REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE BIG BEAR VALLEY RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
November 17, 2020
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
Contract Amendment with Peckham Guyton Albers & Viets, Inc. dba PGAV Destinations for additional engineering and construction management support 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. 6 to Contract No. 14-981 with Peckham Guyton Albers & Viets, Inc. dba PGAV Destinations, increasing the contract amount by $32,000, from $1,193,950 to $1,225,950, for additional construction administration services on the Big Bear Alpine Zoo Relocation Project with no change to the contract term.
(Presenter: Trevor Leja, Deputy Director, 386-8811)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Projected cost of the Big Bear Alpine Zoo Relocation Project (Project) is $18.2 million. This amount includes costs for land acquisition, construction, engineering, design, construction administration, parking lot improvements, signage, and contingencies. The Project is funded through various sources including a $5.5 million loan from the County General Fund to the Big Bear Valley Recreation and Park District (BBVRPD) as approved by the Board of Directors (Board) on October 8, 2019 (Item No. 58). The $32,000 for Amendment No. 6 to Contract No. 14-981 will be funded through the Project’s existing budget without the need for additional funding.
BACKGROUND INFORMATION
BBVRPD operates the Big Bear Alpine Zoo (Zoo). The current facility, which is located in the Moonridge area of Big Bear, is small and outdated and makes it difficult to care properly for the animals. In 2010, BBVRPD purchased property to relocate and expand the Zoo. At that time, BBVRPD also began working on conceptual plans for this new site.
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 five 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 design, engineering, and construction administration support services, with no change to the contract term.
• Amendment No. 4, approved by the Board on August 20, 2019 (Item No. 62), increased the contract amount by $159,000 (from $1,034,950 to $1,193,950) for additional design, engineering, and construction administration support services, with no change to the contract term.
• Amendment No. 5, approved by the Board on June 9, 2020 (Item No. 55), extended the contract term from June 30, 2020 to December 31, 2020, with no cost increase, for additional design, engineering, and construction administration support services.
Approval of Amendment No. 6 will allow for additional construction administration support services required to complete the Project and to facilitate all construction close out and as-built reports and plans. In order to maintain Project continuity, BBVRPD desires to have PGAV, as the Engineer of Record, provide needed services that include certification of finished construction for conformity with design plans and specifications.
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 October 19, 2020; Finance (Tom Forster, Administrative Analyst, 387-4635) on October 23, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on November 1, 2020.