HomeMy WebLinkAboutMINUTES - 10261999 - C75-C80 TO: BOARD OF SUPERVIS s...,... Cont `
,�.
John Cullen, Director CY�
FROM: Employment and HumaServices
October 12, 1999 � T4s
CountyDATE: �sA. ;, .=
APPROVE AND AUTHORIZE the Employment and Human Services Director, or designee to
SUBJECT: contract (#21-357-4) with Mr. Bob Clark in the amount of$143,850 for the continued development
of PEGASYS PLUS General Assistance Automation Project for the period from September 1, 1999
through June 30, 2000.
SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee to
contract (#21-357-4) with Mr. Bob Clark in the amount of$143,850 for the continued development
of PEGASYS PLUS General Assistance Automation Project for the period from September 1, 1999
through June 30, 2000.
FOAL:
Funding is all County cost.
BACKGROUND:
The further development of PEGASYS PLUS is part of the General Assistance (GA) Program
implementation as authorized by the Board February 25, 1997 (Item D.9). During the development
of the system, there have been changes in the GA program, policies and the interpretation of their
legal basis. Because GA continues to be subject to frequent changes of design, particularly as the
result of litigation settlements, it has been a very complicated process of system design. It also
requires redesign and modification. PEGASYS continues to prove remarkably successful in helping
to bring the Department's expenditures in the GA program under control, as well as to comply with
court ordered requirements for tracking recipients. This phase will include modifications to the
existing system, which constitute implementation of the tracking of Interim Assistance Advocacy,
applications for Food Stamps when in conjunction with GA, and expanding the Employment Services
program.
Mr. Clark, as a developer of PEGASYS, has assisted in its implementation and the resulting control
of GA expenditures. As part of the contracted responsibility, he will begin the training of in-house
programmer staff for eventual take over of PEGASYS maintenance, support and operations.
PEGASYS PLUS will include additional modules to accommodate the Board's adopted policies, and
enable the mitigation of Welfare Reform impact onGA
CONTINUED ON ATTACHMENT: �aJ SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD VOMMITTEE
APPROVE OTHER
SIGNATURE S
ACTION OF BOARD ON '-- 4 ! c G o APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
WE 1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ASSENT.. r } 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.
r�
ATTESTED o � 1 t
Contact: Don Cruze y 3-1582 PHIL BATCHELOR,CLERK OF THE BOARD OF
CC: EHSD — Contracts Unit (LT) SUPERVISORS AND COUNTY ADMINISTRATOR
County Administrator
Auditor-Controller
Contractor BY r # v-S: .h b:tet.:
,DEPUTY
{
TO: BOARD OF SUPERVISORS ; j'4' Contra !
Costa
FROM: John Cullen, Director " : aunty
Employment and Human Services Department °ds;.......
DATE: October 12, 1999
SUBJECT: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee,
to contract with Contra Costa Community College in the amount of$146,200 for domestic
violence training, for the period from September 1, 1999 through June 30, 2000.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with
Contra Costa Community College (#21-562) in the amount of$146,200 for domestic violence training, for
the period from September 1, 1999 through June 30, 2000
FINANCIAL IMPACT:
County cost will be $29,240. Federal and State funding will cover remaining contract costs.
CHILDREN'S IMPACT STATEMENT:
This contract supports four of Contra Costa County's five community outcomes: "Children and Youth Healthy
and Preparing for Productive Adulthood"; "Families that are Economically Self-Sufficient", "Families that are
Safe, Stable and Nurturing", and "Communities that are Safe and Provide a High Quality of Life for Children
and Families." By training CalWORKs and Children's Welfare Service workers how to identify and address
domestic violence issues, families throughout Contra Costa County will benefit from increased safety and
concomitant increases in employment and employability.
BACKGROUND:
EHSD seeks to ensure that CalWORKs recipients and Children's Welfare Services clients impacted by domestic
violence receive the assistance and support they need. Research has demonstrated a significant link between
domestic violence and welfare dependency. Domestic violence can act as a serious barrier to employment by
impacting job attendance, productivity, and attendance, among other areas.
