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HomeMy WebLinkAboutMINUTES - 10131992 - 2.2 Uo: BOARD OF SUPERVISORS Contl't� FROM: PHIL BATCHELOR, COUNTY ADMINISTRATOR • •=~� Contra MARK FINUCANE, HEALTH SERVICES DIRECTOR `s Costa DATE: OCTOBER 13, 1992 County''•rr �"`4 -r SUBJECT: APPROVAL OF DESIGN DEVELOPMENT PHASE FOR MERRITHEW MEMORIAL HOSPITAL, REPLACEMENT PROJECT, 2500 ALHAMBRA AVE. , MARTINEZ (WH580B) SPECIFIC REOUEST(S)OR RECOMMENDATION(S)6 BACKGROUND AND JUSTIFICATION I. RECOMMENDATION A. ACCEPT report from County Administrator and Health Services Director on design, schedule and cost estimate relating to the Merrithew Memorial Hospital Replacement Project. B. APPROVE the Design Development Phase documents for the Merrithew Memorial Hospital Project submitted by the project architect, Kaplan/McLaughlin/Diaz. C. AUTHORIZE the County Administrator or his designee to direct the project architect to proceed with Construction Documents Phase of design and to take action necessary to keep the project on time and within budget. II. FINANCIAL IMPACT Long term financing for all phases of the design and construction ' was completed in May, 1992 in accordance with Board of Supervisors direction. The recently, enacted 1992/93 state budget does not . modify or delete the major funding sources utilized for the Hospital Replacement Project. —Specifically, SB-1732/SB-2665, the "Construction Renovation Reimbursement Program" and SB-855, the "Disproportionate Share Provider Payment Program" remain in place. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER T SIGNATURE(S): ACTION OF BOARD ON uctoner APPROVED AS RECOMMENDED OTHER Speakers were: Graig Crossley, 222 Scofield Drive, Moraga. Jim Hicks, AFSCME, 1000 Court -Street, Martinez. John Wolfe, Contra Costa Taxpayers Association, 820 Main St. , Martinez. All persons desiring to speak were heard. The Board APPROVED the recommendations set forth above. In addition, the Board REQUESTED 'the Health Services Director to report to the Board on November 17, 1992, on a fund raising program for selling commemorative tiles of the Hospital. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE _XX 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. ATTESTED_ October 13, 1992 Contact: ' CAO, D. Bell PHIL.BATCHELOR,CLERK OF THE BOARD OF ,C: GSD, Accounting SUPERVISORS AND COUNTY ADMINISTRATOR Auditor-Controller county Counsel Health Services Department BY ,DEPUTY Page 1 of 4 MERRITHEW MEMORIAL HOSPITAL REPLACEMENT Approval of Design Development Phase III. REASONS FOR RECOMMENDATIONS/BACKGROUND A. HISTORY OF PROJECT DEVELOPMENT In 1986, the Board of Supervisors requested the Health Services Department to undertake a comprehensive review aimed at replacing Merrithew Memorial Hospital, including strategic, architectural and financial planning studies. Numerous reports .have been issued over the past six years concluding that Merrithew Memorial Hospital is outdated and needs to be replaced. In 1988, the Board accepted a needs assessment prepared by Arthur Young and Co. and Stone, Marraccini, and Patterson which determined the initial financial feasibility and cost of replacing Merrithew Memorial Hospital. Additional cost analysis services were provided by Lewin/ICF which included a market survey and identification of the level of financing required to support a replacement hospital. The Board conducted workshops in April, 1989 to determine the relative bed size need for the proposed project. In July, 1989, the Board contracted with Kaplan/McLaughlin/Diaz (KMD) for a master plan and pre-architectural program which identified the project's program and functional space requirements. The completed room-by-room program and masterplan was approved by the Board in December 1990. The following February, the County authorized KMD to proceed with the Schematic Phase of Design in accordance with the approved Master Plan Report, Alternate #3. On March 2, 1992, the Board approved the Schematic Design documents and authorized the Design Development phase of design. The Board also authorized the County Administrator and Health Services Director to negotiate a final Consulting Services Agreement with KMD, to select a Construction Management firm, and to take the steps required for borrowing the necessary project funds. All these actions have since occurred. The Consulting Services Agreement with Kaplan/McLaughlin/Diaz approved by the Board on August 11, 1992 provides the architectural services through the completion of the project. In August, 1992, KMD submitted the Design Development Phase documents for the County's information and review. The submittal consisted of the following: Volume l - Executive Summary Volume 2 - User Group Reports Volume 3 - Equipment Volume ,4 - Interior Elevations Volume 5 - Interior Finishes Volume 6 - Outline Specifications & Schedules Volume 7 - Cost Estimate Volume 8 - Engineering Calculations Project Plans These submittal documents have been placed with the Clerk of the Board. B. DESIGN CONCEPTS A great deal of attention has been paid to providing a facility • that minimized the impact to the adjoining neighborhood and natural surroundings while organizing medical care and treatment in a well defined and efficient manner. Page 2 of 4 MERRITHEW MEMORIAL HOSPITAL REPLACEMENT Approval of Design Development Phase The new building is