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BOARD OF SUPERVISORS CONTRA
. . t.
FROM: JOHN SWEETEN, COUNTY ADMINISTRATOR +` _ �� _ OST
DATE: MARCH 12, 2002 k .
COUNTY
SUBJECT: Juvenile Fall Construction Status Report from the County Construction
Administrator
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
ACKNOWLEDGE receipt of Report from the County Construction Administrator regarding the
construction status of the Juvenile Hall Expansion
FINANCIAL. IMPACT:
None
BACKGROUND:
The attachedBoard of Corrections Site Monitoring Report dated February 5, 2002 provides an
independent assessment of construction progress for the Juvenile Hall Expansion Project. This report
also responds to the Centra Costa County Grand Jury Report #0104 wherein the Grand Jury
recommends the County'Construction Administrator provide written quarterly progress reports to the
Board of Supervisors, Probation Department, and Grand Jury. The attached report indicates that the
construction contractor is making satisfactory progress with the terms of the contract. No significant
problems have been encountered to date.
CONTINUER ON ATTACHMENT: YES SIGNATURE: 'T14
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION JORD OMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOAR co APPROVED AS RECOMMENDEb OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS(ABSENT } TRUE AND CORRECT'COPY OF AN
AYES' OES: ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN: ON MINUTES OF THE'BOARD'OF
SUPERVISORS ON THE DATE SHowN.
ATTESTED d '
JOHN SWEETEN,,CLERK OF
THE BOARD OV SUPERVISQRS
BY - I/ , ,DEPUTY
Contact: George Roemer, County Construction Administrator, 5-1055
cc: Auditor/Controller, GSD (Accountings---Terry Mann, URS Corporation (via CAO),
Probation Department, Grand Jury
Grand Jury, Attn: Robert Cowan
STATE OF CALIFORNIA>
GRAY DAVIS, GOVERNOR
pF ' $ BOARD OF CORRECTIONS 600 BERCUT DRIVE,SACRAMENTO,CA 95814 916/445-5073 wtvw.hdcorr.ca.gov
m
February 15, 2002
George Roemer
Senior Deputy County Administrator
Contra Costa County Administrator's Office
651 Pine Street, 10th Floor
Martinez, CA 94553
Subject: Construction Grants Program
Contract Number# 101-98'
Project Title: Juvenile Hall Expansioin Project
Dear Mr. Roemer:
I appreciate the courtesy shown me during my February 4,2002 onsite monitoring of the
Contra Costa County Juvenile Hall Expansion Project. I have enclosed a copy of the
monitoring report for your information.
a
Please telephone me at(916) 324-5011 if you have any questions.
i Sincerely,
j
Len Slvey
Corrections Planning and Programs Division
Enclosure: 1
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Copy: Terry Mann, General Services Fiscal Officer
Tim Vondrak,URS Construction Services
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9 Monitoring Letter doC 02/15/02
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Site monitoring report: ❑ initial r;� 2"d ❑ 3rd ❑ 4" ❑ Final'
Date of site monitoring: February 4, 2002
Name of County under Construction Contract: Contra Costa
Name of Adult Facil'ity(ies) under Construction Contract:
or
Name of Juvenile Facility(ies) underConstruction Contract: Contra Costa County Juvenile Hall
BOC staff at the site monitoring:
Name Title
. Len'5ilvey Field Representative
Persons met with, or who provided substantive information to BOC staff, at the site monitoring:
Name Title Affiliation
1. Mark Gaul Construction Manager URS'Construction Services
2. Mark Tortorich Construction 'Manager URS Construction Services
3, Tirn Von.drak Construction'Manager URS'Construction Services
4. Jennifer Deadman Analyst' Contra Costa County CACI
5. George Roemer Chief Deputy County Contra Costa County CAC)
Administrative Officer
6. Randy 0111mann' Construction'Manager URS Construction Services
SECTION 1. GRANTEE iNFORNIATI€)N
1. Contract Number: 101-98 5. Date of Grant.Award: May 20, 1999
2. Grant Award Amount: $ 22,239,425.00 6. Date Under Contract: May 1, 2001
3. Match Amount: $ 9,000,000.00 7. Contract/Construction Scheduled End Date: march 2,2003
4. Total Amount under Contract:
$31,239,425>OC)
8. Project'Title:` Contra Costa County Juvenile Hall Addition
PAfederal grant programlcontracts&formslsite visit monitoring form'Form 114(1/98) Rev.4199
-9. Brief project description, including number of beds to be added or modified and any security level
changes, or other changes, as a result of the project under contract: 'Add 120,000 square feet to the
existing Contra Costs County Juvenile Hall to include 160 detention morns accommodating 244 beds('
and corresponding education,recreation, medical, administrative, visitation, intake, kitchen and
laundry space.
