Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Callagy, County Manager
Subject: Amendment to the EVO Agreement for Continued Services Related to the Project Development Unit Construction Projects
RECOMMENDATION:
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Adopt a resolution authorizing the director of the project development unit or his/her designee to execute a contract amendment with EVO to provide additional scope of work detail within the previously approved agreement amount of $399,900 and for the term of August 20, 2018 through August 19, 2021.
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BACKGROUND:
In January 2017, the County Manger’s Project Development Unit (PDU) was formed to oversee and manage all ground up construction undertaken by the County of San Mateo. Multiple large County capital projects are underway which will require intensified PDU operations for several years. The PDU requires substantial support from specialized consultants to appropriately manage these critical and complex projects.
In August 2018, the PDU entered into an Agreement with EVO to provide technical project support related to the Regional Operations Center (ROC) project data center scope of work based on EVO’s demonstration of the competence and professional qualifications necessary for the performance of the services required at a fair and reasonable price.
At the January 29, 2019 meeting, this Board authorized PDU to execute Amendment 01 to the EVO agreement to increase the value to its current amount of $399,900, which provided the additional resources necessary to support EVO’s increased role within the PDU to support the tech committee and provide oversight and information technology (IT) project management for all projects to ensure a consistent quality approach to IT, communications, security, and related systems and infrastructure for new County facilities.
Subsequently, the PDU executed no-cost Amendments 02 and 03 to clarify the Exhibit B allowable costs and invoicing requirements for the consultant. Presented for authorization today is Amendment 04 which modifies the scope of work Exhibit A to more clearly describe the various services and functions being provided by EVO in the course of their work with the PDU.
DISCUSSION:
This amendment provides the scope of work modifications to more clearly delineate the various project services provided by EVO. Since EVO’s involvement in the ROC and other PDU projects, the results have been significant. The necessary coordination between PDU, the County of San Mateo Information Services Department, and the various design, engineering, and construction teams assisting with the County’s new construction projects has improved significantly.
In addition, the single-point of contact for the County of San Mateo Technology Committee’s efforts in relation to all PDU projects has led to a more streamlined and efficient review and decision-making process for technology, security, communications, and other related systems.
Based on the positive performance of EVO, the administrative efficiencies promoted through continued retention of a single provider of the specialty tech/IT management services, PDU requests that this Board waive the RFP selection process for EVO’s agreement finding that such a waiver is in the best interest of the County.
County Counsel has reviewed and approved the resolution as to form.
Approval of this amendment to this agreement with EVO by this Board will provide for continued project management support services for all PDU projects with a focus on technology, security, communications, and related systems. All of which contribute to the Shared Vision 2025 outcomes of Prosperous and Colloborative Community by enhancing the innovative technology solution implementation in all major County construction projects, as well as fostering a greater level of community stakeholder collaboration related to these innovative solutions.
FISCAL IMPACT:
The proposed amendment adds details to the scope of work of the existing agreement without modification to the commitment amount or payment schedule. Therefore, there is no fiscal impact for this action.