AGENDA # February 7, 2017

Transcription

1 AGENDA # February 7, 2017 January 11, 2017 Honorable Board of Supervisors County of Alameda 1221 Oak Street, Suite 536 Oakland, California Dear Board Members: SUBJECT: AUTHORIZE A CONTRACT TERM EXTENSION FOR THE PROFESSIONAL SERVICES CONTRACT FOR THE EAST COUNTY HALL OF JUSTICE PROJECT, 5151 GLEASON DRIVE, DUBLIN, CALIFORNIA; PROJECT NO. CPP99C ; PROCUREMENT CONTRACT NO ; MASTER CONTRACT NO RECOMMENDATIONS: A. Authorize the Director of the General Services Agency (GSA) to extend the contract term for Kai-Yee Woo and Associates (Procurement Contract No ; Master Contract No ) (Principal: Kai-Yee Woo; Location: San Francisco) for furniture asset management services for the East County Hall of Justice (ECHOJ) Project, from 3/5/2015 through 3/5/2016 to 3/5/2017, a one-year extension, with no change in the contract amount of $280,290; and B. Authorize the Director of the GSA to prepare the proper contract documents, have said documents reviewed and approved by County Counsel, and authorize the Director of GSA to execute the documents. DISCUSSION/SUMMARY: On April 5, 2015, your Board approved (Item No. 14) the award of a Professional Services Agreement to Kai-Yee Woo and Associates to provide furniture asset management consulting services to the County and the Superior Court for the ECHOJ Project in Dublin. The consulting services were approved by your Board with the contract term of March 5, 2015, through March 5, 2016, in the amount of $280,290, with an approved encumbrance of an additional $24,710 as a Supplemental Work Allowance (SWA) for a total encumbrance of $305,000. Your Board also authorized the GSA Director to issue change orders as necessary against the SWA. Due to the complexity in preparing multiple furniture bidding documents, Kai-Yee Woo and Associates needed additional time to coordinate, prepare and evaluate the systems and ancillary furniture bid packages for both the County and the Superior Court. These services extended beyond the contract term and now a time extension to March 5, 2017, is required in order to make the final

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4 11.llVI~ ~ ~---.a: '4 1 ~ ~ n WILLIE A. HOPKINS, JR., Director 0~ ~~ 1401 LA.KEslDE DRNF., 0AKJ.AND, CALlFORNIA FAX ~Of/',~ PROJECT NO EAST COUNTY HALL OF JUSTCE DUBLIN, CA CONTRACT N CHANGE ORDER NO.: 1 DATE: February 9, 2017 ISSUED TO: KAI-YEE WOO & ASSOCIATES TOTAL CHANGE ORDER NO.: 9 CONSISTS OF THE FOLLOWING: Increase contract amount by $15,251 for additional post-bid procurement phase services as stated in consultant's proposal dated 2/9/17 attached by reference herein. Extend contract terms by 12 months from 3/5/16 to 3/5/17. THE ORIGINAL CONTRACT SUM WAS NET CHANGE BY PREVIOUS CHANGE ORDERS THE CONTRACT SUM PRIOR TO nns CHANGE ORDER THE NEW CONTRACT SUM WJLL BE INCREASED BY THE NEW CONTRACT SUM INCLUDING THIS C.O. THE CONTRACT TIME WILL BE CHANGED BY THE CONTRACT COMPLETION DATE AS OF THIS CHANGE THEREFORE IS $280,290 $ 0 $280,290 $ $295, months 3/5/17 (/idocusigned by: ~Uit- a. l-\-~ia-s 1 Jr. 2/24/2017 A'.j)p:~y: (Sign and date) Willie Hopkins Jr., Director, County of Alameda, GSA 02/08/2017 Acee, ted y: (Sign and date) (Wi Ii Joseph) (Managing Principal) Rev. 9121/1 I

5 Change Order Summary Project# & Name: EAST COUNTY HALL OF JUSTICE Project Manager: DAVID SA VELLANO Date: 2/8/2017' Contractor Name: KAI YEE WOO & ASSOCIATES PO#: I Contract#: Original Contract Board Approved 417/2015 Contract Amount: $ 280,290 Time Board Approved 417/2015 Supplemental Work Allowance: $ 24,710 Total Board Approved Budget: $ 305,000 na Contract Time C.0.# Change Order Description C. O.Amount Extension Provide Procurement Phase services including shop system furniture shop drawing 1 review, prepare an interactive spreadsheet for Court ancillary furniture to aid in cost decisions, and attend post bid meetings with vendors as requested by GSA and Court $ 15,251 na representatives. Total Contract Change Order Total: $ 15,251 Time Base Contract Total: $ 280,290 Base Contract + Change Orders Spent To-Date Subtotal: $ 295,541 na Balance Remaining: $ 9,459 Page 1 Copy of Change Order Summary Form_071409

