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Approve an agreement for $153,343 with Mead & Hunt, Incorporated, of Santa Rosa for Schematic Design Phase 1 - Scope Validation for the Solano Justice Campus Asset Protection project; and Authorize the County Administrator or designee to execute the agreement and any further amendments 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 an agreement for $153,343 with Mead & Hunt, Incorporated, of Santa Rosa for Schematic Design Phase 1 - Scope Validation for the Solano Justice Campus Asset Protection project (previously, “Clay Street Ditch and Drainage”); and
2. Authorize the County Administrator or designee to execute the agreement and any further amendments necessary to complete the work within the approved project budget.
SUMMARY:
The Department of General Services is recommending the Board of Supervisors approve an agreement with Mead & Hunt, Incorporated, of Santa Rosa for $153,343 for Schematic Design Phase 1 - Scope Validation for the Solano Justice Campus Asset Protection project (previously, “Clay Street Ditch and Drainage”), pursuant to the approved qualifications-based contract for engineering consultant services of November 7, 2017, ending November 6, 2020.
FINANCIAL IMPACT:
Previously approved project funding for design phase services totals $1,478,567. Expenses and encumbrances to-date total $451,584, with an available balance of $1,026,983 in Budget Unit 1791. The estimated cost of the proposal Schematic Design Phase 1 - Scope Validation is $205,243, including the professional engineering fee of $153,343. Under the existing project cost share agreement with the State Judicial Council of California, the County’s share of the cost of this next phase is 72.72%, equaling $149,253 for the first phase Schematic Design Phase 1 - Scope Validation. An Excess Cost Notification letter was issued on May 15, 2019 informing the JCC of their additional share of project cost. The initial Schematic Design Phase 1 work effort will allow design fees for subsequent full design services to be developed. The estimated total cost for the project design phase, including professional engineering fees and pro-rata staff/project management services County share is approximately $679,814. It is anticipated that current project funding is sufficient to cover all design phase costs. The total project cost including construction and associated delivery expense is estimated to be on the order of $12 million, based on the most recently prepared Basis of Design concept, with the County’s total project cost share at about $8.73 million. The Schematic Design Phase 1 - Scope Validation effort will seek to identify alternative design approaches that may reduce the overall project cost.
The costs associated with preparing the agenda item are nominal and absorbed by the Department’s FY2018/19 Adopted Budget.
DISCUSSION:
The southeast portion of the Downtown Fairfield County Justice Campus has a history of periodic, localized flooding with storm events occurring in 1978, 1982, 1995, 1999, and 2005. Recovery costs from the 2005 storm event exceeded $1.2 million and the JCC (formerly Administrative Office of the Courts - AOC) and County annually spend about $26,000 jointly in seasonal flood protection efforts for Court-occupied facilities. A regional solution to prevent flooding would be time/resource intensive, expensive, and involve numerous local, state and federal agencies to successfully complete. On March 26, 2013, County and JCC staff previously received authorization to proceed with an asset Protection Validation and Conceptual Design Study to analyze information specifically pertaining to the affected campus area and to develop a feasible conceptual design considering cost and value. The resulting Due Diligence and Basis of Design report (less Exhibits) was finalized late in 2017 and forms the basis for the next project work effort (On file with the Clerk of the Board).
The next effort, Schematic Design Phase 1 - Scope Validation continues the development of previous project planning and conceptual design work initiated and managed by Judicial Council of California (JCC) staff pursuant to the project Memorandum of Understanding (MOU) of August 15, 2013 and subsequent Cost Share Agreement of December 15, 2015 between JCC and County. The prior Due Diligence and Basis of Design report of 2017, prepared by Lionakis under contract to the JCC, is the basis for the next phases of work. Lionakis will not be continuing with the project and their contract with JCC has been closed out. Ongoing design services for the project will now be contracted and managed by Solano County. A subsequent proposal from Mead & Hunt for full Asset Protection design services will follow upon conclusion of Phase 1 - Scope Validation, to deliver a fully designed and entitled project, ready for funding and construction. The constructed project is intended to protect JCC and County justice facility assets from recurring storm water damage and resulting impairment of Court and County justice-related operations. The recently completed Due Diligence and Basis of Design report by Lionakis proposes a permanent perimeter system of low barrier walls and earthen berms around downtown Solano County Justice campus facilities to protect from storm water intrusion. The conceptual design proposes a broad, shallow “compensatory storage” basin located in the east justice campus parking lot, provided to mitigate off-site impacts of storm water displacement. Execution of ASA #8 (Attachment A) with Mead & Hunt allows development of the project design to proceed.
ALTERNATIVES:
1. The Board could elect not to authorize the agreement with Mead & Hunt, Inc. This is not recommended since further design services are needed to advance the development of earlier project due diligence and basis of design work in which the County has already invested funds. Discontinuing or canceling the design work eliminates the potential for construction funding opportunities and leaves County Justice-related facilities vulnerable to storm water intrusion, relying on less effective ad-hoc sandbagging and temporary barrier/plank systems to protect Court, Sheriff and additional operations from disruption.
2. The Board could elect not to delegate signing authority to the County Administrator to execute contract amendments or work authorizations within approved project budgets. This action is not recommended since the timing of Board meetings may be inconsistent with activities required to progress projects.
OTHER AGENCY INVOLVEMENT:
The prior Due Diligence and Basis of Design phase included input from and participation by representatives from the Judicial Council of California, City of Fairfield, County Administrator’s Office, County Resource Management Department, County General Services Department and County Counsel. County Counsel also approved the current ASA agreement as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION