File #: A 19-138    Name: Amendment No.3 On-Call Architectural & Engineering Services Over $100,000 RFQ #10456
Type: BoS Agreement Status: RMA Public Works - Consent
File created: 5/7/2019 In control: Board of Supervisors
On agenda: 5/14/2019 Final action:
Title: a. Approve Amendment No. 3 to the Agreements with the following four (4) consultants: Kasavan Architects, Inc., Agreement No. A-12673; RIM Architects (California), Inc., Agreement No. A-12674; The Paul Davis Partnership, LLP, Agreement No. A-12675; and Wald, Ruhnke & Dost Architects, LLP, Agreement No. A-12679 to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for various projects located in Monterey County, California, Request for Qualifications #10456, to extend the expiration date for one (1) additional year through May 20, 2020, for a revised term from May 20, 2014 to May 20, 2020, with no associated dollar amount increase to each Agreement's total not to exceed amount of $5,000,000; and b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 3 to each Agreement; and. (REMOVED VIA SUPPLEMENTAL)
Sponsors: Public Works / RMA
Attachments: 1. Board Report, 2. Attachment A - Signed A3 to Kasavan Arch RFQ #10456, 3. Attachment B - Signed A3 to RIM Arch RFQ #10456, 4. Attachment C - Signed A3 to The Paul Davis... RFQ #10456, 5. Attachment D - Signed A3 to Wald, Ruhnke... RFQ #10456, 6. Attachment E - Amd No. 2 to the Agrmt with Kasavan Arch, 7. Attachment F - Amd No. 1 to the Agrmt with Kasavan Arch, 8. Attachment G - Agreement with Kasavan Architects, 9. Attachment H - Amd No. 2 to the Agrmt - RIM Arch, 10. Attachment I - Amd No. 1 to the Agrmt - RIM Arch, 11. Attachment J - Agrmnt with RIM Architects, 12. Attachment K - Amd No. 2 to the Agrmt w The Paul Davis PTP, 13. Attachment L - Amd No. 1 to the Agrmt w The Paul Davis PTP, 14. Attachment M - Agreement with The Paul Davis Partnership, 15. Attachment N - Amd No. 2 Agrmt - Wald, Ruhnke & Dost Arch, 16. Attachment O - Amd No. 1 Agrmt - Wald, Ruhnke & Dost Arch, 17. Attachment P - Agrmt with Wald, Ruhnke & Dost Arch, 18. Attachment Q - Summary of Agreements, 19. Attachment R - Summary of Agreements Annual
Related files: A 14-050, A 19-145

Title

a. Approve Amendment No. 3 to the Agreements with the following four (4) consultants: Kasavan Architects, Inc., Agreement No. A-12673; RIM Architects (California), Inc., Agreement No. A-12674; The Paul Davis Partnership, LLP, Agreement No. A-12675; and Wald, Ruhnke & Dost Architects, LLP, Agreement No. A-12679 to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for various projects located in Monterey County, California, Request for Qualifications #10456, to extend the expiration date for one (1) additional year through May 20, 2020, for a revised term from May 20, 2014 to May 20, 2020, with no associated dollar amount increase to each Agreement’s total not to exceed amount of $5,000,000; and

b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 3 to each Agreement; and. (REMOVED VIA SUPPLEMENTAL)

Report

RECOMMENDATIONS:

It is recommended that the Board of Supervisors:

a.                     Approve Amendment No. 3 to the Agreements with the following four (4) consultants: Kasavan Architects, Inc., Agreement No. A-12673; RIM Architects (California), Inc., Agreement No. A-12674; The Paul Davis Partnership, LLP, Agreement No. A-12675; and Wald, Ruhnke & Dost Architects, LLP, Agreement No. A-12679 to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for various projects located in Monterey County, California, Request for Qualifications #10456, to extend the expiration date for one (1) additional year through May 20, 2020, for a revised term from May 20, 2014 to May 20, 2020, with no associated dollar amount increase to each Agreement’s total not to exceed amount of $5,000,000; and

b.                     Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 3 to each Agreement; and

 

SUMMARY:

Over the last five (5) years, the County of Monterey’s Resource Management Agency (RMA) has established several on-call agreements by prequalifying professional firms in specialized fields.  The purpose of having on-call consultants expedites the procurement process when needing specialized expertise from a professional firm when County staff lacks the expertise or when the volume of work exceeds RMA’s capacity.  These on-call agreements are utilized across the RMA, and at times used by other County Departments, for specialized expertise in operations, management and specific facility and capital projects. 

