REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 14, 2025
FROM
DON DAY, Director, Project and Facilities Management Department
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to the Construction Contract with Healthcare Design & Construction LLC, for the Arrowhead Regional Medical Center Behavioral Health Adolescent Unit in Colton
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Contract No. 24-836 with Healthcare Design & Construction LLC, for the Arrowhead Regional Medical Center Behavioral Health Adolescent Unit in Colton, increasing the contract amount by $120,914, from $7,311,941 to $7,432,855 for the additional scope of work, with no change to the contract term of September 10, 2024, through May 24, 2025
(Four votes required).
(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 additional Discretionary General Funding (Net County Cost). The Arrowhead Regional Medical Center (ARMC) Behavioral Health Adolescent Unit Project (Project) budget of $15,000,000 (WBSE 10.10.1207), is funded with ARMC Enterprise Funds and is part of the 2024-25 Capital Improvement Program budget.
BACKGROUND INFORMATION
Approval of Amendment No. 2, which encompasses design changes due to unforeseen circumstances requiring relocation of an existing security camera rack, revisions to the wall framing layout, structural steel, and additional work required for window opening. Additional work is also required for fire alarm design due to unforeseen upgrades required by the Fire Life Safety Officer.
To ensure the project remains eligible for grant funding, it must be completed by May 24, 2025. Upon commencement of the scope of work, unforeseen conditions were discovered that would result in delays to the completion date. To meet the original completion date and thus ensure funding eligibility was maintained, proactive measures are needed. In particular, these unforeseen factors revealed that the hospitals’ operations could not accommodate the logistics required for a project of this scale. The heavy use of the elevator and lobby by various trades was identified as a patient safety concern that could have a negative impact on the hospitals’ staff operations.
On April 09, 2024 (Item No. 34), the Board of Supervisors (Board) authorized the Project and Facilities Management Department (PFMD) to advertise for competitive bids for the Project. On April 12, 2024, PFMD advertised in the Daily Press, six Plan Rooms, and on the County’s Electronic Procurement Network (ePro) via Request for Proposals (RFP) No. ANE223-ANE2C-5357. On June 20, 2024, six bids were received.
On September 10, 2024 (Item No. 41), the Board awarded a $6,758,654 construction contract to Healthcare Design & Construction LLC, the lowest responsive and responsible bidder.
On November 05, 2024 (Item No. 30), the Board approved Amendment No. 1 to the construction contract with Healthcare Design & Construction LLC., updating the scope of work to include an accelerated schedule, and increasing the contract amount by $553,287, from $6,758,654 to $7,311,941, with no change to the contract completion date of May 24, 2025.
The unanticipated additional cost is attributable to the existing conditions requiring extra work that was unaccounted for in the original bid documents, with no impact to the construction end date of May 24, 2025. Therefore, no additional procurement activities are required.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on November 22, 2024; Arrowhead Regional Medical Center (Andrew Goldfrach, ARMC Chief Executive Officer, 580-6170) on December 18, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on December 20, 2024; Project and Facilities Management (Sarah Riley, Chief of Project Management, 387-3072) on December 26, 2024; Finance (Jenny Yang, Administrative Analyst, 387-5285) on December 26, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on December 26, 2024.
(GS: 693-0220)