to be located at the site of the original hospital. This five story, 207,000 sq. ft. new building will house the following: Inpatient Nursing for Medical , Surgical, Geriatrics, Obstetrics, Labor/Delivery, New Born Nursery and Intensive Cate; Surgery; Emergency; Crisis; Medical Imaging; as well as necessary administration and support functions. Site preparation consisting of rerouting utility services; building demolition (including asbestos abatement) ; remodeling for the interim relocation of Geriatrics; widening of roadways and the relocation of modular buildings will commence during 1993 with the main construction project starting in 1994. As a result of developing this new , building on the existing hospital campus, a great deal of attention is being given to assuring adequate health care services required by the community it, serves will continue without interruption. Site logistics have been evaluated to ensure that patients, visitors and staff will not be unreasonably disrupted during the construction process. This attention to detail will take into account impact on the surrounding property owners and residents as well by 'establishing construction controls which include standards for noise, dust, vehicular routes, parking , hours of operation, etc. C. DESIGN REVIEW The Design Development submittal was distributed to the County's project team members for review. KMD made a presentation' of the design to the hospital senior management group. A technical review of the submittal documents have been conducted by' staff from Risk Management and the Health Services and General Services Departments. A set of drawings was also sent to the County Fire Protection District for its code review. The affected utility companies were notified of the availability, of these plans for their review. In addition to the County's review, the County's project manager, O'Brien-Kreitzberg (OK) , provided a constructibility review and conducted a value engineering workshop. The Value Engineering workshop was held on September 2 through September 4. This workshop was a systematic approach of checking that the project design concepts fulfill the project requirements at the least life-cycle cost. The workshop was staffed by value engineering , specialists, architects, civil, structural, mechanical, and electrical engineers, and estimators working for OK. The value engineering workshop identified and developed 86 cost-reduction, proposals. The County's Project Team, the Architect and Project Manager have continued to review and prioritized the workshop proposals. The cost saving opportunities will allow the Architect greater flexibility in maintaining the construction budget. OK conducted a formal constructability review of the Design Development documents from' August 24 through August 31. The constructability review was performed by a multi-disciplinary team of construction, ' mechanical, electrical, and . civil engineers. They reviewed the Design Development documents to reduce the adverse effect of the design on construction operations, to advise on the monetary efficiency of the design relative to market conditions, to reduce conflicting design information and the subsequent construction changes, and to reduce construction problems. The 17 page report consisting of some 125 suggestions was presented to the Design Team and KMD on August 31 for consideration in the next phase of design. Page 3 of 4 y . MERRITHEW MEMORIAL-HOSPITAL REPLACEMENT Approval of Design Development Phase D. BUDGET The program budget consists of all costs including but not limited to consulting services, construction, furnishings and equipment, county support, and communications for a total of $81,841,000. The key budget information provided by the Architect at the Design Development phase consists of the detailed construction and equipment estimates which were reviewed by 'OK, and are being reconciled consistent with the level of detail provided by the documents. In addition to the estimate reconciliation; design contingencies, alternates, options and value engineering cost reductions have been developed to' maintain the project within the total budget. As the project documents become more fully developed and the detailed cost is defined, cost reductions will be used to mitigate budget issues. It should be noted that in addition to the normal variance of a design development estimate there remain four areas of the program which are not fully defined in terms of cost and scope; they are unforeseen underground conditions, communications, signage and equipment. The necessary funding for undefined areas will flow from the aforementioned cost reductions, reductions in scope, or contingencies. Should the project be bid below the estimate, alternates have also been established for enhancements to the project with in the program budget of $81,841, 000. In summary there are budget issues still to be resolved during the next phase as the construction documents become more fully defined. The architect and project manager have identified and developed work around strategies to maintain the budget and the scope. E. CONSTRUCTIONS DOCUMENTS PHASE Approval of the project's Design Development phase submittal initiates the Construction Documents phase of design on schedule. During this phase, KMD will continue to refine the design, respond to the