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Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to execute Amendment II to Agreement for Services 4970 with Robert Christenson, doing business as Christenson Consulting, to increase compensation by $40,000 for an amended not to exceed of $197,450 for project management services as related to the Department of Transportation’s Shakori Garage Replacement; and
2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter that the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff.
FUNDING: General Fund Capital Designation.
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DISCUSSION / BACKGROUND
On May 9, 2018, the Procurement and Contracts Division published a qualified list of firms from the Request for Qualifications for Project Management Services, which included Christenson Consulting.
On July 13, 2020, the Purchasing Agent executed Agreement for Services 4970 with Christenson Consulting to provide project management and consulting services as related to the Department of Transportation’s (DOT), Maintenance and Operations garage building replacement located at 1121 Shakori Road, South Lake Tahoe, CA. The Agreement was established for a two-year term and a not to exceed amount of $71,850.
Project delays related to programming, COVID-19 induced supply chain issues, the short construction season in the Sierras, the recent extreme winter, and complex challenges with the Tahoe Regional Planning Association (TRPA) required the County to extend the agreement and include additional compensation. On May 17, 2022, with Legistar Item 22-0755, the Board authorized the Purchasing Agent to execute Amendment I to extend the term to March 31, 2024 and increase compensation by $85,600 for an amended not to exceed amount of $157,450.
Accomplishments to date include solicitation of bids and the award of the contract to the successful bidder; preparation of the application and approval of the TRPA Conditional Permit; demolition of the existing building; and commencement of the mass grading. However, further supply chain issues, weather-related complications, and TRPA delays have resulted in a longer project schedule than originally anticipated. Christenson Consulting has assisted the County through these delays which has increased the billable services. Amendment II would increase compensation by $40,000 for an amended not to exceed amount of $197,450. Other changes to the agreement include ancillary updates to Article XV Notice to Parties and Article XXVIII Contract Administrator. In addition, the Amendment adds Exhibit B, “California Levine Act Statement.”
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 work to be performed is not sufficient to warrant the addition of permanent staff. This is a project specific contract that will terminate with project completion.
ALTERNATIVES
The Board could decline this amendment resulting in the initial project manager, with the institutional knowledge, being unavailable to see the project through to its conclusion.
PRIOR BOARD ACTION
01/14/2020 Legistar Item 19-1774 - Department of Transportation approval of facility replacement and funding option direction.
12/08/2020 Legistar Item 20-1205 - Approval of Agreement for Services 5158 with Williams + Paddon/Architects + Planners, Inc. to provide on-call architectural services as related to the Department of Transportation’s Shakori Garage Replacement Project.
10/21/2021 Legistar Item 21-1624 - Approval of Amendment I to Agreement for Services No. 5158 with Williams + Paddon/Architects + Planners, Inc. to extend the agreement an additional two years.
05/17/2022 Legistar Item 22-0755 - Approval of Amendment I to Agreement for Services 4970 with Robert Christenson, doing business as Christenson Consulting, to extend the term to March 31, 2024 and increase compensation by $85,600 for an amended not-to-exceed amount of $157,450.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Department of Transportation
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This has been budgeted for in the current Accumulative Capital Outlay Fiscal Year 2022-23 Workplan and will be included in the subsequent Fiscal Years. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Chuck Harrell
Facilities Division Manager