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HomeMy WebLinkAboutMINUTES - 04141998 - C135-C138 TO: BOARD OF SUPERVISORS FROM: Gary T. Yancey District Attorney DATE: April 1, 1998 SUBJECT: Extension/Amendment of Personal Services Contract with Sue Imam for Accounting Services SPECIFIC REQUEST(S)OR RECOMMENDATIONS 3 BACKGROUND AND JUSTIFICATION Approve and authorize the Purchasing Services Officer to amend the existing personal services contract with Sue Imani to extend the contract through June 30, 1998 and increase the payment limit to $ 511,800. EINANCIAL ACT: NONE. The cost of this contract is covered by a budgeted vacant clerical positions. Bim' A SO NS EURI2FC'O M NDAILON/$ACKCROI. Continued services of the contractor are needed to perform accounting services to assure proper accounting of expenditures for grant and other revenue claiming purposes. CONQMLCFS t .FNMA TFM ACTION: Failure to approve this request could jeopardize the receipt of grant and other revenue budgeted for 1997/98 in the District Attorney's budget. CONTINUED ON ATTACHMENT: YES SIGNATURE: aRECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): � �, � ���� ACTION OF BOARD ON APPROVED AS RECOMMENDED_ OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES:II H VJ NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT: (T ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. Contact: ATTESTED SPR 14 Igo cc: CAO, Justice -George Roemer PHIL BATCHELOR,CLERK OF THE BOARD OF D.A. - Attn: Ren6e Goldstein SUPERVISORS AND COUNTY ADMINISTRATOR Auditor-Controller ti GSD - Purchasing Services Officer "` # r BY kn.rte DEPUTY TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator n,1 S Costa MATE: April 14, 199W '� . County SUBJECT: Authorize County Risk Manager to Amend Short Farm Service Contract with Claims Technical Services, Inc. RECOMMENDATION: Approve and authorize the County Risk Manager to amend the Short Form Service Contract with Claims Technical Services, Inc. to change contract name to AXIS Integrated Resources, Inc. ; to increase the payment amount by $25,000 to a total of $100,000 for additional workers' compensation claims administration services; and extend the term of the contract through June 30, 1998. FINANCIAL IMPACT: Costs for workers ' compensation claims administration services are funded through the Workers ' Compensation Self-Insurance Trust Fund. BACKGROUND/REASONS FOR RECOMMENDATION: Claims Technical Services, Inc. is a firm with special skills involving workers ' compensation claims adjusting. The County retained their services to assist in the process of reducing its claims inventory and adjusting, of claims due to adjuster position vacancies and an adjuster being on medical leave. SIGNATURE., ' c.p RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF�OARD +MMI APPROVE OTHER v_r- SIGNATURES ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS / 1 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 ASSENT- ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN, Contact: Joseph J. Tonda - 335-1450 Cc: CAO Disk Management ATTESTED APR 1• Auditor--Controller AXIS Integrated Resources, Inc, PHIL BATCHELOR,CLERK OF THE BOAROOF SUPERVISORS AND COUNTY ADMINISTRATOR M382 (10/88) BY-- „I-rk �-� 'I A 2 Q. ' DEPUTY �y CONTRA COSTA COUNTY Risk Management Administration Building, 6th Floor Martinez, California April 1, 1998 TO: Tony Enea, Sr. Deputy County Administrator FROM: Joseph J. Tonda, Risk Manager SUBJECT: Claims Technical Services, Inc. It is necessary to amend the contract with Claims Technical Services, Inc. retroactive to January 20, 1998, the effective date of the company name change to AXIS Integrated Resources, Inc. We became aware of this change the end of March when invoices were submitted reflecting the new business name. Attached is correspondence documenting the change. We are also increasing the payment limit and extending the term of the contract. JJT:py Attachment Y INTEGRATED RESOURCES 50514th Street suite 1110 March 30, 1998 Oakland, CA 94612 $00.927.8812 Joseph J. Tonda, Risk Manager 510.832.7378 Contra Costa County Risk Management 651 Pine Street, Sixth Floor Fax 510.286.8796 Martinez, CA 94553 RE: Company Name Change Claims Technical Services, Inc. Dear Mr. Tonda, This letter is in follow-up to my discussion with Phyllis in the Contra Costa County Claims Administration Department on March 27, 1998. Effective January 20, 1998, Claims Technical Services, Inc. has changed its name to AXIS