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  Consent-General Government   #   15.    
Board of Supervisors General Services  
Meeting Date: 08/01/2017  
Brief Title:    On-Call Consultant Agreements
From: Kevin Yarris, Director, General Services
Staff Contact: Laura Liddicoet, Administrative Services Analyst, General Services, x4881

Subject
Approve two agreements for as-needed services for architectural, environmental, engineering and other consulting services through June 30, 2020. (No general fund impact) (Yarris)
Recommended Action
Approve and authorize the Chair of the Board of Supervisors to sign two agreements for architectural, engineering and other consulting services through June 30, 2010 with the following firms:

Indigo, Hammond and Playle Architects
ICF Jones & Stoke
Strategic Plan Goal(s)
Operational Excellence
Thriving Residents
Safe Communities
Sustainable Environment
Flourishing Agriculture
Reason for Recommended Action/Background

Approval of these two agreements, which were inadvertently omitted from previous Board action on this topic, will complete creation of a pre-qualified pool of architectural, engineering, and other consulting firms for the County to make use of through June 30, 2020. The County has historically used this process to successfully eliminate lengthy consultant selection processes that delay projects from moving forward in a timely manner. The action today is a continuation of this successful tradition for implementing projects. These contracts also allow immediate response for emergency or urgent facilities issues and will create workload efficiencies by reducing multiple agenda items and multiple requests for qualifications.

In order to provide various consulting services for the County and create a pool of pre-qualified architectural, engineering, environmental and other consulting firms, proposals were sought from qualified individuals and firms. A Request for Qualifications (RFQ) for consultant services was released in January 2017. A review panel, comprised of representatives from the County Administrator's Office, County Counsel, and the General Services Department, reviewed and scored the proposals. Services covered under these contracts include, but are not limited to:

  • Design of remodel projects
  • Consultation with outside architects, engineers and construction management on projects including the use of outside architectural and engineering firms
  • Assistance with the annual capital improvement plan
  • Engineering
  • Title 24 compliance which includes energy use and conservation
  • HVAC plans which included heating, ventilation, air conditioning and electrical issues
  • ADA compliance
The firms being recommended offer the County the best combination of experience and skill for the projects and services required.

By  selecting more than one firm to provide the desired services, projects can be divided among the selected firms on a rotating basis at the sole discretion of the County. On-call consultant contracts are typically utilized on an emergency basis and are intended to allow the General Services Department to quickly respond to facilities related issues. Any project that is awarded to an on-call consultant is subject to a review process that, depending upon the size of the contract, may include the County Procurement Agent, the County Administrator's Office or the Board of Supervisors. The General Services Department follows the County Administrative Policies & Procedures Manual (APM) for all work awarded under the on-call contracts. This allows the County General Services Director to authorize services for emergency work and other non-grant funded repair, construction, and/or urgent design projects under $100,000 with approval from the County Purchasing Agent and/or the County Administrators Office depending upon project funding. All projects awarded that are over $100,000 or any grant funded work will be brought to the Board of Supervisors for approval. On-call consultant contracts may be utilized for work on a non-emergency basis, but they do not preclude the County from seeking other firms on the basis of requests for qualifications for any other major project. In the event other firms are required for a project, the General Services Department would seek the approval of the Board of Supervisors in a separate action. All contracts are on file with the Clerk of the Board of Supervisors.
Collaborations (including Board advisory groups and external partner agencies)
General Services Department, County Counsel, Department of Financial Services

Fiscal Information
No Fiscal Impact
Fiscal Impact of this Expenditure
Total cost of recommended action
Amount budgeted for expenditure
Additional expenditure authority needed $0
On-going commitment (annual cost)
Source of Funds for this Expenditure
General Fund $0
Further explanation as needed
Funding for work authorizations for these contracts will be approved at time of issuance. There is no fiscal impact from approving these contracts.
Attachments
Att. A. Example Contract
Att. B. RFQ
Att. C. Scoring Rubric

Form Review
Inbox Reviewed By Date
Kevin Yarris Kevin Yarris 07/27/2017 10:05 AM
Financial Services (Originator) Tom Haynes 07/27/2017 10:26 AM
County Counsel Phil Pogledich 07/27/2017 10:36 AM
Form Started By: Laura Liddicoet Started On: 07/11/2017 05:41 PM
Final Approval Date: 07/27/2017
Level double AA conformance,
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