TO: Board of Supervisors
FROM: Steve Lederer, Director
REPORT BY: Nate Galambos, Engineering Manager
SUBJECT: Amend Agreements with Lionakis Architects, Geocon Consultants, One Workplace L. Ferrari, LLC, and Vanir Construction Management for work Napa County Replacement Detention Facility Project, PW 20-100
RECOMMENDATION
title
Approve and authorize Amendment No. 3 to Agreement No. 190062B with Lionakis; Amendment No. 3 to Agreement No. 220333B with Geocon Consultants, Inc.; Amendment No. 1 to Agreement No. 250329B with One Workplace L. Ferrari, LLC; and Amendment No. 3 to Agreement No. 200212B with Vanir Construction Management Inc. for work on Replacement Detention Facility Project, PW 20-100. (Fiscal Impact: $244,900 Expense; Capital Improvement Projects Fund; Budgeted; Discretionary)
body
BACKGROUND
The Board of Supervisors (Board) approved Agreement Number 190062B with Lionakis on July 31, 2018 (Lionakis Agreement), for design, bidding and construction administrative services for the Napa County Replacement Detention Facility (Jail). Since then, the Agreement was amended on August 8, 2023, and on December 19, 2023, to extend the term of the Agreement to accommodate the extended time needed to complete the Jail project, and for additional design and construction administration services respectively. The proposed Amendment No. 3 includes additional work completed by Lionakis associated with construction administration, commissioning of the building, completing punch list items and close out of the project. The amount proposed in Amendment No. 3 is $139,946 for the additional scope of work bringing the total compensation for the Lionakis Agreement to $10,218,521.
On February 28, 2023, the Board approved Agreement 220333B with Geocon Consultants, Inc. (Geocon Agreement) for geotechnical investigation, testing and special inspection services for the Napa County Replacement Detention Facility project, PW 20-100. On April 9, 2024, and December 17, 2024, the Board approved Amendment No. 1 and Amendment No. 2 respectively. Amendment No. 1 added testing requirements from the State to meet fire and life safety regulations that were needed, but not originally anticipated in the original scope of work and Amendment No. 2 increased compensation for the testing and inspections as the amounts for the original contract and Amendment No. 1 were based on estimates. Proposed Amendment No. 3 includes additional fire stop inspection work completed, and environmental assessment of stockpiled material removed from the site at the end of the project. The proposed amount of Amendment No. 3 is $28,791 bringing the maximum compensation for the Geocon Agreement to $796,211.
Napa County staff from Public Works, Corrections, and Purchasing worked with their consultant, Lionakis, to determine the most cost-effective way to complete the furniture, fixtures and equipment (FF&E) portion of the project. The County reviewed three candidates that specialize in procurement and installation and are capable of procuring through a national cooperative agreement. After consideration, the County chose to work with One Workplace to fulfill needs of the project through their cooperative agreements and ability to manage and install FF&E. The labor associated with assembling and installing the FF&E, however, needed to be done by separate contract. On February 25, 2025, the Board approved an Agreement 250329B with One Workplace (One Workplace Agreement) for an estimated amount of labor, design and management of $447,831. Proposed Amendment No. 1 includes increased compensation for actual and additional labor needed to complete the FF&E for the project. The proposed amount of Amendment No. 1 is $76,163 bringing the maximum compensation for One Workplace to $523,994.
In mid-2019 Napa County Public Works released a Request for Statements of Qualifications for firms providing construction management services for the Napa County Replacement Jail Project, PW 20-100 (Jail Project). Upon completion of the evaluation process of the statements received, the Board of Supervisors (Board) signed agreement 200212B with Vanir Construction Management, Inc. (Vanir) on December 17, 2019 (Vanir Agreement).
On December 14, 2021, the Board approved Amendment No. 1 to the Vanir Agreement adding pre-construction services to Vanir’s scope of work that included constructability review/plan check review, and utility coordination in preparation for construction.
On December 13, 2022, the Board approved Amendment No. 2 to the fund the Vanir Agreement for construction management services as BSCC was finalizing the funding agreement for the grant and the Board was scheduled to sign the construction contract with Broward Builders that it contingently awarded on October 18, 2022, and the construction of the Jail Project was set to begin on December 20, 2022.
The term of the Vanir Agreement expired on June 30, 2025, with some additional tasks associated with the final close out and transitioning from the old facility to the new facility being completed. Therefore, the proposed Amendment No. 3 with Vanir will extend the term of the Vanir Agreement to December 31, 2025, to account for this final work and project closeout. No additional funding is associated with the term extension, as the Vanir Agreement is fully funded in the project budget.
The above noted work for amendments associated with Lionakis, Geocon and One Workplace occurred in fiscal year 24- 25 and Public Works is requesting to pay from the last fiscal year budget, any remaining contract budget will be carried forward until project close out is completed. The work performed was both essential and necessary to complete the project and maintain the project schedule in accordance with the Board of State and Community Corrections (BSCC).
Public Works staff timed the above amendments to account for the potential of utilizing the consultant services for any unforeseen issues during the final move from the existing jail facility to the new jail facility. The cost of the amendments is within the current project budget limits, therefore no budget amendment is required.
Requested Action:
1. Approve and authorize Amendment No. 3 to Agreement No. 190062B with Lionakis to increase the maximum compensation by $139,946 for a new maximum amount of $10,218,521 to fully compensate for all work performed in completion of project.
2. Approve and authorize Amendment No. 3 to Agreement No. 220333B with Geocon Consultants, Inc. to increase the maximum compensation by $28,791 for a new maximum amount of $796,211 to fully compensate for all testing and special inspection services in completion of project.
3. Approve and authorize Amendment No. 1 to Agreement No. 250329B with One Workplace L. Ferrari, LLC to increase the maximum compensation by $76,163 for a new maximum amount of $523,994 to fully compensate for all labor, design and management installing FF&E in completion of project.
4. Approve and authorize Amendment No. 3 to Agreement No. 200212B with Vanir Construction Management, Inc. to extend the term of the agreement to December 31, 2025, to complete the scope of work of the agreement.
FISCAL IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Capital Improvement Projects Fund, Project 19005 |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
The work was required to maintain project scheduled milestones and completion date. |
|
Is the general fund affected? |
Yes |
|
Future fiscal impact: |
None |
|
Consequences if not approved: |
The project would experience delays in completion and impact operational startup date. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: A Final EIR was prepared and certified by the Board of Supervisors on February 11, 2014, for the Napa County Jail Project (SCH#2013012072). The Final EIR analyzed the potential impacts resulting from the General Plan Amendment and was prepared in accordance with CEQA, the State CEQA Guidelines and the County's Local Procedures for Implementing CEQA. No further environmental review is necessary.