Integrated Resources, Inc. Enclosed you will find a photocopy of official documentation which will verify this information. The name change has been implemented to compliment our expansion into healthcare and information technology staffing, All Other information regarding our company remains the same. Officers of the company are as follows: Maurice Costa Chief Executive Officer Stephen Smith J. Nicole Foster Chief Financial Officer Vice President of Operations Several weeks ago, we sent a general name change announcement to all of our clientele. However, we were not aware that your organization required an official announcement such as this to make necessary changes to your contract information. We apologize for any inconvenience this may have caused. Please do not hesitate to contact me should you have any questions regarding this matter. ncerely, � . James Bailey Operations Manager State of Delaware IMAGE 1 O ce of the Secretary of State I# EDWARD J. FREEL, SECRETARY OF .STATE OF THE STATE OF DELAWARE, DO HEREBY CERTIFY THE ATTACKED IS A TRUE AND CORRECT COPY OF THE CERTIFICATE OF AMENDMENT OF "CLAIMS TECHNICAL SERVICES, INC.", CHANGING ITS NAME FROM "CLAIMS TECHNICAL SERVICES, INC." TO "AXIS INTEGRATED RESOURCES, INC.", FILED IN THIS OFFICE ON TRE FYFTEENTH DAY OF JANUARY, A.D. 1998, AT 4.30 O ct-om P.M. I Ed:vctrd f.Frtet,Secretary cf Sfnte 2123872 8100 AUTHENTTCATION: 8871160 981019382 DATE: as-26•-98 !£ d 8!Z8 'ON H1,MHO) Moo "IVO Wd6O:L 8661 `L dV�I r SECOND CERTMCATE OF AA ENDNMNT OF {CERT MCATE OF INCORPORATION CLAIMS TECHNICAL SERVICES,INC..f Corporation")a coon organized nd existing under and by viriwa of dw Meta!Corporation Law of the State of Deia►ware does hereby certify: FIRS?: That the Board of Directors of said corporation, by unuimotts written consent adopted a resolution proposing and declating advisable the fbllowing amendment to the Certificate of Incorporataon of said corporation: l• The nmmrte of the corporation is AXIS IMM RATED RESOURCES,INC_ SECOND: That in lieu of a meeting,the sole stockholder by written consent bas approved said amendment in vowdnnace with the provisions of Section 228 of the Cameral Corporatiorn Law of the State of Delaware. THIRD: That the eoresaid ameadment was duty adopted in accordance with the applicable provisions of,Secdons 242 and 22$of the General Corporation Law of State of Delaware. IN MIMS WMWOF,said Corporradon hu caused anis certificate to be signed by MAURICE A.COSTA,its ChiefEX*cutive Officer,this 01 ''day of January 1998. CLAMS TECHNICAL SERVICES, INC. By: t ct& t Capt�"G MAURICE A.COSTA Chief Executive officer �,� 9 Zo -ON31V�O Boa dwo) 1b)- Wd6o:L 9661 'L 'aye Centra Costa County Number Standard Form 5/95 CONTRACT AMENDMENT/ Fund/Org. #1505 EXTENSION AGREEMENT Account #2310 1 . Identification of Contract to be Amended. Number: Effective Date: April 14, 1997 Department: County Administrator - Risk Management Subject: Workers ' Compensation Claims Administration 2 . Parties . The County of Contra Costa, California (County) for its Department named above, and the following named Contractor mutually agree and promise as follows: Contractor: Claims Technical Services, Inc. Capacity: Corporation Taxpayer ID # 94-3037822 Address : 505 - 14th Street Oakland, CA 94612 3 . Amendment Date. The effective date of this Contract Amendment/ Extension Agreement is January 20, 1998. 4 . Amendment Specifications. The Contract identified above is hereby amended as set forth in the "Amendment Specifications" attached hereto which are incorporated herein by reference. 5 . Extension of Term. The term of the above described Contract between the parties hereto is hereby extended from April 14,_ 1_998 to June 30, 1998, unless sooner terminated as provided in said contract. 6 . Payment Limit Increase. The payment limit of the above described Contract between the parties hereto is hereby increased by a maximum of $25,000, from $75,000 to a new total Contract Payment Limit not to exceed $100, 000 . 