Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Adopt the 95% complete Plans and Specifications concerning the Superior Court of California - County of El Dorado’s Tenant Improvement Project located at 2850 Fairlane Ct. in Placerville;
2) Delegate authority to the Facilities Division Manager to approve the remaining 5% of the Plans and Specifications;
3) Approve and authorize the Chair to sign Request for Bids 24-968-041;
4) Authorize advertisement for construction bids (Bid 24-968-041);
5) Authorize the Purchasing Agent to execute Memorandum of Understanding (MOU) 9157 between the County and Superior Court of California regarding the Tenant Improvement Project for the Facilities Division to provide Additive Alternate construction work through an independent contractor under Bid 24-968-041 for the Superior Court of California, with a term from November 5, 2024 to June 30, 2027, for an amount not to exceed $630,000; and
6) Authorize the Purchasing Agent to execute further documents relating to MOU 9157, including amendments which do not increase the maximum dollar amount or term of the MOU, contingent upon approval by County Counsel.
FUNDING: General Fund Capital Reserve.
Body
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 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, currently located at 935 Spring Street). These factors led the Board to authorize staff to work with the Superior Court to relocate 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 time frame 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 not-to-exceed amount of $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.
Facilities now needs to prepare the Court’s new space. Preparation will require tenant improvements for 8,856 square feet on the ground floor of County Administration Building C to house a new Juvenile Court that will be 8,856 square feet to include a new courtroom, new judge’s chambers with associated bathroom and office/witness/waiting area, new conference holding and vestibule, a new holding toilet, new large conference/jury room, new waiting room, new processing and file area (with high density storage), new clerk and break area with offices, new Court Information Technology (IT) area and office, a new administrative court space, and new security/checkpoint. The work consists of minor interior demolition and remodel for office occupancy and a courtroom, 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. No structural work is anticipated. The building is to remain operational during the design and construction phases.
The construction agreement would include Additive Alternate 1 per Section G, if applicable, which involves new carpet, paint, furniture, and acoustic wall panels, as explained in MOU #9157. These alternatives are outside of the scope of the original project. If these alternatives are approved, the Court will be providing funding for these improvements as outlined in MOU #9157.
Over the last two years, project management and architectural services have been ongoing for these relocations. The plans, specifications and bid documents presented would provide for the Courts’ tenant improvement portion of the overall project.
Upon approval by the Board, Procurement and Contracts Division and the Facilities Division will finalize the bid schedule, advertise for bids, and return to the Board with a recommendation for award at the conclusion of the bid process.
Upon execution of the MOU, the County would enter into an agreement with the Superior Court of California - County of El Dorado to provide the construction services described as Additive Alternate I.
ALTERNATIVES
The Board could choose to not approve tenant improvements for the Court; however, this would negatively impact the strategic facility plans for program use of 295 and 299 Fair Lane, as well as the lower (basement) level of 2850 Fairlane in the near and long term.
PRIOR BOARD ACTION
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 - 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.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
Superior Court of California
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the FY 2024-25 Facilities Workplan. The project is funded with General Fund set aside in the Capital Designation. Staff anticipate that bids will come in at budget and that no additional general funds will be required. Projects identified in the Additive Alternate, anticipated to cost $630,000 will be funded by the Court.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain Chair’s signature on Request for Bids 24-968-041 and provide the Procurement and Contracts Division with the signed copy, Attention: Tyler Prince.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager
Laura Schwartz, Assistant Chief Administrative Officer