Title
a. Approve Amendment No. 5 to Professional Services Agreement No. A-12870, Multi-Year Agreement #3000*1862, with APSICM - Sixth Dimension, LLC to continue to provide services associated with on-call construction management services for various correctional facility projects located in Monterey County, California, Request for Qualifications #10477, to increase the not to exceed amount by $2,100,000 for a total amount not to exceed of $8,100,000 and extend the expiration date from March 31, 2020 for fifteen (15) additional months through June 30, 2021, for a revised term from July 21, 2015 to June 30, 2021; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12870 and up to one (1) future amendment that does not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 5 to Professional Services Agreement No. A-12870, Multi-Year Agreement #3000*1862, with APSICM - Sixth Dimension, LLC to continue to provide services associated with on-call construction management services for various correctional facility projects located in Monterey County, California, Request for Qualifications #10477, to increase the not to exceed amount by $2,100,000 for a total amount not to exceed of $8,100,000 and extend the expiration date from March 31, 2020 for fifteen (15) additional months through June 30, 2021, for a revised term from July 21, 2015 to June 30, 2021; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12870 and up to one (1) future amendment that does not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY:
The Resource Management Agency (RMA) has established several on-call agreements for specialized services when County staff requires special expertise or when the volume of work exceeds staff’s capacity to handle it. On-call agreements are utilized across the RMA and by other County Departments for specialized expertise in design and construction management for specific facility and capital projects. This Amendment No. 5 extends the Professional Services Agreement (PSA) term to cover the projects schedules for the New Juvenile Hall and Jail Housing Addition.
DISCUSSION:
In 2015, APSICM - Sixth Dimension, LLC was selected for their expertise and capabilities necessary to provide on-call construction management services for various correctional facility projects located in Monterey County, California under a competitive selection process in accordance with County policies under Request for Qualifications (RFQ) #10477. RMA has identified a need for this consultant to continue to provide on-call construction management services to assist the RMA’s Architectural Services staff in areas related to capital projects.
APSICM - Sixth Dimension, LLC provides construction management services for the New Juvenile Hall and Jail Housing Addition projects, respectively. The County requires these consultant services beyond the original term of the PSA. Amendment No. 5 to the PSA between the County and APSICM - Sixth Dimension, LLC will extend the expiration date of the PSA from March 31, 2020 for fifteen (15) additional months through June 30, 2021 [beyond the anticipated five (5) year PSA term allowed per RFQ #10477 for a total term of approximately six (6) years], for a revised term from July 21, 2015 to June 30, 2021. The term for this PSA exceeds the standard five (5) year term. Since RMA has an ongoing need for these services, additional time beyond the original term of the PSA authorized per RFQ #10477 is required. County staff recommends extending the term of the PSA to allow for completion of the two (2) critical projects referenced above. The proposed Amendment No. 5 extends the term through June 30, 2021 and will allow additional time needed to complete construction of these projects and enable County staff to procure professional services under a new RFQ prior to the expiration of the proposed Amendment No. 5.
Attachment A is the proposed Amendment No. 5. Attachments B through H, provided for reference, include: Amendment Nos. 1 through 4 to the PSA; PSA; Summary of PSA; and Annual Expenditures and Balance.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller have reviewed and approved Amendment No. 5 as to form, and fiscal provisions, respectively. The RMA has consulted with the Contracts/Purchasing Division who is in favor of moving forward with the proposed Amendment No. 5.
FINANCING:
Per Attachment H, the PSA expenditures to date (through February 21, 2020) total $4,981,876 with a remaining balance of $1,018,124 from the original $6,000,000 not to exceed amount. Although the PSA’s remaining balance is $1,018,124, of this amount $552,378 is committed (yet not fully encumbered) for services for the New Juvenile Hall and Jail Housing Addition projects and leaves only an available remaining balance in the amount of $465,746. County staff is working to minimize costs associated with these projects however delays may lead to costs exceeding original project budgets. Staff will work closely with the County Administrative Office and return to the Board of Supervisors for any future funding needs. Services provided by each consultant will be reimbursed from respective funding source of each project. Requests for funding beyond project budgets will be taken to the Board for approval. Costs associated with services provided by these on-call consultants and funding will be contained within the approved budget allocations of the individual departments authorizing the use of these on-call agreements.
BOARD OF SUPERVISORS’ STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiatives by providing on-call construction management services that will directly support Infrastructure Key Objectives through providing for adequate County facilities and infrastructure and Public Safety Key Objectives by attaining safe and appropriate facilities to house adult and juvenile offenders that prepare them for successful re-entry to society.
__ Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Florence Kabwasa-Green, Project Manager III, (831) 755-4805
Reviewed by: Lindsay Lerable, Chief of Facilities
Approved by: Carl P. Holm, AICP, RMA Director
Attachments are on file with the Clerk of the Board:
Attachment A-Amendment No. 5 to PSA
Attachment B-Amendment No. 4 to PSA
Attachment C-Amendment No. 3 to PSA
Attachment D-Amendment No. 2 to PSA
Attachment E-Amendment No. 1 to PSA
Attachment F-PSA
Attachment G-Summary of PSA
Attachment H-Summary of PSA Annual Expenditures and Balance