7 . Signatures. These signatures attest the parties ' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA BOARD OF SUPERVISORS ATTEST: Phil Batchelor, Clerk of the Board of Supervisors and County Administrator By Chairman/Designee Deputy CONTRACTOR By By (Designate business capacity A) (Designate business capacity B) Note to Contractor: For Corporations (profit or nonprofit) , the contract must be signed by two officers. Signature A must be that of the president or vice-president and Signature B must be that of the secretary or assistant secretary (Civil Code Section 1190 and Corporations Code Section 313) . All signatures must be acknowledged as set forth on page two. Contra Costa County Standard Farm (Rev. 1./95) APPROVALS/ACKNOWLEDGMENT APPROVALS RECOMMENDED BY DEPARTMENT FORM APPROVED By gy Designee APPROVED: COUNTY ADMINISTRATOR By: Designee ACKNOWLEDGMENT STATE OF CALIFORNIA ) ss. COUNTY OF CONTRA COSTA ) On before me, (insert name and title of the officer) , personally appeared 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. Signature (Seal) Acknowledgement (by Corporation, Partnership, or Individual) (Civil Code Section 1189) AMENDMENT SPECIFICATIONS In consideration of Contractor's agreement to provide additional hours of service under the Contract identified herein, County agrees to increase the payment limit and extend the term of the Contract. County and Contractor agree, therefore, to amend said Contract as specified below, to include changing Contractor's business name, while all other parts of the Contract remain unchanged and in full force and effect: 1 . Term. The Contract term set forth in Paragraph 3. (Term) is hereby extended through June 30, 1998. 2 . Payment Limit Increase. The Contract Payment Limit amount set forth in Paragraph 5 (Payment Limit) , is hereby increased by $25,000, from $75,000 to a new total Payment Limit of $100,000. 3 . Name Change. Contractor's business name is changed from Claims Technical Services, Inc. to AXIS Integrated Resources, Inc. effective January 20, 1998. Initials: Contractor County Dept. 137 File: 320-9601/B.4.4 THE .HOARD OF SUPERVISORS CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on April 14, 1998 by the following vote: AYES: Supervisors Uilkema, Gerber, DeSaulnier, Rogers NOES: None ABSENT: Supervisor Canciamilla SUBJECT: Award of Contract for New Dormitory at Orin Allen Youth lteliabililation Facility Bixler Road and Byer Roach, Byron Budgct Line Item No. 4413-41.36 Authorization No. 0928-WI1136B Bidder Total Amount Bond Amounts McFadden Construction $1,216,910.00 Payment: $608,455.00 1605 East March Lane#200 including Performance: $1,216,910.00 Stockton, California 95210 $1,200,000.00 Base Bid, $6,850.00 Add. Alt.No. 1, $10,060.00 Add. Alt. No. 2. Gansek,Inc. Berkeley,California J. L. Bray& Son, Inc. Salida, California Page Construction Company Novato,California Sausal Corporation San Leandro,California N. E. Carlson Construction, Inc. Brentwood,California Shoemate Buildings, Inc. Stockton,California Sierra Bay Contractors, Inc. Concord,California T. L. Bartz Construction Martinez, California Diede Construction, Inc. Woodbridge,California R.G.M. and Associates Concord, California Jim D. Odom,G.B.C., Inc. Antioch, California Pagel of 2 NEW DORMITORY AT ORIN ALLEN YOUTH 320-9601/8.4.4 REHABILITATION FACILITY, BIXLER ROAD April 14, 1998 BYER ROAD, BYRON The above-captioned project and the plans and specifications therefor having been previously approved, Addendum No. I having been issued and approved, and bids having been duly invited and received by the Director of General Services on April 2, 1998; and The Director of General Services recointnending that the bid', listed first above, McFadden Construction ("McFadden"), is the lowest responsive and responsible bid, and this Board concurring and so finding; NOW, THEREFORE, The Board ORDERS that the contract for the furnishing of labor and materials for said work is awarded to McFadden at the listed amount and at the prices submitted in said bid, and that said contractor shall present two good and sufficient surety bonds as indicated above, and that the General Services Department shall prepare the contract therefor; and The Board FURTHER ORDERS that after the contractor has signed the contract and returned it, together with the bonds as noted above and any required certificates of insurance or other required documents, and after the Director of General Services has reviewed and found them to be sufficient, the Director of General Services is authorized to sign the contract for this Board; and The Board FUttiTilER ORDERS that in accordance with the ,project specifications and/or upon signature of the contract by the Director of General Services, any bid bonds posted by the bidders are to be exonerated and any checks or cash submitted for security shall be returned; and The Board I+UR`>lIE1Z 01MERS that the Director of General Services is authorized to sign any escrow agreements prepared for this project to permit the substitution of securities for moneys withheld by the County to ensure performance under the contract, pursuant to Section 22300 of the Public Contract Code. } hereby certify that this is a troe and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the nate shown. APR 14 1998 ATTESTED: PHIL.BATCHELOR, Clerk of the Board of Supervisors an¢County Administrator Deputy Orig. Dept.