10. is the project under contractpart of a larger non-contract project funded from other sources?
Yes Z No
If yes, please explain what the larger project is and when it will be complete:
11. Have there been any contract amendments and/or budget modifications to the contract since the last
site visit?
Yes M No
If yes, indicate the date(s) and describer
S CT)c3i i1. ktt6 tC W#Oi WAtioRif
Indicate who has responsibility for:
arne Title Phone
Official rolect' e: Tim Vondrak Construction Manager ' (925)648-4072
Financial/Accounting'Records: Tim Vondrak' Construction Manager (925)646-4072
County's Contractor ConstrGEflon Tim Vondrak Construction Manager (925)646-4072
Contract(s):
ContractorInvoices: Tim Vondrak Construction Manager (925)646-4072
StateInvoices: Tim Vondrak' Construction Manager (925)646-4072
Construction Progresg Records Tim Vondrak Construction Manager (925)645-4072
Change Orders: Tim Vondrak' Construction Manager (925)64(%4072
Daily Log and Work- Tim Vondrak` Construction Manager (925)646-4072
Authorizations:
quipmen urc ase'Orders: Tim Vondrak Construction Manager (925)646-4072
Discrimination Finaings ounty': Emma Kuevor Affirmative Action Officer, (925)335-1045
CAO's Office
Identify the physical location of the following;
Location
Official County roject File: 202 Glacier Drive, Martinez, CA 94554(Construction Trailer)
County ccounting inancia ecor s: 202 Glacier Drive, Martinez, CA 94554(Construction Trailer)
on rac or ecor -s nvoices: 202 Glacier Drive, Martinez, CA 94554(Construction Trailer)
P:\federal grant program\contracts&forms\site visit monitoring form:Form 114(1/98) 2 Rev.4/99
Will there be any change in the above records locations at the conclusion of the project?
® Yes (] No If yes, describe location change(s):Records will be moved to 651 Pine Street, 10th
Floor, Martinez, California 94553 upon project close out.'
D i4111 I �
1. Have there been any changes'in project officials identified in contract and/or the officials and
contractor identified on the team data sheet?
F� Yes ® No
If yes, describe action taken:
2. Are the drawings'and specifications used for construction the same as those submitted to and
approved by the BOC?
® Yes 0 No
If no describe action taken:
3. Has either the design capacity or BOC rated capacity changed since the drawings and specifications
were approved by the BOC?
F� Yes ® No
If yes, describe action taken:
4`. Are the overall design and scope of the project the same'as in contract?
Z Yes E] Na
If no, describe action taken:
5. Are accounting records maintained that:show'payments made to the county's contractor and state
grant reimbursement for those payments?
Z Yes F� No
If no, describe action taken: ;
6. ;,Have all grant funds been deposited into a separate fund account(s)that identifies the funds and
shows their manner of disposition?
® Yes n No
If no, describe action taken: The project'account Is Organization 4413 which is Capital'
Improvements Juvenile Facilities fund. Project expenditure account code is 4228. Revenue sscode' s
9348.
Pleoeral grant program\contracts&forms\site visit monitoring formTorm 114(1/98) 3 Rev. 4/99
7. Has the county or its contractor obtained necessary "all risks" insurance?
Z Yes 0 No
If no, or if county is self-insured, describe action taken:
8. Is the construction:site in a flood zone that requires the county to obtain flood insurance?
[� Yes ® No
If yes, is proof of flood insurance on file at the BOC? If no, has the county provided a letter of
assurance?
