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MINUTES - 03092004 - C.82-C.86
r TO: BOARD OF SUPERVISORS William Walker,M.D.,Health,Services Director Contra ,Jacqueline Pigg,Contracts Administrator Costa DATE: February 25, 2004 County SUBJECT: Approval of Contract Amendment Agreement#25--045-3 with Rubicon Programs, c. /' { / SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECpT�I:NDATIQN£S): Approve and authorize the Health Services Director, or his designee (Wendel Brunner, M.D.) to execute on behalf of the County, Contract Amendment Agreement #25-045-3 with Rubicon Programs,Inc.,a non-profit corporation,effective February 15, 2004 to amend Contract#25-045-2 to increase the Contract payment limit by$66,053,from$268,554 to a new total of$334,607. FISCAL IMMACT: This Contract is funded 100% by State Supportive Housing Initiative Act(SHIA)Funds. No County funds are required. BACKGR0UND/REAS0N(S)FOR RECOMMENDATION(S): On 'September 23, 2003 the Board of Supervisors approved Contract #25-045-2 with Rubicon Programs, Inc., for the period from August 15, 2003 through June 30, 2004, for the provision of support services for Contra Costa County Health, Housing and Integrated Services Network (HHISN)clients. Approval of Contract Amendment Agreement #25-045-3 will allow the Contractor to provide services to additional County clients that are homeless and have a diagnosis of mental illness or a dual-diagnosis of mental illness and substance abuse, through June 30,2004. f ''fRECOMMENDATION OF COUNTY ADMINISTRATOR REi�OMMENDATION OF BOARD COMMITTEE APPROVEOTHER i I NA R : I' , ACTION OF BOAR O tr.' -' APPROVED AS RECOMMENDED _ OTHER s ' , .s VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE 'S UNANIMOUS (ABSENT_ AND CORRECT COPY OF AN ACTION TAKEN AYES: tES. AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: `ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED JOHN SWEETEN,CLER OF THE 80AhD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Wendel Brunner,NID 313-6712 CC: Health Services dept. (Contracts) Auditor-Controller Risk Management BYf ' `; ���'c �� y �,.-��r�✓ DEPUTY Contractor TO: BOARD OF SUPERVISORS � William.Walker,M.D.,Health Services Director ����: - Centra By: Jacqueline Pigg,Contracts Administrator Costa DATE: February 25,2004 County SUBJECT: Approval of Contract Amendment Agreement#25.047-3 with Phoenix Programs,Inc. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION REM NDA°l`POWS): Approve and authorize the Health Services Director, or his designee (Wendel Brunner, MD) to execute on behalf of the County, Contract Amendment Agreement #25-047-3 with Phoenix Programs,Inc., a nonprofit corporation,effective February 15, 2004 to amend Contract#25-047-2 to increase the Contract payment limit by$19,257,from$133,248 to a new total of$152,505. FISCAL IMPACT: This Contract is funded 100%by State Supportive Housing Initiative Act(SHIA)Funds. BACKGROUNDIREASONtS)FOR RECOMNNWNDATItJN(S): On October 7, 2003, the Board of Supervisors approved Contract #25-047-2 with Phoenix Programs, Inc. for the period from August 15, 2003 through June 30, 2004, for the provision of vocational,rental assistance, and other homeless support services to County's HHISN clients. Approval of Contract Amendment Agreement #25---047-Y3 with Phoenix Programs, Inc. will allow the Contractor to provide services to additional clients that are homeless and have a diagnosis of mental illness or a dual-diagnosis of mental illness and substance abuse,through June 30, 2004. SIGNAIUR 4.-'r RECOMMENDATION OF COUNTY ADMINISTRATOR —�s .' RE MMENDATION OF BOARD COMMITTEE APPROVE _OTHER SI_QNATUR M ;= 21 ACTION OF BOARD `` APPROVED AS RECOMMENDED OTHER V VOT OF SUPERVISORS x I HEREBY CERTIFY THAT THIS IS A TRUE _ UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: ES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. .: Af { 4 f r"p" i ATTESTED JOHN SWEETEN,CLERK 0#THE BOARDF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Wendel gunner,MD 313-6712 CC: Health Services Dept. (Contracts) Auditor-Controller ' r � , Risk Management BY d'tom -!sir DEPUTY Contractor TO: BOARD OF SUPERVISORS _ •* CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: MARCH 9, 2004 COUNTY SUBJECT: APPROVE THE SEVENTH AMENDMENT TO THE CONSULTING SERVICES AGREEMENT FOR REMODEL AND OFFICE LANDSCAPE PARTITION MODIFICATIONS AT 1305 MACDONALD AVENUE, RICHMOND FOR THE EMPLOYMENT AND HUMAN SERVICES DEPARTMENT (WH36$E) � 63 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE the Seventh Amendment authorizing extra work under the Consulting Services Agreement dated November 16, 1999, with Daniel Rainey, Architect, for additional architectural services for the Remodel and Office Landscape Partition Modifications at 1305 Macdonald Avenue, Richmond for the Employment and Human Services Department. The Seventh Amendment increases the scope of services and increases the Payment Limit from $389,000 to $419,928. 