DATE: April 11, 2023
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroactive Agreement for On-Call Construction Management Services with Vanir Construction Management, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement for On-Call Construction Management Services with Vanir Construction Management, Inc., effective retroactively upon execution to effectively extend the term of the previously expired contract between the parties by two additional years from January 10, 2023 to January 10, 2025 and increasing the maximum authorization by additional $300,000, which will increase the total maximum authorization amount to $900,000.
REPORT
Approval of the recommended action would authorize the Chairman to execute a retroactive Agreement with Vanir Construction Management, Inc., (Vanir), and provide adequate compensation for construction management services, including consultation with respect to administration of anticipated design-build projects. Extension of the contract term and the requested increase in the maximum compensation amount is sought in order to allow necessary services to be provided for various projects. The impact is countywide.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, projects may be delayed in the event staff would need to seek out another professional consultant services contract for ongoing construction management services.
RETROACTIVE AGREEMENT:
The recommended agreement is retroactive to January 10, 2023, the date the previous agreement between the parties expired. Department of Public Works and Planning - Development Services and Capital Projects Division (Department) staff had scheduled an extension letter for the term of the Vanir agreement; however, it was determined that additional authorization is needed for construction management services to be provided by Vanir for ongoing and anticipated upcoming projects.
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 Orgs 8853 FY 2022-23 Adopted Budget for construction management. For any proposed design-build project services will be compensated within a total budgeted project cost.
DISCUSSION:
On January 10, 2020, Agreement D-20-031 was executed with Vanir for on-call construction management services. Department staff authorized work thereunder commencing in 2021, for both construction management services and assistance in preparing documentation necessary to implement the design-build project delivery method. Vanir’s services have been utilized during the current construction phase of the Sheriff’s Substation project and will be needed through project completion; and use of Vanir’s consultation services will continue to be advantageous with respect to administration of upcoming projects on which the design-build process will be utilized.
Approval of the recommended action is needed in order to continue using Vanir’s services, because the consultant services agreement has nearly reached the maximum authorized compensation amount and already has exceeded the three-year term limit. Staff had not yet sought to invoke either of the two additional one-year extensions that would have been available prior to expiration of the original agreement.
Approval of the recommended action will authorize execution of a retroactive agreement that will effectively extend the term of the original agreement by two additional years, from January 10, 2023 to January 10, 2025, to allow Vanir to continue to perform ongoing construction management services and consultation regarding administration of anticipated design-build projects. The recommended action also will increase the originally authorized maximum contract amount by $300,000.
REFERENCE MATERIAL:
BAI #48, October 8, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Vanir Construction Management, Inc.
CAO ANALYST:
Salvador Espino