Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to sign Agreement for Services 3705 with Vanir Construction Management, Inc. for a not-to-exceed amount of $493,130, expiring March 1, 2022, to provide design-build bridging documents and other services as related to the Placerville Jail Expansion Project; and
2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff.
FUNDING: Senate Bill 844.
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DISCUSSION / BACKGROUND
In 2016 the Board provided approval to submit a proposal to receive up to $25,000,000 from the SB 844 Adult Local Criminal Justice Facility Financing program for a Jail expansion to the Board of State Community Corrections (BSCC). In 2017 the Board accepted the award from the BSCC and project management activities began.
With the Board approving a design-build project delivery method to accomplish the jail expansion, the Facilities Division selected Vanir Construction Management, Inc. from a Request for Qualifications list as the firm best suited to provide the required expertise and value for this project.
Services under this proposed contract include project initiation including environmental reviews, building/site investigation and program completion, production of design-build bridging documents, request for qualification and request for proposal development to identify the design-build entity (DBE), estimating, BSCC support, procurement support, DBE conformance to bridging document design, DBE team construction and an allowance for contingency services to address any unforeseen issues.
The Division requests the Board authorize the Purchasing Agent to sign Agreement for Services No. 3705 with Vanir Construction Management, Inc. for a not-to-exceed amount of $493,130, expiring March 1, 2022. 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 the work performed under this Agreement is not sufficient to warrant the addition of permanent staff. The contract is short term and shall terminate upon project completion.
The services that Vanir will be providing under this agreement will mean that Vanir will be precluded from entering into a subsequent contract for the design/build of the jail expansion project due to their involvement in developing the bridging documents that will be utilized in the design build request for proposal (RFP).
ALTERNATIVES
The Board approved a Design-Build construction project delivery method and the production of bridging documents is a necessary component of this project delivery method. The Division could solicit a different consultant from its RFQ list but that firm would be unfamiliar with the project which could cause project delay and, ultimately, jeopardize the SB 844 funding.
PRIOR BOARD ACTION
2/14/14; Legistar File 16-0416; Item No. 38: Sheriff Department budget transfer.
12/6/16; Legistar File 16-0416; Item No. 44: 1) Receive a status update on the Jail Facility needs assessment completed by Vanir Construction Management; 2) Provide conceptual approval to submit a proposal to receive up to $25,000,000 from the SB 844 Adult Local Criminal Justice Facility Financing program for a Jail expansion to the Board of State Community Corrections; 3) Give direction to continue with and move forward on: a) California Environmental Quality Act process associated with the Jail expansion; b) Determining estimated increases in staffing/operational costs; and c) Permit the Sheriff's Office to come back in January 2017 with the final application and Board Resolution with the requisite components outlined in the Request for Proposal Guidelines; and 4) Authorize Sheriff to sign Amendment I to the agreement for services 455-S1611 with Vanir Construction, increasing the maximum compensation by $16,500 for assistance in preparing the proposal for SB 844.
2/8/17; Legistar File 16-0416; Item No. 1: 1) Receive an update on the status of the application for the SB844 Adult Local Criminal Justice Facility Financing program for a Jail expansion to the Board of State Community Corrections; 2) Adopt and authorize the Chair to sign Resolution 024-2017 adopting the California Environmental Quality Act Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program; and 3) Approve the Placerville Jail Expansion Project.
9/19/17; Legistar File 16-0416; Item No. 25: Accept the conditional award authorized under SB 844 Adult Local Criminal Justice Facilities Construction financing program for the Placerville Jail Expansion Project.
10/16/18; Legisar File 18-1632; Item No. 31: Approval of design-build project delivery method.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Sheriff Department
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
This is funded through SB 844 and there is no impact to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
NA
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Division Manager