TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Juan Arias - Deputy Director of Public Works
SUBJECT: Amendment No. 1 to Agreement No. 230400B with Gensler for Consulting Services for the Facilities Master Planning (FMP) Project
RECOMMENDATION
title
Director of Public Works requests the following actions regarding the Napa County Facilities Master Planning project:
1. Approval of and authorization for the Chair to sign Amendment No. 1 to Agreement No. 230400B with M. Arthur Gensler Jr. & Associates, Inc, doing business as Gensler, increasing the maximum compensation by $79,485 for a maximum of $564,304 to conduct structural, seismic, and condition assessments and analysis of the County Administration Building and Hall of Justice; and
2. Approval of a Budget Amendment for the following (4/5 vote required):
a. Increase Intrafund Transfers Out appropriation by $50,000 in the Accumulated Capital Outlay (ACO) (Fund 3000, Sub-Division 3000000, Account 57900) with use of its available fund balance to fund Project 23045, the Napa County Facilities Master Planning Project; and
b. Increase Consulting Services appropriations by $50,000 in Project 23045 (Fund 3000, Sub-Division 3000560, Project 23045, Account 52310) offset by a transfer-in revenue from ACO.
body
EXECUTIVE SUMMARY
On May 16, 2023 the Board of Supervisors approved and authorized the Chair to sign an agreement with Gensler for master planning services related to the Napa County Facilities Master Planning project. Since then additional structural and conditions assessments related reviews and analysis have been identified as necessary for the Administration Building and the Hall of Justice in order to provide for an additional master planning option that includes the Hall of Justice as a possible future County office building as well as analyze the seismic structural cost implications for both facilities. Amendment Number 1 will provide for the required additional scope to Gensler’s contract.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Where is it budgeted? |
Accumulated Capital Outlay Fund |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Approval of the amendment is required to complete the master planning project and present results to the Board of Supervisors. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
The facilities master planning process will conclude in Fiscal Year 2023/2024 and the next step could be design of one or more facilities. |
|
Consequences if not approved: |
The facilities master planning process will not move forward. |
|
County Strategic Plan pillar addressed: |
Livable Economy for All |
|
|
|
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable. CEQA for the project will be performed when a sufficient amount of design information is available.
BACKGROUND AND DISCUSSION
On January 31, 2023 the Board of Supervisors directed staff to initiate a Facilities Master Planning process. To move the process forward staff released a request for proposals (RFP) for master planning services. After an extensive advertisement of the RFP, eight firms submitted proposals.
The following firms submitted proposals:
1. Athenian Group
2. Gensler
3. Indigo
4. JLL
5. KPA
6. Makers
7. Nacht & Lewis
8. Studios
The evaluation criteria set forth in the RFP included:
1. Company History, Experience, Qualifications, and Approach to Scope of Work;
2. Overall evaluation and opinion of the firm’s ability to deliver a high-quality project on time and within budget; and
3. Pricing/Rate Proposal.
Senior executive staff from various departments including the County Executive Office, Human Resources, Assessor-Recorder/County Clerk and Public Works evaluated the proposals based on the criteria for selection set out in the RFP and recommend award of a Professional Services Agreement (PSA) to Gensler. Gensler has extensive experience providing facilities master planning services to various government agencies including to counties such as Contra Costa, Santa Cruz, San Luis Obispo, Santa Clara, and Sonoma. The proposed Gensler staff for the project have worked on numerous facilities master planning projects. Reference contacts provided very positive feedback about the facilities master planning services provided by Gensler. The project approach provided by Gensler in their submittal was very comprehensive and demonstrated a high understanding of the master planning process and of the County’s intent for this process.
Award of the PSA on May 16, 2023 allowed the master planning process to begin. Various County Departments have been involved in the master planning process and various check-ins are planned with the Board of Supervisors and the public to ensure the Board’s vision and intent for this process are implemented. The master planning project is scheduled to be completed by the first quarter of 2024.
Since the award of the PSA, additional structural and conditions assessments related reviews and analysis have been identified as necessary for the Administration Building and the Hall of Justice in order to provide for an additional master planning option that includes the Hall of Justice as a possible future County office building as well as analyze the seismic structural cost implications for both facilities. Amendment Number 1 will provide for the required additional scope to Gensler’s contract.
The Board originally appropriated $550,000 for the project. Staff projects that not all of the original funding will be spent and is only requesting for an additional $50,000 for this additional scope. The project budget covers all costs including consulting fees and County staff time.