Title
a. Approve Professional Service Agreements with the following three (3) contractors: APSICM-Sixth Dimension, LLC, Ausonio Incorporated, and Harris & Associates, Inc., to provide on-call Construction Management services for the Department of Public Works, Facilities, and Parks, pursuant to Request for Qualifications (RFQ) #10803, amounts not to exceed $5,000,000 each, for a combined total of $15,000,000, for a term of three (3) years beginning July 22, 2022 to July 21, 2025, with the option to extend each Agreement for up to two (2) additional years;
b. Approve additional term extensions beyond the anticipated five (5) year term with no increase to the dollar amount or change in the scope of work limited to project(s) initiated during the initial five (5) year term to allow continuity of services for active projects, subject to review and approval by the Office of the County Counsel and the Contract/Purchasing Officer or Contracts/Purchasing Supervisor; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Professional Service Agreements and future amendments to each Agreement where the amendments do not increase the approved amount of each Agreement subject to the review and approval as to form of any future amendments by the Office of the County Counsel.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Professional Service Agreements with the following three (3) contractors: APSICM-Sixth Dimension, LLC (APSI), Ausonio Incorporated (Ausonio), and Harris & Associates, Inc. (Harris), to provide on-call Construction Management services for the Department of Public Works, Facilities, and Parks, pursuant to Request for Qualifications (RFQ) #10803, amounts not to exceed $5,000,000 each, for a combined total of $15,000,000, for a term of three (3) years beginning July 22, 2022 to July 21, 2025, with the option to extend each Agreement for up to two (2) additional years;
b. Approve additional term extensions beyond the anticipated five (5) year term with no increase to the dollar amount or change in the scope of work limited to project(s) initiated during the initial five (5) year term to allow continuity of services for active projects, subject to review and approval by the Office of the County Counsel and the Contract/Purchasing Officer or Contracts/Purchasing Supervisor; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the PSAs and future amendments to each Agreement where the amendments do not increase the approved amount of each Agreement subject to the review and approval as to form of any future amendments by the Office of the County Counsel.
SUMMARY:
The recommended actions would allow for the approval of PSAs with APSI in the amount of $5,000,000, Ausonio in the amount of $5,000,000, and Harris in the amount of $5,000,000, to provide on-call Construction Management services for the Department of Public Works, Facilities and Parks. The term for the PSAs will be for three (3) years beginning July 22, 2022 to July 21, 2025, with the option to extend each PSA for two (2) additional years. The proposed PSAs are provided in Attachments A through C.
DISCUSSION:
The Department of Public Works, Facilities and Parks (PWFP) - Facilities Division is responsible for maintaining safe and efficient operation of County buildings and grounds. The PSAs will provide professional Construction Management services to implement various projects included in the Annual Capital Improvement Plan (CIP) and unforeseen emergency projects. The scope of services for each Contractor includes the full range of professional Construction Management services associated with a wide range of scopes from new design and construction to major or minor alterations to existing facilities on an as-needed basis. These PSAs provide a readily available on-call services that are procured in a timely manner and minimize administrative tasks.
On January 27, 2022, the County issued Request for Qualifications (RFQ) #10803 to solicit proposals from contractors for on-call Construction Management services for PWFP. The County received five (5) proposal packages in response to RFQ #10803. Following staff’s review and evaluation of the proposal packages, three (3) contractors were selected for awards based on the selection criteria outlined in RFQ #10803. Proposal packages submitted by APSI, Ausonio, and Harris, demonstrate their expertise and capabilities, which include their capacity to abide by all local, state, and federal regulations, and to provide all labor, materials, tools, equipment, and supervision necessary to provide Construction Management services solicited through RFQ #10803, in accordance with County policies and state, local and federal laws.
To encourage local vendor response to the RFQ, a five percent (5%) points incentive was provided during the award selection process to contractors who completed the County’s Local Business Preference Declaration form in accordance with the County’s Local Preference Policy. The awarded contractors local to the County include Ausonio and Harris.
Approval of the recommended actions will allow for the issuance of three (3) PSAs for Construction Management services, each with an amount not to exceed $5,000,000, for a combined total of $15,000,000, each for a period of three (3) years beginning July 22, 2022 to July 21, 2025, with the option to extend each PSA for two (2) additional years.
Construction project schedules may extend beyond the maximum five (5) year term proposed in the RFQ. To allow continuity of service and avoid the need to change contracts or contractors mid-project, staff requests that the Board also authorize project-specific term extensions (as needed) beyond the standard maximum five (5) year term. The scope of work would be revised to limit work only to those active projects initiated before the conclusion of the five (5) year term. Any new projects initiated after the five (5) year term would require a new contract under a separate procurement process.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved the PSAs as to form and fiscal provisions, respectively.
FINANCING:
Services provided by each consultant will be reimbursed from the respective funding source of
each project. Funding for costs associated with services provided by these on-call consultants will be contained within the approved budget allocations of the individual departments authorizing the use of these on-call PSAs. Requests for funding beyond project budgets will be taken to the Board for approval. For PWFP, funding is either within the approved budget allocations for a specific operating unit or contained within the Board of Supervisors approved project budget within Fund 002 Road Fund, Fund 402 Capital Projects, or Fund 404 Facility Master Plan Projects.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended actions support the Board of Supervisors Strategic Initiatives for Infrastructure, Health & Human Services, and Public Safety and enable PWFP to complete essential services related to infrastructure and maintenance needs.
Economic Development
__ Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Nancy Ayala Avila, Management Analyst II, 831-755-4848
Reviewed by: Florence Kabwasa-Green, Project Manager III, 831-796-6038
Lindsay Lerable, Chief of Facilities, 831-755-5061
Tom Bonigut, PE, Assistant Director of Public Works, Facilities and Parks
Approved by: Randy Ishii, MS, PE, TE, PTOE
Director of Public Works, Facilities and Parks
Attachments:
Attachment A - PSA with APSICM-Sixth Dimension, LLC
Attachment B - PSA with Ausonio Incorporated
Attachment C - PSA with Harris & Associates, Inc.