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Regular Agenda Item 4. F.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Approval of Amendment No. 2 to Professional Services Contract No. 012021-1 with Canyon Country Design, Inc. |
| Background Information |
On May 4, 2021, the Board of Supervisors awarded two contracts; Contract No. 012021-1 with Canyon Country Design, Inc. and Contract No. 012021-2 with GH2 Architects to provide On-Call Design Services for the period beginning May 4, 2021, to May 3, 2022. The original contracts were executed for a not to exceed without-written authorization amount of $100,000.
Gila County has had several design projects for building remodels and construction in the past several years. To ensure that capital and small remodel projects remain on schedule; staff would prefer to engage at least two firms for these remodel projects. The total design cost of each contract will be no more than $100,000 per project.
Having two companies on call, scheduling time constraints will be the only other consideration. By renewing these contracts; it is anticipated that projects will stay on schedule. The following information which has been copied from May 4, 2021, staff report is to fully explain this item in its entirety.
Gila County has had several design projects for building remodels and construction in the past several years. In order to ensure that capital and small remodel projects remain on schedule, staff would prefer to engage at least two firms for these remodel projects. The total design costs will be no more than $100,000 per project. Out of five firms that answered Request for Qualifications No. 012021, 2 companies were chosen. Per A.R.S. § 41-2581, the Procurement Department was asked to help negotiate each company's hourly costs for professional services. With the two companies on call, scheduling time constraints will be the only other consideration. By entering into a contract with each of these companies, it is anticipated that projects will stay on schedule.
Amendment No. 1 to Professional Services Contract No. 012021-1 with Canyon Country Design, Inc. extends the term of the contracts for an additional one-year term from May 4, 2022, to May 3, 2023. |
| Evaluation |
Amendment No. 2 to Professional Services Contract No. 012021-1 with Canyon Country Design, Inc. increases the contract amount by $100,000 for a new total contract amount not to exceed $200,000 for the contract term from May 4, 2022, to May 3, 2023.
This will allow Canyon Country Design, Inc. to continue to provide necessary project support, ensuring ongoing Gila County capital and maintenance projects stay on schedule. If the contract does not receive approval for an increase; several capital projects will come to a halt and there will be delays in maintenance projects. |
| Conclusion |
Facilities Management wishes to execute Amendment No. 2 to Professional Services Contract No. 012021-1 with Canyon Country Design, Inc.
Gila County has several ongoing capital projects that Canyon Country Design, Inc. has been working on and there are future projects where architectural/design and engineering services will be needed. Amending Contract No. 012021-1 by an additional $100,000 will allow Canyon Country Design, Inc. to continue architectural and engineering support to Gila County capital projects both now, and in the near future. |
| Recommendation |
Facilities Management staff recommend and request that the Board of Supervisors approve Amendment No. 2 to Contract No. 012021-1 with Canyon Country Design, Inc. for On-Call Design and Architectural Services by increasing the contract amount by $100,000. This will allow active capital projects to continue through the design phase and to stay on schedule.
The contract amount may not exceed $200,000 without additional Board of Supervisor approval. |
| Suggested Motion |
| Information/Discussion/Action to approve Amendment No. 2 to Contract No. 012021-1 with Canyon Country Design, Inc. for On-Call Design and Architectural Services, to increase the contract amount by $100,000 for a new contract amount, not to exceed $200,000, for the contract term May 4, 2022, to May 3, 2023. (Khristina Knox) |
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