This pilot training, to be conducted through Los Medanos College, will help EHSD improve its ability to
address numerous complex issues presented by domestic violence. The training will consist of two separate
programs: 1) Contra Costa County Family Violence Option Partnership—Domestic Violence Training Program
(tentatively scheduled for 30 sessions), and 2) The Interagency Collaboration of Child Protective Services and
Battered Women`s Alternatives (tentatively scheduled for 26 sessions). Los Medanos College will provide a
15% in-kind match to the two training programs, and will collaborate closely with Battered Women's
Alternatives in developing and presenting program curricula.
CONTINUED ON ATTACHMENT: SIGNATUR�'VY, A
t rt!
,RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OFBOARD COM ITTEE
APPROVE OTHER
SIGNATURE(Sv��X,,!552yw�_�
ACTION OF BOARD ON �Jc'1 �cp�f 1� APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
-_UNANIMOUS{ABSENT £ I HEREBY CERTIFY THAT THIS IS A TRUE
} 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.
ATTESTED0)C 6W i- �6, /`,C�1
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact: JOAN CULLEN 3-1579
cc: EHSD CONTRACTS UNIT(CP)
COUNTY ADMINISTRATOR BY E) VV-) c ,DEPUTY
AUDITOR-CONTROLLER
CONTRACTOR
Contra
TO: BOARD OF SUPERVISORS «
Costa
FROM: John Cullen, Director County
Employment and Human Services Department
DATE: October 13, 1999
SUBJECT: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee,
to contract with Independent Adoptions Center (#21-489) in the amount of$150,000 to
increase permanency placement for children in the foster care system, for the period from
October 1, 1999 through September 30, 2000.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with
Independent Adoptions Center (#21-489) in the amount of$150,000 to increase permanency placement for
children in the foster care system, for the period from October 1, 1999 through September 30, 2000.
FINANCIAL IMPACT:
No County cost. This is the second year of a three-year federal grant awarded to EHSD through the State of
California. The $150,000 grant for FY 99/00 covers all contract costs and requires the Contractor to provide
matching funds of ten percent.
CHILDREN'S IMPACT STATEMENT:
This contract supports four of the five Contra Costa County community outcomes: "Children Ready for and
Succeeding in School"; "Children and Youth Healthy and Preparing for Productive Adulthood"; "Families that
are Safe, Stable and Nurturing"; and "Communities that are Safe and Provide a High Quality of Life for
Children and Families." The Contractor will develop, implement, and promote an innovative recruitment and
retention program. The program will identify, recruit, educate, support and retain potential adoptive parents
participating in concurrent planning programs, to increase permanency placement for children now in the foster
care system.
BACKGROUND:
The Board approved acceptance of a three-year grant under the Adoptions Opportunities Program and
authorized EHSD to contract with Independent Adoptions Center on December 8, 1998. In the start-up year,
Independent Adoptions Center mediated several kinship adoptions, and assisted EHSD by helping prospective
parents to participate in the concurrent planning process. This year, Independent Adoptions Center will continue
to assist EHSD with recruiting, maintaining a Community Advisory Board, developing and participating in
training, and providing support to adoptive parents, birth parents, adoptees, foster children and foster families.
rf
CONTINUED ON ATTACHMENT:---,Vd SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
_APPROVE OTHER
SIGNATURE(S): z4g��/���
ACTION OF BOARD ON12 2 l APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENTr=--- �) 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 0 UC i- -a �lr- j 1 �C�
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact: DANNA FABELLA,3-1583
CC., EHSD CONTRACTS UNIT(CP)
COUNTY ADMINISTRATOR BY ._r'�_ ' )C t t ,1 DEPUTY
AUDITOR-CONTROLLER
CONTRACTOR
�
TO: BOARD OF SUPERVISORS
FROM, TONY GOWN, DIRECTOR
COMMUNITY SERVICES DEPARTMENT
DAM- October 26, 1999
SUBJECT%
APPROVAL OF HEAD START PROGRAM ENHANCEMENT CONTRACT AMENDMENT.
SPWIFIC RYQUESTM OR RECOMMENDATIONS)h BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION: '
APPROVE and AUTHORIZE the Community Services Director or designee to execute contract
amendment#38-458-1 with Cambridge Community Center in the amount of$9,600 for a new total
contract payment limit of $43,400 for Head Start program enhancement services for the period
from October 1, 1999 through July 31, 2000.
II. FINANCIAL IWA+CT:
This contract is federally funded by the Head Start Basic Grant. No County funding is required.
