Title
a. Approve Amendment No. 4 to Agreement No. A-12662 with DLR Group inc. to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for correctional projects located in Monterey County, California, Request for Qualifications #10458, to extend the expiration date for four (4) additional months through October 31, 2019, for a revised term from May 12, 2014 to October 31, 2019, with no associated dollar amount increase to the Agreement’s total not to exceed amount of $5,000,000;
b. Approve Amendment No. 5 to Agreement No. A-12664 with Kitchell/CEM, Inc. to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for correctional projects located in Monterey County, California, Request for Qualifications #10458, to extend the expiration date for four (4) additional months through October 31, 2019, for a revised term from May 12, 2014 to October 31, 2019, with no associated dollar amount increase to the Agreement’s total not to exceed amount of $5,000,000; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to Agreement No. A-12662 and Amendment No. 5 to Agreement No. A-12664. (ADDED VIA ADDENDA)
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 to Agreement No. A-12662 with DLR Group inc. to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for correctional projects located in Monterey County, California, Request for Qualifications #10458, to extend the expiration date for four (4) additional months through October 31, 2019, for a revised term from May 12, 2014 to October 31, 2019, with no associated dollar amount increase to the Agreement’s total not to exceed amount of $5,000,000;
b. Approve Amendment No. 5 to Agreement No. A-12664 with Kitchell/CEM, Inc. to continue to provide services associated with on-call services over $100,000 for architectural and engineering design services for correctional projects located in Monterey County, California, Request for Qualifications #10458, to extend the expiration date for four (4) additional months through October 31, 2019, for a revised term from May 12, 2014 to October 31, 2019, with no associated dollar amount increase to the Agreement’s total not to exceed amount of $5,000,000; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to Agreement No. A-12662 and Amendment No. 5 to Agreement No. A-12664.
SUMMARY:
The Resource Management Agency (RMA) has established several on-call agreements in order to have on-call specialized services when County staff lacks the expertise or when the volume of work exceeds 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. Staff is working to separate specific project services from general on-call services. RMA recommends extending these Agreements for four (4) additional months while we work out terms of new Agreements specifically for the New Juvenile Hall Project, which are underway utilizing these services.
DISCUSSION:
DLR Group inc. and Kitchell/CEM, Inc. were selected for their expertise and capabilities necessary to provide on-call services over $100,000 for architectural and engineering design services for correctional projects located in Monterey County, California under a competitive selection process in accordance with County policies under Request for Qualifications (RFQ) #10458.
The RMA has identified a need for these consultants to continue to provide services associated with on-call architectural and engineering design services for correctional projects to assist the RMA’s Architectural Services staff in areas related to professional design services related to capital projects.
Amendment No. 4 to the Agreement between the County and DLR Group inc. and Amendment No. 5 to the Agreement between the County and Kitchell/CEM, Inc. will extend the expiration date of each Agreement from May 12, 2019 for four (4) additional months through October 31, 2019 (beyond the anticipated five (5) year term of the Agreements allowed per RFQ #10248 for a total term of five (5) years and approximately six (6) months), for a revised term from May 12, 2014 to October 31, 2019, 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.
Attachment L provides a summary of all the Agreements to date. Attachment M provides a summary of the annual expenditures and balance of the Agreement with DLR Group inc. and Kitchell/CEM, Inc.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved Amendment No. 4 to Agreement No. A-12662 and Amendment No. 5 to Agreement No. A-12664 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 Projects, Fund 402 - Capital Projects, Fund 404 - Facilities Master Plan Projects, or the individual department authorizing the project.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
On call technical support allows 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. Separating out specific projects under separate Agreements provides opportunity for better fiscal management of project costs.
__ Economic Development
X Administration
__ Health and Human Services
X Infrastructure
__ Public Safety
Prepared by: Neville R. Pereira, P.E., C.B.O., RMA Chief of Building Services
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk to the Board:
Attachment A - Amendment No. 4 to the Agreement with DLR Group Inc.
Attachment B - Amendment No. 5 to the Agreement with Kitchell/CEM, Inc.
Attachment C - Amendment No. 3 to the Agreement with DLR Group Inc.
Attachment D - Amendment No. 2 to the Agreement with DLR Group Inc.
Attachment E - Amendment No. 1 to the Agreement with DLR Group Inc.
Attachment F - Agreement with DLR Group Inc.
Attachment G - Amendment No. 4 to the Agreement with Kitchell/CEM, Inc.
Attachment H - Amendment No. 3 to the Agreement with Kitchell/CEM, Inc.
Attachment I - Amendment No. 2 to the Agreement with Kitchell/CEM, Inc.
Attachment J - Amendment No. 1 to the Agreement with Kitchell/CEM, Inc.
Attachment K - Agreement with Kitchell/CEM, Inc.
Attachment L - Summary of Agreements
Attachment M - Summary of Agreements Annual Expenditures and Balance