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HomeMy WebLinkAboutMINUTES - 07232002 - C53-C57 TO: BOARD OF SUPERVISORS CONTRA FROM: Leslie T. Knight, Director of Human Resources COSTA DATE: July 23, 2002 BOUNTY vrR`cz K SUBJECT: Contracted Temporary Help SPECIFIC REQUESTS}OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Director of Human Resources, or designee, to execute a contract amendment with Venturi Staffing Services, AppleOne Employment Service, TAC Staffing Services, and Barrett Business Services, Inc., to extend the term from July 31, 2002 through January 31, 2003 and increase the payment by $750,000.00 to an new payment limit of $4,850,000.00 to provide temporary help to County agencies, departments or offices. BACKGROUND The County frequently requires temporary help to assist County agencies, departments, or offices during peak loads, temporary absences and emergency situations. It is in the economic interest of the County to provide such temporary help by contract with temporary help firms since they include all insurance coverages in their rates, thus reducing future County liabilities. Temporary help obtained under these contracts may not be used in place of employees in the case of a labor dispute or for more than 90 days for any single instance of peak load, temporary absence or emergency situations as governed by State law. CONTINUED ON ATTACHMENT: YS SIGNATURE: , ' RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE _,,�-APPROVE OTHER t SIGNATURE(S): s . ACTION OF BO D N r APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS P- I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT ' UNANIMOUS(ABSENT COPY OF AN ACTION TAKEN AND ENTERED ON THE AYES: NOES: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE ABSENT: ABSTAIN: SHOWN, Al Orifi.Dept: Human Resources Department (5-1766) ATTESTED cc: County Administrator JOHWE N,CLERK OF THE BOARD OF SUP VISO S AND COUN'T'Y ADMINISTRATOR BY t a .DEPUTY M382(10/88) AGENDA DATE AtS162,o ITEM NO._..... , f BACKGROUND NOT AVAILABLE AT THE TIME AGENDA PACKET WAS COMPILED INFORMATION FOR THIS ITEM PREVIOUSLY FURNISHED ORAL PRESENTATION TO BE GIVEN AT BOARD MEETING ERROR IN NUMBERING AGENDA ITEM DELETED -- ;DOCUMENTS ON FILE WITH THE CLERK CONSIDER ANY CONSENT ITEMS PREVIOUSLY REMOVED SEE ITEM . Contra TO: BOARD OF SUPERVISORS � Costa FROM: INTERNAL OPERATIONS COMMITTEE - DATE: JULY 23 .. O u n ty 2002 �� SUBJECT: JOB ORDER CONTRACTING PILOT PROGRAM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. ACCEPT report on the proposed Job Order Contracting Pilot Program. 2. APPROVE and AUTHORIZE the General Services Director to execute a contract with The Gordian Group (Gordian) to establish a pilot Job Order Contracting (JOC) program for repair, remodeling, or other repetitive work on County buildings. 3. DIRECT the General Services Director to work with The Gordian Group to perform the required preliminary work including the development of job scope and task catalogs, and to return to the Board of Supervisors, after review by the County Counsel and County Administrator, with a bid package and JOC contract document. FINANCIAL IMPACT There are no initial up-front fees required to implement the JOC program. Gordian will provide a comprehensive and integrated JOC program including document development, procurement support, computer software, customized forms, management procedures, written manuals, training for County and contractor personnel, and follow-up support for a licensing fee of five percent (5%) of the first five million dollars of work that the County authorizes under the JOC program and an additional one and one half percent (1.5%) for any authorized work over five million dollars. The Gordian fee is paid as a percentage of County authorized work orders on a cumulative basis. When compared with traditional bidding and contracting methods, fully implemented JOC programs typically report project cost savings ranging from 8%to 15%. If the JOC program had been in place over the past year, it is estimated that approximately $2 million worth of CONTINUED ON ATTACHMENT: YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEN AT ON OF BOARD COMMITTEE APPROVE OTHER �r SIGNATURE(S): MARK [eSAUL AYLE K ----------__--- ------------------------------------------------ ------------- _._._--------- ---------------------------------------------- ACTION OF BOARD OI,. € APPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT -,.� ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN, ABSENT: ABSTAIN: ATTESTED CONTACT: JULIE ENEA(925)335-1077 JOHN 9W. N► ET ,CLERK OF THE BOARD OF SUPERVISORS FIND COUNTY ADMINISTRATOR CC: INTERNAL OPERATIONS COMMITTEE STAFF COUNTY ADMINISTRATOR GENERAL SERVICES DIRECTOR r F € COUNTY COUNSEL BY t a te£ ? ,'# CEPUTY Job Order Contracting Pilot Program July 23, 2002 Internal Operations Committee Page 2 building construction work could have been completed using the JOC program. Based upon this amount of work, the estimated net cost savings, after payment of the Gordian licensing fee, would have been between $60,000 and $190,000. In addition to the potential project cost savings, the County will benefit from improved efficiencies in the administration of building construction work to complete projects in significantly less time. BACKGROUND In November 2000, the Board authorized the Director of General Services to seek a qualified consultant to establish a JOC program for the County. After review of existing JOC programs in several counties and the results of recent Request for Proposal (RFP) processes for implementation of JOC programs completed by Sacramento and Alameda counties, it was determined that Gordian was the best-qualified firm to develop the JOC program. Sacramento County invited eleven firms to submit proposals for implementation of a JOC program. Three firms submitted proposals including Gordian. Gordian was selected as the best-qualified firm based upon overall approach, professional team, and fee structure. The other two firms required start-up fees of approximately $825,000 and were not able to produce the extensive unit price catalog or the comprehensive software program unique to Gordian. Alameda County also completed an RFP process in which Gordian was the only firm that submitted a qualified proposal based upon fee structure and the minimum level of unit pricing required in the RFP. Gordian has agreed to develop a JOC program for Contra Costa County that will comply with the requirements of our Outreach and Small Business Enterprise (SBE) Program in accordance with the same pricing, terms, and conditions of either proposal submitted to Sacramento or Alameda County. Due to the complexity of the JOC and its relationship to the County's Outreach and SBE Programs, and other County policies, the Board of Supervisors, on June 4, 2002, requested the Internal Operations Committee (IOC) to review the JOC Program in more depth, and that Board of Supervisors members be invited to the IOC meeting to become more familiar with the Program and Gordian, the proposed vendor. On July 15, the IOC received a presentation from the General Services Director, and Harry Mellon of Gordian, on the job order contracting process and anticipated benefits. The proposed JOC Program would apply primarily to medium-sized jobs that are too small to be handled through the design/bid/build process and too large to be performed by County staff. Mr. Mellon, who invented the JOC process, would assist the County by developing comprehensive job task catalogs that estimate the fair market price for each task. Prime contractors would be asked to bid on an entire catalog of tasks by applying a factor to the estimated market value, e.g. 105% for 5% over market price, or 95% for 5% below market price. The County would select the lowest-cost qualifying bidder. Prime contractors may then subcontract for individual tasks in accordance with County programs and policies such as the SBE and Outreach Programs, and the County's policy requiring project labor agreements. What follows is a more detailed description of the JOC Program. JOC Program Goals and Program Public Contract Code 20128.5 authorizes annual job order contracts, with a maximum value of$3 million, for repair, remodeling, or other repetitive work on County buildings. The goals of the JOC program are to provide quality work, competitive costs, and improved responsiveness in completing small to medium-sized building construction projects, while also complying with the County's Outreach Program and SBE Program. The JOC program employs the services of a prime contractor and a network of sub- contractors expert in various building construction tasks. The annual contracts are competitively bid based on firm fixed-unit prices and indefinite quantities. Building repair, Job Order Contracting Pilot Program July 23, 2002 Internal Operations Committee Page 3 remodeling, and other construction