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Approve a contract with A2R Architects of Vacaville for $288,715 for design and engineering services for the 197 Butcher Road Tenant Improvements Project; and Authorize the County Administrator or designee to execute the agreement and any subsequent amendments, with County Counsel concurrence, within the approved project budget
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve a contract with A2R Architects of Vacaville for $288,715 for design and engineering services for the 197 Butcher Road Tenant Improvements Project (Project); and
2. Authorize the County Administrator or designee to execute the contract and any subsequent amendments, with County Counsel concurrence, within the approved project budget.
SUMMARY/DISCUSSION:
In 2025, the County purchased the property at 197 Butcher Road, Vacaville to support relocation of Sheriff’s Office divisions currently operating from facilities impacted by the new Hall of Justice (HOJ) project and other downtown justice campus improvements in Fairfield. The property provides an opportunity to consolidate operations into a single location while maintaining operational continuity and public access.
The existing building, originally constructed for retail use, requires modifications to accommodate office and training functions for Sheriff’s Office Field Operations and Compliance & Professional Standards staff. Proposed improvements include programmatic renovations, potential structural review and upgrades to meet current building codes, and enhancements to the existing basement firing range, including residual lead abatement and target system upgrades. These improvements are necessary to support safe and compliant operations.
The Department of General Services solicited proposals from three architectural firms to provide design and engineering services. Due to the unique requirements of the Project, two firms submitted proposals exceeding the anticipated design budget. A2R Architects of Vacaville (A2R) submitted a proposal within the approved project budget and is uniquely qualified due to its role as the original building designer. This familiarity, along with access to record drawings, allows A2R to efficiently deliver full-scope services, including design and construction administration, without the additional time and cost required for building analysis.
Approval of this contract will allow the County to proceed with design and engineering services necessary to prepare the facility for occupancy in alignment with the HOJ project timeline. Staff will return to the Board at a later date to request construction funding and authorization to proceed with delivery, anticipated through Job Order Contracting (JOC), once cost estimates for the proposed improvements have been finalized.
FINANCIAL IMPACT:
The total approved budget for the Project is $560,000 to support design and pre-construction services. These funds cover design, tenant improvement planning, construction administration services, lead abatement, and staff project management, and do not include funding for construction. The Project is funded by the Capital Renewal Reserve Fund under Budget Unit 1712. The proposed contract with A2R Architects is included within this approved budget. Staff will return at a later date to request approval of construction funding once cost estimates for the proposed improvements have been finalized.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2025/26 Working Budget.
ALTERNATIVES:
The Board could elect not to approve the proposed contract. This is not recommended as it would delay necessary tenant improvements and impact the County’s ability to relocate Sheriff’s Office operations in support of the Hall of Justice project timeline.
OTHER AGENCY INVOLVEMENT:
The Department of General Services coordinated with the Sheriff’s Office to confirm program requirements and develop the project scope. County Counsel has reviewed the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION