County of Sonoma Agenda Item Summary Report

Transcription

1 County of Sonoma Agenda Item Summary Report Agenda Item Number: (This Section for use by Clerk of the Board Only.) Clerk of the Board 575 Administration Drive Santa Rosa, CA To: Sonoma County Board of Supervisors Board Agenda Date: June 10, 2014 Vote Requirement: Majority Department or Agency Name(s): General Services Staff Name and Phone Number: Pam Kinzie Title: Master Services Agreements Recommended Actions: Supervisorial District(s): All 1. Authorize Chair to execute multi-year Master Services Agreements each in an amount not-toexceed $500,000 per year with Ross Drulis Cusenbery Architecture, Glass Architects, Kwan Henmi Architecture + Planning, and TLCD Architecture, to provide architectural and engineering services for County-owned and leased facilities. 2. Authorize Chair to execute a multi-year Master Services Agreement in an amount not-to-exceed $500,000 per year with GHD Inc., to provide engineering services for County-owned and leased facilities. 3. Authorize Chair to execute multi-year Master Services Agreements each in an amount not-toexceed $250,000 per year with, Kitchell, Construction and Development Solutions Inc., and Voorhis/Robertson Justice Services LLC, to provide project management services for Countyowned and leased facilities. 4. Authorize the Director of General Services to execute Task Orders not to exceed $25,000 and the County Administrator not to exceed $100,000 for all separate scopes of work under the agreements. The Board of Supervisors will approve Task Orders over $100,000.

2 Executive Summary: Purpose The purpose of this Board Item is to request approval of multi-year Master Services Agreements for professional architectural, engineering, and project management resources for delivery of capital projects. Establish Master Services Agreements with prequalified consultants, by way of a Request for Qualifications (RFQ) process, minimizing the time and expense required to issue an RFQ for these services for every project. History The General Services Department Facilities Management and Development Division s mission is to plan, design, and manage County facility construction projects which meet user needs and provide safe, healthy, and aesthetic environments in a sensible, cost-effective manner. To fully accomplish this mission, internal staff is augmented by external professional service consultants that provide services such as architectural and engineering design, project management, cost estimating, and move management services. An RFQ process has been used to solicit and select qualified consultants and establish multi-year Master Service Agreements with professional consultants. The outcome is formation of a pool of service providers that will be authorized to provide services through the release of specific Task Orders. Thus the need to solicit and secure these resources on a project by project basis is minimized for the majority of projects, and results in front end time and cost savings for each of these projects. Master Service Agreements were last established for architectural/engineering and project management services in 2011 (use history is attached). These agreements are nearing the end of their term. The solicitation of RFQ submittals and the subsequent award of Master Service Agreements to establish a pool of resources does not preclude the County from soliciting and entering into a project specific consultant services agreement if such a process can best provide the services required for a specific project, and for larger projects where fees would exceed the limits of the MSAs. Master Services Agreement (MSA) Master Services Agreements are open service contracts that do not in themselves describe a specific scope of work or fee. Agreement terms and billing rates are established in the MSA. The specific services that are provided through these agreements are negotiated based on a defined scope of work and agreed to and undertaken by issuance of a Task Order for that work. An approved MSA does not obligate the County to pay any consultant fees; only a Task Order approved by the General Services Director, County Administrator or The Board of Supervisors obligates the County. Distribution of work will be made by aligning the Consultant firm s skills, capacities, and similar project experience with that of the particular needs of the project. Staff will endeavor to distribute the work equally among the firms to the extent possible. In the last three years, MSA Task Orders have been issued for projects such as design of telecommunication towers and vaults, Annapolis Fire Apparatus Garage, Evidence Storage Building, MADF Auger Grinder system, and numerous renovation projects; project management services and estimating services for same, and move management services for most County relocations.

3 Terms and Conditions of MSA Staff is recommending that each MSA be for a 1-year term with two 1-year renewal options, if approved by the Department Head; 1. The MSA pool will be reestablished every three (3) years by way of a new RFQ process that will solicit and select qualified consultants; new multi-year Master Service Agreements with multiple professional consultants will be prepared for Board approval. 2. Each MSA s annual budget limit will be up to $250,000 for project management services and up to $500,000 for architectural or engineering services. Actual expenditures incurred will be determined by the number and value of Task Orders issued under the MSA, and Task Orders can only be issued for projects approved and funded by your Board; 3. Staff retains the right to manage a separate RFQ process for a specific project if it is determined to be in the best interest of the County. Consultant Selection On March 7, staff issued RFQs for architectural/engineering, engineering, and project management services with the intent of creating a pool of consultants under open scope MSA contracts. The RFQ solicitation was advertised in the Press Democrat, sent to the North Coast Builders Exchange and AIA Chapters ( local, East Bay, San Francisco), sent to an extensive list of interested firms, current and past consultants, and posted on the County s website. Eighteen architectural/engineering consultants, seven engineering consultants, and seven project management consultants responded to the RFQs (list attached). These firms were evaluated and ranked by staff according to RFQ selection criteria, which included experience with similar projects, staff qualifications and experience, project approach, quality assurance program, and references; financial statements and billing rates were reviewed for the top ranking firms. Representatives from Facilities Development and Management, Transportation and Public Works, and the CAO s Office participated on the evaluation teams. Based on the criteria, the following were ranked the top firms and are recommended: Architecture / Engineering Consultant Engineering Consultant Project Management Consultant Ross Drulis Cusenbery Architecture GHD Kitchell Glass Architects TLCD Architecture Construction and Development Solutions Voohris/Robertson Justice Services Kwan Henmi Architecture + Planning

