REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 25, 2024
FROM
DON DAY, Director, Project and Facilities Management Department
ANDREW GOLDFRACH, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Construction Contract with Angeles Contractor, Inc. for the Arrowhead Regional Medical Center Magnetic Resonance Imaging Replacement Project in Colton
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 1 to Construction Contract No. 22-787 with Angeles Contractor, Inc., in the amount of $397,148.04, increasing the total contract from $1,499,901.94 to $1,897,049.98, and extending the construction completion date from January 22, 2024, to June 28, 2024, for the Arrowhead Regional Medical Center Magnetic Resonance Imaging Replacement Project located at 400 N. Pepper Ave. in Colton (Four votes required).
2. Authorize the Director of Project and Facilities Management Department to order any necessary changes or additions in the work being performed under Contract No. 22-787, for a revised total not to exceed $107,352.50, pursuant to Public Contract Code Section 20142.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve ARMC County Hospital Operations.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Arrowhead Regional Medical Center (ARMC) Magnetic Resonance Imaging (MRI) Replacement Project (Project) budget of $6,222,984 (WBSE 10.10.0246) is funded from the ARMC Enterprise Fund. This funding was previously approved by the Board of Supervisors (Board) on September 26, 2023 (Item No. 16) as part of the 2023-24 Capital Improvement Program (CIP) Budget.
BACKGROUND INFORMATION
Approval of Amendment No. 1 (Amendment) to Contract No. 22-787 (Contract), totaling $397,148.04 with Angeles Contractor, Inc. (Angeles), addresses compensation for necessary additional work not included in the original bid documents for the Project. The Amendment encompasses design changes due to unforeseen conditions made in the Amended Construction Documents (ACD) 002 approved by Health Care Access and Information (HCAI) on September 7, 2023, in addition to the Request for Information (RFI) documents 34, 35, and 43.
ACD-002 was due to unforeseen conditions after demolition of MRI room 1B250 as a result of inaccurate as-built record documents. ACD-002 extended the project duration due to the significant redesign effort and HCAI review. This redesign required changing the radio frequency (RF) shielding footprint, which affected the mechanical, electrical, and plumbing systems servicing the room as they were relocated due to ACD-002. ACD-002 includes 158 additional compensable calendar days added to the Contract. This includes General Condition requirements as well as material escalation cost. The Contract completion date is now estimated to be June 28, 2024.
Request For Change (RFC)-003 includes labor, materials, and equipment to complete floor preparation for the existing MRI Room 1B250 due to unforeseen conditions as per RFI 34. The existing bare concrete floor was out of tolerance for the RF shielding. This required the concrete floor to be bead blasted to meet the required floor levelness tolerances as per the RF Shielding manufacturer.
RFC-004 includes labor, materials, and equipment to reroute existing emergency electrical connections within the MRI room walls as per RFI 35. This change required the removal of existing flex conduit and rerouting with rigid conduit per building code. The scope of this RFI is deemed a change and not shown in contract bid documents at time of bid.
RFC-005 includes labor, materials, and equipment to relocate Heating, Ventilation, and Air Conditioning (HVAC) ducting and four supply registers above ceiling in the MRI computer room as per RFI 43. The existing HVAC ducting was in conflict with the wave guide filter panel due to ceiling congestion. These unforeseen conditions were not shown in the contract bid documents at time of bid due to inaccurate as-built record documents.
|
Description |
Amount |
|
ACD-002 |
$378,331.02 |
|
RFC-003 (RFI 34) |
$8,434.86 |
|
RFC-004 (RFI 35) |
$2,000.34 |
|
RFC-005 (RFI 43) |
$8,381.82 |
|
Amendment Total |
$397,148.04 |
A summary of the Contract, change orders (COs), and Amendment are as follows:
|
Description |
Amount |
|
Contract |
$1,498,000 |
|
CO No. 1 (Non-Board CO) • Labor, Material, and Equipment for added scope per HCAI ACD-001 (.13% of the original Contract) |
$1,901.94 |
|
Amendment • Labor, Material, and Equipment for added scope per HCAI ACD-002 • Labor, Material, and Equipment for added scope per RFI 34 • Labor, Material, and Equipment for added scope per RFI 35 • Labor, Material, and Equipment for added scope per RFI 43 (26.5% of the original Contract) |
$397,148.04 |
|
SUBTOTAL of Amendment and COs to date (26.6% of the original Contract amount) |
$399,049.98 |
|
Total amount of revised Contract |
$1,897,049.98 |
On April 26, 2022, (Item No. 47), the Board authorized the Project and Facilities Management Department (PFMD) to advertise for competitive bids for the Project. On April 29, 2022, PFMD advertised in the Daily Press, six plan rooms, and on the County’s Electronic Procurement Network (ePro) via Request for Proposals (RFP) ANE223-ANE2C-4925. On June 23, 2022, two bids were received.
On August 23, 2022, (Item No. 34), the Board awarded a $1,498,000 construction contract to Angeles, the lowest responsive and responsible bidder.
On September 5, 2023, the Director of PFMD approved, within their Board delegated authority, CO No. 1 for the value of $1,901.94. CO No. 1 included work per ACD-001, approved by HCAI on March 13, 2023, for door hardware modifications and one-hour fire barrier changes to the janitor’s closet. In addition, it includes 182 non-compensable days due to HCAI design and review.
This Project is consistent with the County Administrative Office approved CIP Request No. 17-112.
PROCUREMENT
N/A.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Daniel, Pasek, Deputy County Counsel, 387-5455) on April 25, 2024; Arrowhead Regional Medical Center (Andrew Goldfrach, Chief Executive Officer, 580-6170) on May 9, 2024; Purchasing (Dylan Newton, Buyer, 387-3377) on May 16, 2024; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-3072) on May 17, 2024; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on June 6, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on June 6, 2024.