To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Amendment No. 7 to CSA with Vanir Construction Management, Inc., for Construction Management Services
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Vanir Construction Management, Inc. (Vanir), effective January 28, 2024, to increase the payment limit by $794,162 to a new payment limit of $13,784,950 and, extend the term through December 31, 2025, for construction management services for the Accessible Room Compliance Project at the West County Detention Facility in Richmond.
FISCAL IMPACT:
The contract amendment amount, not to exceed $794,162, will be paid out of WCDF Building Life Cycle Funds for expenses incurred during the 2023/2024 fiscal year and out of the General Fund for expenses incurred during the 2024/2025 fiscal year.
BACKGROUND:
The County awarded a contract to Vanir Construction Management, Inc., for construction management services for two projects, the New County Administration Building and the New Emergency Operations Center/Public Safety Building, at a total allotted amount of $6,000,000, with a completion date of 3 years from the effective date of May 9, 2017.
Amendment No. 1, increased the payment limit by $4,004,948 from $6,000,000 to a new payment limit of $10,004,948 and extended the term from May 9, 2020 to May 9, 2022 and was approved by the Board of Supervisors on October 17, 2017.
Amendment No. 2 added a subconsultant, Coact Designworks, Inc., with no change to the termination date of May 9, 2022 nor the payment limit of $10,004,948. It was approved by the Board of Supervisors on June 26,2018.
Amendment No. 3 increased the payment limit by $400,000 to $10,404,948 and extended the term from May 9, 2022 to May 9, 2023. It was approved by the Board of Supervisors on July 30, 2019.
Amendment No. 4 increased the payment limit by $845,052 to $11,250,000 with no change to the termination date. It was approved by the Board of Supervisors on October 20,2020.
Amendment No. 5 increased the payment limit by $1,740,788 to $12,990,788 and extended the term from May 9, 2023 to May 31, 2025. It was approved by the Board of Supervisors on November 29, 2022.
Amendment No. 6, with an effective date of January 1, 2024, is an administrative amendment for annual increases to billing rates as permitted under the terms of the existing contract.
This Amendment No. 7 increases the payment limit by $794,162 to a new payment limit of $13,784,950 to cover construction management services for adding 16 ADA accessible beds at the West County Detention Facility. These cells are needed to increase the number of ADA accessible beds to help bring the Contra Costa County Detention System into conformance with the number of accessible beds required by modern code. Vanir is particularly well suited for this work as they have completed similar services for the County as part of the Module M and C remodel project at the Martinez Detention Facility and they are currently assisting with the West County Reentry, Treatment and Housing (WRTH) project also located at the West County Detention Facility.
CONSEQUENCE OF NEGATIVE ACTION:
If the amendment is not approved, the County will be unable to proceed with procuring a design-build entity to construct the new ADA accessible spaces. Consequently, the County will need to extend the timeline for completing the work which will increase the project budget and continue the deficit of ADA accessible beds in the detention system.