III. CHILDREN'S IMPACT STATEMENT
The Community Services Department Head Start Program supports two of Contra Costa County's
community outcomes: "Children Ready for and Succeeding in School" and "Families that are Safe,
Stable and Nurturing." These outcomes are achieved by offering comprehensive services, including
high quality early childhood education, nutrition, health, and social services, along with a strong parent
involvement focus, to low-income children throughout Contra Costa County. The overall goal of the
program is to bring about a greater degree of social competence in preschool children from low-income
families.
IV. REASONS FOR RECOMMENDATIONS/BACKGROUND:
On August 17, 1999, the Board approved contract#38-458 with Cambridge Community Center for
the provision of full-day, full-year Head Start program enhancement services to 24 program eligible
children in Central County.
Approval of this contract amendment with Cambridge Community Center will allow the County
Head Start program to serve an additional 8 children for a total of 32 Head Start children in a full-
day, full year environment at a significantly reduced cost.
CONTINUED ON ATFACIBIENT% SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COW41 TEE
APPROVE OTHER
ACTION OF BOARD ON. ` ��� � �� i f �� t APPROVED AS RECOMMENDED OTHER_
VOTE OF SUPERVISORS
R HEREBY CERFRTY THAT THIS IS A TRUE
L UNANIMOUS(ABSENT - 1 AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOM AND ENTERED ON THE MINUTES OF THE BOARD
ASSENT'% ABSTAIN: OF SUPERVISORS ON THE DATA SHOWN.
CONTACT: TONY COWx,313-7350 � A��c��� �� � :)6, 199 'ci
CAO PHIL BATCHELOR.CLERK OF THE BOARD OF
CSDSUPERVISORS AND COUNTY ADMINISTRATOR
M3f2 (f0lSE) By ��: :t�'Z C Lam . DEPUTY
000-9902/A.1.1
TO: BOARD OF SUPERVISORS
FROM: BARTON J. GILBER.T,DIRECTOR OF GENERAL SERVICES Contra
" Costa
DATE: October 26, 1999 County
SUBJECT: APPROVING THE EIGHTH AMENDMENT TO THE CONSULTING SERVICES
AGREEMENT FOR HEAD START CLASSROOM EXPANSION AT VARIOUS
COUNTY SITES (WH409B}
SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDATION
A. APPROVE a Eighth Amendment authorizing extra work under the Consulting Services Agreement
dated September 21, 1998, with Hansen/Murakami/Eshima for Head Start Classroom Expansion at
Various County Sites. The extra work includes drawing revisions required by an accelerated
schedule, supplemental boundary survey services, and services required to monitor, coordinate and
review work by separate contractors. The Eighth Amendment increases the scope of services and
increases the payment limit, as modified by the First through Seventh Amendments, from
$283,492.34 to $320,763.75.
B. AUTHORIZE the Director of General Services to execute the Eighth Amendment to the consulting
services agreement and to issue written authorizations for extra work, in addition to the authorization
for the First through the Seventh Amendments,provided that the cumulative total cost for such
additional authorizations shall not exceed$25,000.00.
II. FINANCIAL IMPACT
Sufficient funds are available in the plant acquisition account to cover this increase in the Consultant's
payment limit.
CONTINUED ON ATTACHMENT:—A—YES SIGNATURE: r
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
.'APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON_I 1 APPROVED AS RECOMMENDED
OTHER
VOTE OF SUPERVISORS
UNANIMOUS(ABSENT )
AYES: NOES:
ABSENTS: ABSTAIN:
MEDIA CONTACT: BARTON J.GILBERT(313-7100)
CC: General Services Department 1 HEREBY CERTIFY THAT THIS IS A TRUE
Architectural Division AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
Accounting OF SUPERVISORS ON THE DATE SHOWN.
File: 000-99021A.5
Community Services (Via AID) ATTESTED rt' o
County Counsel PHIL BATCHELOR,CLERK OF THE BOARD OF
Auditor Controller SUPERVISORS AND COUNTY ADMINISTRATOR
Consultant(Via AID)
R.D.Hilf(Via AID) BY r Y }- �rY Civ E x.-� _. DEPUTY
R\1999\000990219A002111b.doc Page 1 of 2 M382(10/88)
APPROVING THE EIGHTH AMENDMENT TO THE CONSULTING 000-9902/A.1.1
SERVICES AGREEMENT FOR HEAD START CLASSROOM
EXPANSION AT VARIOUS COUNTY SITES (WH409B)
III. REASONS FOR RECOMMENDATIONS/BACKGROUND
A. The Public Agency required changes in the Design Development documents, after requiring an
accelerated schedule for completing the construction documents. However,the consultant, to meet
the accelerated schedule, had already started construction documents,based on Design Development
drawings that had been accepted to that date. Consequently, the Consultant and its Subconsultants
spent extra time revising the construction documents. The Consultant has requested an additional
$6,192.41.