- General Services Dept. - Architectural Division cc: General Services Department Architectural Division G.S. Accounting File: 320-9601/A.5 Auditor-Controller County Counsel Contract Compliance Officer(Via Arch. Div.) Probation.Department (Via Arch. Div.) O'Brien-Kreitzberg(Via Arch. Div.) Contractor(Via Arch. Div.) HAI 996\320960 1\6F©01528.W FD Is Page 2 of 2 ......... ......... ......... ......... _.. ....__..... ......... ......... ......... ......... ......... ........... ...... ......... ......... ......... ......... ......... ......... ..................................... CONTRA COSTA COUNTY File: 320-9601/A.2.1 GENERAL SERVICES DEPARTMENT Date: 02APR98 Architectural Division By: Steve Jordan WORK SHEET FOR ESTIMATED PROJECT COST Project: New Dormitory at O.Allen Youth Rehab. Fac. Budget line Item No.: 4413-4136 Address: Bixler Road at Byer Roar! Work Authorization No.: 0928-WH 1 36A,B Byron, CA Current Appropriation: 2,074,916 Status: Award Description: New 8,308 square feet 26 bed dormitory. Includes alternates. Sub- %Initial %rots: Totals Constructn Proj.Cost 1.00 PROPERTY ACQUISITION......................................................................................... 0 :... 0.0% 0.0% 2.00 CONSULTANT SERVICES 2.01 Architect........................................................................................ 135,000 2.01.1 Program Verification..................................... 2,755 :` 0.2% 2.01.2 All other phases............................................ 132,245 10.9%c' 2.02 Soils Engineer............................................................................... 20,000 1.6% 2.03 Testing and inspection.................................................................. 10,000 0.8%' 2.04 CEQA Consultant,.................................................................... 20,000 1.6% 2.05 Asbestos Consultant..................................................................... 0 0.0% 2.06 Surveyor........................................................................................ 5,000 0.4% 2.07 Other Services(O'Brien-Kreitzberg)............................................. 55,000 4.5% 2.08 TOTAL CONSULTANT SERVICES,............ ......................................... ............. 2+45,000 :20,1% 13.2% 3.00 PROJECT MANAGEMENT 3.01 Architectural Division.,.............. ................................................... 41,000 3.4% 3.01.1 Pre-Bid, Bid Phases...................................... 35,000 3.01.2 Construction Phase...................................... 6,000 0.5% 3.02 Lease Management Division......................................................... 0 0.0% 3.03 Building/Grounds Maintenance..................................................... 5,000 0.4% 3.04 Operating Engineers..................................................................... 2,500 0.2% 3.05 County Counsel............................................................................ 15,000 1.2% 3.06 Community Development Department.......................................... 5,000 0.4% 3.07 Other County Staff(Public Works, Real Property)........................ 5,000 0.4% 3.08 TOTAL COUNTY STAFF..................................................................................... 73,500 8.00A 4.0% 4,.00 PERMITS,MISCELLANEOUS 4.01 Building Permit, Fire Marshal........................................................ 5,000 0.4°!0 4.02 Encroachment Permit................................................................... 0 0.(r 4.03 Traffic Mitigation Fee..................................................................... 0 0 0°l0 4.04 Other Permits, Fees..........................................I........................... 2,500 0.29c 4.05 Misc. (printing, postage, photos, leases)...................................... 15,000 1.2% 4.06 TOTAL PERMITS, MISCELLANEOUS................................................................ 22,500 PES004SJ.XLS Page 1 of 2. 