Title
a. Approve Amendment No. 4 to Professional Services Agreement No. A-12166 with HMC Architects to provide additional tasks associated with architectural and technical master planning services and include preparation of an Environmental Impact Report to address California Environmental Quality Act requirements and to support the County's efforts in meeting the specific conditional award requirements pursuant to the $36,295,000 State grant for expansion of the Criminal Justice Complex located at 1414 Natividad Road, Salinas, CA, in the amount of $528,945, plus a ten percent (10%) contingency amount of $52,895, for a total amount not to exceed $876,384, and extend the term to March 15, 2014; and
b. Authorize the Contracts/Purchasing Officer to execute Amendment No. 4 to Professional Services Agreement No. A-12166 and future amendments that do not significantly alter the scope of work or change the approved Agreement amount. (ADDED VIA ADDENDUM)
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 to Professional Services Agreement No. A-12166 with HMC Architects to provide additional tasks associated with architectural and technical master planning services and include preparation of an Environmental Impact Report to address California Environmental Quality Act requirements and to support the County's efforts in meeting the specific conditional award requirements pursuant to the $36,295,000 State grant for expansion of the Criminal Justice Complex located at 1414 Natividad Road, Salinas, CA, in the amount of $528,945, plus a ten percent (10%) contingency amount of $52,895, for a total amount not to exceed $876,384, and extend the term to March 15, 2014; and
b. Authorize the Contracts/Purchasing Officer to execute Amendment No. 4 to Professional Services Agreement No. A-12166 and future amendments that do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
The attached Exhibit 1 provides chronological details related to executed Professional Services Agreement No. A-12166 (PSA) with HMC Architects and prior executed amendments.
On July 26, 2012, the Board of State and Community Corrections (BSCC) voted to approve the conditional award of $36,295,000 to the County toward a $40,327,778 expansion of its detention facility located at 1414 Natividad Road, Salinas, CA (site location previously described as Natividad Road and Laurel Drive in Salinas, CA).
On August 9, 2012, the Board of Supervisors authorized the Monterey County Sheriff to accept the conditional award of $36,295,000 from the State of California and also authorized the Resource Management Agency Director to commence associated environmental review, public outreach, design, and construction of the facility upon award of the funds from the State.
On August 28, 2012, the Board of Supervisors adopted Resolution No. 12-243 authorizing the expenditure of $4,032,778 from the Capital Projects Fund 404, Unit 8174, Appropriation Unit RMA015, as matching funds for the conditional AB 900 Phase II award from the State. The Board also authorized and directed the CAO, RMA Director, and the Sheriff to take such other and further actions as necessary or appropriate to meet the State's requirements for the award of the AB 900 Phase II funding.
On September 21, 2012, in a letter to the Sheriff, the BSCC formally notified the County of the conditional award of AB 900 Phase II funding in the amount of $36,295,000 and listed the required timeframes for specific activities to occur as part of the approval process as outlined in the Request for Application issued by the Corrections Standards Authority (CSA) on October 7, 2011. These activities include site assurance (within 90 days of award), real estate due diligence package (within 120 days of award), begin California Environmental Quality Act (CEQA) process (within 90 days of award), State Public Works Board (SPWB) meeting (within 12 months of award), and Schematic Design drawings (within 18 months of award).
Approval of Amendment No. 4 to the PSA will authorize HMC Architects to continue and advance the ongoing site master planning services, support the County in its community outreach and public presentations, prepare an Environmental Impact Report (EIR) to address CEQA requirements, and provide pre-design services such as programming, site requirements, conceptual layouts, conceptual plans and cost estimates, to support the County's efforts in meeting the specific requirements of AB 900 Phase II conditional award. Some of the support services will be provided by specialty sub-consultants. These sub-consultants must be approved by County staff prior to commencing the specific tasks to which they are assigned.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, and Auditor-Controller, have reviewed and approved Amendment No. 4 as to form and legality, and fiscal provisions, respectively. The Sheriff concurs with the recommendations. Due to the late submission of this Board Report, the County Administrative Office (CAO) Budget and Analysis Division was not provided adequate time to fully review for potential fiscal, organizational policy, or other implications to the County.
FINANCING:
There is no impact to the General Fund. The estimated total cost of Amendment No. 4 is $581,840 for a total amount not to exceed $876,384 for the Agreement. The estimated cost of Amendment No. 4 is included as part of the County's match for this project. On August 28, 2012, the Board of Supervisors authorized $4,032,778 out of the Capital Projects Facility Master Plan Fund 404, Unit 8174, Appropriation Unit RMA015. The RMA will be following up in a separate Board Report with a Recommended Multi-Year Funding Plan for Fund 404 that will include this commitment.
Prepared by: Fred Pezeshk, Senior Civil Engineer, (831) 796-3071
Approved by:
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Scott K. Miller, Sheriff-Coroner
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Robert K. Murdoch, P.E., Director of Public Works
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Benny J. Young, RMA Director
Dated: October 29, 2012
Attachments: Exhibit 1 - Chronological Details of HMC Architects' Professional Services Agreement and Prior Amendments; Project Budget; Amendment No. 4 to Professional Services Agreement between County of Monterey and HMC Architects; Location Map