AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 18-000570
MEETING DATE:	07/17/18
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	1, 3, 5
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Stu Greenberg (714) 647-1801
	Joe Balicki (714) 647-4655

Subject: Amendment Number Three to Donald Krotee Partnership Inc. Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $303,998

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: 12/5/2017 #9

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from the California Environmental Quality Act (CEQA), Class 1 (Existing Facilities) pursuant to CEQA Guidelines, Section 15301.

Authorize County Procurement Officer or authorized Deputy to execute Amendment Number Three to the contract with Donald Krotee Partnership Inc. for additional Architect-Engineering Services required for expanding the Closed Circuit Television scope of infrastructure upgrades at Central Men’s Jail and Central Women’s Jail buildings, and to include James A. Musick Facility buildings, effective upon Board of Supervisors approval, in the not to exceed amount of $303,998 for a revised cumulative contract amount not to exceed $408,145.

SUMMARY:

Approval of Amendment Number Three to the contract with Donald Krotee Partnership Inc. will allow the Sheriff-Coroner Department to provide for necessary additional design services required for the Closed Circuit Television upgrades to expand scope at Central Men’s Jail, Central Women’s Jail, and to include the James A. Musick Facility.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) uses a video management system to assist in monitoring jail operations to ensure the safety of the inmates and Sheriff’s staff members. The existing Closed Circuit Television (CCTV) equipment in the jail facilities is outdated with unsupported technology and the upgrade and expansion of recording and storage capabilities to digital technology has been in progress; however, the aged facilities infrastructure (Heating, Ventilation and Air Conditioning [HVAC] and Electrical) is not capable of supporting the upgraded technology.

Following a competitive bid process, a contract with Donald Krotee Partnership Inc. was executed on February 17, 2017 for professional design and construction administration services for a multi-phase design and construction project to upgrade existing infrastructure elements including HVAC, high and low voltage electrical systems and fire suppression at the Theo Lacy and Intake Release Center jail facilities in order to support digital CCTV system upgrades. This contract was approved administratively based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County Contract Policy Manual, Section 3.3. The initial agreement also allowed for future design and construction phases at the Central Men’s Jail and Central Women’s Jail at a later time. The approved amount based on the negotiated fee schedule was $74,070; however, CT-060-17010824 was issued in the amount of $65,520. A Notice to Proceed was issued on March 2, 2017 and Amendment Number One was approved on May 11, 2017 to correct the mathematical error with the issuance of the revised agreement on May 12, 2017.

On December 5, 2017, the Board approved Amendment Number Two with Donald Krotee Partnership Inc. in the not to exceed amount of $30,077, to provide the necessary additional design work for the Central Men’s Jail and Central Women’s Jail infrastructure improvements and construction period services.

Amendment Number Three with Donald Krotee Partnership Inc., in the not to exceed amount of $303,998, is now submitted for Board approval to provide the necessary additional design work for the Central Men’s Jail and Central Women’s Jail, and the addition of the James A. Musick Facility for infrastructure improvements and construction period services. Approval of this Amendment will cause the not to exceed amount to exceed the threshold proscribed by section 3.3-102 of the Design and Construction Procurement Policy Manual, hence Board approval is required. See Attachment A, Exhibit A-3 for Scope of Work.

The Sheriff requests Board approval to execute Amendment Number Three as noted in the Recommended Action. This vendor has performed satisfactorily. This contract includes subcontractors or pass through to other providers. See Attachment B for the Contract Summary Form. This Agenda Staff Report does not include a redline version of the prior Amendment because Amendment Number Three supplements language in the original contract, Amendment Number One and Amendment Number Two.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it allows exemption for contract amendment for the repair, maintenance and minor alterations of public structures or facilities involving negligible or no expansion of existing use.

FINANCIAL IMPACT:

Appropriations for this Amendment are included in the FY 2018-19 Budget for Fund 14Q, Sheriff-Coroner Construction and Facility Development. Appropriations within this fund are for Sheriff-Coroner capital projects and are comprised of multiple funding sources inclusive of Net County Cost contributed from Budget Control 036, Capital Projects, and Budget Control 060, Sheriff-Coroner. The Amendment contains language allowing the Sheriff-Coroner Department to terminate the agreement.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Number Three to Contract CT-060-17010824
Attachment B - Contract Summary Form