HomeMy WebLinkAboutMINUTES - 12141993 - 1.89 TO: BOARD OF SUPERVISORS Contra
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CostaFROM:
Phil Batchelor, County Administrator County
DATE: c?srq-co----TJ
December 14, 1993
SUBJECT:
Monthly Report on the Merrithew Hospital Replacement Project,
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND:JUSTIFICATION
RECOMMENDATION
Acknowledge receipt of the monthly report prepared by O'Brien-
Krietzberg & Associates, Construction Managers on the status of the
Merrithew Memorial Hospital Replacement Project.
BACKGROUND
The contract for construction management with O'Brien-Krietzberg &
Associates for the Merrithew Memorial Hospital Replacement Project
requires a monthly status report to be filed with the Project
Director in the Office of the County Administrator. Copies of the
monthly report are provided to the Clerk of the Board and the Board
of Supervisors for information purposes .
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CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
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SIGNATURE(S):
ACTION OF BOARD ON December 14, 1993 APPROVED AS RECOMMENDED XX OTHER
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VOTE OF SUPERVISORS
XX _ _ 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.
DeRoyce Bell (646-409'3) ATTESTED December 14, 1993
Contact: F. Pugl is i, HSD (via CAO) PHIL BATCHELOR,CLERK OF.THE BOARD OF !
CC: J. Campbell, OKA (via CAO) - SUPERVISORS AND COUNTY ADMINISTRATOR
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CONTRA COSTA COUNTY
Merrithew' Memorial Hospital Replacement
Progress Report No. 14
November 15 , 1993
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O'Brien-Kreitzberg
' O'Brien-Kreitzberg Professional Construction Managers
1 .
' November 15, 1993
DeRoyce Bell
Deputy County Administrator
Contra Costa County
651 Pine Street, 11th Floor
Martinez, CA 94553
SUBJECT: MERRITHEW MEMORIAL HOSPITAL REPLACEMENT,2500 ALHAMBRA
AVENUE, MARTINEZ; Progress Report No. 14
Enclosed for our use and distribution is the Monthly Progress Report for the Contra Costa Count
Y Y b P . Y
Merrithew Memorial Hospital dated November 15, 1993. The report contains information based
upon data through October 1993.
Sincerely yours,
John Campbell
Project Manager
NO V 1501.121
JC:mc
File: A2.1.1
A7.2
O'Brien-Kreitzberg&Associates, Inc. Bayside Plaza
Telephone(415)777-0188 188 The Embarcadero
Fax (415)777-3023 San Francisco, CA 94105
Q
DISTRIBUTION LIST
aCONTRA COSTA COUNTY
BOARD OF SUPERVISORS Tom Powers
Jeff Smith
Gayle Bishop
Sunne Wright McPeak
Tom Torlakson
COUNTY ADMINISTRATION Phil Batchelor
DeRoyce Bell
MERRITHEW MEMORIAL HOSPITAL Mark Finucane
Frank Puglisi
GENERAL SERVICES DEPARTMENT Barton Gilbert
Robert Hill
ARCHITECT
Kaplan/McLaughlin/Diaz Jim Diaz
CONSTRUCTION MANAGER
O'Brien-Kreitzberg & Associates File A7 .2
John Campbell
Rob Robinson
' Laurie Togashi
' TABLE OF CONTENTS
SECTION
I . EXECUTIVE SUMMARY
II . PROJECT DESCRIPTION
III. PROJECT INFORMATION AND STATUS
A. '-SCHEDULE
B. COST
C. ISSUES
EXECUTIVE SUMMARY
Project Scope:
The'new building is to be located at the site of the hospital. Equipment Planning/Budget:The equipment planning consultant
This five story, 210,000 sq. ft. new building will house the has prepared database evaluations for hospital operations of
following:Inpatient Nursing for Medical,Surgical,Geriatrics, inventoried equipment. A budget deficit for equipment exists;
Obstetrics, Labor/Delivery, New Born Nursery, Intensive the budgeted amount is $8,882,675, the anticipated cost prior to
Care; Emergency; Crisis; Medical Imaging; as well as the application of existing inventory savings is$15,446,878;the
necessary administration and support functions. savings suggested by the Equipment Consultant as a result of the
inventory is $2,213,573, the remaining deficit is $5,859,517.
Issues/Actions: The hospital is presently evaluating additional equipment, that
OSHPD has approved Bid Package I and II. Bid Package III selected by the consultant, and other mitigating options.
was submitted to OSHPD on May 10, 1993 and is under
Trailer Relocation/Teamsters Building: The hospital site
review at this time.
contains trailers which are required to be relocated as a result of
The abatement of asbestos-containing materials is seventy Bid Package 2. County GSD has prepared one option; the
(70%) percent complete, the balance of the work is on hold relocation and development of modular buildings on the Hospital
due to the delay of the award of Bid Package 1. Abatement Campus. A second option is under evaluation;a Lease/Purchase
of"G"Ward is concluded with the exception of the new office agreement of the Teamsters Building. A hazardous materials
and kitchen spaces, this should be concluded during the week analysis has indicated that the sub-soil contains petrochemical
of November 15, 1993 with the abatement in "H" Ward materials. These results preclude the County from entering into
' beginning at the completion of BPI work, approximately a Lease/Purchase, a lease of office suites and parking will be
January or February 1994. pursued. The hospital will evaluate other County properties as
Bid Package No. 1 was authorized for award by the County. well as other adjacent Lease/Purchase opportunities.
A pre-construction conference was conducted and the Notice Schedule:
to Proceed issued on October 4, 1993. The project duration The Project is on schedule per the Master Schedule. It should be
is ninety(90)calendar days. This nroiect was rebid due to the noted that the re-bid of Bid Package No. i may have an impact
lack of compliance on the part of the initial bidders with the on Bid Packaze Nos. 2 and 3. The renovation of"G" Ward is
County's MBE/WBE program. This delay may result in on the schedule critical path and work around approaches for
delays of BP2 and 3 (see BP2 for additional information). BP2 will need to be developed.
