REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 26, 2021
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department - Project Management
SUBJECT
Title
Change Order to the Construction Contract with 4D Surface Management Inc. for the Barstow Lot Acquisition and Renovations Project
End
RECOMMENDATION(S)
Recommendation
Approve Change Order No. 1 to Contract No. 21-440 with 4D Surface Management Inc. for the Barstow Lot Acquisition and Renovations Project located at 1161 West Main Street in Barstow, increasing the total contract amount by $33,500, from an original contract value of $389,400 to a revised total of $422,900, with no change to the Contract Time (Four votes required).
(Presenter: Terry W. Thompson, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Maintain Economic Value in the County.
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 Barstow Lot Acquisition and Renovations Project (Project) (WBSE 10.10.1133) budget of $1,132,985 is funded by the Preschool Services Department (PSD) with Federal Head Start and Early Head Start one-time grant funds and is comprised of the following components:
|
Description |
Amount |
|
Land Acquisition |
$ 100,000 |
|
Design |
$ 86,300 |
|
Materials Testing/Inspection |
$ 45,000 |
|
Project Management |
$ 45,000 |
|
Construction |
$ 730,000 |
|
Construction and Environmental Management |
$ 53,685 |
|
Construction Contingency |
$ 73,000 |
|
Total Project Budget |
$1,132,985 |
There are sufficient funds in the project budget to fund the additional cost of Change Order No. 1 in the amount of $33,500.
BACKGROUND INFORMATION
Approval of Change Order No. 1 to Contract No. 21-440 will provide additional compensation to 4D Surface Management Inc. in the amount of $33,500 for the change in materials. Change Order No. 1 is composed of an added cost to install rebar and concrete in lieu of asphalt, and a credit for the asphalt no longer being installed. The use of concrete in place of asphalt will provide a drastically longer lifecycle, lower maintenance costs and will provide a cooler surface during peak hot weather in Barstow.
The Project will improve approximately 47,000 square feet of the acquired property located at 1161 West Main Street in Barstow into a parking lot with a net stall addition of 44 stalls, including landscaping, lighting, and accessible parking as required to better serve the employees and public served by PSD.
This Project is consistent with County Administrative Office approved Capital Improvement Program Request No. 21-168.
PROCUREMENT
On June 22, 2021 (Item No. 80), as the result of a successful competitive process, the Board of Supervisors awarded construction Contract No. 21-440 in the amount of $389,400 to 4D Surface Management Inc., the lowest responsive and responsible bidder.
The unanticipated additional cost items in this change order are related to events that took place after the competitive bid process. Therefore, no additional procurement activities are required.
Per Public Contract Code sections 20136 and 20137, Board of Supervisors’ approval is required for this change order to the contract with 4D Surface Management Inc.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) September 28, 2021; Preschool Services Department (Jacquelyn Greene, Director 387-2005) on September 29, 2021; Purchasing Department (Bruce Cole, Supervising Buyer, 387-2148) on October 1, 2021; Real Estate Services Department - Project Management (Kevin Ryan, Assistant Director, 387-5000) on September 29, 2021; Real Estate Services Department (Jennifer Costa, Assistant Director, 387-5000) on October 5, 2021; Finance (Wen Mai, Principal Administrative Analyst, 387-4020) on October 6, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on October 11, 2021.
(CF: 693-0333)