agencies, and sound engineering principles and communicates to all relevant parties.
• Accurately applies sound engineering principles to the job.
Work Generated by the Engineers:
• Architectural and structural plan review and plan approval for construction.
• Mechanical, Electrical, and Plumbing plan reviews and plan approvals for construction.
• Soils and Geotechnical plan review and plan approval for construction.
• Drainage and grading plan review and plan approval for construction.
• Methane gas mitigation plan review and plan approval for construction.
Responsibilities of the Building Inspectors
Essential Job Functions:
A Building Engineering Inspector performs a combination of the following essential job functions: inspects site grading, building, plumbing, and electrical and mechanical construction and installations on single-family dwellings and commercial and industrial buildings to ensure conformity with code requirements and zoning ordinances; reviews plans for building, plumbing, mechanical and electrical details to determine code and ordinance compliance prior to performing inspections; performs inspections of the more complex structures such as multi-storied buildings; initiates changes to private construction site work in structural, plumbing, electrical, mechanical, and related features to meet code requirements; initiates soil tests where evidence indicates soil instability; inspects rehabilitation projects to ensure compliance with current code requirements and zoning ordinances; performs business license inspections to ensure code and ordinance compliance; processes permit requests at public counters; prepares reports and maintains records related to code inspection or plan checking; files complaints against willful violators of the County Building Laws and testifies in court, if necessary; and drives a motor vehicle to get to various inspection sites on a routine basis.
Minimum Required Certifications:
• A valid certification in building inspection and a valid certification in one of the following: electrical, plumbing, or mechanical inspection from a recognized code certification organization in a code used by the County of Los Angeles.
Responsibilities:
• Retrieves and verifies appropriate permits and other related documentation for scheduled inspections.
• Reviews construction plans, codes, ordinances, and other reference materials for the more complex projects prior to inspections to accurately identify issues and ensure compliance with applicable codes and ordinances.
• Schedules site visits within established timelines.
• Performs inspections of the larger, more complex structures and buildings (e.g. shopping malls, refineries, large restaurants, apartment complexes, etc.) within established timelines to ensure compliance with County's Building Laws and other related federal, state, and local code requirements and zoning ordinances.
• Identifies deficiencies in construction site work and initiates the process to ensure compliance with code and ordinance requirements.
• Identifies and addresses potential safety hazards in accordance with applicable safety requirements and directives.
• Enters, updates, and organizes inspection results and relevant information into the record-keeping systems within established timelines.
• Conducts complex field inspections and studies to verify general conformity with engineering designs as represented on approved plans and/or industry practices.
• Prepares accurate and thorough field inspection and survey reports to verify general conformity with professional engineering techniques and methods in accordance with departmental and industry standards.
• Collects appropriate data to support complex design in compliance with regulatory agency requirements and/or with division practices.
• Resolves and documents technical discrepancies/issues in accordance with applicable codes and engineering practices.
Work Generated:
• Continuously provides inspections throughout the construction process until the project is completed and can be signed-off.
Responsibilities of the Building Official/Office Manager
Minimum Required Certifications:
• CA licensed professional engineer
Responsibilities:
• Assists in identifying and preparing plans that reflect schedule, staffing, funding sources, appropriate materials needed, technical requirements and all relevant stakeholders.
• Verifies that product quality meets established standards (e.g., Quality Assurance/Quality Control) according to divisional, departmental, and regulatory guidelines.
• Coordinates and responds to requests for information within established timelines.
• Participates in coordinating and building consensus between customers, divisions, and internal/external agencies.
• Accurately identifies and evaluates new legislation/regulations in order to determine the effect upon departmental operations and recommends a sound course of action.
• Informs technical staff of changes to pertinent laws, rules, and regulations within established timelines to ensure a clear understanding.
• Accurately interprets and explains rules, regulations and policies (e.g., engineering guidelines), and any changes, to staff within established timelines.
• Coordinates the training of staff in the use of applicable systems.
• Provides accurate technical guidance and relevant feedback within established timelines.
• Delivers training in a clear, technically accurate, concise, and professional manner that reflects current and sound engineering practices.
• Thoroughly prepares and makes presentations which are well organized and audience appropriate.
• Responds to inquiries accurately and thoroughly and when necessary, follows up on information or provides appropriate referrals within established timelines
• Assigns work to be completed within stated timelines to appropriate personnel and communicates work expectations.
• Implements new policies and procedures to improve productivity and quality of work.
• Selects employees for particular work assignments and assists in making recommendations for employees or release of personnel in accordance with varying workloads.
• Identifies and researches appropriate training needs and available resources to secure technical training on an-ongoing basis.
• Ensures all appropriate safety guidelines are followed and that staff members attend all required safety training.
• Ensures that staff work meets standards and/or expectations and is in compliance with established policies.
• Completes and prepares performance evaluation reports within established timeline which accurately reflect employee performance in accordance with departmental procedures and policies.
• Conducts staff meetings to discuss work performance, project status or communicate and interprets work procedures and/or policies and guidelines as needed.
V. FISCAL IMPACT
None at this time. A consultant study would cost the City and undetermined (at this time) amount of money, and the transition, if approved, would have costs as well. Preliminary estimates are that the City providing these services would cost more than LA County providing them.
VI. EXHIBITS
None.
Prepared by: Saied Naaseh, Community Develoment Director