 

DISCUSSION:

Kasavan Architects, Inc., RIM Architects (California), Inc., The Paul Davis Partnership, LLP, and Wald, Ruhnke & Dost Architects, LLP were selected for their expertise and capabilities necessary to provide on-call services over $100,000 for architectural and engineering design services for various projects located in Monterey County, California under a competitive selection process in accordance with County policies under Request for Qualifications (RFQ) #10456.

 

The RMA has identified a need for these consultants to continue to provide services associated with on-call architectural and engineering design services for various projects to assist the RMA’s Architectural Services staff in areas related to professional design services related to capital projects.

 

Amendment No. 3 to each Agreement between the County and Kasavan Architects, Inc., RIM Architects (California), Inc., The Paul Davis Partnership, LLP, and Wald, Ruhnke & Dost Architects, LLP (four (4) consultants) will extend the expiration date from May 20, 2019 for one (1) additional year through May 20, 2020, for a revised term of May 20, 2014 to May 20, 2020, beyond the anticipated five (5) year term allowed per RFQ #10456, while County staff works to procure these services under a new RFQ.  Currently, RMA staff is proceeding with an RFQ to ensure competitive bidding practices are followed.  This RFQ process will be implemented prior to the expiration of the proposed Amendment No. 3 to each Agreement.  Amendment No. 3 does not increase the not to exceed amount of $5,000,000 for each Agreement

 

Attachment Q provides a summary of all the Agreements to date.  Attachment R provides a summary of the annual expenditures and balance of all the Agreements to date.

 

OTHER AGENCY INVOLVEMENT:

The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved Amendment No. 3 to each Agreement as to form and legality, and fiscal provisions, respectively.

 

FINANCING:

Funding for projects associated with each Agreement is contained either within the approved budget allocation of Fund 001 - Facilities Maintenance, Funds 402 - Capital Projects, Fund 404 - Facilities Master Plan Projects, or the individual department authorizing the project. 

 

BOARD OF SUPERVISORS STRATEGIC INITIATIVES:

The recommended action supports the Board of Supervisors’ Strategic Initiatives by allowing for the planning and development of sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results, and further provides for adequate County facilities and infrastructure.

 

__ Economic Development

__ Administration

__ Health and Human Services

Infrastructure

__ Public Safety   

 

Prepared by:  Christine Poe, Management Analyst III, (831) 755-5399

Reviewed by: Neville R. Pereira, P.E., C.B.O., Interim Director of Public Works, Parks and Facilities

Approved by: Carl P. Holm, AICP, RMA Director

 

The following attachments are on file with Clerk to the Board:

Attachment A - Amd No. 3 with Kasavan Architects, Inc.

Attachment B - Amd No. 3 with RIM Architects (California), Inc.

Attachment C - Amd No. 3 with The Paul Davis Partnership, LLP

Attachment D - Amd No. 3 with Wald, Ruhnke & Dost Architects, LLP

Attachment E - Amd No. 2 with Kasavan Architects, Inc.

Attachment F - Amd No. 1 with Kasavan Architects, Inc.

Attachment G - Agreement with Kasavan Architects, Inc.

Attachment H - Amd No. 2 with RIM Architects (California), Inc.

Attachment I - Amd No. 1 with RIM Architects (California), Inc.

Attachment J - Agrmt with RIM Architects (California), Inc.

Attachment K - Amd No. 2 with The Paul Davis Partnership, LLP

Attachment L - Amd No. 1 with The Paul Davis Partnership, LLP

Attachment M - Agrmt with The Paul Davis Partnership, LLP

Attachment N - Amd No. 2 with Wald, Ruhnke & Dost Architects, LLP

Attachment O - Amd No. 1 with Wald, Ruhnke & Dost Architects, LLP

Attachment P - Agrmt with Wald, Ruhnke & Dost Architects, LLP

Attachment Q - Summary of Agrmts

Attachment R - Summary of Agrmts Annual Expenditures and Balance