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a. Approve Amendment No. 4 to Agreements, Multi-Year Agreement #3000*1204, with the following consultants: Kasavan Architects, Inc. (A-12673); RIM Architects (CA), LLP (A-12674); The Paul Davis Partnership, LLP (A-12675); and Wald, Ruhnke & Dost Architects, LLP (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 of each Agreement for one (1) additional year through May 20, 2021, for a revised term from May 20, 2014 to May 20, 2021, with no increase to the total not to exceed amount of $5,000,000 for each Agreement; and;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to each Agreement and up to one (1) future amendment to each Agreement where the amendment does not significantly alter the scope of work or increase the approved amount of each Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 to Agreements, Multi-Year Agreement #3000*1204, with the following consultants: Kasavan Architects, Inc. (A-12673); RIM Architects (CA), LLP (A-12674); The Paul Davis Partnership, LLP (A-12675); and Wald, Ruhnke & Dost Architects, LLP (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 of each Agreement for one (1) additional year through May 20, 2021, for a revised term from May 20, 2014 to May 20, 2021, with no increase to the total not to exceed amount of $5,000,000 for each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to each Agreement and up to one (1) future amendment to each Agreement where the amendment does not significantly alter the scope of work or increase the approved amount of each Agreement.
SUMMARY:
The Resource Management Agency (RMA) has established several on-call Agreements for specialized services when County staff requires specialized expertise or when the volume of work exceeds staff’s capacity to manage in a timely manner. On-call Agreements are utilized across the RMA and by other County Departments for specialized expertise in operations, management and specific facility and capital projects. Amendment No. 4 to the Agreements with Kasavan Architects, Inc. (A-12673), RIM Architects (CA), LLP (A-12674), The Paul Davis Partnership, LLP (A-12675), and Wald, Ruhnke & Dost Architects, LLP (A-12679) extend the term of the Agreements to provide future services that may be required to address tenant improvements and repairs at various County facilities.
DISCUSSION:
In 2014, Kasavan Architects, Inc., RIM Architects (CA), LLP, 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.
Kasavan Architects, Inc., RIM Architects (CA), LLP, The Paul Davis Partnership, LLP, and Wald, Ruhnke & Dost Architects, LLP may provide architectural consultant services for future services that may be required to address tenant improvements and repairs at various County facilities. The County requires these consultant services beyond the original term of the Agreements. Amendment No. 4 to the individual Agreements between the County and Kasavan Architects, Inc., RIM Architects (CA), LLP, The Paul Davis Partnership, LLP, and Wald, Ruhnke & Dost Architects, LLP will extend the expiration date of the Agreement from May 20, 2020 for one (1) additional year through May 20, 2021 [beyond the anticipated five (5) year term of the Agreement allowed per RFQ #10456 for a total term of seven (7) years], for a revised term from May 20, 2014 to May 20, 2021.
The term for these Agreements exceeds the standard five (5) year term. Since RMA has an ongoing need for these services, additional time beyond the original term of the Agreements authorized per RFQ #10456 is required. County staff recommends extending the term of these Agreements to allow the consultants to provide for these services. The proposed amendments extend the term of each Agreement through May 20, 2021 and will enable County staff to procure professional services under a new RFQ prior to the expiration of the proposed amendments.
Attachment A provides a summary of the Agreements to date. Attachment B provides a summary of the annual expenditures and balance of the Agreements to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller have reviewed and approved Amendment No. 4 to each Agreement as to form, 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:
Services provided by each consultant will be reimbursed from the respective funding source for each project. Costs associated with services provided by these on-call consultants and funding will be contained within the approved budget allocations of the individual departments authorizing the use of these on-call Agreements. For the RMA, funding is either within the approved budget allocations for a specific operating unit or contained within the Board of Supervisors approved project budget within Fund 001 Facilities Maintenance, Fund 402 Capital Projects, or Fund 404 Facility Master Plan Projects.
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
X Infrastructure
__ Public Safety
Prepared by: Florence Kabwasa-Green, Project Manager III, (831) 755-4805
Reviewed by: Lindsay Lerable, Chief of Facilities
Approved by: Carl P. Holm, AICP, RMA Director
Attachments are on file with the Clerk of the Board
Attachment A-Summary of Agreements
Attachment B-Summary of Agreements Annual Expenditures and Balance
Attachment C-Amendment No. 4 to Agreement with Kasavan Architects, Inc.
Attachment D-Amendment No. 4 to Agreement with RIM Architects (CA), LLP
Attachment E-Amendment No. 4 to Agreement with The Paul Davis Partnership, LLP
Attachment F-Amendment No. 4 to Agreement with Wald, Ruhnke & Dost Architects, LLP
Attachment G-Amendment No. 3 to Agreement with Kasavan Architects, Inc.
Attachment H-Amendment No. 2 to Agreement with Kasavan Architects, Inc.
Attachment I-Amendment No. 1 to Agreement with Kasavan Architects, Inc.
Attachment J-Agreement with Kasavan Architects, Inc.
Attachment K-Agreement and Consent to Assignment of Agreement with RIM Architects (CA), LLP
Attachment L-Amendment No. 3 to Agreement with RIM Architects (CA), LLP
Attachment M-Amendment No. 2 to Agreement with RIM Architects (CA), LLP
Attachment N-Amendment No. 1 to Agreement with RIM Architects (CA), LLP
Attachment O-Agreement with RIM Architects (CA), LLP
Attachment P-Amendment No. 3 to Agreement with The Paul Davis Partnership, LLP
Attachment Q-Amendment No. 2 to Agreement with The Paul Davis Partnership, LLP
Attachment R-Amendment No. 1 to Agreement with The Paul Davis Partnership, LLP
Attachment S-Agreement with The Paul Davis Partnership, LLP
Attachment T-Amendment No. 3 to Agreement with Wald, Ruhnke & Dost Architects, LLP
Attachment U-Amendment No. 2 to Agreement with Wald, Ruhnke & Dost Architects, LLP
Attachment V-Amendment No. 1 to Agreement with Wald, Ruhnke & Dost Architects, LLP
Attachment W-Agreement with Wald, Ruhnke & Dost Architects, LLP