HomeMy WebLinkAboutMINUTES - 07242001 - C.99 C
TO: BOARD O1' SUPERVISORS �� L Contra
William Walker, M.D.
•
FROM: �. Costa
Health Services Director
Count
DATE: .Jul 241 2001 y
SUBJECT: RESPONSE TO LOSS FROM FIRE DAMAGE TO HEALTH SERVICES
DEPARTMENT OFFICES AT 1805 ARNOLD DR. IN MARTINEZ ON MAY 4, 2001
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDATIONS:
1. DIRECT the General Services Director, or his designee, to:
a. Negotiate an appropriate standard.form purchase of service contract with
Paul Davis Restoration for certain inventorying, packing and moving, testing,
cleaning, decontaminating, storing, and other fire recovery services needed
to restore the County staff and their office contents to full service operations
in new locations;
b. Terminate the 1805 Arnold Drive lease, obtain temporary office space and
facilities and enter into leases or lease amendments, as required, to restore
these Health Services Department staff to full service operations until new,
permanent office locations can be established; and
C. Establish accounting procedures to account for fire recovery losses and
expenses, including, but not limited to, the establishment of an 1805 Arnold
Drive Fire Recovery Project Account(Dept.#0111,Org.#4419,Acct.#4461).
2. DIRECT the Health Services Director, or his designee, to provide $10,000 of the
County's $50,000 insurance coverage deductible.
3. DIRECT the Risk Manager to:
a. Oversee and monitor the fire recovery efforts, including the performance of
Paul Davis Restoration, and review and approve all invoices from and
payments to Paul Davis Restoration for fire recovery services, in order to
maintain effective loss control.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
::: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
✓APPROVE OTHER
SIGNATURE (S): r
ACTION OF BOARD .7ifly 24, 2001 APPROVED AS RECOMMENDED �_ OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
--UNANIMOUS(ABSENT _14 ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED July 24, 2001
Contact: County AdministratorJohn S T:T-�:`::..:� :LERK OF THE BOARD OF
.
cc: Risk Manager SUPERVISORS AND COUNTY ADMINISTRATOR
General Services Director
Health Services Director
County Assessor BY DEPUTY
b. Negotiate the financial loss with the County's insurance carrier to recover the
County losses;
C. Provide $40,000 of the County's $50,000 insurance coverage deductible;
d. Seek recovery of the County's $50,000 insurance coverage deductible from
the owner of or other parties who are responsible for 1805 Arnold Drive; and
e. Make additional status reports to the Board of Supervisors as events warrant
further reports.
4. WAIVE County Outreach Program requirements for construction contracts,
purchasing contracts and professional service contracts.
ll. FINANCIAL IMPACT:
The majority of the funding will be covered by the County's insurance carrier, except for the
$50,000 insurance deductible. The total fire recovery loss is estimated to be between
$375,000 and $400,000.
III. BACKGROUND/REASONS FOR RECOMMENDATIONS:
On or about 1:00 a.m., Friday, May 4, 2001, a fire broke out at 1805 Arnold Drive in
Martinez, which caused heavy and severe smoke damage to the entire contents of the
offices leased by the County for three Health Services Department staff groups.
The Martinez Fire Department put out the fire very quickly, but the building reportedly had
sustained serious structural damage that made the building uninhabitable, thereby
displacing 35 Health Services Department staff and creating an emergency and an
unavoidable interruption in the delivery of vital patient care services to the public.
The fire department also had summoned representatives of Paul Davis Restoration-East
Bay(a General Contractor, License No. 742027, based in San Leandro), reportedly to help
close the building after the fire was put out.
Health Services Department staff arrived at the scene by 2:00 a.m., remained all day, and
continued on Saturday and Monday to take actions to respond to the emergency in order
to resume delivery of patient care services to the public as soon as possible, including:
• Identify critical patient records and computer equipment that needed to be
recovered as soon as possible.
• Consulting with representatives of the Paul Davis Restoration Company
regarding possible cleaning and decontamination procedures and options.
• Obtaining signed confidentiality statements from Paul Davis Company
representatives to maintain and protect the confidentiality of patient records
and health care information,
• Authorizing Paul Davis Restoration representatives to:
1. Pack and remove certain patient records and computer equipment to
be decontaminated and cleaned as soon as possible.
2. Have the Restoronics Company, a computer and electronics
restoration firm in San Leandro, decontaminate and clean the
computer equipment.
3. Conduct certain hazardous materials and cleaning tests, and
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4. Return the decontaminated and cleaned records and equipment that
were most critical to the County on the following Tuesday or
Wednesday.
5. Work with General Services Department-Lease Management staff to
identify alternatives for temporary office space to relocate the
displaced Health Services staff and to reestablish public services as
soon as possible.
By 4:30 p.m. on Friday, the General Services Department-Lease Management staff had
contacted the County Assessor and had obtained his approval for the Health Services staff
to use a portion of the Assessor's Office at 834 Court Street in Martinez on a temporary
basis until new, permanent office space could be found. With the efforts of General
Services Department staff (Lease Management, Custodial, Operating Engineers, and
Purchasing), Department of Information Technology(DoIT)telecommunications staff, and
Health Services information technology and administrative staff, all working on an
emergency basis, the displaced Health Services staff were reestablished in temporary
office space and were able to resume the delivery of patient care services to the public on
Thursday, May 10, 2001.
Representatives of the Paul Davis Restoration Company began the provision of needed
fire recovery services for the County on an emergency basis on or about May 4, 2001.
This fire and the resulting interruption in the Health Services Department's ability to
deliver vital patient care services to the public constitute an emergency which
should not permit a delay resulting from the County's Professional/Personal
Services Outreach Program; consequently, any resulting purchases of service
contracts that are needed to respond to the fire recovery effort should be exempted
from this Outreach Program.
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