B. The Consultant performed extra work associated with confirming property lines at the Maritime site
in Richmond. The work involved more research than anticipated when it was authorized under the
Seventh Amendment. The Consultant has requested an additional $479.00.
C. The Public Agency and the Consultant elected to pursue separate, early procurement of the modular
buildings to help ensure a timely project completion and competitive prices. That strategy did
produce low bids, but resulted in extra administrative and technical project costs. The modular
building supplier and the site improvement contractor have both failed to meet contract
requirements and have required almost constant attention by the Consultant and the County's
project manager. The Consultant has requested an increase of$30,600.00 in the Payment Limit to
cover current and anticipated costs through completion of the project.
IV. CONSEQUENCES OF NEGATIVE ACTION
Negative action will cause project delay.
RH:tb
HAI 9991000990219A002111 b.doc Page 2 of 2 M382(10/88)
File:000-9902/A.1.1
EIGHTH AMENDMENT TO CONSULTING SERVICES AGREEMENT
FOR HEAD START CLASSROOM EXPANSION AT VARIOUS COUNTY SITES
(WH409B)
1. Effective Date and Parties: Effective October 26, 1999, Hansen/Murakami/Eshima(herein called"Consultant"),a California Corporation,and the
County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows:
Purpose: On September 21, 1998, the parties entered into a contract entitled "Consulting Services Agreement," referred to as the "Agreement,"
which covers architectural program verification and schematic design services for Head Start Classroom Expansion at Various County Sites, The
Agreement was amended by the First Amendment dated November 3, 1998, the Second Amendment dated November 30, 1998, the Third
Amendment dated December 15, 1998, the Fourth Amendment dated January 20, 1999, the Fifth Amendment dated May 13, 1999, the Sixth
Amendment dated May 13, 1999,and the Seventh Amendment dated June 15, 1999. The parties desire to further amend the Agreement to expand
the scope of service and to increase the payment limit accordingly.
Amendments to Agreement:
A. In the Agreement,Section(e),change the Payment Limit from$283,492.34 to$320,763.75,an increase of$37,271.41.This change shall apply
to charges from and after December 9, 1998.
B. In the Agreement, Appendix A, Paragraph B, "Scope," add the services described in the Attachments to this Eighth Amendment. The
Attachments to this Amendment are:
I. Consultant letters of December 23, 1998 and June 21, 1999 to Robert Hill, regarding "Proposal for Additional Services for Changes
Requested Prior to Design Development Submittal."
2. Consultant letter of August 13,1999 to Robert Hill,regarding"Additional Civil Engineering Fee for Maritime."
3 Consultant letter of August 17, 1999 to Robert Hili, regarding additional services during construction, with an attached Ted Jacobs
Engineering Group,Inc.letter of August 11, 1999.
4. Effect:
Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect.
5. Signatur&:
These signatures attest the parties'agreement hereto:
PUBLIC AGENCY CONSULTANT
By: Date: Type of business:
Director of General Services/Purchasing Agent (Designate type—corporation,sole proprietorship,partnership,
partnership,government agency,limited liability company,etc.)
If corporation,state of incorporation:
By:
Title:
(Designate official capacity in the business)
By:
Title:
(Designate official capacity in the business)
Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,resident
or vice-president;the second signature must be that of the secretary, assistant secretary, chief financial officer or assistant treasurer. (Civ. Code, Sec.
1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public.
..................................................................................................................................................................................................
CERTIFICATE OF ACKNOWLEDGMENT
State of California )
ss
County of 1
On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known
to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s)on the instrument
the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument.
WITNESS my hand and official seal.
