DATE: February 25, 2020
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroative Agreement for Architectural Services with DLR Group, Inc. for the West Annex Jail Project
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement for Architectural Services with DLR Group, Inc., for West Annex Jail Project architectural services extending the term by one year from December 31, 2019 to December 31, 2020, with one optional one-year extension, with no increase in the maximum of $7,326,400.
REPORT
Approval of the recommended action would authorize the Chairman to execute a retroactive Agreement with DLR Group, Inc., (DLR) extending the previous contract for West Annex Jail Project (Project) architectural services without increasing the maximum compensation. This item pertains to a location in District 3.
ALTERNATIVE ACTION(S):
There is no viable alternative action.
RETROACTIVE AGREEMENT:
The recommended agreement is retroactive to December 31, 2019, the date the previous agreement expired. Department of Public Works and Planning - Development Services and Capital Projects Division staff scheduled this item on the earliest available date after discovering the error. The Department will implement entry into e-contracts for 180, 90, 60 day expiring contract notification system to ensure this does not reoccur in the future.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the agreement will remain unchanged at $7,326,400. The Project is funded with SB22 State Funds and County Tobacco Funds. Sufficient appropriations and estimated revenues are included in Department Orgs 4360, 8845 and 8847 FY 2019-20 Adopted Budget.
There are currently no pending invoices for the Consultant however, their services are ongoing during the current construction phase of the Project, as the Consultant will remain actively involved through to project completion.
DISCUSSION:
On November 4, 2014, the Board approved Agreement No. 14-686 with DLR for architectural services, from pre-design phase through post-construction phase.
Since that time, Department staff was authorized to proceed with the Project, under the review of the California Board of State and Community Corrections. The DLR contract has not exceeded the maximum compensation amount authorized under the consultant services agreement.
Approval of the recommended action will execute a retroactive agreement to extend the previous agreement’s term by one year, with one optional one-year extension, to allow DLR to continue to perform architectural services and review of the construction project through to completion.
Project Management will be provided by the Department’s Development Services and Capital Projects Division.
REFERENCE MATERIAL:
BAI #40, November 4, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with DLR Group, Inc.
CAO ANALYST:
Sonia M. De La Rosa