Bid Package No.2 was authorized for award by the County on
October 5, 1993. The contractor has prepared bonds, Cost:
insurance certificates and executed the contract at this time. The total project budget remains at$81,841,000 approved by the
A meeting will be conducted on November 19, 1993 with County Board of Supervisors. See Cost Summary below for
' representatives of the contractor to evaluate BP2 Contractor's additional details.
Schedule as it relates to other site activities. The
establishment of the Notice to Proceed date will come as a
' result of that meeting.
Schedule Duration Plan Plan Cost
Summary (Calendar Days) Start Complete Summary:
Schematics 384 02-12-91A 03-02-92A 2.0 Consultant Services $78,621,597
3.0 County Staff 644,000
Design Dev. 225 03-02-92A 10-13-92A 4.0 Permits, Printing&Misc. 2,103,612
5.0 Construction 52,061,579
Construction Doc. 6.0 Furnishings & Equipment 9,004,000
a. Phase I 56 10-13-92A 12-08-92A 7.0 Communications 1,000,000
b. Phase II 70 10-13-92A 12-22-92A 8.0 Contingencies 8,406,212
c: Phase III 206 10-13-92A 05-07-93A Total $81,841,000
OSHPD Review
a. Phase I 128 01-18-93A 07-05-93
b. Phase 11 191 01-18-93A 07-28-93A
c. Phase III 329 05-07-93 05-02-94
Construction
a. Phase I 90 10-04-93A 01-10-94
b. Phase 11 244 11-04-93 07-06-94 A = Actual
c. Phase 111 909 08-04-94 01-29-97 * = Calendar Days
II PROJECT DESCRIPTION
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 first 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) .
Q Fourth Floor • Geriatric Nursing Unit (8 beds) , Medical
u 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) , and Post-
Partum Nursing Unit (22 beds) .
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III PROJECT INFORMATION AND STATUS
A. SCHEDULE
1. Progress
CONSTRUCTION DOCUMENTS
See the attached Master Schedule, page one and two for an over view
summary. The construction documents are being prepared as three
separate and distinct bid packages. The bid packages consist of the
' following elements .
Phase I : Minor alterations to Ward E at the Psychiatric Crisis
' Unit, Ward G; for the eventual temporary relocation of Geriatrics,
Ward J; demolish the existing covered recreation area and construct
a new space on the opposite side of the building, also construct
required fire protection features due to adjacency of new building.
Phase II: Demolish the existing paint shop building, widen road #
four, demolish buildings H and L, remove all civil features such as
streets, retaining walls, foundations, and utility services which
have not been relocated as an additional part of the scope of this
phase. Install new primary utility services, and perform excavation
to the extent possible without the necessity of installing shoring.
Construct a new garden at "J" Ward and revise the outdoor
recreation area at "I" Ward.
iPhase III : Construct the new hospital, associated site hardscape
and landscape.
Bid Package No. 1 has undergone review and comment by The Office of
Statewide Health Planning and Development (OSHPD) . The review of
back check comments for Bid Package 1 occurred on Thursday, May 14,
1993 -at OSHPD' s offices in Sacramento. OSHPD required additional
structural documentation which was reviewed on May 26, 1993
resulting in OSHPD' s approval of Bid Package 1. OSHPD has required
' a separate building application No. and check submission for Bid
Package No. 1 . The County Board of Supervisors approved these plans
and specifications on June 8, 1993 and authorized that they be
' submitted for bidding. Bids were returned on Thursday July 8, 1993
and underwent review by the County contract compliance officer. It
was determined that the three (3) low apparent bidders failed to
meet the County' s MBE/WBE goals and also failed to demonstrate. a
good faith effort. The project has undergone rebidding with bid
receipts received on August 27, 1993 . The County Contract
Compliance Officer has indicated that the low apparent bidder has
complied with the county MBE/WBE program and has recommended that
the contract be awarded. Board documentation has been prepared, the
1 Page 1
Contractor contacted for the preparation of Bonds and Insurance
Certificates . Submission to the County Board of Supervisors
' occurred on September 14, 1993 . A pre construction conference was
conducted on September 30, 1993 and a notice to proceed was issued
on October 4, 1993 . Progress Meeting No. 1 was conducted on October
11, 1993 . The rebid process has caused a delay in the start of work
' for this Bid Package and the potential for delays to Bid Package
No. ' s 2 and 3 . "G" Ward renovation is on the critical path and Bid
Package No. 2 will require a work around plan. The Abatement of
' Asbestos work is presently on hold due to the late start of Bid
Package No. I and will reguire additional costs for added
mobilization activities.
Bid Package No. 2 has undergone review and comment by The Office of
Statewide Health Planning and Development (OSHPD) . OSHPD has
submitted the first round of' comments to KMD for action on Bid
Package No. 2 at this time. The review of back check comments for
Bid Package 2 occurred on July 28, 1993 at OSHPD' s offices in
Sacramento and was subsequently approved. Bid Package No. 2 is
considered part of the major construction program.and was accepted
by OSHPD under the present project No. and no additional fees were
required at the time of submission, this portion of work is known
a as Increment No. 1 . The approval of the Plans and Specifications
and authorization for bidding by the Board of Supervisors occurred
August 10, 1993. The pre-bid conference, and two site tours were
conducted on August 25, August 31 and September 7 respectively.
Bids were received on September 9, 1993. The County' s Contract
Compliance officer has determined that the low apparent bidder has
complied with the County MBE/WBE program and recommended award. The
County Board of Supervisors met on October 5, 1993 and authorized
the award of the contract to the low apparent bidder. At this time
the executed contract from the general contractor has been received
and authorized by County Administration. As a result of the delay
to Bid Package No. 1 the schedule will require evaluation to
determine the correct timing for the issuance of the Notice to
Proceed. A meeting with representatives of the Bid Package No. 2
Contractor has been scheduled for Friday, November 19, 1993 at 2 : 00
P.M. to review the status of the Bid Package No. 1 Contractor and
develop a schedule that will best serve the Project as a whole.
The Application for Bid Package 3 has been prepared. Document
completion for Bid Package 3 occurred on May 7, 1993 with printing
immediately there after. Documents were then delivered to OSHPD
and stamped in' as having been received on May 10, 1993 to begin the
review process. Additional reviews have been undertaken by the User
Group, County and Project Management, all comments have been
transmitted to KMD for review and comment. The initial meeting at
OSHPD' s offices in Sacramento occured to review the initail back
check comments prepared by OSHPD. KMD has distributed all comments
to their consultants as well as the Hospital for review and
p comment/correction. OSHPD has requested that the Hospital prepare
a Program Flexibility Request regarding the use of latching doors
Page 2
at water closet locations, the initial program utilizes cubical
curtians in ICU, Step Down and Pediatrics . The intent is to provide
greater safety for these patients which require greater
observation. A "Draft" Program Flexibility has been prepared and
submitted to the Hospital and KMD for review and comment. This
should be approved and not effect the project schedule and cost in
' any way. KMD is evaluating additional comments that effect Surgery
and Crisis Units . It was understood by the Design team ,during
meetings with OSHPD durings meetings at their offices in October
1992 that the two noted departments would be designated Special
Use, it appears that OSHPD has now reversed their earlier decision.
KMD will need to report on the specific impact of these changes .
Refer to the attached schedule for additional detail specific to
the tasks and durations .
' CONSULTANT AGREEMENTS
KMD' s Contract has been amended to date as follows : Contract
Amendment No. 1 incorporated the services of a Communications
Consulting firm. Contract Amendment No. 2 incorporated the services
of a Radiation Physicist Consultant. Contract Amendment No. 3
incorporated the services for Signs and Graphics, Value Engineering
Meetings, Value Engineering Changes and Medical Equipment
Specifications . Contract Amendment No. 4 incorporated the results
as presented by the Project Communication Consultant, of "Combined
Option B" . Contract Amendment No. 5 secured the services of a
Security Systems Consultant. The Contract Documents phase has been
extended by twenty one (21) calendar days . Contract Amendment No.
6 accepted the option for Bidding and Construction Administration
services as well as authorized the following added services :
Construction Administration for Signage and Graphics and Security;
a new main water service; a new garden at "J" Ward and; additional
meeting at OSHPD. KMD has noted that they will be submitting
documentation to cover Added Services associated with Extra Work as
a result of hidden conditions discovered during the excavation of
' the new covered outdoor recreation area at J Ward. The survey
documents indicated that all utility lines were under the adjacent
side walk, however they are in conflict with the footing for the
new wall enclosure.
Harding Lawson Associates (HLA) has been requested to prepare
response documentation to The California Department of Mines and
Geology. The response has been prepared in accordance with
direction from The Office of Statewide Health Planning and
Development and submitted to OSHPD and The California Department of
Mines and Geology (DMG) . The California Department of Mines and
Geology initial review of the Project Soils and Geology report
indicated that excessive requirements would be imposed on the
project which have the potential for significant impacts to the
Project Budget and Schedule.
Page 3
The Project Design and Management Professionals have experienced
similar DMG requirements on previous projects that have been
mitigated with no impacts .
The DMG has responded a second time to HLA' s justification of the
present design. Meetings among the Design and Project Management
team have been conducted to assess options and plot a course of
action. The first action item is to conduct additional Geotechnical
investigations, this will consist of drilling a single soil boring
on the present Hospital site in the area of the new building to a
depth of two hundred (2001 ) feet. It is the opinion of the
Consultant Team that the information gathered will resolve the
issues raised by DMG. Additional options are undergoing evaluation
and planning in the event that the additional Geotechnical analysis
is inconclusive.
If the 'DMG interpretation prevails over HLA, the building design
would require change with delay and cost impact to the project.
On May 27, 1993 the California Department of Mines and Geology
accepted the final report from Harding Lawson Associates, noting
that all of the issues raised by CDMG had been adequately responded
to and no additional information would be required.
The Asbestos Abatement Consultant Report has been received and
distributed to all pertinent members of the project team.
Containment and Removal Specifications have been developed. The
assumptions made during the preparation of the Project schedule are
consistent with the reported findings. No impact to the Project
Schedule is anticipated. The specifications for the containment and
removal of Asbestos Containing Materials have been completed, a
Request For Proposal has been prepared for solicitation from
Asbestos Mitigation Contractors approved by the County. The County
Board of Supervisors approved the plans and specifications and
authorized bidding on May 25, 1993 . A pre-bid meeting was conducted
on June 9, 1993 with bids returned on June 24, 1993 . Bids have been
reviewed for compliance with the plans and specifications, the low
apparent bidder has been recommended for rejection and the second
low apparent bidder has been recommended for acceptance. This will
be presented to the County Board of Supervisors on July 27 , 1993 .
The Board has evaluated the bids and referred the protest to County
Council . The second low apparent bidder has been awarded the
project, review of Bond and Insurance documents is complete with
award of contract occurring on August 10, 1993 . Due to the re-bid
of BP No. I work on the Asbestos Abatement and the Clinical
Hvaienist has come to a halt pending the award of BP I and the
subsequent layout for demolition activity in "G" Ward. The layout
of demolition work is scheduled to start on October 11, 1993 , some
exploratory demolition will occur to determine the exact limits of
Asbestos Abatement. The abatment work was able to begin as
rescheduled. Mitigation is complete with the exception of one
space, this _work will occur during the week of November 15,
aPage4
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1993 .The abatement work is now on hold for the completion of G Ward
construction and the relocation of patients from H Ward. This is
' anticipated to occur in January or February of 1994 .
The RFP process for the County for equipment planning and
' procurement services has concluded. The submission of the
solicitation was behind schedule, a portion of the work however had
been negotiated with KMD to mitigate any impact to the project
schedule overall. Ranking of the responding firms is concluded.