2. AUTHORIZE the Director of General Services, or designee, to execute the Seventh Amendment to the Consulting Services Agreement and to issue written authorizations for extra work, in addition to the authorization for the Seventh Amendment, provided that the cumulative total extra cost for such additional authorizations shall not exceed $25,000. FINANCIAL IMPACT The project is financed with 2002 Series A Lease Revenue Bonds totaling $3,500,000. Debt service payments are included in the FY 2003/04 budget for the Employment& Human Services Department. These debt service costs are eighty percent (80%)funded by the Federal and State governments and twenty percent (20%)funded by the County. BACKGROUND On November 16, 1999 the Board of Supervisors approved and authorized the Director of General Services to execute the original Consulting Services Agreement. The agreement provides for comprehensive architectural services including design, engineering, development of construction documents, and construction administration services for the Remodel and Office Landscape Partition Modifications at 1305 Macdonald Avenue, Richmond for the Employment and Human Services Department. CONTINUED ON ATTACHMENT: X YES SIGNATURE: fECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE S: t } ACTION OF BOA F' �1??i( d _ APPROVED AS RECOMMENDED OTHER 1 VOTE OF SUPERVISORS UNANIMOUS(ABSENT w AYES: �' 1OES ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept:General Services Department I HEREBY CERTIFY THAT THIS ISA TRUE cc: General Services Department AND CORRECT COPY Capital Projects Management Division AND ENTEREDOACTIONF AN ON THE MINUTES THE BOARD Accounting OF SUPERVRS,3N THE DATE SHOW{. CPM File: 135-9903/A.1.1 /r > , 135-9903/A.5ATTESTEDf L -s County Administrator's Office JQHN SWEETEN,CLERK OF TH9 BOARD OF SU RVISORS County Counsel $ND COUNTY ADMINISTRATOR Auditor Controller Employment&Human Services Department(via CPM) BY - ° n,' 61r DEPUTY Daniel Rainey,Architect(via CPM) H:119991135990319=3123b.doc JA:tb Page 1 of 2 M382(10/88) e e3- APPROVE THE SEVENTH AMENDMENT TO THE 135-9903/A.1.1 CONSULTING SERVICES AGREEMENT FOR REMODEL March 9, 2004 AND OFFICE LANDSCAPE PARTITION MODIFICATIONS AT 1305 MACDONALD AVENUE, RICHMOND FOR THE EMPLOYMENT AND HUMAN SERVICES DEPARTMENT (WH368B) The First Amendment increased the scope of services to provide additional architectural and consulting services due to design changes and expanded project scope that included demolition and reconstruction of additional sections of the office work areas on the first, second, and third floors; increased the number of workstations from 183 to 253; added a new two-story elevator tower; and added reimbursable expenses in the amount of$7,500. The Second Amendment increased the scope of services to provide additional design services for revisions to the first, second and third floors, completion of the schematic design and design development for the new elevator tower, and increased the reimbursable expenses from $7,500 to $8,500. The Third Amendment increased the scope of services to provide additional architectural, structural, mechanical, and construction administration services required due to existing site conditions. The Fourth Amendment increased the scope of services to provide additional architectural services to review and analyze the existing HVAC system and provide an estimate for the redesign and construction cost. The Fifth Amendment increased the scope of services to provide additional architectural services required to re-engineer the HVAC diffusers and ductwork, design air distribution to limit air volume from diffusers, and revise plans to include additional areas of suspended acoustical the ceiling replacement. The Sixth Amendment increased the scope of services to provide additional architectural services to review and comment on alternate systems furniture plans, provide revised drawings for Classrooms 103 and 103A, structural, mechanical, electrical and plumbing and additional project coordination, and increased the reimbursable expenses from $8,500 to $15,833. The Seventh Amendment increases the scope of services to provide additional architectural/ engineering services to coordinate and process numerous Proposal Requests and Requests for Information responses associated with an expanded design scope of work, material and construction changes requested by the client department, and resolving pre-existing electrical hazards discovered in the building. JA:tb HAI 999\1 35990319l003123b.doc Wage 2 of 2 M382(10188) File: 135-9903/A.1.1 SEVENTH AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR REMODEL AND ONCE LANDSCAPE PARTITION MODIFICATIONS, 1305 MACDONALD AVENUE,RICHMOND FOR THE EMPLOYMENT AND HUMAN SERVICES DEPARTMENT (WH368B) 1. Effective Date and Parties: Effective March 9, 2004, Daniel Rainey, Architect(herein called "Consultant"),a Sole Owner, and the County of Contra Costa( erein called"County"),a political subdivision of the State of California,mutually agree as follows: 2. Purpose: On November 6, 1999, the parties entered into a contract entitled "Consulting Services Agreement," referred to as the "Agreement," which covers comprehensive architectural services for the Remodel and Office Landscape Partition Modifications at 1305 Macdonald Avenue, Richmond for the Employment and Human Services Department. The Agreement has previously been amended as follows: First Amendment dated March 6,2001, Second Amendment dated August 7,2001,Third Amendment dated March 5,2002,Fourth Amendment dated May 6, 2002,Fifth Amendment dated January 8,2003,and Sixth Amendment dated February 4,2003. The parties desire to further amend the Agreement to expand the scope of service and to increase the payment limit accordingly. 3. Amendments to Agreement: A. In the Agreement, Section I(c),change the Payment Limit from$389,000.00 to $419,928.00, an increase of$30,928.00. This change shall apply to charges from and after December 12,2003. B. In accordance with Section 14 of the Agreement provide the following: Provide additional architectural/engineering services to coordinate and process numerous Proposal Requests and Requests for Information responses associated with an expanded design scope of work, material and construction changes requested by the client department, and resolving pre-existing electrical hazards discovered in the building. 