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  Consent-General Government   #   12.    
Board of Supervisors County Administrator  
Meeting Date: 07/24/2018  
Brief Title:    Construction Management Contract, Kitchell CEM
From: Mindi Nunes, Assistant County Administrator, County Administrator's Office
Staff Contact: Mark Bryan, Financial Systems Manager, County Administrator's Office, x4590

Subject
Approve first amendment to Agreement No. 17-99 with Kitchell CEM to extend the length of the contract through June 30, 2021 and approve work authorization in the amount of $339,660 to provide continuing construction management services for the SB 863 Leinberger Replacement Project. (No general fund impact) (Nunes/Bryan) 
Recommended Action

Approve first amendment to Agreement No. 17-99 with Kitchell CEM to extend the length of the contract through June 30, 2021 and approve Work Authorization in the amount of $339,600, for a total project amount not to exceed $934,660 to provide continuing construction management services for the SB 863 Leinberger Replacement Project.

Strategic Plan Goal(s)
Safe Communities
Reason for Recommended Action/Background
Following a Request for Qualifications (RFQ) process in early 2017, the County selected Kitchell CEM to provide construction oversight for the Yolo County SB 863 Leinberger Replacement Project. As the construction manager, Kitchell assists the County and the architects to transition the project from design through the construction phase, including completion. In October 2017, the County issued a work authorization with Kitchell CEM based on the RFQ mentioned above.
 
Since then, the main jail expansion project has moved forward and construction began July 16, 2018. However, the overall schedule for the project increased significantly—preconstruction was extended by 22 months and construction extended by four months. With these delays, the major portion of the jail expansion construction will now overlap the major construction of the Leinberger replacement, thus requiring additional staff for the projects that was not envisioned when the main jail project was on schedule. Furthermore, with the departure of Terry Vernon, Kitchell will take on additional project management duties as the County will not immediately move to fill the staff vacancy created by Mr. Vernon’s departure.
 
Altogether, these changes necessitate the current amendment to increase the work authorization by $339,660 for total compensation of $934,660 and to extend the contract expiration to June 30, 2021. These changes allow the construction management services to continue through the Construction and Project Closeout phases of the Leinberger replacement. These changes will be contained within the eligible costs for the project and do not cause an increase in the overall project budget. Further, the construction management cost represents 2.5% of the total budget.
 
The Yolo County SB863 Leinberger Replacement Project is funded by a grant from the Board of State and Community Corrections (BSCC). The County received SB 863 Adult Local Criminal Justice Facilities Financing Program funds in the amount of $30,500,000 from BSCC. The total project budget of $36,000,000 also includes a $5,143,000 cash match and $357,000 in-kind match. The cash match is funded by CIP Bond Proceeds.
Collaborations (including Board advisory groups and external partner agencies)
The County Administrator's Office collaborated with the Yolo County Sheriff, BSCC, the State Public Works Board, and the California Department of Corrections and Rehabilitation.
Competitive Bid Process
The County issued an RFQ in early 2017 for urgent on-call architectural, environmental, engineering and other consulting services. A panel conisting of representatives from the County Administrator's Office, County Counsel and the General Services Department reviewed and scored the 92 responses and recommended issuing contracts to 70 of those who submitted. While many responses were from qualified firms, Kitchell CEM had the most experience with correctional facility construction.

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $339,660
Amount budgeted for expenditure $934,660
Additional expenditure authority needed $0
One-time commitment     Yes
Source of Funds for this Expenditure
General Fund $0
CIP Bonds $339,660
Further explanation as needed
The Leinberger Replacement Project budget is $36,000,000 of which $560,000 of State contribution and $152,000 of cash match is alloted for construction management services. The recommended action will be absorbed by the budget item Additional Eligible Costs within the cash match portion of the project budget and does not require an increase to the total project budget. The cash match is financed by CIP bonds.
Attachments
Att. A. Work Authorization
Att. B. Amendment

Form Review
Inbox Reviewed By Date
Mindi Nunes (Originator) Mindi Nunes 07/11/2018 03:42 PM
Patrick Blacklock Derrik Whitehead 07/16/2018 08:19 AM
Mindi Nunes (Originator) Mindi Nunes 07/16/2018 08:23 AM
Patrick Blacklock Derrik Whitehead 07/16/2018 11:22 AM
Mindi Nunes (Originator) Mindi Nunes 07/16/2018 11:32 AM
Patrick Blacklock Patrick Blacklock 07/16/2018 02:52 PM
Financial Services Tom Haynes 07/17/2018 05:17 PM
County Counsel Hope Welton 07/17/2018 05:18 PM
Form Started By: Mindi Nunes Started On: 07/11/2018 03:04 PM
Final Approval Date: 07/17/2018
Level double AA conformance,
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