Title
Probation Department and Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of El Dorado County Ordinance Chapter 3.13, Contracting Out, that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of architectural and engineering design services;
2) Authorize the Purchasing Agent to sign competitively bid Agreement for Services 8707 with Treanor, Inc. for a three-year term commencing upon the Notice to Proceed, for an amount not to exceed $1,055,490, to provide architectural and engineering design services resulting in the production of remodeling construction documents for the Juvenile Treatment Center in South Lake Tahoe; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 8707, excluding term extensions and increases to the amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: California Senate Bill 81 (87%), General Fund (13%).
Body
DISCUSSION / BACKGROUND
Between 2004 and 2019, El Dorado County, through its Probation Department operated two full-service juvenile detention facilities.
The original facility, the Placerville Juvenile Hall, was opened in 1971 as a 16-bed facility, and later expanded to 40 beds. In June of 2019, upon recommendation of the Chief Probation Officer, the department ceased operations in the facility as a cost savings measure and in preparation for the construction of a replacement facility. At that time the Board directed savings from reduced operations be placed in a designated fund to provide County support for the construction program.
In 2004, the County began operation of a 40-bed juvenile detention and treatment center in South Lake Tahoe. This facility was built with $4 million in grant funds from the U.S. Department of Justice, passed through the State Board of Corrections, which is now the Board of State and Community Corrections (BSCC), and approximately $4.6 million in County funds. One condition of the grant is that the facility, or a replacement facility, must continue operating as a detention center through 2034. Failure to do so would result in repayment of the federal grant funds.
On April 9, 2015, El Dorado County was issued a conditional award of $9.6 million of grant financing to construct a new Placerville juvenile detention center. The financing was provided through the BSCC as approved under California Senate Bill 81 (2007), related to the Realignment of Juvenile Justice services.
On February 6, 2019 (Legistar file 19-0170), the Board authorized the construction of a new 20-bed facility in Placerville. Additionally, the Board approved the following:
1) Closure of the Placerville Juvenile Detention Facility effective June 30, 2019.
2) A reduction in force commensurate with the closure of the Juvenile Detention Facility in Placerville.
3) Ending the provision of Juvenile Detention services at the South Lake Tahoe Juvenile Treatment Center (JTC) upon opening of the new Placerville Juvenile Detention and Treatment facility.
4) Directed staff to explore alternative uses of the South Lake Tahoe JTC building
On January 14, 2020 (Legistar file 19-1757), the Board approved the following:
1) The use of the Design-Build construction project delivery method for the New Placerville Juvenile Hall.
2) Authorized the release of a Request for Proposals (RFP) for Construction Bridging Documents for the new Placerville Juvenile Hall.
3) Authorized the Chief Administrative Officer to submit a request to the United States Department of Justice (DOJ) to repay the grant funds for the South Lake Tahoe Juvenile Treatment Facility and have those funds reinvested in the new Placerville Juvenile Hall Project.
On November 2, 2021 (Legistar file 21-1328), the Board awarded RFP 20-918-040 for the new Placerville juvenile facility’s construction bridging documents to TreanorHL, Inc. (now Treanor, Inc.) and authorized the Purchasing Agent to sign Agreement 5990 for an amount not to exceed $569,800 and a term of three years. The County expended approximately $69,000 on this contract before the project was halted.
On September 20, 2022 (Legistar file 22-1693), in response to a Homeless Crisis Declaration, the Board directed staff to prepare architectural and design drawings to construct a permanent Navigation Center at 300 Fair Lane, discontinuing the preparation of architectural and design drawings for the new Placerville juvenile facility at this site. The Board directed staff to pursue using a $9.6 million grant to renovate the South Lake Tahoe JTC.
Staff have been working with the consultant, Treanor, Inc. to revise the scope from design of a new Placerville Juvenile Hall to a design for renovation/expansion of the existing South Lake Tahoe JTC. Because the changes in scope were so extensive, County Counsel recommended issuing a new contract with Treanor, Inc, vs. amending the prior agreement. Staff are recommending that the Board approve Agreement for Services 8707 with Treanor, Inc. in the amount of $1,055,490 with a three-year term, commencing upon the first Notice to Proceed to provide architectural and engineering design services to produce construction documents for the Juvenile Treatment Center in South Lake Tahoe.
Services include programming, design and specification, construction documents, permitting, construction bid solicitation, estimating, and construction administration.