6 ~~~~~~~~- ALAMEDA COUNTY BOARD OF SUPERVISORS MINUTE ORDER The following action was taken by the Alameda County Board of Supervisors on Approved as Recommended (i Other (' UnanimousD Chan:D Haggerty:D Miley:IK] Valle:D Carson:D -Li Vote Key: N=No; A=Abstain; X=Excused Documents accompanying this matter: Contract: C C Documents to be signed by Agency/Purchasing Agent: File No. Item No. 17 Copies sent to: Special Notes: I certify that the foregoing is a correct copy of a Minute Order adopted by the Board of Supervisors, Alameda County, State of California. ATTEST: Clerk of the Board Board of Supervisors By: Deputy

7 ~~ ~ &-'il Q AGENDA# February 7, 2017 W ILLIE A. HOPKI S,JR, Director OV, f' 1401 ~IDE D RIVE, 0AKI.AND, CALIFORNIA FAX WWVv.ACGOV.ORG/ GSA/ ~OF~\);~ January 11, 2017 Honorable Board of Supervisors County of Alameda 1221 Oak Street, Suite 536 Oakland, California Dear Board Members: SUBJECT: AUTHORIZE A CONTRACT TERM EXTENSION FOR THE PROFESSIONAL SERVICES CONTRACT FOR THE EAST COUNTY HALL OF JUSTICE PROJECT, 5151 GLEASON DRIVE, DUBLIN, CALIFORNIA; PROJECT NO. CPP99C ; PROCUREMENT CONTRACT NO ; MASTER CONTRACT NO RECOMMENDATIONS: A. Authorize the Director of the General Services Agency (GSA) to extend the contract term for Kai-Yee Woo and Associates (Procurement Contract No ; Master Contract No ) (Principal: Kai-Yee Woo; Location: San Francisco) for furniture asset management services for the East County Hall of Justice (ECHOJ) Project, from 3/5/2015 through 3/5/2016 to 3/5/2017, a one-year extension, with no change in the contract amount of $280,290; and B. Authorize the Director of the GSA to prepare the proper contract documents, have said documents reviewed and approved by County Counsel, and authorize the Director of GSA to execute the documents. DISCUSSION/SUMMARY: On April 5, 2015, your Board approved (Item No. 14) the award of a Professional Services Agreement to Kai-Yee Woo and Associates to provide furniture asset management consulting services to the County and the Superior Court for the ECHOJ Project in Dublin. The consulting services were approved by your Board with the contract term of March 5, 2015, through March 5, 2016, in the amount of $280,290, with an approved encumbrance of an additional $24,710 as a Supplemental Work Allowance (SWA) for a total encumbrance of $305,000. Your Board also authorized the GSA Director to issue change orders as necessary against the SWA. Due to the complexity in preparing multiple furniture bidding documents, Kai-Yee Woo and Associates needed additional time to coordinate, prepare and evaluate the systems and ancillary furniture bid packages for both the County and the Superior Court. These services extended beyond the contract term and now a time extension to March 5, 2017, is required in order to make the final

8 Honorable Board of Supervisors East County Hall of Justice Project Project No. CPP99C Page2 January 11, 2017 payment to Kai-Yee Woo and Associates for the remaining services to complete the final furniture order. SELECTION CRITERIA AND PROCESS: In 2015, GSA requested a waiver of the County Competitive Bidding Requirement. The GSA Procurement Department issued an Advance Notice of Sole Source which was posted on the County website on March 2, 2015, for 10 business days and no responses were received as documented by the memo of non-finding competition. The GSA-Office of Acquisition Policy issued a Small, Local, and Emerging Business waiver No FINANCING: Appropriations for this contract are included in the ECHOJ Project Fiscal Year Approved Budget. No additional appropriations are requested, and there will be no increase in net County Costs. Resp,:(ctfully submitted, 1~< 1 \ 11 j ', l ' II. ' - lliea: Ropbris, j~ Director, General~ces Agency cc: Susan S. Muranishi, County Administrator Steve Manning, Auditor-Controller Donna R. Ziegler, County Counsel

9 Honorable Board of Supervisors East County Hall of Justice Project Project No. CPP99C Page 3 January 11, 2017 bee: John Kitching, Chief Deputy, GSA Kimberly Gasaway, GSA-Finance Chad Finke, Executive Officer, Superior Court of California Jun Quan, Project Manager, Judicial Council of California Ann Ludwig, Acting Deputy Director, GSA-Capital Programs Rona Rothenberg, Program Manager, GSA-Design & Construction David Savellano, Project Manager, GSA-Design & Construction Neva Jacob, Supervising Financial Service Specialist, GSA Mel Go, Contract Compliance Officer, GSA-OAP Andrea Weddle, Office of County Counsel Audrey Beaman, Office of County Counsel Project File Read

10 ALAMEDA COUNTY BOARD OF SUPERVISORS MINUTE ORDER The following action was taken by the Alameda County Board of Supervisors on Approved as Recommended r. Other r Unanimous[{] Chan:D Haggerty:D Miley:D Valle:D Carson:D -[LJ Vote Key: N=No; A=Abstain; X=Excused Documents accompanying this matter: Contract: C C Documents to be signed by Agency/Purchasing Agent: File No Item No Copies sent to: Special Notes: I certify that the foregoing is a correct copy of a Minute Order adopted by the Board of Supervisors, Alameda County, State of California. ATTEST: Clerk of the Board Board of Supervisors By:

11 AGENDA# April 7, 2015 CAROLINE JUDY. Acting Director I ~O I LAKESIDE DRIVE, OAKLAND. CALIFORNIA SI O FAX I I March 23, 2015 Honorable Board of Supervisors County of Alameda 1221 Oak Street, Suite 536 Oakland, California Dear Board Members: SUBJECT: AWARD A STANDARD PROFESSIONAL SERVICES CONTRACT WITH KAI-YEE WOO & ASSOCIATES, TO PROVIDE FURNITURE, FIXTURES AND EQUIPMENT ASSET MANAGEMENT CONSULTANT SERVICES FOR EAST COUNTY HALL OF JUSTICE PROJECT, GLEASON DRIVE, DUBLIN, CALIFORNIA; PROJECT NO. CPP99C ; MASTER CONTRACT NO ; PROCUREMENT CONTRACT NO ; AMOUNT: $280,290 RECOMMENDATIONS: A. Approve waiver' of the competitive procurement process and approve award of a Professional Services Agreement (Master Contract No ; Procurement Contract No ) to Kai Yee Woo & Associates (Kai-Yee Woo, Principal; Location: San Francisco), to provide asset management consulting services, effective 3/5/2015 through 3/5/2016, in the amount of $280,290; B. Approve the encumbrance of an additional $24, 710 as a Supplemental Work Allowance (SWA) for a total encumbrance of $305,000 and authorize the Director of the General Services Agency (GSA) to issue change orders, as necessary, against the SWA; and C. Authorize the Director of the GSA to prepare the Professional Services Agreement, have said agreement reviewed and approved by County Counsel and authorize the Director of the GSA to execute the Agreement after Counsel review. DISCUSSION/SUMMARY: In 2010, your Board approved (Item #40B, File #26479) the award of a professional services agreement to KMD Architects for bridging architectural design (Bridging A/E) services. The services included the development of a draft furniture, fixtures & equipment (FF&E) asset management report. This comprehensive asset management report enabled GSA to develop a furniture budget for both the Court and Alameda County stakeholders. Kai-Yee Woo & Associates (KYW) were sub-consultants of KMD Architects and developed the 2012 asset management report that was contained in the Request for Proposals issued to design-build entities. The asset management report was used by all Design/Build proposers as a basis for their proposals. However, as sub-consultants on the Bridging team, KYW was prohibited by statute from participating on a Design/Build proposal team.

12 Honorable Board Members Page 2 March 23, 2015 East County Hal1 of Justice #5155. Fixtures, Furnishing and Equipment Procurement On June 3, 2014, your Board awarded (Item #27, File #29327) a design/build contract for the East County Hall of Justice (ECHOJ) project to Hensel Phelps Construction Company. The asset management report originally developed by KYW needs to be updated into an FF&E procurement document to enable the State to purchase the project's furniture and equipment. KYW worked for two years with Courts stakeholders, including Judges and executive staff, and with County stakeholders, from the Probation, District Attorney and the Public Defender's offices. KYW's intimate knowledge of user needs from this experience would take significant time to reproduce. It would be inefficient and competitively unavailing to procure another firm to update KYW's report via the County's standard competitive procurement process. GSA, therefore, recommends award of a professional services agreement to KYW. SELECTION CRITERIA AND PROCESS: In order to maintain continuity and project schedule, KYW is recommended by GSA to update the existing FF &E asset management list. For this contract, GSA has completed a Departmental Justification to Request a Waiver of the County Competitive Bidding Requirement. The GSA Purchasing Department issued an Advance Notice of Sole Source which was posted on the County website on March 2, 2015 for 10 business days and no responses were received as documented by the memo of non-finding,. competition. The Office of Acquisition Policy issued a SLEB waiver (3511 valid through ). GSA has determined that selection of KYW is in the best interest of the County as a sole source procurement. FINANCING: Appropriations for FF&E consulting services are included in the ECHOJ's Project FY Approved Budget. This contract is within the approved budget. No additional appropriations are. needed, and there will be no increase in net County cost. Respectfully submitted, ~~ Caroline Judy Acting Director, General Services Agency cc: Susan S. Muranishi, County Administrator Donna R. Ziegler, County Counsel Steve Manning, Auditor-Controller Leah Wilson, Executive Officer, Superior Court

13 APPENDIXD COUNTY OF ALAMEDA DEBARMENT AND SUSPENSION CERTIFICATION For Procurements Over $25,000 The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its Principal, and any named and unnamed subcontractor: Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency; Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years; Does not have a proposed debarment pending; and Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years. If there are any exceptions to this certification, insert the exceptions in the following space. Exceptions will not necessary result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification. BIDDER: Kai-Yee Woo & Associates PRINCIPAL: William Joseph TITLE: Managing Principal SIGNATURE: --'w.~~~= ::;.;;;...:;.; ~"---~~-"~~,:_,::;,.--DATE : February 15, 2017 K:\KYW A F!Ii.M FOLDERS\KYW A Project Agreements & Invoices\ECHOJ Alameda GSA \ECHOJ Agreement Part 2\A-E Agreement - Appendix D.doc