Dated:
[Notary's Seal] Notary Public
RECOMMENDED FOR APPROVAL:
By: APPROVED AS TO FORM:
Deputy County Administrator VICTOR J.WESTMAN
County Counsel
By:
RH.tb Deputy
Attachments
H:\1999\0009902\9A002112o.doe Page I of 1
Hansen I Murakami I Eshima
ARCHITECTURE + PLANNING +INTERIOR OESIGN One Hundred Filbert Street.Oakland CA 94607.Phone(510)444.7959.Fax(5 till 893.5344
December 23, 1998
Robert Hill
865 Walnut Avenue
Walnut Creek, CA 94598
FAX (925)938-5387
Subject: Contra Costa County
Head Start Expansion Program
Re: Proposal for Additional Services for changes requested prior to Design Development
Submittal
.Dear Mr. Hill:
As you are aware we received feedback on the conceptual floor pians from the Community Services
Department on December 9, 1998. and got approval for the revised site and floor plans with minor
comments on December I Ith, the day of our scheduled Design Development submittal. These comments
primarily covered relocating rooms in the facility to allow exiting from the classrooms to the play areas
from the rear of the building rather than the side. This change required our landscape consultant and us to
modify drawings that were almost completed for the submittal. Our mechanical and electrical consultant
also had their drawings ready for the submittal based upon the side access; however, we made the changes
for the electrical service on the architectural drawings and we did not use their mechanical drawings for this
submittal. We modified our Pre School, Infant/Toddler and Triple Unit floor plans and revised all four site
pians rotating units in some cases to achieve the rear exiting. Our landscape consultant then had to redesign
the landscaping and ramping for all four sites. These changes delayed the submittal one-week. until
December 18, 1998 and caused us additional work that could not have been anticipated.
I am now requesting additional funds to compensate us for those services. Our time expended in this effort
from December 9th until December 18th is as follows:
John Nelsor. 5.5 hours C S 125/hr= S687.50
Lorna Dare _ 1.5 hours @ S76.30/hr= $1 14.45
Lisa Sullivan 3 hours @ S7 6.3 0/hr= $22S.90
Izumi Masuda 33 hours biz% 32.32/ hr= .$1.066.56
Subtotal $2„097.41
Our Consultant, Johnson Associates has expended
Principal 23 hoursiv 390/hr= $2.070.00
Project Designer 27 hours O t. S7 5/hr= S2.025.00
CAD/Drafter 22 hours a). S55/hr= 5 L210.00
Subtotal 54.095.00
Total Request 56,192.41
PRINCIPALS:Michael T.Murakami.Takane Eshima.Judith M.Bloom.John S.Nelson
SENIOR ASSOCIATE: Kearny Chun ASSOCIATES:Lorna Aare.Mariko Hibbett
Please review this request.and call me with any questions you might have.
Very truly yours
Hansik MuMPrincipa
jInn Nel
Accounting
Pile
c:jobfs€e/984€/contractlE6 design Changes in
! l� � 1
Hansen ) Murakami I Eshima
ARCHITECTURE + PLANNING + INTERIOR DESIGN One Hundred Filbert Street.Oakland CA 94607.Phone(51 O)444.7959.Fax(510)893.5244
June 21, 1999
Robert Hill
865 Walnut Avenue RECEIVED Walnut Creek,CA 94598
FAX(925)938-5387
Subject: Contra Costa County LAY.
Head Start Expansion Program
Re: Proposal for Additional Services for changes requested at time of Design Development
Submittal W
Dear Mr. HiII:
At your request I have reviewed the circumstances that caused us additional work in revising the design
development submittal. (Reference my letter of December 23, 1998 requesting additional fee for these
changes.) As I mentioned to you on the phone on June 17, 1999. 1 was under the impression that the side
exits from the classroom buildings shown on our drawings prior to December 9, 1999 were acceptable to the
Head Start. Based upon this understanding I had our site plans and floor plans distributed to our
consultants. They in turn prepared the design development submittal based upon this information.
You might recall that in early November you requested us to accelerate the schedule. Because of the very
short time frame to complete the drawings and specifications for the modulars from December I lth until
January 15th and the working drawings for the site work shortly thereafter, our consultants and we were
using the design development drawings as the basis of the working drawings. Our landscape consultant had
completed the layout of the play areas, landscaping and walkways prior to December 9, 1998 prior and was
not planning to redraw those areas for the working drawings. We did not receive comments from Head Start
until December 9, 1998 only two days before the scheduled submittal. This was too late to be incorporated
as a normal refinement to the plans. These comments should have come to us by the end of November. The
additional fee I am requesting covers the work by our landscape consultant and us durina the additional I %a
weeks it took us to make changes to the floor plans and site plans. Based upon the sequence of events I feel
the request for additional feeBf$6,192.41 is justified.
