DATE: May 7, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement with DLR Group, Inc., for Architectural Services for the West Annex Jail Project
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute a retroactive Amendment No. 3 to Agreement with DLR Group, Inc., to extend the term of the existing Agreement for architectural services and construction administration for the West Annex Jail (WAJ), currently in project completion phase, by one year from January 1, 2024 to December 31, 2024, increasing the total maximum compensation by $70,800 not to exceed $7,826,135.
REPORT
The recommended amendment will extend the term and provide adequate compensation for architectural services, constructability reviews, inspection services, project and construction management through project closeout. This item pertains to location in District 3, and impacts countywide.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, there may be delays in consultant services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Sufficient appropriations are included in Department of Public Works and Planning West Annex Jail Orgs 8845 (State SB 1022), 8846 (Leasehold Improvements), FY 2023-24 Adopted Budget. The approval of the recommended action will increase the DLR contract by $73,800, bringing the total of the contract to $7,826,135. Architectural services are eligible for State Reimbursement SB 1022 grant funds at a rate of ninety percent (90%), and are matched with a portion from County funding, at a rate of ten percent (10%).
DISCUSSION:
On November 4, 2014, the Board approved a consultant agreement No. 14-686 with DLR to provide architectural services and construction administration through building commissioning for a fully functional correctional facility, specifically the WAJ project. On February 25, 2020, the Board approved a retroactive agreement No. 20-086 with DLR, which served to effectively extend the term of the expired original agreement, the provisions of which were fully incorporated therein by reference. On September 1, 2020, the Board approved amendment No. 1 to agreement No. 20-086 with DLR, providing for an increase in the amount of $247,407 for additional extra services. On March 8, 2022, the Board approved second amendment No. 22-089 with DLR, providing for an increase in the amount of $181,528 for additional extra services and one year term extension.
The recommended action would extend the contract term retroactively from its expiration date of December 31, 2023, and beginning January 1, 2024 through December 31, 2024, with the additional year extension serving to ensure the availability of continued services through project completion; along with an additional $70,800 for consultant services fees. Project completion currently stands at approximately 98% and it is currently anticipated that the project will receive the Certificate of Occupancy from the State Fire Marshal by May 31, 2024. This amendment is needed for services concluding construction and for project close out functions.
REFERENCE MATERIAL:
BAI #36, March 8, 2022
BAI #40, September 1, 2020
BAI #59.1, February 25, 2020
BAI #40, November 4, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment to Agreement No. 22-089 with DLR Group, Inc.
CAO ANALYST:
Salvador Espino