Contract Documents have been prepared for Facilities Development
Incorporated and submitted to County Counsel for review and
i comment. The submission to the County Board of Supervisors occurred
on May 4, 1993 and was subsequently approved. A kick-off meeting
has been conducted and the inventory of existing equipment has
concluded with the results submitted on July 1, 1993 . This has been
' submitted to the hospital for review. Pricing of the inventoried
items has been completed at the initial level, this includes reuse
of all excellent, good and fair items and excludes poor categories .
This is priced on a lump sum basis and broken down by department.
Cost by category by department has been submitted by the
Consultant, FDI. The Hospital has requested that this information
be submitted utilizing various data base sorts for analysis . This
has been prepared and submitted as requested. A department by
department review of the Equipment list is on going at this time,
results at approximately 80o have been reviewed with the consultant
for revisions and status update. Upon on completion a revised
budget will be prepared, the current status is included in this
report as an attachment. The departmental reviews concluded to date
are: Admitting, Security, Crisis, Emergency, Geriatric, ICU,
Imaging, Pharmacy, Materials Management and Central Supply, Medical
Records, Nursery, Nursing Unit Family, Nursing Unit Surgical,
Outpatient Recovery, Respiratory Care, Step-Down Unit, and
Volunteer Services .
' SITE ISSUES
There are six (6) single and double wide trailers on the site
serving as office space. These trailers require relocation in
' preparation of Bid Package No. 2 work. Alternative locations have
been considered with associated cost impacts . The associated cost
estimates exceed the Project Budget line item. The total available
trailer space appearers to be less than the space required to
fulfill Hospital operational needs. Alternative locations of
available vacant space are undergoing consideration by the County
and Hospital . One option which is under evaluation is the Teamsters
Building on Alhambra Ave. . A lease/purchase is being actively
perused. The County General Services has assigned an Architect to
prepare preliminary studies and a Hazardous Materials investigation
is under way at this time. The results of the Hazardous Materials
investigation has determined that the soil at the site contains
Page 5
petroleum products, the mitigation measures and their associated
costs have been determined and this information has been evaluated
' to determine that the Lease/Purchase is not a viable option. With
respect to the on-site relocation of the trailers, the Hospital
developed several scenarios and subsequently selected option 3 .
' This option consists of relocation of one double wide unit and the
construction of a new modular building. All remaining trailers
would be removed from the Hospital campus . At this time the
associated planning for these tasks is complete and pending
' submission to the Board if necessary. The Hospital has also
developed a work around option to mitigate any Project Schedule
impacts . These activities will require careful monitoring for
compliance with schedule parameters due to the potential impact to
Bid Package No. 2 .
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III PROJECT INFORMATION AND STATUS
B. COST
1. Project Budget/Actual Cost
The architect ' s estimates of Construction and Furnishings and
Equipment costs were incorporated into the project budget.
The Construction Budget was revised to reflect the net
estimated reduction for incorporation of Value Engineering
items . Professional Liability Insurance has been shifted from
2 . 0 Consultant Services to 4 . 0 Permits, Printing, & Misc. .
The estimated amount for Signage and Graphic Services has been
moved from 6 . 0 Furnishings & Equipment to an actual cost for
the service under 2 . 0 Consultant Services . 2 . 0 Consultant
Services has been revised to reflect actual costs for
additional consultant services. All savings associated with
a the above revisions has flowed to 8 . 0 Project Contingencies.
See the attached budget and actual cost report for details.
a 2. Pending Solicitations
a. Testing Laboratory Services (through the Construction
Manager) . COMPLETED
b. Bid Package No. 2 COMPLETED
3. New Contract Amendments
aa. O'Brien-Kreitzberg Project Management services for Bid,
Award and Construction Phases was authorized by the
County Board of Supervisors on September 21, 1993 . This
ammendment has sublequently been reviewed and accepted by
County Counsel and has been submitted to O'Brien-
Kreitzberg' s Corporate office for review and execution.
4. New Contracts
a a. Bid Package No. 1 authorized b the County Board of
g Y
Supervisors on September 14, 1993 .
b. Bid Package No. 2 authorized by the County Board of
Supervisors on October 5, 1993 .
Refer to attached Project Budget for additional detail .
Q Page 1
1
i
5. Pending Contract Change Orders
Da. Asbestos Abatement, $1, 657 . 78, for decontamination of
abandoned equipment and materials locate in the "Old
Paint Shop Equipment and materials were contaiminated
by deteriorated falling friable pipe insulation.
b. Two Field Orders have been issued to date to the Bid
Package No. 1 Contractor. They are for the following work
1) investigation of the hidden underground pipe
conditions at J Ward new outdoor covered recreation area.
' The result of this investigation resulted in a direction
of relocation of the pipes which conflict with the
footing of the new concrete masonary unit wall . Field
' Order No. 2 subsequently provided direction to the
Contractor for the method of relocation. This work is
being done on a Time and Material (T&M) basis with a not
to exceed cost of approximately $17, 000 . 00 . Further cost
evaluation is underway.