Please review this request and call me with any questions you might have.
Very truly y rs.
Han n iV a 1-nma
oh S.Nelson, Principal
cc: Accounting
File
PRINCIPALS:Michael T.Murakami.Takans Eshima.Judith M.Bloom.John S.Nelson
SENIOR ASSOCIATE: Kearny Chun ASSOCIATES:Lorna Dare.Mariko Hibbett
Hansen I Mlurakarni ! Eshirna
ARCHITECTURE + PLANNING + INTERIOR DESIGN One Hundred Filbert Street.Oakland CA 94607.Phone(510)444-7959.Fax(510)893.5244
August l3 1999
Mr. Robert Hill,Architect
Consulting Project Manager
865 Walnut Avenue
Walnut Creek,CA 94598
Re: Contra Costa County Head Start Classroom Expansion at Various County Sites
Additional civil engineering fee for Maritime
Dear Bob:
Our civil engineer is requesting additional funds for the property survey at the Maritime site. When they
quoted the original fee they assumed that they had enough existing documentation to locate the property lines
on the site using a"low-tech"approach; however, it turned out that they did not. They had to send a full
field crew to locate the property tines. They are requesting an additional $479 beyond the $360 that was
authorized for this work. Please call me if you have any questions about this request.
Very truly yours, _
Hansen/Murakami/Eshima RECEIVED
l r
John . Nelson, Principal
Accounting
File
C:Vobfiles\984ITontmet\Add Civil fee.doc t {
Hansen I Murakami ! Eshima
ARCHITECTURE + PLANNING +INTERIOR DESIGN One Hundred Filbert Street.Oakland CA 94607.Phone(5 1 01 4447959.Fax(510)893-5244
RECEIVED
August 17, 1999 v
Mr. Robert Hill,Architect
Consulting Project Manager
865 Walnut Avenue Ll�`Gt �}•�+• ..� '"'
Walnut Creek,CA 94598
Re: Contra Costa County Head Start Classroom Expansion at Various County Sites
Dear Bob:
As you are aware Pacesetter Industries. the manufacturer of the modular buildings, and Ramlor
Construction, the contractor for the site %vork, have not performed, as we should have expect.-d. As a
result we have spent additional time monitoring, coordinating and reviewing their work.
When I quoted our fee in November 1998 1 did not know the contract would be split into two—site
improvements and modular building manufacturer. It required additional time for us to prepare two sets
of documents, have two bids, incorporate information from Pacesetter into the site documents and
coordinate and review the work of the two contractors. If these contractors were more professional and
timely then we might have been able to provide construction document and construction administration
services within our original fee. However, they have they have been neither. The split construction
contract and the lack of professionalism on the part of the contractors have caused us significant
additional work.
Pacesetter Industries has now had at least 3 different project managers for this project. Their organization
is extremely segregated, with the project manager not knowing about delivery dates. the design of the
foundations that were done by them or the ramps, stairs and awnings. To address our concerns and at
Pacesetter's suggestion we have had to call the individual companies retained by them to find out
information. We did not anticipate that we would have to coordinate the site contractor, the modular
building manufacturer and their individual subcontractors.
Certainly we could never have anticipated the difficulty in dealing with Pacesetter Industries. They have
failed to comply with submittal requirements and are late with the delivery and installation of the trailers.
We have reviewed at least seven submittals, including partial submittals. resubmittals and a submittal by a
subcontractor who evenwaliy'uras not used. We have yet to receive a final set of plans that address our
comments on earlier plans, nor have we received an acceptable shop drawing for the awning(over the
entry door. Upon cursory review of the trailer that has been delivered to the Maritime site, many changes
will need to be made to address our comments and meet the requirements of the purchase order. We have
no assurance that the other sites will proceed any more smoothly.