Construction documents will be prepared for work including demolition and renovation of pods/dayrooms, administration, group areas, sallyport, office, locker room, kitchen and dining, visiting, lobby, control rooms, and staff/juvenile/general public areas. Construction documents will also include plans for a new, approximately 4,000 square foot multi-purpose educational building (with associated walkways, outdoor recreation areas, and expanded exterior security fencing).
Services also include all planning, design, coordination (including vendor, utilities, and other government entities), Tahoe Regional Planning Agency (TRPA) approval, permit drawings (including but not limited to civil and site work), all wet and dry utilities, concrete, masonry, metals, wood, plastics, thermal and moisture protection, doors and windows, finishes, fire, security, specialties, equipment, special construction, any conveying systems, communications, electronic safety and security, mechanical/plumbing, electrical power generation, and electrical including both high and low voltage. Consultant will be responsible for complete project design and delivery from inception though closeout.
The revised project scope for the South Lake Tahoe JTC will require approval by the BSCC. Project establishment for the revised project cannot occur prior to Treanor completing basic programming and schematic designs. Once complete, Treanor’s services will be paused for County staff to seek project establishment from the BSCC. Additionally, staff have requested from BSCC an extension relative to the grant award. Currently the County is required to issue a Notice to Proceed on a construction contract by October 31, 2024. Project establishment could take several months which means we will not be able to make the October 31, 2024 deadline. Staff are optimistic that another extension will be granted.
ALTERNATIVES
The Board could direct staff to issue a new RFP for renovation designs or pause the current request and direct staff to return to the Board with an item for discussion to consider reestablishing a Placerville-based project, as approved in the original RFP. Both alternatives may delay the project, increase costs, and/or jeopardize grant funds.
PRIOR BOARD ACTION
Legistar file 14-1586, Version 1, December 2, 2014 - Received needs assessment and authorized Probation to submit an application for SB81 funding. Adopted Resolution 231-2014
Legistar file 14-1586, Version 2, June 8, 2016 - Formal acceptance of BSCC $9.6 million BSCC grant award. First amendment to Resolution 231-2014
Legistar file 14-1586, Version 3, December 6, 2016 - Second amendment to Resolution 231-2014
Legistar file 14-1586, Version 4, March 28, 2017 - Third amendment to Resolution 231-2014
Legistar file 14-1586, Version 5, June 6, 2017 - Approval of the Project Delivery and Construction Agreement
Legistar file 19-0170, February 6, 2019 - Affirmed 20-bed facility at an estimated project cost of approximately $15.5 million
Legistar file 19-0622, April 3, 2019 - Reduction in force due to closure of Placerville Juvenile Hall
Legistar file 19-1757, January 14, 2020 - Approved Design-Build construction, authorize the issuance of the RFP for bridging documents and authorize CAO to send a letter to DOJ
Legistar file 20-1551, December 15, 2020 - Approve plans and specs and authorize bid for demolition of old Sheriff Facility
Legistar file 21-0645, April 19, 2021 - Directed Staff to await final determination from the Department of Finance regarding use of Violent Offender Incarceration and Truth-in-Sentencing funds
Legistar file 21-1328, November 2, 2021, awarded RFP 20-918-0404 for the new Placerville juvenile facility’s construction bridging documents to TreanorHL, Inc. and authorized the Purchasing Agent to sign Agreement 5990 for a not-to-exceed amount of $569,800 and a term of three years
Legistar file 22-1693, September 20, 2022, directed staff to prepare architectural and design drawings to construct a permanent Navigation Center at 300 Fair Lane, discontinuing preparation of the new Placerville juvenile facility at this site. The Board directed staff to pursue using a $9.6 million grant to renovate the South Lake Tahoe JTC.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The County currently has approximately $1.47 million set aside in a General Fund designation for the Juvenile Hall project. In addition, the grant funding of $9.6 million will be available for construction/renovation of the South Lake Tahoe JTC. Funding for the new Treanor, Inc. contract is budgeted in the FY 2024-25 Facilities workplan and will reduce the amount available in the General Fund designation to approximately $372,000. Cost estimates for the project are currently unknown and dependent upon the final design and construction costs at that time. The department will return to the Board with a project update, including cost estimates, once the draft design documents are developed enough to provide this information.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brian Richart, Chief Probation Officer
Chuck Harrell, Facilities Division Manager