4 Local Business Impacts Three of the architecture/engineering consultant firms are local (County) firms; Kwan Henmi is based in San Francisco. The recommended engineering firm has a local office, which is part of a national firm with broad resources. Of the project management firms, Construction and Development Solutions is local; Voohris/Robertson is based in Colorado and its key project management subconsultants are local. Kitchell is a Sacramento based firm. Prior Board Actions: 07/12/11- Authorize Chair to execute multi-year, Master Services Agreements with Ross Drulis Cusenbery Architecture, Glass Architects, TLCD Architecture, Kitchell, Construction and Development Solutions, and A.G. Frey Company. Strategic Plan Alignment Goal 3: Invest in the Future Fiscal Summary - FY Expenditures Funding Source(s) Budgeted Amount $ 0.00 $ Add Appropriations Reqd. $ 0 State/Federal $ $ Fees/Other $ $ Use of Fund Balance $ $ Contingencies $ $ $ Total Expenditure $ 0 Total Sources $ 0 Narrative Explanation of Fiscal Impacts (If Required): The MSA does not identify specific projects, and can be used only after the Board has approved funding for a capital project. For each project, a Task Order is prepared by the Capital Projects Manager or staff, with the scope and fee separately and clearly defined in the Task Order. The General Services Director provides approval for Task Orders not to exceed $25,000, Task Orders between $25,001 and $100,000 will be approved by the County Administrator, and all Task Order over $100,000 will be approved by the Board of Supervisors. Charges for services and supplies provided by a consultant under the MSA are funded by each project budget as described in the Task Order.

5 Staffing Impacts Position Title (Payroll Classification) Monthly Salary Range (A I Step) Additions (Number) Deletions (Number) Narrative Explanation of Staffing Impacts (If Required): No additional staff are required. Attachments: Attachment A: MSA RFQ Respondents 2014 Attachment B: MSA 2011 Contract History Related Items On File with the Clerk of the Board: 4 copies of Master Services Agreement with Ross Drulis Cusenbery Architecture, Inc.; 4 copies of Master Services Agreement with Glass Architects; 4 copies of Master Services Agreement with TLCD Architecture; 4 copies of Master Services Agreement with Kwan Henmi Architecture + Planning 4 copies of Master Services Agreement with GHD Inc; 4 copies of Master Services Agreement with Kitchell; 4 copies of Master Services Agreement with Construction and Development Solutions; and 4 copies of Master Services Agreements with Voohris/Robertson Justice Services, LLC

6 Attachment A Master Service Agreement RFQ Respondents 2014 Architecture/Engineering Alameida Architecture Sebastopol, CA AXIA Architects Santa Rosa, CA Brokaw Design Rohnert Park, CA CGL Sacramento, CA CSHQA West Sacramento, CA Garavaglia Architeture San Francisco, CA Gensler San Francisco, CA Glass Architects Santa Rosa, CA Interactive Resources Richmond, CA Kappe+Du Architects San Rafael, CA Kwan Henmi Architecture & Planning San Francisco, CA Polytech Associates Inc. San Francisco, CA RIM Architects San Francisco, CA Ross Drulis Cusenberry Sonoma, CA Stantec Architecture Petaluma, CA STRATAap Sonoma, CA The Design Partnership San Francisco, CA TLCD Architecture Santa Rosa, CA Engineering Allana Buick & Bers, Inc. Palo Alto, CA BKF Engineers Santa Rosa, CA Creegan+D Angelo Engineers Fairfield, CA GHD Santa Rosa, CA Lefler Engineering San Rafael, CA MKM & Associates Santa Rosa, CA Summit Engineering Santa Rosa, CA Project Management Alameida Architecture Sebastopol, CA Allana Buick & Bers, Inc. Palo Alto, CA CGL Sacramento, CA Construction & Development Solutions Santa Rosa, CA Kitchell Sacramento, CA VANIR San Francisco, CA Voorhis/Robertson Justice Services, LLC (VRJS) Denver, Co

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8 Attachment B Master Service Agreements 2011 Contract History Task Order Amounts Expended or Currently Encumbered ARCHITECTURE/ENGINEERING PROJECT MANAGEMENT Glass Architects Russ Drulis Cusenbery TLCD AG Frey (Moves) C&DS Kitchell Year 1 $32,857 $31,820 $178,500 Year 1 $102,883 $73,894 $0 Year 2 $300,614 $156,909 $21,870 Year 2 $116,595 $76,375 $0 Year 3 $148,580 $64,405 $268,350 Year 3 $105,387 $67,350 $33,780 * Totals $482,051 $253,134 $468,720 Totals $324,865 $217,619 $33,780 * Contract allowable per year: $500,000 Contract allowable per year: $250,000 * Will be adding + $95K for Sutter termination