The site construction has also has had numerous construction coordination and execution problems. A
recent example of this occurred at the Richmond Maritime and Richmond Balboa sites. Ramlor
Construction,after being notified that they did not construct the foundations to the proper elevation at the
Maritime site, proceeded to construct the foundation for one of the buildings at the Balboa site also at the
wrong elevation. In addition,they did not locate weld plates or the crawl space access door in their
proper locations and incorrectly sized the foundation vents. The drawings that we issued to specifically
address the locations of the crawl space access doors were not used and instead we now have to analyze
the new locations and modify adjacent spaces accordingly on a site by site basis. On the foundation vent
C.Vobfiles1984RContr=c BHAddFee.doc -1 � I
issue we have had to teach the.contractor about vents and"net free area",where vents must be located and
then recalculate the sizes of additional vents needed. It appears that notifying or informing the contractor
in writing and verbally is not enough. This process is time consuming.
Like you we have had to make an inordinate number of phone calls to both Ramlor and Pacesetter to try
to keep the project moving ahead. One such issue was resolving why the City of Antioch was not aware
of the project. After many attempts to contact the city engineer we discovered that the contractor had not
given the city drawings to get a permit and that is why they were not aware of the project. We facilitated
resolution of this issue.
Another issue,which required additional effort, was that both Pacesetter and Ramlor ignored our
documents,which coordinated the water, sewer and electrical connection points. Pacesetter constructed
the trailers with different connection points for the electrical service. We had to issue drawings to
Pacesetter in attempt to coordinate their electrical panels with Ramlor's electrical switchboard location.
We also had to issue drawings to Ramlor Construction revising the stubouts for the underground water
and sever lines with Pacesetter's buildings. We spent considerable time and effort on the telephone and
issuing and reissuing drawings. However, neither contractor seems to pay attention to our coordination
efforts and instead proceeds to construct what they want. We are continuing to monitor each contractor to
attempt to make sure the work is coordinated. 4
When I developed our fee proposal 1 assumed the construction administration phase would be completed
in 6 months. Our construction administration services started early in March when pacesetter Industries
was selected for the trailer fabrication. At that time we began communicating with Pacesetter and
incorporated trailer information into the site bid documents. Ramlor Construction started the site work on
Mav Int and is unlikely to meet the October 8`h contractual deadline for substantial completion. The actual
period for construction administration services will be more tike S or 9 months.
Based upon our current rate of involvement(approximately 50 hours of Lorna's time per month and a
nominal amount of my time), the extra effort we had to expend to prepare two sets of bid documents, and
the extra effort to coordinate the work of two contractors who are not very professional I am requesting an
additional $24,100 for Hansen Murakami Fshima to take the project to completion. This fee request is
based upon completing construction by the end of October. While this is a significant,request, the extra
time we have had to expend is also significant and actually is far in excess ofthis request. Our
mechanical/electrical engineer is also requesting an additional fee of$6,500 to cover their time
coordinating modifications to the mechanical and electrical systems initiated by Pacesetter or resulting
from coordination problems between Ramlor and Pacesetter. I have attached a letter from there
describing the reasons for their additional tee request. Our total request for additional services is
therefore S30.600. We will'haTe expended our entire fee for construction document a2d construction
administration services with our July 1999 billing with at least J months of construction remaining.
Whatever adjustment is trade to our fee we will of course only bill for the actual time expended. Please
call me to discuss our request and how we might reach a resolution.
Very truly yours.
Han enlMurakarntt shima
Joh S. Nelson. Principal
Accounting
File
C'Jobiiles\994I\Contmct\S HAddFee.doc
TED JACOB ENGINEERING GROUP , INC .
..... .. ....._� a. : raw
August 11, 1999
Ms. Loma Dare
Hansen Murakami Eshima Architecture
100 Filbert Street
Oakland, CA 94607 RECEI "=o
Re: Contra Costa County -Childcare Centers AUG 1 3 1959
Additional Fee Request
TJEG Job No.: HME 9802 HANSI<#�t�(ltRRIWMI/ESNl14#A
Dear Loma,
As discussed with you today, this letter is a request for additional services for the added work which we
have performed above and beyond the original scope of work described in our proposal.
This work includes:
• Detailed load calculations for the electrical systems required for all the trailers due to the vendor's
non-compliance with the original design and specifications.
• Additional coordination with the trailers manufacturer(vendor)
• Revisions to the electrical distribution systems
Additional coordination with PG&E
• Extended effort for submittal revisions,
Our fee for the work described above, at our cost, is Six Thousand Five Hundred Dollars(S6,500).
