Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to execute Amendment II to competitively bid Agreement for Services 3705 with Vanir Construction Management, Inc. to extend the term an additional year and nine months to December 31, 2025, with no change to compensation, for services related to the Senate Bill (SB) 844 Adult Local Criminal Justice Facility Financing Program Placerville Jail Expansion Project; and
2) Make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that the ongoing aggregate of the work performed under this agreement is not sufficient to warrant the addition of permanent staff.
FUNDING: SB844 Adult Local Criminal Justice Facility Financing program.
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DISCUSSION / BACKGROUND
In 2016, the Board provided approval to submit a proposal to receive up to $25,000,000 from the SB 844 Adult Local Criminal Justice Facility Financing program for a Jail expansion to the Board of State Community Corrections (BSCC). In 2017, the Board accepted the award from the BSCC and project management activities began.
With the Board approving a design-build project delivery method to accomplish the jail expansion, the Facilities Division selected Vanir Construction Management, Inc. from a Request for Qualifications list as the firm best suited to provide the required expertise and value for this project.
On June 25, 2019, the Board approved Agreement for Services 3705 Vanir Construction Management, Inc. for a not-to-exceed amount of $493,130 and an expiration date of March 1, 2022. Services under this contract include project initiation including environmental reviews, building/site investigation and program completion, production of design-build bridging documents, request for qualification and request for proposal development to identify the design-build entity (DBE), estimating, BSCC support, procurement support, DBE conformance to bridging document design, DBE team construction and an allowance for contingency services to address any unforeseen issues.
On January 5, 2022, the Board approved Amendment I to Agreement for Services 3705 to extend the term an additional two years, with no change to compensation.
To date, $386,179 has been expended and work has been completed regarding project initiation, site investigation, programming and bridging documents. Several delays have been experienced at the State level and the need exists to extend this agreement an additional one year and nine months, expiring December 31, 2025, so that the project may be completed. Other updates to the agreement include a new standard article regarding conflicts of interest, updated verbiage regarding insurance and indemnity, updated contact information, and a standard article regarding electronic signatures.
The Division further recommends the Board make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff. The contract is for a limited term and shall terminate upon project completion.
ALTERNATIVES
The Board could decline this amendment but that would jeopardize the project and its funding.
PRIOR BOARD ACTION
12/6/16; Legistar File 16-0416: Conceptual approval to submit a proposal to receive up to $25,000,000 from the SB 844 Adult Local Criminal Justice Facility Financing program for a Jail Expansion to the Board of State Community Corrections
06/25/2019, Legistar File 19-0344: The Board approved Agreement for Services 3705 for a not-to-exceed amount of $493,130 and an expiration of March 1, 2022.
01/05/2022; Legistar File 22-0103: The Board approved Amendment I to extend the term two years with no change in compensation.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement & Contracts
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
None.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Manager