Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Award Bid 24-968-041 to the lowest responsive qualified bidder, Pride Industries One, Inc., for $2,856,575 and a completion date of 365 calendar days from the Official Notice to Proceed, for the Superior Court of California - County of El Dorado’s Tenant Improvement Project located at 2850 Fairlane Ct. in Placerville; and
2) Authorize the Chair to sign Public Works Contract 9360, subject to review and approval by County Counsel and Risk Management.
FUNDING: General Fund Capital Reserve.
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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 top floor of 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 them 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 compensation 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.
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, which will 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 Memorandum of Understanding (MOU) 9157 with the County and Superior Court of California, approved by the Board on November 5, 2024, and fully executed on November 13, 2024. Since these alternatives are outside of the scope of the original project, 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. A Notice of Categorical Exemption (NOE) was filed with the Recorder-Clerk on November 6, 2024.
On November 5, 2024, the Board authorized the Procurement and Contracts Division and the Facilities Division to finalize the bid schedule and advertise for bids. The bid was issued on November 8, 2024. A pre-bid meeting was held with prospective contractors on November 21, 2024, and the bid submission deadline was January 24, 2025.
Four bids were received concerning bid 24-968-041 and Pride Industries One, Inc. was the lowest responsive and qualified bidder. The awarded contract amount is $2,856,575, which sum constitutes the Contract Price for the complete Project, including the four components of Additive Alternate #1 (the “Contract Price”).
Upon approval by County Counsel and Risk Management, the Division will forward two originals of the Construction Contracts, with the required bonds and the approved Contract Routing Sheets, to the Chair for signature and will issue the notices to proceed shortly thereafter.
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.
Legistar file 24-1663 - November 5, 2024 - Authorization of Bid Documents 24-968-041 for the Superior Court of California - County of El Dorado’s Tenant Improvement Project, and approval of MOU 9157 between the County and Superior Court of California for Additive Alternate 1.
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. The bid came in below the budgeted amount resulting in approximately $1.6M in savings. Staff will be bringing forth a recommendation in the FY 2025-26 budget to re-allocate these savings to the tenant improvements at the South Lake Tahoe Emerald Bay properties.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Upon approval by County Counsel and Risk Management, the Division will forward two originals of the Construction Contracts, together with the required bonds and insurance, and the approved Contract Routing Sheets to the Clerk for the Chair's signature.
2) The Clerk will forward one fully executed Construction Contract to the Facilities Division for further processing.
STRATEGIC PLAN COMPONENT
Strategic Focus Area: Public Infrastructure
Priority: Enhance communication about funding and resources for facilities-related capital improvement plan (CIP)
CONTACT
Chuck Harrell, Facilities Division Manager
Laura Schwartz, Assistant Chief Administrative Officer