recommendations of the V.E. workshop and constructability review, and prepare three separate bid packages. This phase also includes additional time for the Office of Statewide Health Planning and Development (OSHPD) and the State Fire Marshal (SFM) review and approval process. Specifically, this phase will produce a complete set of bidding documents including contract conditions, specifications and drawings for each construction contract. A separate set of construction documents will be prepared for each of the followings scopes of work: 1. The remodel of Wards 'E, G, I and J to accommodate changes required to prepare :-,for resulting construction, 2. , The demolition of the original hospital building, relocation of site utilities, "road changes, partial building excavation and installation of construction safety and protection structures; 3. , The construction of the replacement hospital. There will continue to be periodic review meetings with county staff, OSHPD, SFM, the County Fire Protection District, utility companies, the project/construction managers and the affected neighborhood organizations. BOORD1. 001 JC:mc Page 4 of 4 SEA(. errithew emorial �oUn / PRESENTATION O0p�7QL AND CLINICS To CONTRA COSTRA COUNTY FOR APPROVAL : DESIGN DEVELOPMENT DOCUMENT PHASE AUTHORIZE: CONSTRUCTION DOCUMENT PHASE ■ O'Brien-Kreitzberg errithew emorial FF- TABLE OF CONTENTS AND CLINICS I. Design Development Document Review II. Constructability Review III. Value Engineering Work Shop IV. Project Budget V. Construction,` Estimate VI. Project Schedule 1 i errithew Mori AND CLINICS L Design Development ment Document Review 1. I. Design Development Document Review On August 20, 1992 Kaplan/McLaughlin/Diaz presented to Contra Costa County their Design Development Document submission. The County's Project Manager, O'Brien-Kreitzberg (OK), distributed to the County's project team members this Document Set for review. This review consisted of the following elements. KMD presented the design to the Senior Hospital Management staff and Physicians. A technical review has been conducted by County staff from Risk Management, 'the Department of Health Services, the Department of General Services including: Architecture, Building Services and Communications. The Contra Costa County Fire Protection District has reviewed and commented on the Documents for the purpose of code compliance with those comments having been transmitted to KMD for inclusion into the Construction Documents phase. The utility providers to the Hospital have been notified of availability of these Documents for their review and comment. 1 I erritliew al emon +• �, -- '` AND CLINICS II. Const ructability Review II. Constructability Review In addition to the County's review, OK provided a constructability review ' and conducted a value engineering workshop. The formal constructability review of the . Design Development Documents was conducted from August 24 through August 31. The constructability review was performed \ by a multi-disciplinary team of construction, mechanical, electrical and civil engineers. They reviewed the Design Development Documents to reduce the adverse effect of the design on construction operations, to advise on the monetary efficiency of the design relative to market conditions, to reduce conflicting design information with their inherent potential for construction bulletins and subsequent change order requests, requests for time extensions and claims and overall reduce problems normally encountered during construction. The seventeen page report consisting of some one hundred twenty five suggestions was presented to the Design Team and KMD on August 31 for consideration in the next phase of design. e ` W orkshop 111. value Eng�n�r�r'g ,..-�-.-- III. Value Engineering Workshop A formal Value Engineering workshop was conducted from September 2 through September 4. This workshop was conducted in accordance with the techniques and principles as recommended by the Society of American Value Engineers. This workshop was a systematic approach of checking that the project design concepts fulfill the project requirements at the least life-cycle cost. The workshop was staffed by a certified value specialist, architects, civil, structural, mechanical and electrical engineers, and estimators under the coordination of OK. The Value Engineering workshop identified one hundred and sixty eight ideas during the speculation phase. The VE ideas were ranked by the project team and have subsequently been ranked by Senior Management of the Hospital as follows: A - KMD is directed to incorporate into the next phase of design B - KMD is directed to develop as an add alternate C - The idea has been rejected by the Hospital These proposals have the potential of reducing and/or controlling the Project Budget and will be further evaluated during the forthcoming Construction Documents phase of design. smiths%a:l�:..' .:i �^ `a •ti rte,' '' t»� 11 CL1141C� 1 project Budget rv, i IV. Project Budget The architect's estimates of Construction and Furnishings and Equipment costs were incorporated into the project budget. Also, $1,000,000 was included to cover the cost of the Telephone and other Electronic Systems that are to be purchased and installed by the Hospital. To cover the cost of the Communications System, the Owner's contingency was reduced by $1,000,000. The County is evaluating their equipment needs to stay within the budget. A summary of the current budget is: 2.0 Consultant Services $ 8,893,461 3.0 County Staff $ 644,000 4.0 Permits, Printing, & Misc. $ 1,656,000 5.0 Construction $56,401,736 6.0 Furnishings & Equipment $ 9,094,000 7.0 Communications $ 1 ,000,000 8.0 Contingencies $ 1 ,178,139 9.0 Escalations $ 2,973,664 Total $81,841,000 i errithew orifi CLINICS V. Est�mat Gonstructlon r V. Construction Estimate The Architect employed Beach Associates to estimate the probable cost of constructing the project based upon the Design Development Drawings. O'Brien-Kreitzberg & Associates did a check estimate including complete estimates of certain systems of work and a review of Beach Associates' estimate. Representatives of the Construction Manager, the Architect, and the Estimators met to review the estimates and to reconcile the differences. The final reconciled estimate of the cost of construction is $53,661.00 plus a contingency of $2,685,797 for a total of $56,401 ,736. A summary of the estimate is as follows: Systems Summary $K Foundation 2,003 Vertical Structure 1 ,940 Horizontal Structure 3,910 Exterior Closure 4,250 Roofing & Waterproofing 410 Interior Partitions 4,438 Interior Finishes 1,795 Equipment & Specialities 4,325 Vertical Transport 1,274 Plumbing 3,344 HVAC 6,380 Electrical 5,246 Fire Protection 659 Building Cost 39,982 Site Work 2,496 General Conditions 3,398 Overhead & Profit 1 ,835 Remodal Wards 508 Design Contingency 2,386 Escalation 3,056 1 Total 53,661 rConstruction Company 2,686 1 £ire emorial AND C e l VI. Project Schedule VI. Project Schedule After meetings with the County, Hospital, and Architect, and studying the 9 9 Design Development Drawings, the Construction Manager developed a master project schedule. The Construction Manager suggests a project with three construction phases. Phase II is a make-ready phase consisting of relocating utility lines and demolition. Phase III consists of constructing the new building. The project remains on schedule. A summary of the master schedule is as follows: a. Design Development 27 July 92 thru 06 Oct. 92 b. Phase I, Remodel Wards 09 Dec. 92 thru 06 Oct. 93 c. Phase'll, Make Ready 07 Oct. 92 thru 30 June 94 d. Phase III, Building 07 Oct. 92 thru 23 Jan 97 1 r r ^a 0� LL. V H O o Z a Lo H O O Q a O > LD cn E a M1 Z � p U] Cn w F- a a H J cm Q' cn H cn 0- < cn ui acnes zao a aJcl a ui U LL W O In m E N W cr Z a W 3 O w Y = cn 3. 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G a d d Q v P ° a J d d cop O a � z ' L d � d 0 d U� y d o� r Cl- CIS d v Z W O Z O to p Q act 0 cr- ?, a c�f�ill �i cr--N tt 6 `'a ,, N v va to Qn `9 `1 m 1 La ,� p Q u* y a Z p s cls u' y a fl `, y a d C QO d O cD d p m Z � cs � ��• d� TO yt � sx y d y .t u- r, Y a � � � � a ��,� r. 1 6ti� � `,w .:F- d p 0 W fa u ry d r d 75 Lo Q� to 1 10 o y N U-cla ,r �L � w CONTRA COSTA COUNTY ._ ._ MERRITHEW MEMORIAL HOSPITAL REPLACEMENT .; � DESIGN DEVELOPMENT PHASE EXECUTIVE SUMMARY - i } t �- a_ :_ vt _ - - _sm hL � _- QF 17 T t ! u Kaplan / McLaughlin / Diaz Volume I 13 October 1992 Merrithew Memorial Hospital KMD Martinez, California DESIGN DEVELOPMENT PHASE EXECUTIVE SUMMARY Where We Are Phases One and Two of the Master Plan as previously approved by the County, are now completed through the design development phase of the current project. From March through August, the architects, Kaplan/McLaughlin/Diaz have been refining the scope and design of the project. At this point all of the design, planning and policy decisions concerning the project are made, with the exception of the selection of some equipment items. The approval of this phase of the project effectively permanently sets the scope of the project, and the project construction budget. The next phase, construction contract documents, will have the architect preparing the actual plans and specifications for the State of California to review for the building permit and from which contractors will bid and build. How We Got There The design development phase was guided by the Steering Committee, a group consisting of executive representatives from the Contra Costa County Administrator's Office, Health Services Department, Merrithew Memorial Hospital and Clinics, General Services Department, the architect and many other parties. This group set policy for the design of the project and responded to policy issues raised in the user group meetings. The user group meetings were conducted by the architect. The architect met in four rounds of extensive meetings with each department that was to be in the project or have its operation affected by the project. The purpose of these meetings was to engage the departmental users into a participatory process. Architectural floor plans, operational procedures, equipment needs and major furnishings were reviewed by the users. All of the design and decision making occurred within the context of the project budget and to fulfill the mission of the County Health Services and the Hospital. At the conclusion of the fourth round of the user group meetings, all users "signed off' on the drawings with any final comments. To close out this process, the hospital CEO personally held a review with each of the department's key staff to summarize the project and receive any final comments. The Bid Packaging The