projects are accomplished by issuance of individual work orders to the JOC contractor. The JOC program proposed by Gordian utilizes an extensive unit price catalog of construction tasks, pricing, and associated technical specifications that contain over 60,000 individual items of typical construction. Gordian develops the pricing in accordance with local construction costs (prevailing wage, equipment rates, material prices, etc.). The technical specifications, unit price catalog, and the JOC General Conditions are competitively bid, and annual job order contracts are awarded to one or more JOC prime contractor(s). Contractors generally bid two adjustment factors: one for work performed during normal business hours and another for work performed outside of normal business hours. These factors, which include overhead and profit, apply to designated items in the unit price catalog. The prime contractor with the lowest adjustment factor normally is awarded the annual job order contract. Thereafter, as individual building construction projects are identified, the County and the prime JOC contractor develop the scope of work for each individual project. All projects must meet the performance criteria, as well as the Outreach Program, SBE Program and othe policy requirements defined by the County and included in the General Conditions and specifications of the annual JOC contract. If approved by the Board, the pilot JOC Program would be implemented for a period of one year from the date that the County awards the first annual JOC contract. Within the one-year trial period, the General Services Department would submit to the Board a report showing the effectiveness of the pilot JOC Program. Outreach and SBE Program Requirements The County's Outreach and SBE Program requirements will be part of the General Conditions for each annual JOC contract. Gordian can work with the County to enhance the County's existing Outreach and SBE directories from which the Prime JOC Contractor may choose subcontractors. In addition, Gordian will invite local contractors and subcontractors to attend informational meetings regarding how to participate in the JOC process and comply with the County's Outreach Program and SBE Program requirements. Gordian can also provide software and develop a website to inform contractors of the General Services Department bidding opportunities. County Policy on Project Labor Agreements The County's policy on project labor agreements and the required elements of such agreements will be part of the General Conditions for each annual JOC contract. Gordian has worked with other public agencies that have similar requirements, such as the City/County of San Francisco. JOC Programs in Other Public Agencies The Gordian Group has successfully implemented JOC programs for over 60 federal, state, and local government agencies since 1985 including agencies with Community Business Enterprise and Local Business Enterprise programs. Examples of public agencies that have established or are in the process of implementing JOC programs include the California State Universities, the Alameda Housing Authority, the counties of Sacramento, Santa Clara, Ventura, San Diego, Los Angeles, San Luis Obispo, Kern, and the City and County of San Francisco. Board Approval of JOC Contract and Bid Documents It is anticipated that it will take approximately 3 to 4 months to develop the JOC contract and bid documents, including the unit price catalog of construction tasks, the JOC technical specifications, and general conditions. These documents will be developed with appropriate Job Order Contracting Pilot Program July 23, 2002 Internal Operations Committee Page 4 input and review by the County Administrator's Office and the Office of County Counsel. The General Services Department will submit the proposed JOC contract and bid documents to the Board for review and approval prior to initiating the JOC bid process. JOC Implementation Team If the Board approves the recommendation to establish a JOC program, the Department of General Services will assemble a JOC implementation team comprised of representatives from the County Administrator's Office, General Services, and County Counsel's Office. The implementation team will work with Gordian to ensure that local contractors are informed of JOC bidding opportunities and how to effectively participate in the bidding process, including complying with the County's Outreach Program, SBE