® Yes No
If no, indicate reason:
9. Is the county maintaining an equal employment opportunity program that meets federal requirements?
® Yes E] No
If no,;describe action taken:
10. If the grant award is $500,000 or more in federal funds, is an Equal Employment Opportunity Plant
countywide federal approval letter on file at the BOC?
Yes No
If no, describe action taken: The County's countywide EEOP expired on January fit?, 2002. Field
Representative, Len Slivey, and Deputy County Administrative Officer, George Roemer, had phone
conversation on January 10, 2002::reminding the County to submit updated,plan. 'The effort Is
underway and updated approval letter Is expected by February 28, 2002.
11 If federal funded, is the county aware of the federal' requirement to forward to the Office for Civil
Rights a copy of any findings of discrimination by a court or administrative agency?
® Yes [-J No`
If no, describe action taken:
12. Have there been any changes that would extend the project completion date, materially change the
Agreement for Construction with the county's contractor, or would change the total amount of the
state contract?
E] Yes Z,' No
If yes, describe action taken;
13. Did the county's contractor post the required payment and performance bonds?
Plederal grant programlcontracts&forms\site visit monitoring form:Form 114(1/98) 4 Rev. 4/99
Z Yes F❑ No
If no, describe action taken:
14. Is the county's contractor aware that the contract is fully or partially funded by grant funds provided
through the state?
Z Yes ❑ No
If no, describe action taken
15 Is the county's contractor aware that records must be retained for a minimum of three years after
project completion or audit, whichever is later, and that such records must be available for
examination by state or federal monitors/auditors?
Z Yes ❑ ;No
If no, describe action taken:
16. Do county representatives have the BOC Contract Administration and Audit Guide?
Z Yes ❑ No
if no, describe action taken:
17. Does the project financial officer understand federal and state accounting, recordkeeping and audit
requirements?
Z Yes ❑ No
If no,;provide referral to appropriate state and/or federal officials for technical assistance and clearly
describe action taken:
18. Are all county submittals current (e.g. state invoices and progress reports)?
Yes ❑ No
If no, describe action taken:''
19. Do county representatives need additional technical assistance?
Yes ❑ No
If yes, please describe need and plan to deliver: Construction Manager Raptly 0trnann pointed out that the
Quarterly Fiscal Invoice and Progress Report on the SOC web site mistakenly shows a heading of Section VII for Section
Vill. He also states that Section Vil,subsection 2 does not allow him to create a list-that prints dollar amounts In
alignment,though they appearto be In alignment on the screen. I have taken this up with Web Committee
representative Doug Holien.:
PAfederal grant programlcontracts&formslsite visit monitoring formTorm 114(1198) 5 Rev. 499
��YfY a jj
1. Is suitable access provided to the project site?
Z Yes ❑ No
If no, describe action taken.
2. Was the construction site visited?
® Yes ❑` Na
If not, indicate reason:
3. Does the actual on-site work appear to match the construction:schedule and design/scope of the
project?
® Yes ❑' No
If no describe action taken:
4. Does the county report any issues or problems with quality of work, subcontractors, delivery of
materials,'contractor schedule, architectural plans, or in other areas?
❑ Yes D ' No
If yes, describe action taken:
5. Is any claim or litigation pending related to the project?
❑ Yes Z No
If yes, describe circumstances:
SECTft �V: 1'RAN lT1t N bt C 0 VIRANCY .AIDS
1. Does the county have a project transition teem?
® Yes Q❑ No
If yes, indicate the names and titles of the members and the overall role of the team: 'Gemma Pasto,
Chief Deputy Probation Officer, Nancy Miller, Probation Manager,Carl Ackerley,,Institutional
Supervisor II, and Michael Fitts,Institutional Supervisor ll. The teams role Is to manage and oversee
the project for tee Probation Department and be liaison for the department across the County
structure. Members of the team completed the BOC Transitioning and Opening New Facilities
Pladeral grant programlcon racts&formMsite visit monitoring fornrl 114(1196) Rev. 4199
Training. Their primary duties are dedicated to transition and will eventually prepare policies and
procedures and conduct training of staff..
2. Does the county anticipate any changes to the staffing plan previously submitted to the BOC?
Yes ® No
If yes, describe action taken:
3. At full'`occupancy;after construction, will the county have to hire additional staff to meet Title 15,
California Code of Regulations, requirements?'
Z Yes ❑ No
If yes, have positions been allocated and has hiring of additional staff been approved by the county
Boardof Supervisors?
R Yes Z No
If no, please describe when this is expected: They will appear In the 2003/2004 budget.
4. Indicate the scheduled;;occupancy date and whether it is full or phased occupancy: July 2003.
Occupancy will be phased to be defined later.
E:CI"ltl viy BkC: 1E 1l "Ati�:S1T IJIENTORiVL71lIiJl1�► tY ANS? lvtliIIIITS' ;.
Provide a summary of this site visit including any outstanding issues or problem areas, and outline an
action plan to address'any issues or problems: Site development for the administration and kitchen areas
of the facility is complete with concrete'block'walls being placed. When the rough construction for this
portion of the facility addition Is complete, site work will begin for the living units. Additional underground
placement will fallow as the existing parking lot Is moved,to make way for soil preparation and
underground to take place on the remaining 2/3 of the new construction site. It is anticipated that work
on the living unit portion of the facility will commence March 22, 2002, The County will a) notify BOC of
"all risks" insurance option exercised In the change',order section of Its next QFIPR due February :15,2002,
and bj work with the affirmative action officer to update the countywide EEOP and secure approval letter
for BOC with a target elate of February 28,2002.
���T`IQ�I �(I. ; �CI�AL SITS L�1lvlNlTt�Ri(�G .
This section should be completed only at the final site monitoring after construction is complete.
1. Has the BOC's Facility Standards and Operations (FSO)Division field representative assessed the
post-construction Board-rated bed space capacity (BRC) of the facility?
F� Yes (-� No
P9federal grant program\contracts&formslsite visit monitoring form:Form 114(1198) 7 Rev. 4/99
If yes„ indicate:
Pre-construction BRC of the Facility:
Post-construction BRC of the Facility:
Note any needed explanation or detail by housing unit, etc:
If post-construction BRC of the facility has not yet been determined, please explain:
2. How many Board-rated beds were added in the construction project that was placed under state
contract? Indicate number of beds added as a direct result of the project under contract:
3. Is the number of-.Board-rated beds indicated above the same number as identified in contract?
❑ Yes ❑, No If no,..please explain;
4. How many existing Board-rated beds were modified or freed-up as a direct result of the project
under contract? °Indicate number of bed's modified or freed-up and explain:
5. Has the FSO field representative identified any post-construction issues related to compliance with
Titles 15, 19, or 24, California Code of Regulations?
❑] Yes ❑, No
If yes, please identify by section number, clearly explain, and identify proposed resolution:
6. Has the county submitted the final project invoice and final project summary?
❑ Yes ❑ No
If no please indicate if the construction is finished and complete; if the project has received a final
fire clearance and all local building inspection'clearances, and whether there is any pending claim or
litigation related to the project:
7. Are there any unexpended grant funds or local match remaining in the contract?
❑ Yes F� No
If yes, describe
8. Is the completed facility or housing unit now occupied, fully operational and staffed in compliance
with Title 15, California Code of Regulations?
❑ Yes ❑ No
If no, please explain when occupancy will occur and when it will be fully operational and staffed:
9. County representative responsible for arranging the final audit:
Name:
Plfederal grant program\contracts&forms\site visit monitoring form:Form 114(1198) 8 Rev. 4/99
Title: .
Mailing Address;
City,State, Zip.
Telephone:
10. Has the final audit been scheduled
0 Yes ❑ No
11. Name of representative or firm conducting the final audit:
Name:
Title:
Mailing Address:
City; State, Zip:
Telephone:
12. Summarize any project close-out issues, and outline an action:plan to address any issues or
problems;
SdCTdfN Vl: ddC1d'�'C1G iPC1FT AP'PFttUflL
Prepared by:
Name: Len Sidvey ,
Signature:
- - ..
Title: Field Representative
Corrections Planning and Programs Division
Date Prepared: February 5 2002
Reviewed and approved by Deputy Director or designee;
Name:,
Signature,.
Title:
Date Approved'.
Plederatgrant program\contracts&forms\site visit monitoring fonn:Form 114(1/98) 9 Rev. 4/99