4. Effect: Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. Signature: These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT By: Date: Type of business: Barton J.Gilbert (Designate type—corporation,sole proprietorship,partnership, Director of General Services/Purchasing Agent 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,president 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 ) County of } ss 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 sea]. Dated: [Notary's Seal] Notary Public RECOMMENDED FOR APPROVAL: ByAPPROVED AS TO FORM: Director,Capital Facilities&Debt Management SILVANO B.MARCHESI County Counsel By: Deputy tb HM 999\1359903\91003124a.DOC Page 1 of I THE BOARD OF SUPERVISORS CONTRA COSTA COUNTY,CALIFORNIA Adopted this Order of March 9,2004, by the following vote: AYES: qipmlsoRs uulam, aumm Arm mom NOES:` Nm ABSENT: XpEMSORs OZOA Arm De&q Nm ABSTAIN:Nm SUBJECT: Award of Contract for the Remodeling of Central Control at the Martinez Detention Facility, 1000 Ward Street, Martinez, for the Sheriff- Coroner heriffCoroner Budget Line Item No. 4411-4139 Authorization No. 0928-WH139D Bidder Total Amount Bond Amounts .Engineered Control Systems, Inc. $735,935 Payment: $735,935 2702 N. Perry (which includes Performance: $735,935 Spokane, WA 99207 $717,971 Base Bid and $17,964 Add. Alt.No. 1) Norment Security Group, Inc. Livermore, CA MASK. Systems, Inc. Moorpark, CA The above-referenced project and the plans and specifications therefore having been previously approved, Addenda No. 1, 2, and 3 having been issued and approved, and bids having been duly invited and received by the Director of General Services on January 22, 2004; and The bidder listed first above, Engineered Control Systems, Inc. ("ECS"), having submitted the lowest responsive and responsible bid, which is $84,565 less than the next lowest bid; and The Contract Compliance Officer having forwarded for the Board's review and consideration the good faith effort documentation submitted by ECS; and The Director of General Services recommending that the bid submitted by ECS is the lowest responsive and responsible bid, and this Board concurring and so finding, NOW,THEREFORE,the Board finds, determines and orders as follows: The Board DETERMINES that ECS, as the lowest responsive and responsible bidder, has demonstrated an adequate good faith effort, pursuant to the specifications for this project, to comply with the requirements of the County's Outreach Program, and the Board WAIVES any irregularities in such compliance; and The Board, therefore, ORDERS that the contract for the furnishing of labor and materials for said work is awarded to ECS at the listed amount and at the prices submitted in said bid, and that said contractor shall present sufficient payment and performance surety bonds as indicated above, and that the Director of General Services, or designee, 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 the Director of General Services, or designee, has reviewed and found them to be sufficient, the Director of General Services, or designee, is authorized to sign the contract for this Board; and The Board FURTHER ORDERS that in accordance with the project specifications and/or upon signature of the contract by the Director of General Services, or designee, any bid bonds posted by the bidders are to be exonerated and any checks or cash submitted for security shall be returned; and H A2002\250023 7102L037056b.doe loft Award of Contract for the March 9, 2004 REMODELING OF CENTRAL CONTROL AT THE MARTINEZ DETENTION FACILITY, 1000 WARD STREET,MARTINEZ, FOR THE SHERIFF-CORONER The Board FURTHER ORDERS that the Director of General Services, or designee, is authorized to sign any escrow agreements prepared for this project to permit the direct payment of retention into escrow or 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; and pursuant to Public Contract Code Section 4114, the Board DELEGATES its functions under Public Contract Code Sections 4107 and 4110 to the Director of General Services, or designee; and The Board FURTHER ORDERS that the Director of General Services, or designee, is authorized to execute any changes to the contract pursuant to Section 20142 of the Public Contract Code; and The Board DECLARES that, should the award of the contract to ECS be invalidated for any reason, the Board would not in any event have awarded the contract to any other bidder, but instead would have exercised its discretion to reject all of the bids received. Nothing herein shall prevent the Board from reawarding the contract to another bidder in cases where the successful bidder establishes a mistake, refuses to sign the contract or fails to furnish required bonds or insurance in accordance with Public Contract Code Sections 5100-5107. Orig. Dept. General Services Dept. - Capital Projects Management Division cc: General Services Department Capital Projects Management Division Accounting CPM File: 250-0237/B.4.4 250-0237/A.5 County Administrator's Office County Counsel Contract Compliance Officer(via CPM) Auditor-Controller Sheriff-Coroner Department (via CPM) Engineered Control Systems, Inc. (via CPM) Surety(via CPM) Alta Consulting Services, Inc. (via CPM) S3:tb ntered on the minutes of thof an efBoaM 0 rvisors on the date shown ATTESTED JOHN SWEETEN, Clark Who Boar of StU_ ccors and County-Admi strator C) k 12 Deputy H:\2002\2500237\02L037056b.doe 2 of 2 OSTA COUNTY eneel °s t epartment Barton J.Gilbert If 'X MANAGEME1�T Director °� Mickey Davis „ t et Deputy Director Michael J. Lango C11\\ �.., Deputy Director - Rob Lim, PE DATE: March 9, 2404 Manager TO: Board of Supervisors &&tAdI& FROM: Barton J. Gilbert, Director of General Services SUBJECT: CONTRACT AWARD RECOMMENDATION Bids for the REMODELING OF CENTRAL CONTROL AT THE MARTINEZ DETENTION FACILITY, 1000 WARD STREET, MARTINEZ FOR THE SHERIFF- CORONER were received and opened at the County Capital Projects Management Division Office on January 22,2004. It is recommended that the Board of Supervisors award the construction contract to the low bidder, Engineered Control Systems, Inc. of Spokane, Washington, in the amount of$735,935, which includes $717,971 base bid and$17,964 for Additive Alternate No. 1. The Consulting Architect for the project estimated the probable construction cost to be$726,000 (base bid). Other bids received: Base Bid Add. Alt. #1 Total Norment Security Group, Inc. $779,500 $41,000 $820,500 Livermore, CA MASK Systems, Inc. $954,990 $19,500 $974,490 Moorpark, CA SJ:to cc w/attach.: County Administrator's Office County Counsel Clerk of the Board (w/bids) Contract Compliance Officer File: 250-0237/B.4.4 H:\2002\250023 7\02 L03 7055m.d oc 611V County of Contra Costa Office of the County Administrator Affirmative Action Office 651 Fine Street, Martinez, CA 94553 (925)3351045 fax: (925) 646-1353 Ekuev@cao.eccounty.us Date: February 24, 2004 To: Board of Supervisors From: Emma Kuevor A��� Affirmative Action Officer Subject: Remodeling of Central Control at the Martinez Detention Facility, 1000 Ward Street, for the Sheriff-Coroner Project No. WH139D Attached for your review and consideration is the documentation of good faith effort submitted by Engineered Control Systems. cc: Scott Tandy, Chief Assistant County Administrator Silvano Marchesi, County Counsel Barton J. Gilbert, Director General Services Department Steve Jordan, Senior Capital Facilities Projects Manager a:itrGSDRemodCentContrMartDetenFac "Innovative Solutions" r FACSIMILE COVER SHEET Company. CONTRA COSTA COUNTY Date: 1212ZV3 Capital Projects Management Division Attu:Steve Jordan Fir Number., 925-313-7299 , GENERAL SERVICES DEPARTMENT Phone Number. 925-313-7200 S.J. CAPRAL PROJECTS CC; � MANAGEMENT t IVIS€ON DEC 2 2 2003 Number of pages including cover sheet:2 FILE:m9 d- d a 3 Sander., Art Drumm � rrtia i ,ar�c. Marketing/Seles Manager art c@`z ecs-systems.cam Xk) For your Information- 0 Purchase Order 0 Request for Information Subject:Remodel Central Control at the Martinez Oetendon Facility, File#250-0237" Steve. Please see the attached letter regarding Division E of file contract bid specifications, If you need more information, please don't hesitate to contact me, Thank you very mach 2702 North Perry Spokane WA 99207 (509)483-6215 FAX (517.9)483-5102 Licenses WPI.#ENGINCS055DM, M n 12844-13-4(8,47) Oregon 9 0118365 AEJCA49 53203:201J=� "Innovative Solutions" December 22, 2003 Mr. Steve Jordan Capital Projects Management Division Contra Costa County 1220 Morello Ave, Suite 100 Martinez, CA 94553- 1711 Subject; Acknowledgement of Outreach Program Requirements, Division E,, Pile# 250-0237. Dear Steve. We at ECS have read and understand the requirements and ramifications in Division E of the contract bid documents for the above project. ECS will do everything possible to adhear to the requirements and All in goad faith attempt to employ sub-contractors and/car individuals that comply with these requiements. Zrum y, m Marketing/Sales Manager ECS (509) 483-6215 ext 117 (509) 483-5102 fit art@ecs-systems.com 2702 Norrh Perry Spokane WA 99207, (509)483-621.5 PAX (509),d83-5102 Licenses WA.#ENGIVCS055DAf, ID. # 12844-B-!(+4,4`7) Oregon * 13118365 U-L/ Zit LUU4 1b: t$ �Jt9'JWd.i31 CL C�� rraac r�1 F rt r "'Innovative Solutions" FACSIMILE COVER SHEET Company: Contra Costa County Date: 9123104 Capital Managements,Division General services Department Attn: Steve Jordan Fax Number: 925-313-7299 Phone Number." 925-313-7200 CC: Number of pages including cover sheet. 7 Sender., Jing Blair Estimator jim@ecs-systems.com (x) for your Information. D Purchase Order () Request for Information Subject: Mr. Jordan Please review the attached Division E Response. ENT GEN CAPITAL PROJECTS { RX, _ . .. JAN 2 3 2004 JL S.H. FILE: Tris RECEIVE 27021vorth Perry Spokane PYA 99207. (509)483-621.5 FAX (509)483-5102 Licenses WA.#EXGCNCS0S5DM, LD. # 12844-,B-4(8,47) Oregon # 0118365 CA 0805507 G?&C-19 F P^147L.. L14 o CJ "Innovative Solutions" January 23, 2004 Contra Costa County Capital Projects Management Division General Services Department 1220 Morello Ave., Suite Martinez, CA, 94553-4711 Attn.- Steve Jordan Mr. Jordan The following is the attachment E requirement for the Martinoz Detention Facility Project. We hope everything is in order and we can proceed with the project as soon as possible. 1) The amount of possible work available for subcontractors was determined to be minimal &limited for this project. We have identified approximately$30,000.00 worth of possible subcontract work, which is exclusive to an electrical subcontractor but deemed to be work for ECS forces only, This amount of work only represents 5%of our total base bid. We are a C•10& C-7 licensed California contractor and do not see the need to subcontract out this work at this time. 2) A letter was sent to Steve Jordan Dated December 22, 2003 statim that we understand the requirements regarding division E in lieu of attending the pre bid meeting outlined by this specification. A copy of that letter will be attached to this document_ 3) ECS determined there was not sufficient work in this particular project bid to warrant a sub-contractor. 4) No advertisement for sub bids was done because of oz.zr determination that there was not sufficient work:for a sub-contractor. 5) Nc written notice was given to sub-contractors becau:;e there was not an advertisement issued as stated in 94 above. 6) No follow-up was clone because of the reasons as listed in# 5 above. 7) No plans or specifications were issued to potential sul>-contractors because of reasons as stated above. 2702 North ferry Spokane WA 99207 (509)483.6215 FAX (509)483-5102 Licenses WA.#ENG'NCSOSS V, M # 128444-4(8,47) Oregon #0118365 CA, #805507 C-7,& +C-10 #9if �f 3t#�F Ib; �`i �t Y ue ur f c+r Page 2 8) ECS has not contacted Recruitment/Placement Organizations because of reasons as listed in items above and our determIrWion that there is no sub-contractor work. ) No negotiations have taken place for this project because of reasons as listed above. 10)No advise was given because of the reasons as listed above_ 'We a, ECS understand the effort to include underutilized businesses in the bid process and are willing to make cvcry effort to comply with the guidelines laid out in the speeilacations. Unfortunately, we ;Feel Haat this particular project,�wrfh its specialized nature; does not offer the opportunities for subcontracting outside our own forces. However if sub-contracting is determined to be needed during;the course of the project we will solicate sub-quotes from electrical contractors that ars,listed on the Centra Costa County SBE website list(attached). Sincerely, e Jim R, Blair Estimator 2702 Nonh Perry Spokane WA 99207. (509)483-5215 F4X (509)483-5102 Licenses WA.0'rENG1NC,SOS, AV, ID. # 12844-B-4(8,47) Oregon #01183,65 CA#805507 C«7& C-10 "Innovative Solutions" December 22, 2003 Mr. Steve Jordan Capital Projects Management Division Contra Caste County 1220 Morello Ave, Suite 100 Martinez, CA 945534711 Subject: Acknowledgement of Outreach Program Requirements, Division E, File#250-0237. Gear Steve: We at ECS have read and understand the requirements and ramifications in Division E of the contract bid documents for the above project. ECS will do everything possible to adhear to the requirements and will in goad faith attempt to employ sub-contractors and/or individuals that comply with these requiements. Sincerely, Krumm Marketing/Sales Manager ECS (509) 483-6215 ext 117 (509) 483-5102 fx art@ecs-syrstems.com 27#2 North Perry Spokane WA 99207. (5©9)483-6215 .SAX (509)483-5102 Licenses WA.#ENG1NCS055DM, IL! # 128#4-B-4(8,47) Oregon # 11118365 ,r,�rr r el Yy VW � -iJ.1 VW. C4 5 1 Va.M V.a i V.d. ^w4i V.-a .JVc V-4 -4 -414 -4 G! W W'W I w i Cd W, CwD Cdz 4.5 C+1; � w O�' Cdl ill; td G+3 CI7 i W 63'w .wi, Las, tai • 1+i .le _. at wY. ,d. .,� .► ..F ..Y .i .d� ..1. .„d, ... .i ,a �, rk .+L .,a,..A ..�I � ..y � r ap t N. hl N N N N N N PJ: N N N}ES N,_ . 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J� .� .p- a rC S+� rfi'w.' a � ' r'i :.i. © ' O Gi"j i Y i d � I � i I ,, CL cn w e v, clto CL im r C o 0 rm 2 m C —i o f o43 r wal ar,*r www I i r II rn N, A ' N. L3 '' t0 t Ai; Ni ws12, I , w CD in 42 _ 3 ° 0tv CM CL . vr i CEJ • Ch °' w l+ i C7 to o` }' co CLI to m;I O to tD' tIJ C7 C7; i Gn 11 Ct s tl 4?I: CJ *1f ttl7 x C7 I', tSk C h at w a s is;CS y I; ca m I; �, Ulf Lett ZUU4 I�.RC1 Va "Itnnovatrve Solutions" FACSIMILE COVER SREET Company: CONTRA COSTA COUNTY Date: 1126104 Attn: Steve Jordan Fax Number. 925-313-7299 Phone Number. 925-313-7200 CC. Number of pages including cover sheet: 6 Sender., Art Krumm Marketing/Sales Manager art@ecs-systems.com extension #117 (M For your Information: 0 Purchase Order 0 Request for Meeting Subject: Centra Costa Division F requirements Steve.- Please teve:Please see the attached imnformation. Hope this works, but let me know if there is anymore that you may need. Thank you very much for your help. DEPARTMENT t "e g d Cidi"Kip r�gP�7a9ECTt�atpp�e qq 3 ,.•..,. MAF �'°�.�S��J=�'N �§'Y�ka�'ryd94.�N �. ....;._�__. JAN 2 6 2004 J.C. E.W. . .,.,,Fid ,; >4-fit 3;� I �Oss 27021vrrth Perry Spokane WA 99200 (509)483-621.r FAX (509)483-5102 Licenses WA.#ENGLVCS955DJV, M # 12844-B-4(8,47) Oregon # 0118365 F�21 b/1YIY34 � G `i S 4I�� 1 b� EES HAUL X31 A I Il ii. iwlh_ yu i VPI "Innovative Solutions" January 26, 2004 CONTRA COSTA COUNTY Capital Projects Management Division General Services Department 1220 Morella Ave. Suite 100 Martinez, CA 94553-4711 Attn: Steve Jordan Subject; Division E Requirements, (Additional Attachment) Steve: Regarding Section 2. Mandatory SubcontraEcting Minimum Participation Level (attached) and as it relates to# 3 in Section 1, Sufficien Work ldentrfied for Subcontractors (attached), we have listed below the percentage of participation for the subcontracting of materials suppliers. Contract Sid Amount: $ 717,971.00 Material Cast. $ 492,254.58 60% for materials for allottment $ 295,352.75 % of bid for subcontracted materials 4ING Regarding # 9 of Section 1, No-gotiate In Good Faith (attached), prior to bid we had determined that all work will be performed by ECS personell, The only possible sub-contracting we could possibly do is for approximately 5% of the total bid amount, This work is for mise, conduit materials and installation. There was no need for ECS to get a sub quote for this work. As a side note, ECS is typically a sub-contractor and we are not a general contractor that would typically bid on a project that has all disiplines, i;e. concrete, structural, civil, and many sub-contractors i;e. electrical, mechanical, electronic systems integrators etc. This project is a retrofit and is mostly replacing Calder product for newer product and does not require all disiplines. The specifications in the bid documents state that the division 2-16 are not used which leaves division 17000 (Security Electronics) as the only one section to be bid. 2742 North Perry Spokane WA 99207 (3119)483-621:y FAX (509)483-5142 Licenses WA.#ENGVVCS455,DM, !,D.# 12844-B-4(8,47) Oregon # 4118365 Page 2 'lease let me knew if there is any more infDrmation you reed_ Snc rely, rum Marketing/Sales Manager ECS (609) 483-8215 ext 117 (509) 483-5102 fx art@ecs-systems.ccm 2702 North ferry Spokane WA 99207. ( 09)483-6215 FAX (509)483-5102 Licenses WA.#1~NGIXCS055,DM, ID. # 12844-1;-4(8,47) Oregon # 0118365 DIVISION E. Outreach Program/Mandatory Subcontracting I+'finimurn/Affi native Action and Equal Employment Opportunity for Use on County-p'unded Construction Contracts of$50,000 and Greater SECTION Z. MANDATORY SUIRCONTRACTINGMUSIMUM A. General This project is subject to the policies and requirements established by the Board of Supervisors Outreach Program-Construction. The County is committed to maximizing subcontracting opportunities in the provision of all goods and services to the County on a contractual basis. The Outreach Program is set fotrtlil herein. Bidders should be fully informed of this program. Failure to comply with the Mandatory Subcontracting Minimum requirements may render the bid non-responsive. B. datory§ubegn_tracting Minimum Partici anon leve To be eligible for award of this project, the Board of Supervisors requires the bidder to subcontract a minimum percentage of its bid, which is stated in the proposal form, to any qualified available contractor, and list all subcontractors, regardless of amount, that the bidder wishes to be credited toward achieving the required MSM. Failure to list the subcontractors and subcontracting amounts with the bid on the form provided in the proposal, sufficient to meet or exceed the required MSM, may cause the bid to be rejected by the bard of Supervisors as raon-responsive. C. Reftitions For purpose$ of this pram, the following definitions shall apply: 1. "Subcontractor" means an individual, firm or cotpo;ration having a direct contract with the contractor for the performance of a part of work which is proposed to be constructed or done winder the contract or permit, including the furnishing ishing of all labor, materials, or equipment, 2. "Subcontract" means an agreement between the prime contractor and an individual, firm or corporation for the performance of a particular portion(s) of the: work which the prime contractor has obligated itself. 3 "Vendor and/or supplier" means a firm that o"is, operates or maintains a store, warehouse, or other establishment in which the materials or supplies required for the performance of the contract are bought, kept in stock, and regularly sold to the public �•. in the usual course of business. The firm must engage in, as its principal business, and its own name, the purchase and sale of the products in question. A supplier of bulk items such as steel, cement, stone and petroleum products need not keep such products in stock, if it ovens or operates distribution equipment. 4. "Manufacturer" means a firm that operates or maintains a factory or establishment that produces on the premises the materials or supplier., obtained by the contractor. H 2002\2500257,02Y 03704N.doc (Rea.21'22/02) DIVISION E- 1 I 111 f 1bi 2UU(4 1 t) L' !Ovj4b l�)1 U2 t'd-ut bZ) DIVISION E. Outreach Progrwm/Mandatory Subcontracting Mirdnium/Affirmative Action and Equal Employment Opportunity for Use on County-Funded Construction Contracts of$50,000 and Greater 1 ! IfEVE� i F NTTCIIPA MBEt 'ISE PAR'TICI<PA110N No Points The bidder has made a good faith effort to obtain sub-bid participation by MBEs, `BEs, {QBE$, SBEs, and LBFs which could be expected by the County to produce a reasonable level of participation by interested business enterprises, including the anticipated levels of l'{eSBE and. WBE participation set forth in the proposal form and to have the bidder meet the :Mandatory Subcontracting Minimum for the project. 2 ATTENDED PRE-BED MEETING '14 Points The bidder has attended the pre-bid meeting scheduled by the County to inform all bidders afthe requirements for the project for which the contract will be awarded. This requirement may be waived only if the bidder certifies in writing prier to the pre-bid meeting that it was already informed as to those project requirements. Required Documentation. a)Attend pre-bid meeting and be listed on the attendance sheet; or b) Submit a letter prior to the pre-bid meeting either by fax to (925)313-7299 or by mail to Contra Costa County General.Services Department,Capital Projects Mmiagetment Division,, 1224 llo Avenue, Shite 140,Martinez California 94553. 3 suF'FICIENT WORK?DENTU"D FOR.SUBCONT?,AC'TURS 13 Points e bidder has identified, listed and selected specific work items in the project to be performed by sub-bidders/subcontractors in order to provide ars opporturdty for participation by MBEs, WBEs, CBEs, SBEs, and I..BEs.Upon making this determination,the bidder subdivided the total contract work requirements into smaller portions or quantities to permit maximum active participation ofMMEs,WBEs, OBEs, SBEs, and LBEs_ Required Documentation: Proof of this must be demonstrated in either Indicator 4 oz-5. 4 1 ADVERTISEMENT 9 Points Not less than ten (10)calendar days prior to bid opening, the bidder advertised for sub bids from interested business enterprises in one or more daily or weekly newspapers, trade association publications, minority or trade oriented publications, trade journals, or other media, specified by the County, such as the Daily Construction Service, the Daily Pacific Builder, or the Small Business Exchange. Required Documentation: A copy of the advertisement and a proof of publication statement or other verification which confirms fhe date the advertisement was published. Note: The advertisement must be specific to the project, not generic, and may not be a plan holder advertisement provided by the publication. It should include the County project name, name of bidder, areas of work available for subcontracting, and a contact person's name and telephone number, information on the availability of plans and specifications and the bidder's 12002 soo237\02LO37040x.doc (Rev.'122102) DIVISION E- 6 k11J Zb/2UIJ4 ib: nU !3u'-j4dit)i 02 tUD t-wUe rin DMSION E. outreach Program/Mandatory Subcontracting Minimum/Affirmative Action and Equal Employment Opportunity for Use on County-Funded Construction Contracts of$50,000 and Greater S CONTACTED RECR13TMENT/PLACEMNT ORGANIZATIONS 110 Poiw The bidder has requested assistance from organizations that proN ide assistance in the recruitment and placement of NMEs, WBEs, OBEs, SBEs, and LBEs not less than fifteen (15)calendar days prior to the submission of bids. Any organizations which have been contacted must be listed in the required documentation. Required Documentation: A copy of each letter sent to outreach agencies requesting assistance in recruiting MBEs, `VtTBEs, OBEs, SBEs, and LBEs. Faxed copies must include the fax transmittal confirmation slip showing the date and time of transmission. Mailed letters must include copies of the metered envelopes or certified mail receipts. Letters must contain areas of work to be subcontracted, County project name, name of the bidder, and contact person's name, dress, and telephone number. 9 I'1EGOTYATE IN GOOD 'AIT}T 26 Paints The bidder has negotiated in good faith with interested MBEs, WBEs, OBEs, SBEs, and LBEs and did not unjustifiably reject as unsatisfactory bids or proposals prepared by any enterprise, as determined by the County. Requited Documentation: a)Copies of all MBE/WBE/OBE/SISEILBE bids or quotes received; and b) Surnmasy sheet organized by work area., listing the bids received, the name of the company that submitted the bid, the dollar amount of the bid and the subcontractor selected for that work area. If the bidder elects to perform a listed work area with its own farces, they must include a bid that shows their own costs for the work. 10 1 DONA LINES OF CREDIT,AND INSURANCE ASSISTANCE 7 Points The bidder has documented efforts to advise and assist interested NMEs, WBEs, OBEs, SBEs, and LBEs in obtaining bonds, lines of credit, and insurance regixied by the County or contractor. Required Documentation: Include in Indicator 4 or 5, information about the bidders's efforts to assist with bonds, lines of credit, and insurance. No later than three (3) working mays following bid opening, the bidders shall submit completed good faith.effort documentation to the County, In its review of the goad faith effort documentation, the County may request additional information to validate and/or clarify that the good faith effort submission was adequate. Such information shall be submitted promptly upon request by the County. For IMBE/1ME firms to be, used on the project, the bidder shall submit, within three (3) working days after bid opening, a completed"Letter of Intent" form for each such firm (see sample form at end of Division E).• Use of the form will verify the amount of work each MBEtWBE subcontractor, supplier, manufacturer, or trucker intends'to perform. The form x:2002\2sa02.s7\0as. 3704ox.doc (Rev.212M2) DIVISION E W 8 TO: BOARD OF SUPERVISORS CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: MARCH 0, 2004 COUNTY SUBJECT: APPROVE AND AUTHORIZE A CONSULTING SERVICES AGREEMENT WITH ADMAN! & PAM'IDI INC. TO PROVIDE MECHANICAL AND ELECTRICAL ENGINEERING SERVICES FOR THE HVAC SYSTEM UPGRADE AT 255 GLACIER DRIVE, MARTINEZ FOR THE PUBLIC WORKS DEPARTMENT(WW0346) S SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 9. APPROVE a Consulting Services Agreement with Ajmani & Pamidi Inc. ("Consultant") in the amount of $35,500 to provide mechanical and electrical engineering services for the HVAC System Upgrade at 255 Glacier Drive, Martinez. 2. AUTHORIZE the Director of General Services, or designee, to execute the agreement and to issue written authorizations for extra work provided that the cumulative total extra cost for all such authorizations shall not exceed $90,000. FINANCIAL. IMPACT The project will be funded by the Public Works Department and Lease Revenue Bond 2002B funds. Staff relocation costs during construction will be funded separately through the Public Works Department. BACKGROUND The project will upgrade the HVAC equipment at 255 Glacier Drive, Martinez for the Public Works Department. The Consulting Services Agreement provides for mechanical and electrical engineering services including preparation of construction documents and providing support through the bidding and construction phases of the project. Ajmani & Pamidi, Inc. was Selected through a competitive selection process conducted by the General Services and the Public Works Departments. R CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE t. PPROVE -OTHER SIGNATURES ACTION OF BO D N ;< ,`x '✓` y f APPROVED AS RECOMMENDED----� OTHER VOTE OF SUPERVISORS .. UNANIMOUS(ABSENT 1 AYES:__ ,' N E01. ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department GC General Services Department 1 HEREBY CERTIFY THAT THIS IS A TRUE Capita(Projects Management Division AND CORRECT COPY OF AN ACTION TAKENAND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVIS QRS ON THE DATE OWN. CPM File: 250-03091A.5 p 250-03091A.1.1 ATTESTED 9 11 County Administrator's Office JOHN SWEETEN,CLERK 9F THE BOARO OF SUPERVISORS County Counsel AL1 COUNTY ADMINISTRATOR Auditor Controller r >: Public Works Department(via CPM) BY ^� / ;f" �. Ajmani&Pamidi, Inc.(via CPM) DEPUTY H:1200312500309\031_009013b.doc RK:TB Page 1 of 1 M382(10/88) TO: BOARD OF SUPERVISORS - y CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES _ COSTA DATE: MARCH 9, 2004 r COUNTY SUBJECT: APPROVE AND AUTHORIZE EXECUTION OF CHANGE ORDER NO. 2 TO THE CONTRACT FOR THE FIRST AND SECOND FLOOR REMODEL AND PARKING LOT EXPANSION PROJECT AT 1650 CAVALLO ROAD, ANTIOCH FOR THE EMPLOYMENT AND HUMAN SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE Change Order No. 2 to the contract dated May 13, 2003 with Tinney Construction Corporation for the first and second floor remodel and parking lot expansion project at 1650 Cavallo Road, Antioch. 2. AUTHORIZE the Director of General Services, or designee, to execute the Change Order, which provides for the replacement of the roof, and increase the payment limit by $64,197, for a total payment limit of$2,619,213. FINANCIAL IMPACT There are Sufficient funds in the budgeted account to cover Change Order No. 2. BACKGROUND The original construction contract required the roof to be patched to the vicinity of the machinery screen at the location where new HVAC packaged units are to be installed. During demolition of the second floor ceiling, it was noticed that several roof drains were leaking inside the building, and it is recommended that the entire roof be replaced. Therefore, Change Order No. 2 provides the necessary labor, materials and equipment for the replacement of the remaining roof from machinery screen to the end of the exterior wall, and installation of new 4' x 4' square sump drains, new cast iron overflow combination drain assemblies and new roof crickets to divert the rain water to the drains. CONTINUED ON ATTACHMENT: YES SIGNATURE: +' RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): F ACTION OF BOPA'I`ON " . {rq 3 - . . `%r! APPROVED AS RECOMMENDED OTHER z i . VOTE OF SUPERVISORS rte' UNANIMOUS(ABSENT 1 y, y AYES: NOES ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department cc: General Services Department i HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN Capital Projects Management Division AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISQRS ON THE DAT HOW CPM File: 305-010210.5.2 305-0102/A.5 ATTESTED f . !. L ... U, County Administrator's Office JPHN SWEETEN,CLERK OF TME BOARD OF S PERVISORS County Counsel AND COUNTY ADMINISTRATOR Auditor Controller ; Employment&Human Services Department(via CPM) ' s �✓ Tinney Construction(via CPM) BY �` . (. L� DEPUTY H:\2001\3050102101B002102brev.doc SH:sc Page 1 of 1 M382(10188) CONTRA COSTA COUNTY GENERAL SERVICES DEPARTMENT CAPITAL PROJECTS MANAGEMENT DIVISION 1220 MORELLO AVENUE, SUITE 100 MARTINEZ, CALIFORNIA 94553-4711 (925) 313-7200 FAX(925) 313-7299 Effective Date: March 9, 2004 File: 305-0102/0.5.2 CHANGE ORDER NO. 2 Contract for Construction of. FIRST AND SECOND FLOOR REMODEL AND PARKING LOT EXPANSION AT 1650 CAVALLO ROAD, ANTIOCH FOR THE EMPLOYMENT AND HUMAN SERVICES DEPARTMENT Effective Date of Contract: May 13, 2003 Authorization No.: WH457B TO: Tinney Construction Corporation 575 Price Avenue,Unit C Redwood City, CA 94063 You are directed to make the following changes in this Contract; Item 2-1: Replace roof between machinery screen to end of exterior wall of roof, replace the plastic roof drains with new 4 x 4" sumps and cast iron drains and install new roof-crickets to divert water to the new drains in accordance with proposal request 6 and attachments A and B. The re-roofing inside the machinery screen is part of the base contract. ADD: $64,197.00 ATTACHMENTS: A)Roof Specification, JM Specification 4GIC, fourteen 8 112,x 11 inch pages. B)Drawing of Roof and Associated Details,two 24 x 36 inch sheets. The Original Contract Price was...................................................................................................$ 2,413,000.00 Net Change by previously approved Change Orders....................................................................$ 142,016.00 The Contract Price before this Change Order was........................................................................$ 2,555,016.00 The Contract Price will be increased by this Change Order..................................................$ 64,197.00 The new Contract Price, including this Change Order will be.....................................................$ 2,619,213.00 The Completion Time will be increased by 30 calendar days. The Contract Completion Date as of the date of this Chane Order therefore is March 12,2004. RECOMMENDED BY: Consulting Architect Project Manager Capital Projects Division Manager Not valid until signed by both the Public Agency and the Contractor. By signature below, Contractor indicates acceptance of price stated herein as full compensation for all direct and indirect costs for all work described above, and as full compensation for any effects this change may have on the project in its entirety and/or on the time required to complete the project. PUBLIC AGENCY: CONTRACTOR: By - - - B Contra Costa County Date Authorized Officer Date Director of General Services tl:\2001\3050102\,OIB002103g.doc SH:amc Page 1 of 1