D
D
D
D
D
D
D
D
Page 3
1
O'BRIEN-ILREITZBERG Professional Construction Managers
MERRITHEW MEMORIAL HOSPITAL REPLACEMENT
PROJECT BUDGET OCTOBER 12, 1993
eL5i,
w.r-. ,-,et.•`."�:.. �4"..,2,
K,
1.0 LAND ACQUISITION
2.0 CONSULTANT SERVICES
2.01 Architect/Engineering $4,210,000 $4,295,111 $4,295,111
2.01.1 Acoustical&Communication Consultant $39,875 $39,875
2.01.2 Equipment Planner $25,500 $25,500
' 2.01.3 On-Site Verification&Measurement $40,000 $40,000
2.01.4 Rendering For Displays $7,225 $7,225
2.01.5 Reimbursables $198,000 $198,000
2.01.6 Liability Insurance $433,000
2.01.7 Communication Coordination $49,750 $49,750
2.01.8 Communication Consultants $30,000
2.01.9 V. E. Meetings $10,961
2.01.10 V. E. Changes $57,225
2.0 1,11 Signs and Graphics $47,950
2.01.12 Radiation Physicist $3,500
' 2.01.13 Medical Equipment Specifications $16,500
2.01.14 Communication"Combined Option B" $5,910
2.01.15 Security Consultant $12,695
' 2.01.16 Signage& Graphics C.A. $10,900
2.01.17 Security System C.A. $3,200
2.01.18 New Main Water Service $7,994
' 2.01.19 New Garden @ "J"Ward $12,271
2.01.20 Additional OSHPD Meetings $10,400
2.02 Soil Engineering $100,000 $100,000
2.03 Testing Services $250,000 $250,000
' 2.04 Construction Managment $3,588,000 $3,415,000 $3,778,440 1
2.05 Asbestos Abatement Consultant $10,000 $23,100
2.06 Survey $30,000 $30,000
' SUBTOTAL,CONSULTANT SERVICES $7,798,000 $8,893,461 $9,066,507
' 3.0 COUNTY STAFF
3.01 Architectural Division $164,000 $164,000
3.05 County Administrative Office $480,000 $480,000
' SUBTOTAL COUNTY STAFF $644,000 $644,000
8 O'BRIEN-KREITZBERG Professional Construction Managers
MERRITHEW MEMORIAL HOSPITAL REPLACEMENT
PROJECT BUDGET OCTOBER 12, 1993
a4.0 PERMITS, PRINTING, & MISC EXPENSES
4.01 Encroachment Permits $0 $0
4.02 Traffic Mitigation $0 $0
a 4.03 OSHPD Permits $957,000 $957,000 $957,000
4.04 Printing
4.04.1 Bid Package 1 $50,000 $50,000
4.04.2 Bid Package 2 $50,000 $50,000
4.04.3 Bid Package 3 $100,000 $100,000
4.04.4 Other Printing $15,000 $15,000
4.05 Utility Connections $132,000 $132,000 $132,000
4.06 Relocation &Temporary Parking $352,000 $137,000 $137,000
4.06.1 Asbestos Removal H & L Wards $175,000 $48,190
4.06.2 Relocate Office Trailers $40,000 $40,000
4.07 Liability Insurance $447,612
SUBTOTAL PERMITS,PRINTING,& MISC $1,441,004 $1,656,000 $1,976,802
5.0 CONSTRUCTION
5.01 Bid Package 11 (Make Ready Phase) $3,136,000 $1,390,000 $1,124,644 2
a 5.02 Bid Package III (Building) $44,050,000 $46,321,000 $44,833,579
5.03 Bid Package I (Remodel Wards E, G, I &J) $655,000 $508,000 $270,400 3
5.04 Design Contingency $2,386,000 $2,337,000
e5.05 Construction Escalation $3,056,000 $2,993,000
SUBTOTAL CONSTRUCTION $47,841,000 $53,661,000 $51;558,623
6.0 FURNISHINGS&EQUIPMENT
6.01 Furniture, Fixtures, & Equipment $9,337,000
6.01 Owner Furnished - Contractor Installed $741,000 $741,000
6.02 Owner Furnished - Owner Installed Over$4,000 $5,278,675 $5,278,675
6.03 Furniture Over$4,000 $750,000 $750,000
6.04 Taxes, Freight, & Installation $1,633,000 $1,633,000
6.05 Signage And Graphics 200,000 SF @$1.50/SF $300,000 $300,000
6.06 Signage& Graphics Consultant $90,000
6.07 Medical Equipment Consultant $301,325 $180,000
SUBTOTAL FURNISHINGS & EQUIPMENT $9,337,000 $9,094,000 $8,882,675
1
O'BRIEN—KREITZBERG Professional Construction Managers
1
MERRITHEW MEMORIAL HOSPITAL REPLACEMENT
PROJECT BUDGET OCTOBER 12, 1993
DE�� i ��r'+���� �1Y�. ��YQ �.r�'L,h'!'� TM E ��z'*1}� ,!� dV„_T1GiI���.s, r• ate'L�����5 1.:. F tUP�A�ElR`;,t �R,
7.0 COMMUNICATIONS
7.01 Telephone System (Instruments& Equipment) $500,000 $500,000
7.02 Other Systems (CCTV, Security,Ambulance, Intrusion, Etc) $500,000 $484,105
SUBTOTAL COMMUNICATIONS $1,000,000 $984,105
8.0 PROJECT CONTINGENCY
8.01 Consultants $300,000 $234,425
8.02 County Staff $360,000 $360,000
8.03 Permits& Miscellaneous $161,000 $161,000
8.04 Construction $2,683,050 $3,312,816 4
8.05 Furn, Fixtures, & Equip
8.06 Miscellaneous $6,642,000 $3,388,489 $4,538,722 5
8.07 Medical Equipment Consultant $121,325
SUBTOTAL PROJECT CONTINGENCY $6,642,000 $6,892,539 $8,728,288
9.0 FINANCE
9.01 Escalation $8,782,000
SUBTOTAL FINANCE $8,782,000
TOTAL BUDGET $81,841,000 $81,841,000 $81,841,000
Contra Costa County
Merrithew Memorial Hospital
Project Budget Revisions
October 12, 1993
1) Transfer $363 , 440 . 00 from 8 . 0 PROJECT CONTINGENCY 8 . 06
Miscellaneous to 2 . 0 CONSULTANT SERVICES 2 . 04
Construction Management.
' 2) Transfer $265, 356 . 00 from 5 . 0 CONSTRUCTION 5 . 01 Bid
Package II (Make Ready Phase) to 8 . 0 PROJECT
CONTINGENCY 8 . 04 Construction.
' 3) Transfer $237, 600 . 00 from 5 . 0 CONSTRUCTION 5 . 03 Bid
Package I (Remodel Wards E,G, I&J) to 8 . 0 PROJECT
CONTINGENCY 8 . 04 Construction.
