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ARF- 3903

Regular Agenda Item 3. B.

Regular BOS Meeting

Meeting Date:	08/15/2016
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Buyer
Department:	Public Works	Division:
Fiscal Year:	2016-2017	Budgeted?:	Yes
Contract Dates Begin & End:	TBD	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Construction options for the Superior Court North Facility located at 110 W. Main Street in Payson, AZ.

Background Information

The Long Range Facility Management Plan, conducted in 2007, was updated to review the condition of current existing County facilities in the Globe and Payson areas in 2014. While there has not been a drastic rise in population in Gila County in recent years, the business of providing programs and assistance that will benefit and aid the residents of Gila County is an ongoing endeavor. Additional discussion and consideration was given to the overall space needs of the County at the July 29, 2014, Board Work Session. The building was purchased in September 2014, with the idea in mind to house some of the occupants of the 714 S. Beeline building in this newly acquired space.

The design for Phase I of the Superior Court North facility, which will be housed in the former NAPA building, has been completed. Canyon Country Design’s conceptual design has been reviewed and approved by the stakeholders who will be occupying the facility upon its completion, should the Board authorize the project to proceed to completion. The Town of Payson has also been consulted and has approved the exterior design as a Main Street Project addition. The County’s FY16/17 budget has $900,000 in the Capital Facilities budget for the construction of the Superior Court North facility.

Evaluation

This is a project that is critically important to the proper functioning of the Criminal Justice System in Payson. Our objectives for this morning's meeting are for the purpose of deciding the most economical and best product Gila County can achieve with respect to the contract approach. In evaluating the options, the staff considered the objectives that the Board of Supervisors had set for the project. Those objectives are: 1) to deliver a project as soon as is practicable; and, 2) to deliver the project at a cost which approximates the amount of funding that was made available when the project was first conceived.

The formal bidding process, Request for Proposals, has some drawbacks. Things that were missed in the design process will cost the County money in the budget once construction has begun, and it won’t be a set cost. The fact that there is no “on-staff” Facilities Project Manager able to live on the job until completion means another cost for outsourcing and training on the job to learn Gila County proper procedures. Low bid contracting is quite a gamble and rarely has Gila County come out ahead with this approach by staying close to the assigned budget.
The Job Order Contracting (JOC) approach through The Gordian Group, would allow Gila County to choose from several pre-qualified firms. Using the JOC, Gila County has already embarked on 3 different projects and has had a positive experience. The prices are set and the Contractor’s percentage is visible. When they look at the project and give a price, that it is the price, even if they miss something. The unfilled position of Facilities Project Manager is still a problem but not quite so impossible, short term, with a pre-qualified contractor under the Job Order Contracting method of construction.

The design submitted by Canyon Country Design is a well thought out plan that has been approved by the stakeholders who will occupy the facility. The design will meet the current needs of the Superior Court North in Payson.

Conclusion

Staff recommends the JOC approach and is confident that the County will have a building we can be proud of within budget. With respect to a timeline, we are striving to complete the JOC pricing and contracting process by October 4, 2016, in order to bring a construction contract back to the Board of Supervisors for a decision. Actual construction of the project, should the Board authorize us to move forward with this most important project, is anticipated to be completed before April 30, 2017.

Recommendation

The Public Works Director and staff are recommending that the Board of Supervisors approve staff to proceed with the JOC method through The Gordian Group for the Superior Court North remodel.

Suggested Motion

Information/Discussion/Action to direct staff to begin negotiations with The Gordian Group to facilitate a Job Order Contract for the construction of the Superior Court North building at 110 W. Main Street in Payson.
(Steve Sanders)

Attachments
No file(s) attached.