4/3/98 .......................................................... . ...................................................................................................................................... .................................................................... ........................... 6.00 CONSTRUCTION 5.01 Initial Construction......... ......................................................... 1,216,910 100.0% 5.02 Change Orders(15.0%of item 5.01)............................................ 182,540 5.03 Utility Connections(PG&E, estimated)......................................... 25,000 2.1% 5.04 Purchase Orders(Carpet)............................................................. 10,000 0.8% .5.05 Asbestos Abatement PO/Contract.......................I...................... 0 0.0% 5.06 Signage PO/Contract................................................................... 500 0.0% 5.08 TOTAL CONSTRUCTION.................................................................................... 1,434,950 -:117.9% 77.3% 6.00 FURNISHINGS,LOOSE EQUIPMENT(not Included In 5.00) 6.01 Office Landscape Partitions(OLP)............................................... 0 0.00/0 6.02 OLP Power Connections............................................................... 0 6.03 OLP Voice& Data Wiring.............................................................. 0 0.011/0 6.04 OLP Contingency(5.0%of 6.01, 6.02,and 6.03)......................... 0 0,00/0 6.05 Other....................................... .............. .................................. 0 0.00/0 6.06 TOTAL FURNISHINGS, LOOSE EQUIPMENT................................................... 0 0.0% 0.0% 7.00 COMMUNICATIONS(County staff, consultatnts,PO's) 7.01 Phones (not included in 5.00)....................................................... 7,500 7.02 Alarms (not included in 5.00)........................................................ 7,500 0.6% 7.03 Data(not included in 5.00)............................................................ 2,500 0.2% 7.04 Contingency (5.0%of 7.01, 7.02, and 7.03)................................. 900 7.05 Other... ......................................................................................... 0 6.0% 7.06 TOTAL COMMUNICATIONS.............................................................................. 18,400 1.501.0% 8.00 PROJECT CONTINGENCY ....................................................................................... 62,800 5.2% 3.4% (3.5%of project cost) 9.00 FINANCE COSTS....................................................................................................... 0 0.0% 0.0% 10.0 TOTAL PROJECT COST.......................................................................................... 1,857,160 152.8% 100.0% (Sum of Items 1.00 through 9.00) SAY............... 1,857,000 152.6% 100.0% Underrun/(Overrun) 217,916 10.5% Notes and Computations: A.Initial Construction cost(items 5.01a and 5.01 b)based on low bid received 02APR98 from McFadden Construction,including alternates. B.The Construction Change Order Contingency(item 5.02)is relatively high due to very low bid from an unknown contractor. C.Estimate does not include furnishings,window coverings,or office equipment. List of Attachments: A.Pie chart showing distribution of costs. B.Budget Status Report,5-8,Ax1i inch pages dated 24MAR98,as prepared by GSD Accounting. C.Bid resuits,one 81/2x11 inch page dated 02APR98. PES004SJ.XLS Page 2 of 2. 4/3198 ......... ......._. ......... ..._..... ..... .........._......._...._.. ......... ......... ......... ......... ......... ....._... _....... ......... ......... ......... ......... ............... . ................................................................................... Z co w rn uj Z rn Z�. R b uj 0 W fl ix B. L7 d £ b Z O ■ 1 4.) 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Y GENERAL SERVICES DEPARTMENT Architectural Division 1220 Morello Avenue, Suite 100 Martinez,California 94553-4711 (925) 313-7200 FAX: 313-7299 MEMORANDUM Date:April 3, 1998 File: 320-9601/B.4.4 TO: Board of Su a isor FROM: Barton J. G 1 r for of Services e SUBJECT: CONTRACT AWARD RECOMMENDATION; Agenda Date April 14, 1998; Authorization No.WH136B Bids for New Dormitory at Orin Allen Youth Rehabilitation Facility, Bixler Road and Byer Road, Byron,were received and opened at the County Architectural Division Offices on Thursday,April 2, 1998. It is recommended that the Board of Supervisors award the construction contract to the lowest responsible bidder, McFadden Construction of Stockton, in the amount of$1,216,910.00, which includes $1,200,000.00 Base Bid, $6,850.00 