' 4) Increase 8 . 0 PROJECT CONTINGENCY 8 . 04 Construction by
$502, 956 . 00 (see items 2 & 3 above)
5) Decrease 8 . 0 PROJECT CONTINGENCY 8 . 06 Miscellaneous by
$363 , 440 . 00 (see item 1 above)
' Page 4
1
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III PROJECT INFORMATION AND STATUS
B. COST
2. 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 of the construction and to reconcile the differences . The
D final reconciled estimate of the cost of construction is
$52 , 025, 000; plus a contingency of $2, 683 , 000 for a total. of
$54, 708, 000 . The Architect must update the estimate for the
Construction Document Bid Package No. 3 . The Estimate has been
revised to reflect those Proposed Value Engineering Recommendations
accepted by KMD, CCC, and MMH. The Estimate needs to account for
the Design Contingency. A summary of the estimate is as follows:
SYSTEMS SUMMARY SK
Foundations 2, 003
Vertical Structure 1, 940
Horizontal Structure 3, 910
Exterior Closure 4, 259
Roofing & Waterproofing 410
Interior Partitions 4, 438
Interior Finishes 1, 795
Equipment & Specialties 4, 325
Vertical Transport 1, 274
ll Plumbing 3 , 344
HVAC 6, 380
Electrical 5, 246
Fire Protection 659
Building Cost 39, 983
V.E. Recommendations ( 1, 506)
n Site Work 2, 496
�1 General Conditions 3 , 398
Overhead & Profit 1, 835
Remodel Wards 508
Design Contingency 2, 336
Escalation 2 , 975
Total 52, 025
Construction Contingency 2, 683
a
III PROJECT INFORMATION AND STATUS
C. ISSUES AND ACTIONS
SUMMARY OF ISSUES
1 . GENERAL ISSUES
a. Asbestos Abatement
b. Miscellaneous Design Issues
2 . CONTRACT DOCUMENT REVIEW
a. Constructibility Review & Check Estimate
b. Equipment Coordination Review
3 . SITE ISSUES
a. Trailer Relocation
4 . HOSPITAL BUILDING
a. Study and cost estimate for noise mitigation at existing
buildings .
D b. Bid Package No. 1
C. Bid Package No. 2
a5 . EQUIPMENT PLANNING AND PROCUREMENT
a. Imaging Department Equipment RESOLVED
D b. Other Departmental Requirements
C. Equipment Budget
a
a
a
1 . GENERAL ISSUES
' a. ASBESTOS ABATEMENT
Issue: The Hospital campus contains structures which will
' be required to be demolished. The demolition is to
occur during the make ready phase of construction.
The first step required prior to the demolition
will be to secure and remove all materials
containing asbestos.
Action: The Assessment of Suspect Asbestos Containing
Material report from Clayton Environmental
Consultants has been received and distributed to
Hospital Operations, County Management and GSD and
the Design Consultant team. Clayton Environmental
has prepared the Specifications for the Containment
and Removal of Asbestos Containing Materials . A
Request for Proposal has been prepared and has been
sent to those Contractors recognized and approved
by the County for work of this nature. The County
Board of Supervisors approved the plans and
specifications and authorized that the project be
bid on May 25, 1993 . A pre-bid conference was
conducted on June 9, 1993 and bids were received on
June. 24, 1993 . The low apparent bidder has been
recommended for rejection due to lack of MBE/WBE
participation or the demonstration of a good faith
effort. The second low apparent bidder was
recommended to be contracted for the work. The
County Board of Supervisors reviewed the
recommendations and the protest filed by the
apparent low bidder on July 27, 1993 . The Board
authorized entering into a Contract with the second
low apparent bidder. The bidder' s Bonds and
Insurance Certificates have been received and the
a Contract award occurred on August 10, 1993 . The
Notice to Proceed was issued to the Contractor on
August 16, 1993 . Work completed to date consists of
complete abatement of the "Old Paint Shop" and "L"
Ward with the exception of roofing material, and
all flooring and piping insulation in "G" Ward with
the exception of the new office and kitchen area.
Q This represent seventy (70%) percent of the
U contract scope. Completion of "G" Ward construction
is now required so that the patients presently
occupyinct "H" Ward might be relocated. The
relocation of patients is anticipated in January or
February of 1994 .
Stats : One Potential Change Order, $1, 657 . 78 .
Page 1
a
b. MISCELLANEOUS DESIGN ISSUES
Issue: From the Design Development Phase to the
development of Construction Documents, there is a
natural tendency to discover items such as : a
' better design approach, items which were omitted,
or changes in technology or user preference.
Action: The items which surfaced totaled approximately
fifty (50) in number. Each item was cataloged,
reviewed as to impact to project schedule and
' budget and decisions were made and communicated to
KMD. These items are being dealt with on a case by
case basis as they occur. The intent is to submit
as complete a set of Construction Documents as
possible. The resolution of "GAP" items is ongoing,
the Construction Manager is meeting weekly with the
Design Team to conclude all items prior to bid and
to allow for the increased cost in the budget. The
Construction Manager met with KMD on September 29,
1993 to review the following issues : 1) Gap items,
the list of gap items has been updated to reflect
the outstanding issues 2) Deferred approvals, KMD
is to reevaluate all Contractor
Furnished/Contractor Installed items for compliance
with OSHPD seismic anchorage details and
calculations, the CM has forwarded a complete
equipment list to KMD for evaluation of all other
equipment categories 3) Bid Package No. 3 estimate
from KMD, KMD is in the process of finalizing the
estimate and anticipates delivering it to the
County by mid October, "DRAFT" has been received
D and reviewed, comments have been provided to KMD 4)
Management of Bid Package No. 1 Contract, the CM
presented their QA/QC manual to KMD for review and
comment, the process for review and comment on
submittals, RFP s, applications for payment, and
all other documents was coordinated.
