Title
a. Approve Professional Services Agreement with The Paul Davis Partnership, LLP to provide architectural and engineering services for the design, permitting and construction of a proposed road maintenance corporation facility located at 8455 Carmel Valley Road in the unincorporated area of Monterey County (RFP #10446), in a total amount not to exceed $274,000, for a term of March 11, 2014 to March 11, 2016, with the option to extend the Agreement for two (2) additional one (1) year periods, in accordance with the terms and conditions of the Agreement; and
b. Authorize the Contracts/Purchasing Officer to execute the Professional Services Agreement and up to three (3) future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Professional Services Agreement with The Paul Davis Partnership, LLP to provide architectural and engineering services for the design, permitting and construction of a proposed road maintenance corporation facility located at 8455 Carmel Valley Road in the unincorporated area of Monterey County (RFP #10446), in a total amount not to exceed $274,000, for a term of March 11, 2014 to March 11, 2016, with the option to extend the Agreement for two (2) additional one (1) year periods, in accordance with the terms and conditions of the Agreement; and
b. Authorize the Contracts/Purchasing Officer to execute the Professional Services Agreement and up to three (3) future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY:
The recommended action will retain the services of a local architect/engineering firm to provide a variety of tasks related to the preliminary design, environmental clearance and land use permits, bidding, and construction of a road maintenance corporation facility on property leased from the Monterey County Regional Fire Protection District located at 8455 Carmel Valley Road (APN 169-061-014).
DISCUSSION:
The Resource Management Agency-Public Works (RMA-Public Works) has determined that constructing a new road maintenance/staging facility in the Carmel Valley area will significantly increase crew productivity on County roads in that area. RMA - Public Works has had discussions with the Monterey County Regional Fire Protection District about using a portion of the District's property on Carmel Valley Road in the Mid-Valley area.
The scope of the project is anticipated to include:
1. A 24'x60' modular office building on jacks (no foundation).
2. A 30'x100' pre-fabricated metal garage structure set on a concrete slab foundation. The building will include a 60'-wide bay with roll-up doors to park up to six pick-up trucks, and a 40'-wide open-fronted bay with three concrete material storage bunkers.
3. A 7'x13' above-ground fuel distribution facility.
4. A 20'x50' automated vehicle wash rack on a concrete slab foundation.
A number of constraints exist on the use of this property, and the services of a consulting architect/engineering firm will assist RMA-Public Works in scoping and implementing the project:
1. There are two large existing oak trees near the center of the site. These trees must be protected and remain alive and in good condition throughout and after the development of the site.
2. The site may not be large enough to accommodate all the desired facilities, and it may be necessary to reduce the scope or eliminate some of the planned features.
3. As the project site fronts on Carmel Valley Road, the project is governed by the Carmel Valley Master Plan (a document contained in the County General Plan), and the design of the project must comply with all applicable land use policies and restrictions contained in that Plan.
Request for Proposal (RFP) #10446 (Attachment 1) was released by the County on August 19, 2013, and detailed project proposals were received from five local architecture and engineering firms. The proposals were screened and interviews were conducted with the two top-scoring firms, leading to the selection of the recommended firm, The Paul Davis Partnership, LLP.
The design consultant's services will be implemented on a task-by-task basis at the direction and determination of RMA-Public Works. The consultant's scope of services will consist of:
1. Project Scoping/Preliminary Site Design
2. Schematic (Pre-CEQA) Design
3. Planning Approvals
4. Construction Documents and Building Permit
5. Bidding Assistance
6. Design Services during Construction
7. Project Closeout
The Paul Davis Partnership, LLP was selected and hired for their expertise and capabilities necessary to provide these services under a Professional Services Agreement (PSA) through a competitive selection process in accordance with County policies (under RFP #10446) for an amount not to exceed $274,000 with a term from March 11, 2014 to March 11, 2016, with the option to extend the Agreement for two (2) additional one (1) year periods.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller, have reviewed and approved the PSA as to form and legality, and fiscal provisions, respectively.
After completion of the Project Scoping, and verification by RMA-Public Works of the project's viability, a real property lease agreement for the site will be developed with the Monterey County Regional Fire Protection District.
Resource Management Agency-Planning, Water Resources Agency, and Environmental Health Bureau will participate in the review and approval of the project's compliance with County land-use policies. The project will be reviewed by the Carmel Valley Land Use Advisory Committee (LUAC) and the Carmel Valley Road Committee. The project may require approval by the Planning Commission.
The report was presented to the Capital Improvement Committee on March 3, 2014 for consideration.
FINANCING:
There is no impact to the General Fund. Sufficient appropriations are available in the RMA-Public Works Road Fund (Fund 002, Department 3000, Unit 8195, Appropriations Unit RMA 012) to implement Task 1 in the amount of $29,550. Additional funding will be identified and appropriated in future budgets.
Prepared by: G.H. (Nick) Nichols, P.E., Civil Engineer, (831) 755-5386
Approved by:
__________________________________________
Robert K. Murdoch, P.E., Director of Public Works
__________________________________________
Benny J. Young, P.E., RMA Director
Dated: February 28, 2014
Attachments: Professional Services Agreement with The Paul Davis Partnership, LLP; Attachment 1-Request for Proposal #10446; Attachment 2-The Paul Davis Partnership, LLP Request for Proposal (Attachments on file with the Clerk of the Board)