REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
January 28, 2025
FROM
DAN MUNSEY, Fire Chief/Fire Warden, San Bernardino County Fire Protection District
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Amendment and Change Order to Construction Contract with Oakview Constructors, Inc. for the County Fire Station 226 New Build Project in San Bernardino
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of San Bernardino County Fire Protection District:
1. Approve Amendment No. 2 to Contract No. 23-835 with Oakview Constructors, Inc., increasing the contract amount by $242,202, from $8,135,675 to $8,377,877 and extending the construction completion date from January 10, 2025, to March 21, 2025, for the County Fire Station 226 New Build Project in San Bernardino (Four votes required).
2. Approve Change Order No. 3 to Contract No. 23-835 with Oakview Constructors, Inc., increasing the contract amount by $18,380 from $8,377,877 to $8,396,257, for the County Fire Station 226 New Build Project in San Bernardino (Four votes required).
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The County Fire Station 226 New Build Project (Project) (WBSE 10.10.1032), with a total budget of $10,162,819, will be funded by the San Bernardino County Fire Protection District (SBCFPD) through its Valley Regional Service Zone (5802262434). Sufficient appropriation for the Project is available in SBCFPD and the San Bernardino County Capital Improvement Program 2024-25 budgets.
The Project is comprised of the following components:
|
Description |
Amount |
|
Project Design |
$644,139 |
|
Project Management, Inspection, and Testing |
$883,840 |
|
Construction |
$7,682,000 |
|
Construction Contingency |
$194,608 |
|
Project Contingency |
$43,975 |
|
Amendment No. 1 |
$134,787 |
|
Change Order No. 1 |
$178,223 |
|
Change Order No. 2 |
$140,665 |
|
Amendment No. 2 |
$242,202 |
|
Change Order No. 3 |
$18,380 |
|
Total Project Budget |
$10,162,819 |
BACKGROUND INFORMATION
SBCFPD provides emergency services to the City of San Bernardino (City) and other surrounding jurisdictions. Fire Station 226 located in the City, was constructed in the 1950’s and has been utilized to provide emergency services since initial construction. The current facility is limited in the ability to provide modern fire service operations and no longer meets current building codes and safety standards, which have changed significantly.
Approval of Amendment No. 2 to Contract No. 23-835 (Construction Contract) will allow the Project and Facilities Management Department (PFMD) to continue with construction of the Project. During the course of construction, Oakview Constructors, Inc. (Contractor), encountered the following unforeseen conditions: subterranean structures across Del Rosa Ave., electrical specifications not identified in the plans, off site water tie-in not identified in the plans, Southern California Edison specification for work associated with conduit, landscape demolition and restoration on private property for new electrical service, and door hardware not identified in the plans. These conditions and the extent of these conditions were unforeseen and could not have been anticipated at the time of the bid or execution of the Construction Contract.
Approval of Change Order No. 3 is for labor, materials and equipment to address changes from the plans requested by SBCFPD. These changes include additional concrete at the rear of the station, and 100 feet of chain link fencing at 10 feet high along the flood channel to the south of the station.
On August 8, 2023 (Item No. 64), the Board approved a construction contract award to the Contractor in the amount of $7,682,000, for a contract period of 365 calendar days from the date of the issuance of the Notice to Proceed for the Project.
On July 23, 2024 (Item No. 76), the Board approved Amendment No. 1 to Contract No. 23-835 with the Contractor for the Project, increasing the contract amount by $134,787 from $7,682,000 to $7,816,787. In addition, the Board approved Change Order No. 1 to Contract No. 23-835, increasing the total contract amount by $178,223 from $7,816,787 to $7,995,010.
On November 12, 2024, the Director of PFMD executed Change Order No. 2 to Contract No. 23-835, increasing the total contract by $140,665, from $7,995,010 to $8,135,675, and extended the completion date from September 11, 2024, to January 10, 2025.
The unanticipated additional costs in the amendment and change order are related to activities that took place after the competitive bid process that resulted in the original contract award to the Contractor, therefore, no additional procurement activities are required.
Public Contract Code section 20136 requires all change orders and amendments to construction contracts must be approved by a two-thirds votes’ approval of the Board.
PROCUREMENT
Not applicable
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on November 20, 2024; San Bernardino County Fire Protection District (Bertral Washington, Deputy Fire Chief, 387-5974) on December 4, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on December 5, 2024; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on December 16, 2024; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on January 9, 2025; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on January 9, 2025.