D2 . CONTRACT DOCUMENT REVIEW:
a. CONSTRUCTIBILITY REVIEW AND CHECK ESTIMATE
Issue: The Construction Management firm is required, at
the completion of Contract Documents to perform an
Estimate Check and Constructibility Review.
Page 2
D
i
Action: The Project Manager has assembled and directed a
team with expertise in civil, architectural,
structural, mechanical, and electrical work;
scheduled meetings and is in the process of
preparation of reports and will distribute findings
by June 16, 1993 . The team is seeking to answer
this question: Do the documents communicate
sufficient information for bidding purposes? All
comments have been submitted to KMD, a meeting to
review all comments and distribute the findings is
pending at this time. KMD has prepared responses to
the User Reviews as well as the Constructibility
comments. KMD' s responses have been distributed in
the following manner: 1) . a review was conducted
with hospital administration to review the status
of each comment, they have now been distributed to
the individuals which created the comments
initially requesting additional information if
necessary (such as specific equipment manufacture
design and installation documents) 2) the CM has
reviewed the Constructibility Comments and KMD' s
responses, a letter of recommendation will now be
drafted to the County requesting that direction be
provided to KMD for some document revisions (such
as the addition of pipe sizes on Plumbing Sheets in
a addition to the information provided on riser
diagrams) .
b. EQUIPMENT COORDINATION REVIEW
Issue: As a result of reviewing equipment, new versus
existing, manufacture types and quantities and
specific locations with in each space cnstruction
document coordination items have surfaced.
a Action: The Construction Manager, Hospital Administrative
Representative, Cost Center Manager and in some
cases the Physican Manager have reviewed the
D following departments to date: Admitting, Security,
Crisis Unit, Emergency, Geriatric, ICU, Imaging,
Pharmacy, Materials Management and Central Supply,
Medical Records, Nursery, Nursing Unit Family,
D Nursing Unit Surgical, Outpatient Recovery,
Respiratory Care, Step Down Unit, and Volunteer
Services . All equipment and plan comments are being
noted for transmission to the respective
consultants for action. An initial meeting has
occured with the equipment planning consultant,
a they have begun the process of revising the
equipment list. When complete this will be
distributed to all cost center managers for review
as an audit function.
Page 3
3 . SITE ISSUES
a. TRAILER RELOCATION
Issue: The site contains approximately six (6) trailers of
various sizes and ages . In order to construct the
new hospital these trailers will require
relocation. The ability to relocate them, the new
' location and the cost needs to be determined. The
problems which exist are as follows : the site is
limited as to potential locations, the Hospital
requires more space than is available from the
present trailers, the estimated costs exceed the
budget due to ADA requirements imposed as a result
of the trailers relocation.
Action: The Hospital is pursuing two parallel options for
the trailer relocation project. These options are
as follows: 1) the Hospital has prepared three
scenarios for the on-site relocation of services,
the Hospital has then selected option no. 3 ,
consisting of the relocation of a double wide,
existing coach, and the development of a new
modular building, all other existing trailers would
be removed from the site 2) enter into a
lease/purchase arrangement with the Teamsters for
the use of their building on Alhambra Ave. The
Hospital Financial Director is evaluating the most
cost effective approach. This activity is on the
Project critical path and has the potential for
impacting the Project Schedule. All design work
associated with on-site option no. 3 has been
completed and approved, bidding is pending the
outcome associated with the lease/purchase of the
D Teamster' s building. The County General Services
Department has selected an Architectural firm to
develop plans and specifications for the Teamster' s
Building. Investigation of the Teamster' s building
and site for hazardous materials has concluded at
this time, the building and site underwent
investigation specifically for Asbestos containing
materials and petro-chemical products since the
site contained a service station at one time.
During soil borings petrochemical odors were
detected, the materials have been submitted to a
laboratory for analysis. The results of the
laboratory analysis have indicated that the
underground soil contains petrochemical materials
which would require mitigation, the extent and cost
is unknown at this time. The County has evaluated
the cost of mitigation as it relates to the
Opurchase price and determined that it is not
Page 4
feasible to enter into a lease purchase agreement
for the building. County lease management is now
persuing the lease of a suite of four (4) offices
and some parking. The County and Hospital are also
evaluating other avaliable County leased or owned
space or other sites adjacent to the campus which
are avaliable for lease and/or purchase.
4 . HOSPITAL BUILDING
a. STUDY AND ESTIMATE, .NOISE MITIGATION
Issue: KMD has secured a consultant to prepare a sound
mitigation plan with the associated estimate for
implementation.
Action: The Construction Manager has reviewed the estimate
for implementation and recommended that it not be
executed since the Project Budget has no allowances
for the estimated expenditures. The Construction
Manager will be working with KMD' s Acoustical
Consultant to review existing noise patterns on
site, develop presentations of typical construction
noises based upon optional methods of construction,
select methods which meet Hospital Operational
Noise Criteria as well as the Project Budget and
a provide to KMD for incorporation into Project
Construction Documents. The Construction Manager
has contracted with the acoustical consultant. A
a meeting to develop final scope has concluded and
development work has begun. Presentation is pending
notification from Hospital Administration.
b: BID PACKAGE No. 1
Issue: On May 26, 1993 OSHPD approved Bid Package No. 1
Q for construction. The Construction Manager is
responsible to now manage the County process for
Bid, Award and Construction.
