Title
a. Approve Amendment 2 to Professional Services Agreement No. A-15485, with The Paul Davis Partnership, LLP, to provide on-call architectural and engineering design services for projects in Monterey County under Request for Qualifications (RFQ) #10790, to increase the not to exceed amount by $2,000,000 for a total of $7,000,000 and update agreement provisions;
b. Approve Amendment 2 to Professional Services Agreement No. A-15485, with Nichols, Melberg & Rossetto AIA & Associates, Inc., to provide on-call architectural and engineering design services for projects in Monterey County under (RFQ) #10790, to increase the not to exceed amount by $2,000,000 for to a total of $7,000,000 and update agreement provisions;
c. Approve additional term extensions for each Agreement under RFQ #10790 beyond the anticipated five-year term of the RFQ with no increase to the dollar amount or change in the scope of work to allow continuity of services for active projects initiated during the anticipated five-year term of each Agreement, subject to review and approval by the Office of the County Counsel and the Contracts & Purchasing Officer or their designee; and
d. Authorize the Contracts & Purchasing Officer or their designee to execute said amendments and future amendments to said Agreements where the amendments do not significantly alter the scope of work or increase the approved amount of said Agreements.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment 2 to Professional Services Agreement No. A-15485, with The Paul Davis Partnership, LLP, to provide on-call architectural and engineering design services for projects in Monterey County under Request for Qualifications (RFQ) #10790, to increase the not to exceed amount by $2,000,000 for a total of $7,000,000 and update agreement provisions;
b. Approve Amendment 2 to Professional Services Agreement No. A-15485, with Nichols, Melberg & Rossetto AIA & Associates, Inc., to provide on-call architectural and engineering design services for projects in Monterey County under (RFQ) #10790, to increase the not to exceed amount by $2,000,000 for a total of $7,000,000 and update agreement provisions;
c. Approve additional term extensions for each Agreement under RFQ #10790 beyond the anticipated five-year term of the RFQ with no increase to the dollar amount or change in the scope of work to allow continuity of services for active projects initiated during the anticipated five-year term of each Agreement, subject to review and approval by the Office of the County Counsel and the Contracts & Purchasing Officer or their designee; and
d. Authorize the Contracts & Purchasing Officer or their designee to execute said amendments and future amendments to said Agreements where the amendments do not significantly alter the scope of work or increase the approved amount of said Agreements.
SUMMARY/DISCUSSION:
The Public Works, Facilities and Parks Department (PWFP) - Facilities Division is responsible for administering architectural and engineering design services to all County departments. Projects comprise of a wide range of scopes from new design and construction to major and minor Tenant Improvement (TI) work related to existing and scheduled County projects.
On March 13, 2021 the County issued Request for Qualifications (RFQ) #10790 to solicit proposals from potential contractors to provide on-call architectural and engineering design services. The Paul Davis Partnership, LLP (Agreement No. A-15485) and Nichols, Melburg & Rossetto Architects (Agreement No. A-15484) (collectively “Agreements”) were two of a total of 10 contractors to obtain an agreement under RFQ #10790. Each agreement under RFQ #10790 had an original not to exceed amount of $5,000,000 with a three (3) year term ending July 2024.
In July 2024, the Agreements were first amended to extend the term to July 2026, update contractor rates, and to update provisions in the Agreements. It is requested that the Board of Supervisors approve the Amendments to Agreement No. A-15485 and A-15484 in accordance with County’s standard terms and conditions, to increase the Agreements not to exceed amount by $2,000,000 each, for a total not to exceed $7,000,000 and to update provisions of the Agreements.
Work in progress may extend beyond the maximum five-year term proposed in the RFQ, and each Agreement shall continue to cover the term of on-call services for projects which were issued a notice to proceed until the services in relation to those projects have been completed. Per the stated objective, staff requests that the Board also authorize project-specific term extensions (as needed) beyond the maximum five-year term when these conditions exist. Any new projects initiated after the five-year term would require a new PSA under a separate procurement process.
Approval of staff’s recommendation will allow the PWFP-Facilities Division to continue to administer on-call architectural and engineering design services for a wide range of existing and planned County projects.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved the proposed Amendment as to form and fiscal provisions, respectively.
FINANCING:
The Board Report and the Amendments were developed by the PWFP Department staff and funded as part of the fiscal year (FY) 2024-25 PWFP Adopted Budget, General Fund 001, Facility Services Appropriation Unit PFP054. The FY 2024-25 Adopted Budget for General Fund, Facility Services includes sufficient appropriations for the amended on-call agreements. The FY 2025-26 Recommended Budget includes appropriations for these agreements as well but is pending approval by the Board of Supervisors. Any future expenditures will be based on available appropriations in the adopted budgets.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended actions support the Board of Supervisors Strategic Initiatives for Administration, Infrastructure and Public Safety, and are necessary to ensure delivery of County architectural and construction services.
Economic Development
X Administration
Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Ivo N. Basor, Management Analyst III, 831-796-6427
Reviewed by: Florence Kabwasa-Green, Chief of Facilities
Lindsay Lerable, Assistant Director of Public Works, Facilities and Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Agmt Paul Davis
Attachment B - A1 Paul Davis
Attachment C - A2 Paul Davis
Attachment D - Agmt Nichols, Melburg & Rossetto
Attachment E - A1 Nichols, Melburg & Rossetto
Attachment F - A2 Nichols, Melburg & Rossetto
Attachment G - Ann'l Expenditures and Balance