Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Adam Ely, Director of the Project Development Unit
Subject: Amendments to Agreement with BEI Construction
RECOMMENDATION:
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Adopt a resolution authorizing the Director of the Project Development Unit, or designee to:
A) Execute amendments to the agreement with BEI Construction, Inc. for the Data Center Infrastructure buildout for the Regional Operations Center, in an amount not to exceed $345,375, for an adjusted total contract value of $3,619,879; and
B) Execute additional contract amendments and change orders that will increase the County’s maximum fiscal obligation by no more than $100,000 in aggregate for a total authorized contract value not to exceed $3,719,879 and/or modify the contract term, terms, and/or services where authorized by law within approved fiscal provisions.
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BACKGROUND:
In January 2017, the Project Development Unit was formed to oversee and manage ground up construction performed by the County of San Mateo. Multiple large County capital projects are currently underway, including construction of the County’s Regional Operations Center (ROC). Once completed, the ROC will house the County’s Data Center, where the majority of the County’s technical infrastructure will be located. This includes file server systems, telecommunications systems, and data storage systems.
Following a competitive Request for Proposals process, the County selected BEI Construction Inc. for the Data Center Infrastructure Buildout. On September 25, 2018, this Board authorized a design-build agreement with BEI for Data Center Infrastructure.
In September 2018, this Board approved the FY 2018-19 Adopted Budget, appropriating a $6.5M increase in Measure K funding to the ROC project to fund a portion of the Data Center build-out, including BEI Construction’s design build agreement.
DISCUSSION:
The original Data Center design was developed in early 2018 and based on the needs of the County as we understood them in late 2017. What the County requires from the ROC Data Center today and into the future has increased since the original needs assessment was completed in 2017 and requires additional equipment be installed into the Data Center. In anticipation of the probable need to scale up the ROC Data Center, the Data Center was designed and built using a modular design. Using a modular design enables the County to increase Data Center capacities without requiring a significant overhaul of Data Center infrastructure. To increase the capacities of the Data Center, a $345,375 increase in the total authorized contract value for an adjusted total contract value of $3,619,879 is requested. This requirement to increase Data Center capacities will not have an impact on the ROC schedule.
To accommodate for additional unforeseen conditions and potential owner requested changes as the Data Center infrastructure buildout moves rapidly to a close, the Resolution includes authorization to further increase to the contract value limit, if needed, for additional changes and amendments up to an additional $100,000.
County Counsel has reviewed and approved the Resolution as to form. ISD has reviewed and approved the Resolution as to form.
Approval of this contract contributes to the 2025 Shared Vision of a Collaborative Community by establishing an agreement that allows the County of San Mateo to provide essential computing functions from a centralized and modernized location at the County Government Center.
FISCAL IMPACT:
Funding for this Amendment is provided in the Regional Operations Center $64,500,000 project budget funded by Measure K, as approved in the FY 2019-21 Recommended Budget. There is no Net County Cost.