Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to execute Amendment II to Agreement for Services 5158 with Williams + Paddon/Architects + Planners, Inc. to authorize the assignment of Williams + Paddon/Architects + Planners, Inc. to 19six Architects to provide on-call architectural services as related to the Department of Transportation’s Shakori Garage Replacement;
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 5158, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management; and
3) 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 Reserve.
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DISCUSSION / BACKGROUND
In 2016, the Facilities Division commissioned a comprehensive facility assessment that included the Department of Transportation (DOT), Maintenance and Operations garage building located at 1121 Shakori Road, South Lake Tahoe, CA. The study identified the Shakori garage as having building systems that are at the end of life after 42 years in harsh mountain weather conditions along with having structural problems which was further addressed with a more thorough engineering analysis.
On January 14, 2020, the Board authorized a complete replacement for this facility. Meetings with stakeholders and other preliminary tasks were started shortly thereafter.
The existing 6,580 square foot building that is structurally unsound and functionally obsolete consists of 14 bays that house snow removal and road maintenance equipment, sand storage and some ancillary equipment. The intent is to construct a similar, but slightly larger structure.
A project of this nature requires architectural services, and proposals were solicited from consultants off the Division’s Request for Qualifications listing (RFQ #20-918-031). The proposal from Williams + Paddon/Architects + Planners, Inc. was selected as providing the best fit and value for the County.
On December 8, 2020, the Board approved Agreement for Services No. 5158 with Williams + Paddon/Architects + Planners, Inc. to provide on-call architectural services for a term of one year and a not to exceed of $250,000. Initial work under this agreement has included a review of existing construction documents, meetings with stakeholders, conceptual design, programming options, schematic design, estimating, assistance with Tahoe Regional Planning Agency approvals and other ancillary tasks.
On December 7, 2021, due to project delays related to programming, COVID-19 induced supply chain issues and the short construction season in the Sierras, the Board approved Amendment I extending the contract through December 14, 2023.
Within the last few months Williams + Paddon/Architects + Planners, Inc. was acquired by 19six Architects and this Amendment II assigns the contract to the new entity. There are no other changes to the agreement.
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
Architectural services are a required component of this project.
PRIOR BOARD ACTION
January 14, 2020; Legistar File 19-1774; Department of Transportation approval of facility replacement and funding option direction.
December 8, 2020; Legistar File 20-1205; Approval of Agreement for Services No. 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.
December 7, 2021; Legistar File 21-1624; Approval of Amendment I to Agreement for Services No. 5158 with Williams + Paddon/Architects + Planners, Inc. to extend the term two years to provide on-call architectural services as related to the Department of Transportation’s Shakori Garage Replacement Project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Department of Transportation
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no direct cost associated with the approval of this amendment. Funding for the project is included in the Fiscal Year 2022-23 Accumulative Capital Outlay 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
NA
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Chuck Harrell
Facilities Division Manager