REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE BIG BEAR VALLEY RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
August 20, 2019
FROM
LUTHER SNOKE, Interim Director, Special Districts Department
SUBJECT
Title
Amendment to Contract with Peckham Guyton Albers & Viets, Inc. for additional construction administration services on the Big Bear Alpine Zoo Relocation Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the Big Bear Valley Recreation and Park District, approve Amendment No. 4 to Contract No. 14-981 with Peckham Guyton Albers & Viets, Inc. dba PGAV Destinations, increasing the contract amount by $159,000 (from $1,034,950 to $1,193,950) for additional construction administration services on the Big Bear Alpine Zoo Relocation Project with no change to the contract term.
(Presenter: Luther Snoke, Interim Director, 386-8811)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost) as the $159,000 cost of this contract amendment will be funded through available funds within the Big Bear Valley Recreation and Park District (District). No budgetary adjustments are needed with this action.
This contract with Peckham Guyton Albers & Viets, Inc. is for services related to the Big Bear Alpine Zoo Relocation Project (Project). The Special Districts Department is currently evaluating the Project’s overall available funding sources and estimated costs to determine if additional funding will be needed from the District and/or County General Fund to complete the Project. The process is expected to be completed soon, with future recommendations regarding the Project’s funding needs being presented to the Board of Directors and/or Board of Supervisors for consideration and approval.
BACKGROUND INFORMATION
The District provides recreation and park services to the community of Big Bear Valley, including operation of the Big Bear Alpine Zoo (BBAZ). The BBAZ is currently in the process of relocating from a leased site to a new location on property owned by the District. The establishment of a permanent home for the BBAZ meets the County’s goals of ensuring development of a well-planned, balanced, and sustainable county (by providing a zoo that offers enhanced services for the local community and BBAZ visitors) and operating in a fiscally-responsible and business-like manner (by eliminating future lease payments).
On December 16, 2014 (Item No. 74), the Board of Directors (Board) approved Contract No. 14-981 with Peckham Guyton Albers & Viets, Inc. dba PGAV Destinations (PGAV) in the amount of $805,000 to provide design, engineering, and construction administration support services for the Project from December 16, 2014 through June 30, 2017.
There have been three previous amendments to Contract No. 14-981 as follows:
• Amendment No. 1, approved by the Board on January 26, 2016 (Item No. 31), increased the contract amount by $199,950 (from $805,000 to $1,004,950) and extended the contract term from June 30, 2017 to December 30, 2017 for additional design, engineering, and construction administration support services.
• Amendment No. 2, approved by the Board on November 14, 2017 (Item No. 45), extended the contract term from December 30, 2017 to June 30, 2020, with no cost increase, for continued design, engineering, and construction administration support services.
• Amendment No. 3, approved by the Board on January 29, 2019 (Item No. 44), increased the contract amount by $30,000 (from $1,004,950 to $1,034,950) for additional engineering and construction administration support services, with no change to the contract term.
Approval of Amendment No. 4 will allow for additional construction administration support services required to complete the Project. Additional oversight is being requested due to the complexity of the Project and need for PGAV to review submittal documents, provide comments and feedback on constructability issues, and provide expert consultants to address unforeseen site conditions. In order to maintain Project continuity, the District desires to have PGAV, as the Engineer of Record, provide services that include contractor submittal reviews/approvals, construction oversight/periodic inspections, and certifying portions of finished construction for conformity with design plans and specifications. This amendment does not require an extension to the contract term. The District plans to come back to the Board at a later date to discuss other aspects of the project that may require additional funding.
PROCUREMENT
PGAV was originally selected and approved for this contract after a competitive procurement process concluded that PGAV was the most qualified to provide the subject services based on their hands-on experience and extensive history in zoo location designs. No additional procurement activities are required.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Dawn Martin, Deputy County Counsel, 387-5455) on August 8, 2019; Finance (Tom Forster, Administrative Analyst, 387-4635) on August 12, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on August 13, 2019.