Action: The Construction Manager has prepared the necessary
Board documentation for approval by the County
Board of Supervisors of the project plans and
Q specifications, this action took place on June 9,
1993 . The following activities have occurred: 1.
pre-bid conference, June 23 , 2 . site tours on June
a 29 and July 6, 3 . bid receipt and opening on July
8, 1993 . At that time bids were evaluated for price
and responsiveness and a recommendation was made
to the County Board of Supervisors for the lowest
a priced responsive bidder. The County Contract
Compliance has determined that the three (3 ) low
apparent bidders have failed to comply with the
aMBE/WBE percentages and failed to demonstrate a
Page 5
i
Dgood faith effort. The Board has agreed that this
portion of the project must be rebid. The new bids
' were submitted on August 27, 1993 . The County
Contract Compliance Officer has reviewed the
bidders and has noted that the low apparent bidder
has complied with the County MBE/WBE program and
has recommended award of the contract to them. The
required Board documentation has been prepared and
submitted, review by the Board occurred on
September 14, 1993 . The pre-construction meeting
was conducted on September 30, 1993, with the
Notice to Proceed issued on October 4, 1993 . This
delay has the potential for impacting bid package
No. ' s 2 and 3 . "G" Ward is on the critical path for
the completion of bid package 1 and hinders the
ability to construct bid package 2 . A work around
plan is required to prevent delays to the project
schedule. Work to date consists of the following: G
Ward; demolition, abatement of Asbestos Containing
Materials, rough in plumbing and electrical, E
Ward; layout for new stairs, rough in plumbing for
the new janitors sink, J Ward; excavation for the
new outdoor covered recreation area.
Stats . Project day 42 of 90
RFC ' s 72 total
55 answered
17 outstanding
4 days average turn-around
Submittals 42 total
11 pending
DField Instructions 2 Issued to date
C. BID PACKAGE No. 2
Issue: OSHPD approval of Bid Package No. 2 for
construction is Ipending , all back
check comments have been received, KMD is working
to prepare responses and set a meeting to review
D with the agencies . The Construction Manager is
responsible to now manage the County process for
Bid, Award and Construction.
D
D
D
Page 6
D
Action: On July 28, 1993 OSHPD approved Bid Package No. 2 ,
' the necessary documentation has been prepared for
Approval of Plans and Specifications and
Authorization to bid by the Board of Supervisors .
The Board approved the plans and specifications and
' authorized the Clerk to advertise for bids on
August 10, 1993 . A pre= bid conference was
conducted on August 25, 1993 and site tours were
conducted on August 31 and September 7, 1993 . Bids
were received on September 9, 1993 . The three (3 )
apparent low bidders were submitted to the County
Contract Compliance officer for review. The second
low apparent bidder filed a bid protest noting that
that they felt that the low apparent bidder had
failed to comply with the County's MBE/WBE program.
The County Contract Compliance Officer reviewed the
low apparent bidder' s documentation and, there had
been a discrepancy in the manner in which the bid
a was prepared, however the County' s Contract
Compliance Officer recommend award indicating that
the County' s MBE/WBE program had been complied
with. Contract documents were submitted for the
Contractor' s signature and return and have been
fully executed by the County' s Administration
office. Issuance of a Notice to Proceed is pending
a meeting to discuss the project schedule and
impacts to the Bid Package No. 1 contractor (see
comments above) . This project is on schedule,
however it has the potential of being impacted by
bid packaae 1, refer to comments above.
5 . EQUIPMENT PLANNING AND PROCUREMENT
a. IMAGING DEPARTMENT RESOLVED
Issue: In order for KMD to prepare complete Construction
Documents they require comprehensive information
for owner furnished equipment . This is particularly
important for the Imaging Department with its
systems which require seismic anchorage,
substantial structural loads as well as demands on
the mechanical and electrical systems.
Action: The Construction Manager has developed in
conjunction with the Hospital an Imaging equipment
D planning group. Working together we have requested
room layout drawings from vendors and have
transmitted this information to KMD: For
Construction Document development full installation
drawings now require development. General Electric
has produced equipment installation drawings which
acontain seismic details and calculations . This
Page 7
information was transmitted to RNID for
incorporation into- the Construction Documents . The
Dental room in the Imaging Department and the Cysto
room in Surgery have now provided installation
drawings with seismic calculations and details .
b. OTHER DEPARTMENTAL REQUIREMENTS
Issue: As with the Imaging Department; other departments
such as Surgery , Intensive Care ,
Labor/Delivery/Recovery and Nursery have specific
equipment planning requirements. The information
' specific to seismic anchorage and utility
requirements needs to be developed for this
equipment during the development of Construction
Documents .
Action: The Construction Manager will work in conjunction
with the Hospital to form specific departmental
1 equipment user groups to gather information for KMD
in an effort to make the Construction Documents as
complete as possible and mitigate potential claims
and/or delays during the construction process as
well as minimize the number of items requiring
deferred approvals . Reviews have been concluded for
Central Sterile Processing. The Hospital Product
Review Committee has been delayed in establishing
the Manufacture (s) of choice for Physiological
Monitoring. Hewlett Packard was contacted for
design documents during the development of
construction documents . Hewlett Packard has been
recommended with the exception of Fetal Monitoring
in OB/GYN. Meetings have been conducted with
Hewlett Packard on Wednesday, November 10, 1993 .
Hewlett Packard has prepared preliminary design
information, upon completion of of the user
equipment review, Hewlett Packard will be directed
to .prepare final installation drawings .
e. EQUIPMENT BUDGET
Issue: The Project Budget has an established line item for
budgeted equipment. 6 . 0 FURNISHINGS AND EQUIPMENT
is set at $8, 882 , 675 . 00 . The present estimate for
equipment required for the project is
$15, 446, 878 . 00, (refer to attached spread sheet)
DWhat is being done to off set this deficit?
Action: The Hospital is presently purchasing equipment as
part of their annual capital equipment acquisition
program. The equipment planning consultant has
completed an inventory of all existing hospital
equipment and ranked the findings, the ranking is
as follows : G good, F fair and P poor. The net
Page 8
1
savings for each item by category will be applied
to the budget to determine the impact. Hospital
' Operations is reviewing the Consultant ' s findings
to determine the hospital ' s ability to reuse
equipment. The final results will then be applied
to the estimate to determine the impact and
additional measures which may be required if any.
The initial application of the Consultant ' s
estimate for good and fair equipment items has been
' applied to the budget, the results are noted on the
attached spread sheet. The present deficit is
$5, 859, 517 . The Hospital is now reviewing the
' Consultants recommendations to determine if they
agree, as well as determine which additional
measures they intend to implement to continue to
reduce this deficit.
1
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Page 9
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