construction project will be divided into three bid packages to facilitate contracting and for budget control. Phase One of the Master Plan, or the "Make Ready" phase will consist of two bid packages. Bid Package#1 will alter existing Wards "E", "G" and "J" to accommodate the new building and interim operations. Geriatric patients will be temporarily relocated during construction from the "H" ward ` that is to be demolished. Bid Package #2 will consist of the widening of Street Four for fire access and circulation, the demolition of the old brick hospital, the relocation of existing utilities to clear the new building site, partial excavation at the new building site, and installation of new utility services for the new building and eventually the master plan build out. This phase is important because it will disclose the unknown conditions that commonly occur in underground work on old sites. This work is often the source of the most expensive change orders during construction. This knowledge will minimize such changes occurring with the construction of the new building and might otherwise encumber the project. Phase Two of the Master Plan, the construction of the new hospital building and landscaping will occur as Bid Package#3. This will be the largest, longest and most expensive of the three bid packages. It will require over two years for the construction. �1 Merrithew Memorial Hospital KMD Martinez, California DESIGN DEVELOPMENT PHASE EXECUTIVE SUMMARY Construction Cost The construction cost of the project designed by Kaplan/McLaughlin/Diaz is estimated to be $53,661,000. This figure is to be the maximum limit for bid prices. Since bidding for the new hospital will occur almost two years from now and to protect the project from high bids in that unknown bid climate, the new building as designed to date will be subdivided into a series of bid alternates and base bid project. In the event of low bids and availability of funds, some other alternates will be designed to take advantage of a competitive market. Items such as the generator,boiler and chiller for the future build-out of the Master Plan are potentially slated as alternates. Also to realize the maximum benefit of the State reimbursement programs such as SB 1732/SB2665, equipment and other items that can be built into the construction under the program guidelines have been included when the reimbursement is economically feasible. Some funds estimated for the equipment budget have been transferred to the construction budget to recognize this change. The New Hospital The new hospital is a five story building with a mechanical penthouse. The building is set into the hillside, with the public entrances at the fust and third levels. The total area of the building is approximately 210,000 square feet of building and four acres of site work and landscaping. There are 144 beds in the current design. The functional areas to be included in the new building are: First Floor - Main entrance Lobby, Medical Records,Pharmacy, Admitting, Gift Shop & Volunteers, Material Management, Communications & Security and the Central Energy Plant. Second Floor- Surgery, Central Supply, Inpatient and Outpatient Recovery, Central Energy Plant. Third Floor - Emergency, Imaging (Radiology), Crisis Unit, Intensive Care Unit(8 beds) and Step-down Unit(10 beds) Fourth Floor - Geriatric Nursing Unit (8 beds), Medical Nursing Unit (30 beds), Surgical Nursing Unit(30 beds), and Family Care Nursing Unit (30 beds). Fifth Floor - Labor/Delivery, Nursery, Intensive Care Neonatal Nursery (6 bassinets) Post-Partum Nursing Unit (22 beds). Building Systems The building is required to meet the State standards for hospital construction, hospital accreditation standards, many other standards and ADA. It will have a useful life of a minimum of fifty years. The building is mandated to be functional after most earthquakes. Given these requirements, the materials must be of a reasonably good standard. Therefore, the structural frame will be steel and the floors metal deck and concrete. Most of the exterior wall will be simple flat wall and lightweight exterior finished insulation system. At the main and emergency entrances the architecture has been highlighted with metal panels and glazed walls. Interior partitions are metal stud and drywall with a painted finish. The primary floor finish is vinyl composition tile, with some carpeting in select areas. In general, the facility has been designed to support the basic medical mission with reasonable fiscal responsibility. Energy Considerations The new hospital design utilizes common energy saving applications. The energy plant is located in the new hospital to eliminate utility travel distances and to facilitate maintenance, and be central to the redeveloped campus. The exterior walls are constructed with an insulation system. Windows will be double glazed. Heat will be Merrithew Memorial Hospital KMD ' Martinez, California M DESIGN DEVELOPMENT PHASE EXECUTIVE SUMMARY recovered from the generators. Administrative areas will be programmed to shut down after hours. There are separate boilers for steam generation and heating, and circulating domestic hot water. This facility does not contain any expensive high tech or experimental equipment. Energy conservation in hospitals is a goal. 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