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Chief Administrative Office, Facilities Division, recommending the Board authorize the Purchasing Agent to sign Amendment V to Agreement for Services 301-S1611 with Architectural Nexus, Inc., to increase compensation by $101,590, for an amended not to exceed of $1,110,239, to expand the scope of work to include Furniture, Fixture and Equipment architectural services with no change to the term of the agreement.
FUNDING: United States Department of Agriculture Loan (General Fund).
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Facilities Division, recommending the Board authorize the Purchasing Agent to sign Amendment V to Agreement for Services 301-S1611 with Architectural Nexus, Inc., to increase compensation by $101,590, for an amended not to exceed of $1,110,239, to expand the scope of work to include Furniture, Fixture and Equipment (FFE) architectural services with no change to the term of the agreement.
DISCUSSION / BACKGROUND
The Division issued a Request for Proposals (RFP) in September 2015, for Design Criteria Services as related to the future Public Safety Center, and on December 15, 2015, the Board awarded Contract for Services No. 301-S1611 to Architectural Nexus, Inc. This covered Phases One through Three of the Design Criteria, including project initiation, assessment validation & program compliance, and conceptual/schematic design.
On June 14, 2016, the Board approved Amendment I to provide additional services to meet the requirements of the USDA concerning our application for project funding. This Amendment increased compensation by $25,000 and provided the County with the required Preliminary Architectural Report (PAR) which was submitted to the United States Department of Agriculture (USDA) and provided them with the details to clearly define the project.
On July 11, 2016, the Board directed staff to move forward with the Design-Build construction project delivery method, and on September 13, 2016 the Division brought forward the Second Amendment provided for producing the Bridging Design Documents and further associated Design Criteria Consultant (DCC) Services. That Amendment increased compensation by $216,069 and extended the term an additional one year (expiring January 14, 2020).
On May 9, 2017 the Board approved Amendment III which provided for the remaining phases of the DCC Services (Phases Five through Eight) and increased compensation by $354,080.
On July 18, 2017 the Board approved Amendment IV which expanded the scope of work concerning Phase Five and provided as-needed contingency services. The increase in scope for Phase Five was $13,500 with $50,000 added for as-needed contingency services.
Amendment V increases the scope of work to include Furniture, Fixture and Equipment (FFE) architectural services. This work is included in the overall Public Safety Facility project budget. The Consultant shall develop the FFE design via collaborative workshops, prepare bid documents, assist in the vendor evaluation and selection, and provide construction oversight to ensure the communication of any design changes and to confirm specifications to their design. Amendment V increases the compensation by $101,590 for an amended not-to-exceed amount of $1,110,239. The term remains unchanged.
ALTERNATIVES
The Board could choose not to move forward with the amendment to the contract. The Department could select another vendor from our approved vendor list and request a proposal for the work. However, this will cause a significant delay in the project and increase costs related to both the delay and a new vendor having to come up to speed on the design of the facility.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Sheriff's Office
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is included in the Public Safety Facility Project budget as submitted to the USDA. There is no change to the project budget as a result of this amendment and there is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Manager