Title
a. Approve Amendment No. 5 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 twenty (20) additional months through June 30, 2021, for a revised term from May 12, 2014 to June 30, 2021, with no associated dollar amount increase to the total not to exceed amount of $5,000,000 of the Agreement;
b. Approve Amendment No. 6 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 five (5) additional months through March 31, 2020, for a revised term from May 12, 2014 to March 31, 2020, with no associated dollar amount increase to the total not to exceed amount of $5,000,000 of the Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Agreement No. A-12662 and Amendment No. 6 to Agreement No. A-12664.
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 5 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 twenty (20) additional months through June 30, 2021, for a revised term from May 12, 2014 to June 30, 2021, with no associated dollar amount increase to the total not to exceed amount of $5,000,000 of the Agreement;
b. Approve Amendment No. 6 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 five (5) additional months through March 31, 2020, for a revised term from May 12, 2014 to March 31, 2020, with no associated dollar amount increase to the total not to exceed amount of $5,000,000 of the Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Agreement No. A-12662 and Amendment No. 6 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. These amendments extend the agreement terms to cover the projects schedules for the New Juvenile Hall and Jail Housing Addition.
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.
DLR Group Inc. and Kitchell/CEM, Inc. provide architectural consultant services for the New Juvenile Hall and Jail Housing Additions projects, respectively. The County requires these consultant services beyond the original term of the agreements. Amendment No. 5 to the Agreement between the County and DLR Group Inc. will extend the expiration date of the Agreement from October 31, 2019 for twenty (20) additional months through June 30, 2021 (beyond the anticipated five (5) year term of the Agreement allowed per RFQ #10458 for a total term of seven (7) years and approximately two (2) months), for a revised term from May 12, 2014 to June 30, 2021; and Amendment No. 6 to the Agreement between the County and Kitchell/CEM, Inc. will extend the expiration date of the Agreement from October 31, 2019 for five (5) additional months through March 31, 2020 (beyond the anticipated five (5) year term of the Agreement allowed per RFQ #10458 for a total term of five (5) years and approximately eleven (11) months, for a revised term from May 12, 2014 to March 31, 2020. Currently, RMA staff is proceeding with an RFQ to ensure competitive bidding practices are followed and procure services for any future projects.
Attachment N provides a summary of the Agreements to date. Attachment O 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. 5 to Agreement No. A-12662 and Amendment No. 6 to Agreement No. A-12664 as to form and legality, and fiscal provisions, respectively. The RMA has consulted with the Contracts/Purchasing Division who is in favor of moving forward with the proposed Amendments.
FINANCING:
Staff is working to minimize costs associated with these projects, however delays may lead to costs exceeding original project budgets. Staff will work closely with the County Administrative Office and return to the Board of Supervisors for any future funding needs.
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: John Snively, Management Analyst - 759-6617
Reviewed by: Neville R. Pereira, P.E., C.B.O., RMA Chief of Building Services
Approved by: Carl P. Holm, AICP, RMA Director
Dated: October 14, 2019
The following attachments are on file with the Clerk of the Board:
Attachment A - Amend. No. 5 to Agrmt. with DLR Group inc.
Attachment B - Amend. No. 6 to Agrmt. with Kitchell/CEM, Inc.
Attachment C - Amend. No. 4 to Agrmt. with DLR Group inc.
Attachment D - Amend. No. 3 to Agrmt. with DLR Group inc.
Attachment E - Amend. No. 2 to Agrmt. with DLR Group inc.
Attachment F - Amend. No. 1 to Agrmt. with DLR Group inc.
Attachment G - Agrmt. with DLR Group inc.
Attachment H - Amend, No. 5 to Agrmt. with Kitchell/CEM, Inc.
Attachment I - Amend. No. 4 to Agrmt. with Kitchell/CEM, Inc.
Attachment J - Amend. No. 3 to Agrmt. with Kitchell/CEM, Inc.
Attachment K - Amend. No. 2 to Agrmt. with Kitchell/CEM, Inc.
Attachment L - Amend. No. 1 to Agrmt. with Kitchell/CEM, Inc.
Attachment M - Agrmt. with Kitchell/CEM, Inc.
Attachment N - Summary of Agreements
Attachment O - Summary of Agrmts. Annual Expenditures and Balance