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Home My WebLink AboutMINUTES - 03112014 - C.36RECOMMENDATION(S): 1. APPROVE a Consulting Services Agreement dated February 25, 2014 through February 25, 2015 (with a one-year extension option), with ISES Corporation (dba Intelligent Systems & Engineering Services Corporation), in an amount not to exceed $187,150, to provide Facility Condition Assessment Services for Various County Facilities, Countywide. 2. AUTHORIZE the Public Works Director, or designee, to execute the Agreement. FISCAL IMPACT: The cost to provide the facilities condition assessments will be paid for with FY 2014/15 funds from undesignated capital reserves; however, a portion of these costs will be State and Federally reimbursable. BACKGROUND: On July 6, 2006, the Finance Committee considered a Facilities Life-Cycle Investment Program ("FLIP") and directed APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 03/11/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Rob Lim, (925) 313-2000 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: March 11, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: PW Accounting, PW CPM Division Manager, PW CPM Clerical, Auditor's Office, County Counsel's Office, County Administrator's Office, County Administrator's Office C. 36 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:March 11, 2014 Contra Costa County Subject:APPROVE and AUTHORIZE Execution of a Consulting Services Agreement with ISES Corp. for Facility Condition Assessments at Various County Facilities. BACKGROUND: (CONT'D) staff to return to their committee with a facility assessment plan, timeline, and estimation of cost and revenue sources. The Committee specially requested that the program segregate minor versus major improvements, include County owned facilities only, and provide enough information for each building to verify that General Fund monies are not spent on non-General fund buildings, and include Health Services in the program. In a follow-up report to the Finance Committee on November 2, 2006, the General Services Department ("GSD") was authorized to issue a Statement of Qualifications ("SOQ") to identify a qualified consultant to provide facilities condition assessments for approximately 90 County buildings totaling 3 million square feet. Subsequent to the Committee’s direction, GSD issued a SOQ for consultant services to provide the facilities condition assessments. Twelve firms submitted SOQs from which five were short-listed. A selection committee comprised of staff from the Employment and Human Services Department, County Administrator's Office, and the GSD conducted interviews and ranked the short-listed firms. Thereafter, the top three rated firms were required to provide software demonstrations to the selection committee including staff from the Department of Information Technology. References were contacted and ISES Corporation dba Intelligent Systems & Engineering Services Corporation ("ISES") was selected as the most qualified. A contract with ISES Corporation was executed by the General Services Director on May 1, 2007. During the contract, ISES inspected a total of 89 buildings or sites totaling 2,935,894 square feet at a cost of $384,920. An additional $15,080 was spent assessing the Ellinwood buildings for the Employment and Human Services Department bringing the total payment to ISES Corporation to $400,000 in 2007. The 2007 Executive Summary prepared by ISES Corporation identified $251.2 million in deferred facilities maintenance needs organized by level of priority. The County budgeted $5.0 million in FY 2012-13 and $10 million in FY 2013-14. The total spent on addressing deferred maintenance needs since the initial 2007 ISES report is as follows: FY 2008-09 $ 0 FY 2009-10 $ 742,317 ($742,317 Criminal Justice Construction Funds & $121,871 ARRA-EECBG Funds) FY 2010-11 $ 553,024 ($260,482 Criminal Justice Construction Funds & $292,542 ARRA-EECBG Funds) FY 2011-12 $ 763,988 ($595,996 in ARRA-EECBG Funds & $167,992 in PGE On-Bill-Financing) FY 2012-13 $ 917,034 ($6,806 in ARRA-EECBG Funds & $910,228 in General Fund) Also, an estimated $5.5 million of identified deferred maintenance was completed in FY 2011-12 for 30 and 40 Muir Road renovation projects using Land Development Funds. On November 5, 2013, ISES Corporation was requested to submit a proposal to re-assess all County buildings with a FCNI (Facility Condition Needs Index) of fair or worse condition, as well some new buildings that went online after 2007. Public Works staff met with ISES Corporation on December 11, 2013 to discuss a new format that ISES Corporation was proposing. The new format divides facility renewal costs into two main categories – recurring and non-recurring. Recurring costs are cyclical such as replacement of roofs, chillers, windows, finishes, and air handling units. This is called the Lifecycle Component Inventory. The Public Works Facility Maintenance Division does not currently have a database on most buildings' equipment component cost, age, installation date, or estimated replacement date. The new format would facilitate long-term planning for cyclical building equipment replacement needs by recommending renewal needs by specific equipment . Recurring renewal needs do not receive individual prioritization but each non-recurring renewal need will be prioritized into Priority 1-Immediate, Priority 2-Critical, and Priority 3-Non-Critical. ISES Corporation’s final proposal for assessing 974,511 square feet in 48 buildings in the new format totals $167,150. Facilities Condition Assessment Process ISES Corporation will provide a comprehensive database that catalogs current deferred maintenance and future capital renewal costs for County buildings. The database will describe and assess the condition of building systems (roof, mechanical, electrical, plumbing, structural, etc.) facility deficiencies, recommended corrective action, estimated cost to correct deficiencies, and priorities of the recommended corrective actions to enable staff to: - Establish credible information for qualified decision-making and budgeting - Prioritize short-term maintenance plans and identify long-term strategies - Identify and estimate the cost of current deferred maintenance backlog - Define equity and parity issues to guide equitable funding decisions - Forecast future expenditures - Develop qualified maintenance work plans with the annual budget process CONSEQUENCE OF NEGATIVE ACTION: If the agreement is not approved and authorized, facility condition assessments on 19 never assessed County buildings and 29 County buildings rated fair or worse from their 2007 condition assessment will not be done.The comprehensive building condition analysis report and database which is the blueprint of the County’s Strategic Plan to address the County’s infrastructure needs would be out of date. CHILDREN'S IMPACT STATEMENT: Not applicable.