Program, and other County policies. TO: BOARD OF SUPERVISORS FROM: Walker, M.D. , Health Services Director '• Contra By: Ginger Marieiro, Contracts Administrator ; Costa DATE: July 10, 2002 County SUBJECT: Approval of Contract #26-976-2 with S6 Arthritis & Rheumatology Medical Association, Inc. SPECIFIC REQUEST(5)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMNLZMAT I©N{S)_: Approve and authorize the Health Services Director, or his designee, (Steve Tremain, M.D. ) to execute on behalf of the County, Contract #26- 976-2 with Arthritis & Rheumatology Medical Association, Inc. , (specialty: Rheumatology services) , in an amount not to exceed $48, 000, for the period from July 1, 2002 through June 30 , 2003 , for the provision of professional Rheumatology services for patients at Contra Costa Regional Medical Center. FISCAL IMPACT: Cost to the County depends upon utilization. As appropriate, patients and/or third party payers will be billed for Services . REASONS FOR RECOMMENDATIONS/BACKGROUND: For a number of years the County has contracted with Medical and Dental Specialists to provide specialized professional services which are not otherwise available in its hospital and health centers . In September 2000 , the County Administrator approved and the Purchasing Services Manager executed Contract #26-976 (as amended by Contract Amendment Agreement #26-976-1) with Arthritis & Rheumatology Medical Association, Inc . , for the provision of professional Rheumatology services for patients at Contra Costa Regional Medical Center, for the period from. July 1, 2000 through June 30, 2002 . Approval of Contract #26-976-2 will allow Contractor to continue to provide Rheumatology services, including clinical coverage and training, and/or the performance of medical procedures, through June 30, 2003 . CQNTINUED, T: Y I "RECOMMENDATION OF COUNTY ADMINISTRATORRECOMMENDATION OF SOARD'COMM1TTEE _,---APPROVE OTHER ACTION OF BOARD ON J * ' d' APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS ,,.�' I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT ) 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. Y _ ATTESTED JOHN, WtET N,CLERK OF THE BOARD OF SUPE ISOR AND COUNTY ADMINISTRATOR Contact Person: Steve Tremain (370-5122) CC: Health Services Dept. (Contracts) Auditor-Controller s Risk Management ) I > t f DEPUTY 13Y Contractor TO: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director ,. Contra By: Ginger Marieiro, Contracts Administrator DATE: Jul10, 2002 Vit;Y a " Costa . ounty SUBJECT: Approval of Contract #24-578-19 with Sunrise House, Inc. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIt)N(S) Approve and authorize the Health Services Director or his designee (Chuck .Deutschman) to execute on behalf of the County, Contract #24-578-19, with Sunrise House, Inc . , in an amount not to exceed $386, 569, for the period from July 1, 2002 through June 30, 2003 , for the provision of drug and alcohol programs and residential treatment services . This Contract includes a six-month automatic extension through December 31, 2003, in an amount not to exceed $193 , 285 . FISCAL IMPACT: This Contract is 62 . 6 ' Federally funded and 37 .4% County funded. BACKGROUND/REASON(S) FOR. RECOMMENDATION(S) : On September 18, 2001, the Board of Supervisors approved Novation Contract #24-578-17 (as amended by Contract Amendment Agreement #24- 578-1.8) , with Sunrise House, for the period from July 1, 2001 through June 30, 2002 (which included a six-month automatic extension through December 31, 2002) , for the provision of drug and alcohol programs and residential treatment services . Approval of this Contract #24--578-19 will replaces the six-month automatic extension under the prior Contract and allows Contractor to continue to provide services through June 30, 2003 . Ct7ITIN N T RE: t ---'RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE __ 'APPROVE OTHER SIGNATURE S ACTION OF BOARD ON ' , M ,sem APPROVED AS RECOMMENDED I OTHER VOTE OF SUPERVISORS �- I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT fir' ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: _ AND ENTERED ON THE MINUTES OF THE BOARD ABSEr4T: _-ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTEF3. .� .,ks; JOHNWEET ,CLERK OF THE BOARD OF Contact Person: Chuck Deutschman .313-5350 SUPERVISORS AND COUNTY ADMINISTRATOR CC. Health Services Dept. (Contracts) Auditor-Controller r Risk Management , Contractor DEPUTY{ J, ( � 1 R`; ✓ C7EI'UTY