Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Section 3.13.030 (C) of El Dorado County Ordinance Chapter 3.13, Contracting Out, that due to the limited timeframes and temporary nature of the work, the ongoing aggregate of project management work related to the Juvenile Court Tenant Improvement Project is not sufficient to warrant addition of permanent staff; and
2) Authorize the Purchasing Agent to sign Amendment I to Agreement for Services 7899 with Gale W. Rossi, doing business as Rossi Consulting, to provide ongoing facility project management services regarding the Juvenile Court Tenant Improvement Project, amending the current expiration date of October 23, 2025, to October 23, 2026, and increasing the total compensation amount by $140,000, for a new total compensation amount not to exceed $215,800, with no change to the billing rates, due to the project’s extended construction schedule.
FUNDING: General Fund Capital Designation.
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DISCUSSION / BACKGROUND
In 2008, the County and Superior Court entered into an agreement to provide the Court the continued use of the space under the former Juvenile Hall (299 Fair Lane, Placerville) as a Juvenile Court. Currently the Court occupies the bottom floor of the old Juvenile Hall, which has its own dedicated parking area and entrances.
On September 20, 2022, the Board designated the top floor of the former Juvenile Hall to be used as a temporary Navigation Center. Once the permanent Navigation Center is completed, the 299 Fair Lane facility will be renovated into the County’s Psychiatric Health Facility (PHF), which is currently located at 935 Spring Street. These factors led the Board to authorize staff to work with the Superior Court to relocate them from 299 Fair Lane to 2850 Fairlane Court, commonly known as Building C, in space which was occupied at the time by the Registrar of Voters. The timeframe to relocate the Juvenile Court was dependent on the relocation of the Registrar of Voters. This move was completed in Fiscal Year 2023-24, and the Registrar of Voters is now located at 3883 Ponderosa Road in Shingle Springs.
On June 27, 2023, the Board authorized the Purchasing Agent to sign Agreement for Services 7602 with Lionakis for a compensation amount not to exceed $694,210, for a term of two years, to provide architectural design services as related to the tenant improvements required to relocate the Juvenile Court to Building C. The tenant improvement work consists of minor interior demolition and remodel of 8,856 square feet on the ground floor of Building C for office occupancy and a courtroom. Additional improvements include a new exterior sloped sidewalk, new plumbing and electrical systems, new low voltage data access control systems, new fire alarm system, and re-routing of mechanical ductwork in plenum space. The building is to remain operational during the design and construction phases. Over the last two years, project management and architectural services have been ongoing for these relocations. A Notice of Categorical Exemption (NOE) was filed with the Recorder-Clerk on November 6, 2024.
On November 5, 2024 (Legistar file 24-1663), the Board authorized Bid 24-968-041, allowing the Procurement and Contracts Division and the Facilities Division to seek construction bids from prospective contractors. Four bids were received and Pride Industries One, Inc. was the lowest responsive and qualified bidder. The Board authorized the contract on March 11, 2025 (Legistar file 24-2010), with an awarded contract amount of $2,856,575 for the complete Project.
On April 28, 2023, Rossi Consulting was formally approved to a qualified list for Project Management Services, as the result of competitive Request for Qualifications (RFQ) 23-918-050. On October 24, 2023, the Purchasing Agent executed Agreement for Services 7899 with Rossi Consulting for a not-to-exceed amount of $75,800 and a two-year term to provide facility project management for the Juvenile Court Tenant Improvement Project.
While the project is currently underway, the construction schedule has been extended. The Division recommends approval of Amendment I to Agreement for services 7899, extending the term expiration date from October 23, 2025, to October 23, 2026, and increasing the total compensation amount by $140,000, for a new not-to-exceed amount of $215,800, due to the project’s extended construction schedule and various State of California agency requirements. The amendment does not change the hourly rate.
The Division is requesting that the Board make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that due to the limited timeframes and temporary nature of the work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff.
ALTERNATIVES
Project management services are a required element of a project of this magnitude. The Division could solicit a different consultant from its RFQ list, but a new project management firm at this point in the project would also add significant time and additional cost as a new consultant would have to be brought up to speed on all the aspects of this complex project and learn the relationships between all the various agencies and the County. Delays in the project could also jeopardize funding.
PRIOR BOARD ACTION
Legistar file 18-1357 - September 18, 2018 - The Board approved the First Amendment to the Joint Occupancy Agreement and Transfer Agreement to update nomenclature and to amend the Exclusive-Use Areas to allow for an exchange of floor space within Building C.
Legistar file 22-1693 - September 20, 2022 - Board authorized staff to work with the Superior Court to relocate the juvenile court from under the former juvenile hall (located at 295 Fair Lane) to Building C (2850 Fairlane Court).
Legistar file 23-0749 - June 27, 2023 - The Board authorized the Purchasing Agent to sign Agreement for Services 7602 with Lionakis for an amount not to exceed $694,210, for a term of two years, to provide architectural design services as related to the tenant improvements required to relocate the Juvenile Court to Building C.
Legistar file 24-1663 - November 5, 2024 - Authorization of Bid Documents 24-968-041 for the Superior Court of California - County of El Dorado’s Tenant Improvement Project, and approval of MOU 9157 between the County and Superior Court of California for Additive Alternate 1.
Legistar file 24-2010 - March 11, 2025 - The Board awarded Pride Industries One, Inc. contract 9360 for the Tenant Improvement Project located at 2850 Fairlane Ct.
Legistar file 25-0799 The Board approved Memorandum of Understanding 9586 with the Judicial Council of California regarding the Courts' relocation from 299 Fair Lane to 2850 Fairlane Ct.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the FY 2025-26 Accumulative Capital Outlay Fund as part of the budget for the Juvenile Court Tenant Improvement Project and will be included in the subsequent fiscal year.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager