Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that due to the limited timeframes and temporary nature of the work, the ongoing aggregate of project management work related to the Placerville Jail Expansion Project is not sufficient to warrant addition of permanent staff; and
2) Authorize the Purchasing Agent to sign Amendment I to Agreement for Services 7785 with AMG Management Group LLC to provide ongoing facility project management services regarding Senate Bill 844 Adult Local Criminal Justice Facility Financing Placerville Jail Expansion Project, amending the current expiration date of February 25, 2025, to July 31, 2026, and increasing the total compensation amount by $576,000, for a new amount not to exceed $1,026,000, with no change to the billing rates, due to the project’s extended construction schedule, various State of California jurisdictions of authority requirements, and third-party building permitting, plan reviews services, and building inspections.
FUNDING: Senate Bill 844 funding.
Body
DISCUSSION / BACKGROUND
On September 19, 2017, Legistar file 16-0416, the Board accepted the conditional award authorized under Senate Bill (SB) 844 Adult Local Criminal Justice Facilities Construction financing program for the Placerville Rehabilitation and Re-Entry Jail Expansion project.
On October 16, 2018, Legistar file 18-1632, the Board approved the use of the Design-Build construction project delivery method for the Jail Expansion Project.
On December 10, 2019, Legistar file 19-1493, the Board approved Agreement for Services 4495 with AMG Management Group LLC for a not-to-exceed amount of $169,000 and a one-year term to provide facility project management and real estate due diligence services regarding Senate Bill 844 Adult Local Criminal Justice Facility Financing Placerville Jail Expansion Project and Senate Bill 81 Local Youthful Offender Rehabilitative Financing Program New Placerville Juvenile Hall Facility Project.
On December 8, 2020, Legistar file 20-1542, the Board approved Amendment I that increased the term one-year, increased the total compensation amount by $201,050 for an amended total not to exceed $370,050, and allowed for an hourly rate increase to $170 from $140. AMG had contracted with the County since 2017 and that was the first rate increase.
On December 7, 2021, Legistar file 21-1670, the Board approved Amendment II that increased the term one year and compensation by $109,420 for an amended total compensation amount not to exceed $479,470.
On September 20, 2022, Legistar file 22-1114, the Board approved Amendment III to increase the term an addition year, through December 12, 2023, and compensation by $235,100 for an amended total compensation amount not to exceed $714,570. There was no change to the hourly rate. The increase of $235,100 included approximately $97,000 for the SB 844 Jail Expansion project and $78,000 for the SB81 New Juvenile Hall project as well as $60,000 for contingency services that may or may not be utilized.
On April 28, 2023, the Division released a Request for Qualification (RFQ) for Project Management services to ensure best value. The scope of work for these services included overall project delivery strategy, structure and organization of prime contracts with designers, contractors and vendors; assistance with external participants such as design criteria consultants, project management firms, construction management firms, design-build entities, vendors and contractors as well as overall project administration such as payment applications, change orders and disputes, project budget and cost projections. AMG provided a Statement of Qualifications and was deemed qualified and placed on a short list for project management services.
AMG has provided significant preconstruction services entailing strategies for project administration and delivery, working as a liaison and point of contact with County departments and other internal and external project stakeholders, communicating with Architects and Engineers as well as the granting authorities of the State including the Department of General Services, the Department of Finance, the Board State of Community Corrections, and the State Public Work Board. AMG has assisted the County on numerous projects (including the Senate Bill 844 Placerville Jail Expansion Project and Senate Bill 81 Placerville Juvenile Hall Facility projects) and has been instrumental in getting projects established and obtaining approvals through all of the governmental agencies involved. AMG also played a significant role in the development, design and construction of the Sandy Way Project in South Lake Tahoe which was completed and was turned over to the Health and Human Services Agency in 2019.
Over the project’s term to date, El Dorado County Facilities in conjunction with AMG, has received from the Department of General Services approval of the SB 844 (Jail Expansion) Real Estate Due Diligence package, has completed a 100% set of Bridging Documents and Specifications, geotechnical report, oak mitigation technical report, and is currently working with the awarded contractor, Roebbelen Contracting, on the final construction documents. El Dorado County with AMG is currently working with Department of Finance and the Board of State and Community Corrections on the final legal docs to be completed, Furthermore, AMG will be coordinating BPR Consulting Group for all building permitting, plan reviews services, and building inspections. Construction began in January 2025.
While the SB 844 Placerville Jail Expansion Project is currently underway, there is still considerable work needed to appease various State of California jurisdictions of authority including the Board of State and Community Corrections and State Public Works Board. This includes truing up differences between the Bridging Documents and Construction Documents, scope/schedule adjustments, Budget Summary Tables, 3-page estimates, and lease line adjustments.
On August 22, 2023, Legistar file 23-0976, the Board approved Agreement for Services 7785 with AMG Management Group LLC for a total compensation amount not to exceed $450,000 and a term of eighteen months to provide facility project management services regarding SB 844 Adult Local Criminal Justice Facility Financing Placerville Jail Expansion Project.
The Division recommends approval of the Amendment I to Agreement for services 7785 extending the term expiration date from February 25, 2025, to July 31, 2026, and increasing the total compensation amount by $576,000, for a new amount not to exceed $1,026,000, due to the project’s extended construction schedule and various State of California agency requirements. The amendment does not change the hourly rate.
The Department is requesting that the Board make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that due to the limited timeframes and temporary nature of the work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff.
ALTERNATIVES
Project management services are a required element of a project of this magnitude. The Division could solicit a different consultant from its RFQ list, but County would have to go back to the Board of State and Community Corrections to get approval of this change. A new project management firm at this point in the project would also add significant time and additional cost as a new consultant would have to be brought up to speed on all the aspects of this complex project and learn the relationships between all the various agencies and the County. Delays in the project could also jeopardize funding.
PRIOR BOARD ACTION
Legistar file 23-0976 - August 22, 2023 - Board approved Agreement for Services 7785 with AMG Management Group LLC.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement & Contracts
Sheriff’s Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the FY 2024-25 Accumulative Capital Outlay fund as part of the budget for the jail expansion project and will be included in the subsequent fiscal year.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager