Title
a. Approve Amendment No. 3 to Professional Services Agreements with the following consultants: APSICM-Sixth Dimension, LLC (A-12866), Multi-Year Agreement #3000*1863, Ausonio Incorporated (A-12867), Multi-Year Agreement #3000*1873; Harris & Associates, Inc. (A-12869), Multi-Year Agreement #3000*1861; and Kitchell/CEM, Inc. (A-12868), Multi-Year Agreement #3000*1867, to continue to provide on-call construction management services for various general projects located in Monterey County, California, Request for Qualifications #10476, to extend the expiration date of each Agreement for one (1) additional year through July 21, 2021, for a revised term from July 21, 2015 to July 21, 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. 3 to each Professional Services 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. 3 to Professional Services Agreements with the following consultants: APSICM-Sixth Dimension, LLC (A-12866), Multi-Year Agreement #3000*1863, Ausonio Incorporated (A-12867), Multi-Year Agreement #3000*1873; Harris & Associates, Inc. (A-12869), Multi-Year Agreement #3000*1861; and Kitchell/CEM, Inc. (A-12868), Multi-Year Agreement #3000*1867, to continue to provide on-call construction management services for various general projects located in Monterey County, California, Request for Qualifications #10476, to extend the expiration date of each Agreement for one (1) additional year through July 21, 2021, for a revised term from July 21, 2015 to July 21, 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. 3 to each Professional Services 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 Professional Services Agreements (PSAs) 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 PSAs are utilized across the RMA and by other County Departments for specialized expertise in operations, management and specific facility and capital projects. Amendment No. 3 to the PSAs with APSICM-Sixth Dimension, LLC (A-12866), Ausonio Incorporated (A-12867), Harris & Associates, Inc. (A-12869), and Kitchell/CEM, Inc. (A-12868) extend the term of the PSAs for one year to provide future on-call construction management services that may be required for future construction projects at various County facilities. The one-year term extension will enable staff to procure professional services under a new RFQ prior to the expiration of the proposed amendments.
DISCUSSION:
In 2015, APSICM-Sixth Dimension, LLC, Ausonio Incorporated, Harris & Associates, Inc., and Kitchell/CEM, Inc. were selected for their expertise and capabilities necessary to provide on-call construction management services for various general projects located in Monterey County, California under a competitive selection process in accordance with County policies under Request for Qualifications (RFQ) #10476. The RMA has identified a need for these consultants to continue to provide on-call construction management services that may be required for various general projects to assist the RMA’s Architectural Services staff.
APSICM-Sixth Dimension, LLC, Ausonio Incorporated, Harris & Associates, Inc., and Kitchell/CEM, Inc. may provide construction management consultant services that may be required for projects at various County facilities. The County requires these consultant services, and RMA recommends extending these agreements up to one (1) additional year beyond the current term of the PSAs which expire July 21,2020. Amendment No. 3 to the individual PSAs between the County and APSICM-Sixth Dimension, LLC, Ausonio Incorporated, Harris & Associates, Inc., and Kitchell/CEM, Inc. will extend the expiration date of the PSA from July 21, 2020 for one (1) additional year through July 21, 2021 (beyond the anticipated five [5] year term of the PSA allowed per RFQ #10476 for a total term of six [6] years), for a revised term from July 21, 2015 to July 21, 2021.
The term for these PSAs exceeds the standard five (5) year term. Since RMA has an ongoing need for these services, additional time beyond the original term of the PSAs authorized per RFQ #10476 is required. Staff recommends extending the term of these PSAs to allow the consultants to provide for these services. The proposed amendments extend the term of each PSA through July 21, 2021 and will enable staff to procure professional services under a new RFQ prior to the expiration of the proposed amendments.
Attachment A provides a summary of the PSAs to date. Attachment B provides a summary of the annual expenditures and balance of the PSAs to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller have reviewed and approved Amendment No. 3 to each PSA 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 PSAs. 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 PSAs
Attachment B-Summary of PSAs Annual Expenditures and Balance
Attachment C-Amendment No. 3 to PSA with APSICM-Sixth Dimension, LLC
Attachment D-Amendment No. 3 to PSA with Ausonio Incorporated
Attachment E-Amendment No. 3 to PSA with Harris & Associates, Inc.
Attachment F-Amendment No. 3 to PSA with Kitchell/CEM, Inc.
Attachment G-Amendment No. 2 to PSA with APSICM-Sixth Dimension, LLC
Attachment H-Amendment No. 1 to PSA with APSICM-Sixth Dimension, LLC
Attachment I-PSA with APSICM-Sixth Dimension, LLC
Attachment J-Amendment No. 2 to PSA with Ausonio Incorporated
Attachment K-Amendment No. 1 to PSA with Ausonio Incorporated
Attachment L-PSA with Ausonio Incorporated
Attachment M-Amendment No. 2 to PSA with Harris & Associates, Inc.
Attachment N-Amendment No. 1 to PSA with Harris & Associates, Inc.
Attachment O-PSA with Harris & Associates, Inc.
Attachment P-Amendment No. 2 to PSA with Kitchell/CEM, Inc.
Attachment Q-Amendment No. 1 to PSA with Kitchell/CEM, Inc.
Attachment R-PSA with Kitchell/CEM, Inc.