Additive Alternate No. 1, and$10,060.00 Additive Alternate No. 2. The initial construction contract estimate was$1,450,600.00,Base Bid only. Other bids received were as follows: Additive Additive Base Bid Plus Base Bid Alt.No IlA t. No. 2 Add. Alt, Nos. 1 &2 1. Gansek, Inc. $1,230,000.00 $ 5,217.00 $12,953.00 $1,248,170.00 Berkeley,California 2. J. L. Bray& Son,Inc. $1,225,650.00 $ 8,986.00 $26,248.00 $1,260,884.00 Salida, California 3. Page Construction Company $1,268,194.00 $ 2,200.00 $11,600.00 $1,281,994.00 Novato,California 4. Sausal Corporation $1,290,000.00 $ 7,500.00 $14,000.00 $1,311,500.00 San Leandro,California 5. N. E.Carlson Construction,Inc. $1,318,000.00 $ 4,632.00 $11,974.00 $1,334,606.00 Brentwood,California 6. Shoemate Buildings,Inc. $1,311,680.00 $ 9,600.00 $27,120.00 $1,348,400.00 Stockton,California 7. Sierra Bay Contractors,Inc. $1,350,000.00 $10,000.00 $12,000.00 $1,372,000.00 Concord, California Board of Supervisors April 3, 1998 NEW DORMITORY AT ORIN ALLEN YOUTH 320-9601/B.4 REHABILITATION FACILITY,BIXLER ROAD Page 2 AND BYER ROAD,BYRON 8. T. L. Bartz Construction $1,372,000.00 $ 9,000.00 $11,000.00 $1,392,000.00 Martinez,California 9.. Diede Construction,Inc. $1,380,000.00 $11,000.00 $12,000.00 $1,403,000.00 Woodbridge,California 10. R.G.M. and Associates $1,403,219.00 $ 9,050.00 $ 8,872.00 $1,421,141.00 Concord,California 11. Jim D. Odom,G.B.C.,Inc. $1,435,000.00 $ 3,410.00 $21,500.00 $1,459,910.00 Antioch, California H:\1996\3209601\6F00151 M.W PD Is Attachment cc: County Administrator's Office County Counsel Cleric of the Board(w/bids) Contract Compliance Officer .................I.........................................-........................................................................................ GENERAL SERVICES DEPARTMENT Architectural Division 1220 Morello Avenue, Suite 100 Martinez,California 94553-4711 (925)313-7200 FAX: (925)313-7299 TELEPHONE CONFERENCE SUMMARY Date: April 3, 1998 File: 320-9601/A.2.1 TO: File FROM: Robert D. Hill, Supervising Architect SUBJECT: NEW DORMITORY AT ORIN ALLEN YOUTH REHABILITATION FACILITY (WH136B); Division of Responsibility and Transition The following is my summary of a telephone conference held on this date with Gerry MacClelland of OSrien-Kreitzberg("OBK"). A. Discussion: Recommended the following division of responsibility for prcject: 1. Architectural Division will be responsible for the project through contract award and notice to proceed; OBK will be responsible for all project activity after notice to proceed, except: a. Architectural Division will follow-up on two CEQA mitigation measures: (1) an environmental biologist must verify that there are no Kit Foxes or Burrowing Owls at the site and (2) Real Property Division must establish a 0.2 acre dedicated wetlands area at the project site or at Byron airport(the biologist prefers the airport site). b. Architectural Division will continue to monitor the consulting architect's agreement. That is, OBK will approve the architect's invoices and extra service requests and forward them to Architectural Division for processing. 2. OBK will retain consultants for materials testing and special inspection and for soils testing and inspection. B. Follow Up: 1. Architectural Division will obtain verification of funding from G. Roemer on April 3, 1998 and will process the Board Order for award; will attempt to place award on Board agenda for April 14, 1998. 2. OBK will conduct the preconstruction meeting with the contractor,et al. after contract award. HAI 996\320960 1\6F001530.WPiz RDHAs cc: Office of County Administrator Probation Department L.Lockwood D. Grossi G.Roemer General Services Department O'Brien-Kreitzberg B. Gilbert G. MacClelland* T. Mann G. Bender S. Jordan *Please notify Bob Hill if you find significant errors or omissions in this summary. .......... ................. GENERAL SERVICES DEPARTMENT Barton J.Gilbert Contra Director of General Services Costa Architectural Division t�,./o s a 1220 Morello Avenue,Suite 100 Robert D.Hill County Martinez,California 945?53-4711 Supe1'+i 8 Architect (510)313-7200 FAX(510)313-7299 Tate: April 3, 1998 File: 320-96011A.2.1 NEW DORMITORY ORIN ALLEN YOU'T'H REHABILITATION FACILITY PROJECT STATUS REPORT NO. 4 A. PROGRESS As of April 3, 1998 approximately 37% of the project time has elapsed. The Program Verification/Schematic Design, Design Development, Construction Documents 'and bidding phases have been completed. Bids were opened on