Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings in accordance with County Ordinance 3.13.030(b) that it is appropriate to contract with Vanir Construction Management, Inc. because specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the relocation planning work for the Emerald Bay Properties;
2) Approve and authorize the Purchasing Agent to sign Agreement for Services 9732 with Vanir Construction Management, Inc. a competitively qualified firm, to provide relocation planning Phase 2 for the County buildings located at 1111, 1113, and 1115 Emerald Bay Road in South Lake Tahoe for a three-year term with a total compensation amount not to exceed $892,873; and
3) Authorize the Purchasing Agent to execute further documents relating to Agreement for Services 9732, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Accumulative Capital Outlay Fund.
Body
DISCUSSION / BACKGROUND:
The El Dorado Center (3368 Lake Tahoe Boulevard, South Lake Tahoe) was deemed an end-of-life building. The facility currently houses several Health and Human Services (HHSA) functions, as well as the Assessor’s Office, the Recorders Office, the Facilities Maintenance Division, Child Support Services, and the Board of Supervisors District 5 Office.
On October 13, 2020, Legistar file 20-1137, the Board directed the Facilities Division to search for properties in South Lake Tahoe that could replace the El Dorado Center. The buildings at 1111-1119 Emerald Bay Road were formally occupied by Barton Health. The property consists of four buildings, totaling approximately 17,473 square feet, with a large amount of parking available.
On September 20, 2022, Legistar file 22-1684, the Board authorized the Chair to sign the Purchase and Sale Agreement and Joint Escrow Instructions 6940 with Barton Health Care, a California Non-Profit Corporation for Assessor's Parcel 032-191-002 and 032-191-020, commonly known as 1111-1119 Emerald Bay Road, South Lake Tahoe, for $7,500,000.
The intent will be to relocate the HHSA functions currently at the El Dorado Center, Public Health (which currently operates out of the Johnson Center), the Assessor’s Office, Child Support Services, and District 5 to either 1111, 1113, or 1115 Emerald Bay Road. The Facilities Maintenance Division and the Recorder’s Office would be moved out of the El Dorado Center at later time to space vacated at the Johnson Center.
On August 22, 2023, Vanir Construction Management, Inc. was approved on several qualified lists for consulting services, including Category A - Architect, as the result of competitive Request for Qualifications (RFQ) 23-918-072. The Facilities Division has determined that this firm is best suited to provide the required expertise and value for this project.
The relocation and consolidation of the departments was planned to be executed in two phases. Agreement 8580 pertained to Phase One, which included programming, preliminary design, a conceptual cost estimate, and a complete project schedule for 1111 and 1113 Emerald Bay Road. Agreement 9732 pertains to Phase Two, which includes construction documents, agency approvals, construction, and the final move. Phase Two also includes the addition of 1115 Emerald Bay Road which will be turned into a multi-purpose conference center to serve County staff in adjacent buildings at 1111 and 1113 Emerald Bay Road as well as other County staff working in the South Lake Tahoe basin.
On July 16, 2024, Legistar file 24-0762, the Board approved Agreement 8580 pertaining to Phase One relocation planning services related to moving staff out of the El Dorado Center. The Division requests the Board authorize the Purchasing Agent to sign Agreement for Services 9732 pertaining to Phase Two with Vanir Construction Management, Inc. for a not-to-exceed amount of $892,873 and a term of three years. The Division further recommends the Board make findings that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work, pursuant to El Dorado County Ordinance Code section 3.13.030(b).
ALTERNATIVES:
Architectural services are a required element of a project of this magnitude. The Division could solicit a different consultant from its RFQ list but that will cause project delays and potentially increase the costs.
PRIOR BOARD ACTION:
Legistar file 20-1137 - October 13, 2020 - Board directed the Facilities Division to search for properties in South Lake Tahoe that could replace the El Dorado Center.
Legistar file 22-1684 - September 20, 2022 - Board authorized purchase of property at 1111-1119 Emerald Bay Road, South Lake Tahoe.
Legistar file 24-0762 - July 16, 2024 - Board approved Agreement 8580 pertaining to Phase One relocation planning services related to moving staff out of the El Dorado Center.
OTHER DEPARTMENT/AGENCY INVOLVEMENT:
Procurement and Contracts
HHSA
Assessor
Child Support Services
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
This has been budgeted for in the FY 2025-26 Accumulative Capital Outlay Workplan and will be included in subsequent Fiscal Years. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
N/A
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Charles Harrell, Facilities Division Manager, Chief Administrative Office