Additionally, we will require approximately Four Thousand Dollars ($4,000)to completion of the project,
including site visits at each site.
If you have any questions, please do not hesitate to call.
.~ Sincerely, .
TED JACOB ENGINEERING GROUP, INC.
Octavian Dragos, P.E.
Principal
OD:Img
T*.ADMINkPROJECTS\HME9802\0812_LDare_Ltr
1763 BROADWAY - OAKLAND, CA 94612-2105 TEL (510) 753.4880 • FAX (510) 763-8099
TO: BOARD OF SUPERVISORS
Contra
Costa
FROM: PHIL BATCHELOR, County Administrator County
DATE: October 26, 1999 =
SUBJECT: CONTRACT AMENDMENTS TO SAFEFUTURES CONTRACTS WITH ail
NON-PROFIT AGENCIES AND PROJECT STAFF
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. APPROVE and AUTHORIZE the County Administrator or his designee to execute contract
amendments with the West County Youth Service Bureau, Families First, the International
Institute of the East Bay, Opportunity West and project staff Warrick Liang and Gwendolyn
Weiland, extending the contract period from September 30, 1999 to November 30, 1999, and
increasing the payment limits to $442,114 for the West County Youth Service Bureau, to
$38,468 for the International Institute of the East Bay, to $98,575 for Families First, to
$87,857 for Opportunity West, to $24,335 for Warrick Liang and to $30,193 for Gwendolyn
Weiland.
2. DIRECT County Administrators Office to notify each project that should funding approval of
SafeFutures not be received from the U. S. Department of Justice, each project will terminate
as of the close of business on November 30, 1999 and will not be continued with County
funds.
FISCAL IMPACT:
The extension and increase in payment limits are needed in order to insure that these programs
continue without interruption pending approval of fourth-year funding by the U. S. Department
of Justice. The fourth-year application has been submitted and reviewed by the Department
Justice and we have received verbal assurance that written approval of funding is forthcoming.
However, it should be noted that should such funding not materialize, the County would be
obligated to pay for the expenditures of the above-cited projects for the months of October and
November. The Board approved all of these projects for SafeFutures funding on February 2,
1999.
CONTINUED ON ATTACHMENT: YES SIGNATURE:.,
---------- RECOMMENDATION OF COUNTY ADMINISTRAtOR RECOMMENDATION OF
BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
RECOMMENDED c�OTHER
OF BOARD ON t ` APPROVE AS
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS{ABSENTS ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: _ NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED �✓��� �'�'sf ��°� f c
CONTACT:GEORGE ROEMER(925)335-1055 PHIL BATCHELOR,CLERK OF THE
BOARD OF SUPERVISORS AND
COUNTY ADMINISTRATOR
CC: COUNTY ADMINISTRATOR'S OFFICE
SAFEFUTURES PROJECT ADMINISTRATOR
AUDITOR-CONTROLLER
SAFEPUTURES CONTRACT AMENDMENTS Page 2
October 26, 1899
The above recommendation for the two-month extension period will increase the contract
payment limits as follows:
Original Proposed New
Agency Contract Increase Contract
West County Youth Services Bureau $372,114 $ 70,000 $442,114
Families First 83,575 15,000 98,575
International Institute of the East Bay 30,468 8,000 38,468
Opportunity West 72,857 15,000 87,857
Warrick Liang 14,535 9,800 24,335
Gwendolyn Weiland 22,693 7,500 30,193
TOTAL: $595,822 $125,300 $721,122
BACKGROUND:
SafeFutures is a five-year grant with requirements for reapplication each year. The third-year
authorization ended on September 30, 1999. According to officials of the U. S. Department of
Justice, the fourth-year authorization will be dated October 1, 1999.
The funds for the fourth year are appropriated in the Federal budget. The delay in authorizing
renewed funding for the fourth year is caused by delays at the Federal level in processing our
proposal for the fourth year; there were similar delays in each of the prior transition periods.
When it became clear that Federal authorization for fourth year funding would not be received by
October 1, 1999, the County Administrator's Office began discussions with each of the listed
community-based agencies regarding the level of funding needed to keep these programs
operational. When the Federal authorization for year four is received, the County will be able to
recoup any outlays incurred for community agencies during October and November. Please see
Fiscal Impact section beginning on page 1.