Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute Renewal and Amendment No. 1 to the Master Agreements with Kasavan Architects (A-12347), Hammel, Green, and Abrahamson, Inc. (A-12348; formally known as Reel Grobman & Associates), The Stinnett Group, LLP (A-12349) and Wald Ruhnke and Dost (A-12350) for architectural services whereby the architectural projects do not exceed $100,000 per project at NMC per RFQ #9600-25, retroactive to November 6, 2013 and extending the Agreements an additional two (2) year period each for a revised full term of November 6, 2012 through November 5, 2015.
b. Authorize the Deputy Purchasing Agent for NMC to execute the Acknowledgment and Consent to the Assignment and Assumption Agreement to the Master Agreement for architectural services (A-12348) between Reel Grobman & Associates (Assignor) and Hammel, Green and Abrahamsom, Inc. (Assignee), whereby all contractual rights and obligations are transferred from Reel Grobman & Associates to Hammel, Green and Abrahamsom, Inc.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute Renewal and Amendment No. 1 to the Master Agreements with Kasavan Architects (A-12347), Hammel, Green, and Abrahamson, Inc. (A-12348; formally known as Reel Grobman & Associates), The Stinnett Group, LLP (A-12349) and Wald Ruhnke and Dost (A-12350) for architectural services whereby the architectural projects do not exceed $100,000 per project at NMC per RFQ #9600-25, retroactive to November 6, 2013 and extending the Agreements an additional two (2) year period each for a revised full term of November 6, 2012 through November 5, 2015.
b. Authorize the Deputy Purchasing Agent for NMC to execute the Acknowledgment and Consent to the Assignment and Assumption Agreement to the Master Agreement for architectural services (A-12348) between Reel Grobman & Associates (Assignor) and Hammel, Green and Abrahamsom, Inc. (Assignee), whereby all contractual rights and obligations are transferred from Reel Grobman & Associates to Hammel, Green and Abrahamsom, Inc.
SUMMARY/DISCUSSION:
The Request for Qualifications (RFQ) #9600-25 for architectural services was solicited for on July 15, 2011 and eleven architectural service firms replied submitting their qualifications. On June 13, 2012 NMC identified the top four qualified architectural firms (listed below) which received the highest ranking from the NMC Selection Committee and, in conformance with State laws regarding qualification-based selection, were invited to be listed on the master agreement to provide architectural services at Natividad Medical Center.
1. Wald Ruhnke and Dost
2. The Stinnett Group
3. Kasavan Architects
4. Reel Grobman & Associates
The Master Agreements for Architectural services were each intended to have a three (3) year total agreement term as per RFQ #9600-25. When NMC presented the board report to the Board of Supervisors on November 6, 2012 asking for authority to execute the four agreements, NMC also included a request to authorize an aggregate not to exceed amount of $750,000 per year for all agreements through June 30, 2015. This request was inconsistent with the term expiration dates stated in the agreements. The agreements had a term period of 1 year with the option to extend each Agreement for two (2) additional one (1) year periods. After the end of the first year, 11/5/13, there was a requirement for a per annum extension of the Agreement through 11/5/15. Though the BOS did approve services to be rendered for a three year period, the Agreements failed to appropriately reflect what was approved. This action merely provides for the documents to reflect what the BOS had approved.
On January 1, 2015, Hammel, Green and Abrahamsom, Inc. (HGA) acquired Reel Grobman & Associates (RGA). HGA has assumed all rights and obligations of RGA and both parties have signed an Assignment and Assumption Agreement to confirm that all contractual rights and obligations are transferred to HGA. NMC is requesting authority to acknowledge its consent of the Assignment and Assumption by signing the Assignment and Assumption as approved by the Board of Supervisors.
The original aggregate total annual spending limit for all architectural services agreements requested by NMC and approved by the Board was $750,000 per year. For clarification this aggregate spending limit is not stated within the individual Agreements themselves, it is set within the Board Order and is effective per approval by the Board of Supervisors. At this time NMC does not foresee a need to increase the aggregate spending limit. NMC is in the process of issuing a new RFP for solicitation of Architectural Services and plan on releasing the RFP before the end of this current Master Agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved Renewal and Amendment No.1 to the master agreements as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. Renewal and Amendment No. 1 to the master agreements has also been reviewed and approved by NMC’s Finance Committee on 6/25/15, NMC Board of Trustees on 7/10/15, Capital Improvement Committee on 7/23/15 and Budget Committee on 7/29/15.
FINANCING:
The aggregate cost for these Renewal and Amendment No. 1s is $750,000 for the period 11/6/12-11/5/13, plus $750,000 for the period 11/6/13-11/5/14 plus $750,000 for the period 11/6/14-11/5/15, of which $750,000 was included in the Fiscal Year 2015-16 Adopted Budget. There is no impact to the General Fund.
Prepared by: Andrea Rosenberg, Asst. Administrator Operations & Support Services, 783-2562
Approved by: Gary R. Gray, DO, Interim Chief Executive Officer, 783-2504
Attachments:
Renewal and Amendment No. 1 to Agreement with Wald Ruhnke and Dost
Renewal and Amendment No. 1 to Agreement with The Stinnett Group
Renewal and Amendment No. 1 to Agreement with Kasavan Architects
Renewal and Amendment No. 1 to Agreement with Hammel Green and Abrahamson
Agreement with Wald Ruhnke and Dost
Agreement with The Stinnett Group
Agreement with Kasavan Architects
Agreement with Reel Grobman & Associates
Assignment and Assumption Agreement between Reel Grobman and Associates (Assignor) and Hammel, Green and Abrahamsom, Inc. (Assignee)
Spend Sheet
Attachments on file with the Clerk of the Board