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Consent-General Government # 13.
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| Board of Supervisors |
General Services |
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| Subject |
| Approve amending the total project budget for security improvements related to the parking lot on Court Street, between 3rd and 4th Streets in Woodland, to a total project budget of $202,280; approve amending the contract with Clark Cadman, Inc. increasing compensation up to an additional $67,573 for a total compensation of $153,795; and adopt budget resolution adjusting the Construction In Progress - Facilities Capital Project operating budget by $92,280 using General Fund Contingency funds. (General fund impact $92,280) (4/5 vote required) (Yarris) |
| Recommended Action |
- Approve amending the total project budget to $202,280 for security improvements related to the parking lot on Court Street, between 3rd and 4th Streets in Woodland;
- Adopt a finding that competitive bidding for the work described in the first amendment to Contract 3542 for fencing would be inefficient; impractical and would not have produced any public advantage;
- Approve and authorize the Manager of Procurement to sign first amendment to the contract with Clark Cadman, Inc. increasing the compensation by $67,573 to a total compensation of $153,795; and
- Adopt budget resolution adjusting the Construction In Progress - Facilities Capital Project operating budget by $92,280 using General Fund Contingency funds.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
On October 22, 2019 the Yolo County Board of Supervisors approved $110,000 in Accumulated Capital Outlay funding to secure half of the parking lot with fencing and two automatic gates on Court Street, between 3rd and 4th Streets, in anticipation of the Yolo County Historic Courthouse project completion date and the relocation of the Probation Department. The County solicited informal bids for this work and executed a $86,222 contract to Clark Cadman, Inc. on December 17, 2019. This work is currently underway.
Since that date, and in light of the increased vandalism and safety concerns experienced in the Woodland area, the General Services Department in consultation with County leadership find it necessary to increase the fenced in area to the entire parking lot at Court Street. By fencing the entire area, the County can provide increased safety to staff, their vehicles and the vehicles of public safety departments. The General Services Department is requesting an additional $92,280 in General Fund Contingency funding to install the enhanced security improvements from the original $110,000 request, approved by the Board of Supervisors on October 22, 2019. This additional work was supported by the Board's Committee on Capital Investment.
These additional improvements will include the installation of a seven foot decorative wrought iron fence around the remainder of parking lot, with an additional automatic gate for vehicles and two pedestrian walk through gates for secure access. Installation of these improvements will also allow vehicles utilized by public safety departments to be secured, such as the District Attorney who previously secured their vehicles at the Juvenile Detention Facility. However, as improvements to the Monroe Detention Center progressed, the District Attorney had to relocate these vehicles.
The cost of the additional improvements will exceed the statutory change order limit pursuant to Public Contract Code §20137 by $58,951. Changes exceeding the statutory limit would ordinarily require competitive bidding. However, under Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App. 3d 631, competitive bidding is not required where such bidding would be unavailing and impractical and would not produce any public advantage. For the following reasons, competitive bidding for the extra work in this case would not produce any public advantage, and it is in the County’s and public’s best interest to work with existing Contractor on the project rather than competitively bidding these project changes:
- Fencing material partitioning the interior of the parking lot is already on order and can be redirected to be used along the originally unsecured portion of the parking lot. Also, one of the automatic gates on order can be relocated to another location in the parking lot to improve traffic flow. This allows the County to avoid duplication of material costs while improving functionality.
- Advertising and bidding the project changes will result in a delay to secure the entire parking lot, delaying the Probation department move-in date to the Historic Courthouse.
- Competitive bidding requires award to the lowest responsible bidder. This can result in multiple contractors working in the same space at the same time, potentially causing conflicts and problems with the installation of the automatic gates.
The selection of wrought iron fencing was made with the intention of trying to be aesthetically pleasing. Yolo Arts has been secured to provide decorative art for the fence. The budget for this project is as follows:
| Project Expenditures |
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| Construction (fencing, gates, electrical, etc.) |
$ 177,280 |
| Decorative Art (Yolo Arts) |
$ 15,000 |
| Permits |
$ 1,000 |
| Project Management |
$ 9,000 |
| Total Project Expenditures |
$ 202,280 |
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| Project Revenues |
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| Accumulated Capital Outlay |
$ 110,000 |
| General Fund Contingency |
$ 92,280 |
| Total Project Revenues |
$ 202,280 |
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| Collaborations (including Board advisory groups and external partner agencies) |
| General Services Department, Probation Department, District Attorney's Office, Yolo Arts, County Administrator's Office, Department of Financial Services, County Counsel's Office and the City of Woodland have all been involved in this project. |
| Competitive Bid Process |
| All contracts, purchase orders and work authorizations related to this project will be secured in compliance with all Department of Financial Services policies and procedures. Multiple quotes were received for the original project cost. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| General Fund contingency funds have been requested for this action. |
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