April 2, 1998. B. SCHEDULE STATUS All tasks are on schedule. The current schedule is attached. If contract award can be placed on the April 14 agenda,the project will be one week ahead of the baseline schedule. C. BUDGET STATUS 1. The current budget recommendation shown in column(D)below reflects the low bid price, including alternates, and includes actual costs to date as well as estimated future costs: (A) (B) (C) (D) Program Verification Last Report This Report Item 11-17-97 3-9-98 4-3--28 a. Funds available $1,602,420.00 $1,602,420.00 $2,074,916.00 b. Estimated Total Project Cost $2,000,000.00 $2,125,000.00 $1,857,000.00 c. Projected(overrun) underrun, a-b above ($ 397,580.00) ($ 522,580:00) $ 217,916.00 2. The current budget recommendation still includes about $245,000 in project and construction change order contingencies for unpredictable costs. This is higher than we would ordinarily recommend because the bidding was so competitive. The contract will be awarded to the lowest of 12 bidders and the bid was about 18 percent lower than the estimate. Consequently, the contractor probably will be looking for change order opportunities. A detailed budget status report is attached. Pagel of 2 ...............I........................................................................ ................................. Project Status Report No. 4 File: 320-9601/A.2.1 NEW DORMITORY AT ORIN ALLEN April 3, 1998 YOUTH REHABILITATION FACILITY 3. O'Brien-Kreitzberg, project managers for the new County hospital, will assume full responsibility for management of this project, after the notice to proceed is issued to the contractor. O'Brien-Kreitzberg will report directly to the County Administrator's Office. To reflect this management change, the budget status report has been revised: the amount originally allocated for Architectural Division during the construction phase (Item 3.01) has been transferred to a new category for O'Brien-Kreitzberg (Item 2.07), except for an allowance of$6,000 for"on call"and minor participation by Architectural Division during construction and construction closeout. D. SPECIAL CONCERNS As discussed in earlier Status Reports, the site might not be dry enough for construction to begin on the scheduled construction start date of May 5, 1998. HAI 99613209601\61+001540.WPD RDH:ls Enclosures: a) Gantt chart, one llxl7 in. page dated April 3, 1998. b) Work Sheet for Estimated Project Cost dated April 2, 1998, with attachments. cc: w/encl: County Administrator's Office L.Lockwood G. Roemer General Services Department B. Gilbert T. Mann G. Bender S. Jordan Probation Department D. Grossi Page 2 of 2 Page ................. To: BOARD OF SUPERVISORS CONTRA COSTA FROM: Phil Batchelor, County Administrator ° , ' �{ COUNTY DATE: April 14, 1988 0 ;-,------- SUBJECT: _ zSUBJECT: St. Vincent de Paul Contract SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMlf 'ENDATIONts). APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract with St. Vincent de Paul in the amount of$30,520 for the provision of pre-vocational employment services to Bay Point residents through its partnership with the Bay Point Works employment collaborative for the period of February 1, 1998 through October 31, 1998. FINANCIAL IMPACT: Funding is provided through a grant from the Zellerbach Family Fund. BACKGROUND/REASQN(S) FQR RECOMMENDATION($): Bay Point Works is an employment collaborative, comprised of the Contra Costa County Service Integration Program, community residents and a number of public and private agencies, all striving to increase the economic self-sufficiency of Bay Point residents. Through this contract, St. Vincent de Paul will provide a range of services to unemployed and underemployed residents of Bay Paint, with the goal of helping these individuals obtain and maintain employment. The partnership embodied in this contract will draw upon the strengths of 5t. Vincent de Paul, the Contra Costa Service Integration Program and other local service providers to put forth a seamless system of employment services for the Bay Point community. CONTINUED ON ATTACHMENT: _YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR,�,,,RECOMMENDATIdN OF BOARD COrEE —APPROVE �OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS{ABSENT } TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact:Sara Hoffman,336-1090 APR 14 1998 ATTESTED PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS cc:CAO AND COUNTY ADMINISTRATOR ,t "DEPUTY �F