REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 13, 2022
FROM
DON DAY, Director, Project and Facilities Management Department
VICTOR TORDESILLAS, Director, Department of Risk Management
SUBJECT
Title
Continuation of Emergency Related to Recovery from Fire at 172 W. 3rd Street in San Bernardino
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RECOMMENDATIONS
Recommendation
1. Continue the finding, first made by the Board of Supervisors on June 28, 2022, that there is substantial evidence that the fire at 172 W. 3rd Street on June 19, 2022, created an emergency pursuant to Public Contract Code section 22050 requiring immediate action to prevent or mitigate the loss or impairment of life, health, property and essential public services, necessitating fire remediation activities at 172 W. 3rd Street and remodel/renovations of portions of 268 W. Hospitality Lane, San Bernardino, to allow staff to provide services, and will not permit the delay resulting from a formal competitive solicitation of bids to procure remediation and construction services.
2. Approve Resolution amending Resolution No. 2022-131 adopted by the Board of Supervisors on June 28, 2022 to increase the not to exceed amount from $5,000,000 to $8,000,000, and authorizing the Chief Executive Officer to direct the Purchasing Agent to issue purchase orders and/or execute contracts, in a total amount not to exceed $8,000,000, for any remediation, construction, and modifications of internal and external structures related to the fire, and find that the issuance of these purchase orders and/or contracts is necessary to respond to this emergency pursuant to Public Contract Code sections 22035 and 22050 (Four votes required).
(Presenter: Don Day, Director, 387-5000)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Continuing the finding of this emergency pursuant to Public Contract Code section 22050 will not result in the use of additional Discretionary General Funding (Net County Cost). At this time, it is anticipated that insurance proceeds will reimburse for fire remediation expenses, including the additional $3,000,000 being requested. In the event, that the estimated fire remediation expenses exceed the approved insurance proceeds, a recommendation for Discretionary General Funding will be presented for Board of Supervisors (Board) consideration at a future meeting.
The Project and Facilities Management Department (PFMD) will closely monitor and evaluate construction costs associated with the accommodation of employees displaced by the fire, which occurred on June 19, 2022, at 172 W. 3rd Street. The costs associated with addressing or preventing the effects of the fire will be applied to an existing Capital Improvement Program (CIP) project for 268 W. Hospitality Lane renovations (WBSE 10.10.1290), as well as the new 172 W. 3rd Street Fire Damage CIP project (WBSE 10.10.1312) established to track remediation costs. No budget adjustments are requested at this time but will be presented to the Board for consideration at a future date.
BACKGROUND INFORMATION
On June 19, 2022, the County experienced severe property loss from a major fire that swept through 172 W. 3rd Street in San Bernardino. This building is County-owned which provided workspace for various County departments, including Land Use Service - Code Enforcement (Code Enforcement). Code Enforcement occupied space on the 4th floor of the building. The County requires office space for Code Enforcement employees to safely work and continue to provide essential public services.
On June 28, 2022 (Item No. 63), the Board found that there is substantial evidence that the fire at 172 W. 3rd Street on June 19, 2022, created an emergency pursuant to Public Contract Code section 22050, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property and essential public services, necessitating fire remediation activities at 172 W. 3rd Street, and remodel/renovations of portions of 268 W. Hospitality Lane in San Bernardino, to allow for the relocation of staff from Code Enforcement to help provide services and not permit delay resulting from a formal competitive solicitation of bids to procure remediation and construction services. The Board also approved a resolution authorizing the Chief Executive Officer (CEO) to direct the Purchasing Agent to issue purchase orders and/or execute contracts, in a total amount not to exceed $5,000,000, for any remediation, construction, and modifications of internal and external structures related to the fire, found that the issuance of these purchase orders and/or contracts is necessary to respond to this emergency pursuant to Public Contract Code sections 22035 and 22050, and authorized the Director of PFMD to accept the work when 100% complete and execute and file the Notice of Completion.
Approval of this item will approve a Resolution to increase the not to exceed original budget from $5,000,000 to $8,000,000 for any remediation, construction, and modifications of internal and external structures related to the fire. Following PFMD and Risk Management’s review of anticipated costs for remediation, it is recommended the not to exceed amount be increased by $3,000,000 to cover related costs.
While the property at 172 W. 3rd Street undergoes remediation, PFMD continues to evaluate the property loss and options for providing workspace for displaced County departments and is working with the Risk Management Department on insurance issues. Continuation of the emergency is recommended as immediate action. The continuation of emergency action is required to provide a safe working environment for Code Enforcement employees in order to provide essential public services. Emergencies related to Public Contract Code Section 22050, once ordered, must be re-affirmed at each subsequent meeting until the emergency is terminated. The action in the Recommendation will meet this requirement.
PROCUREMENT
To facilitate the remodel/renovations of portions of 268 W. Hospitality Lane in San Bernardino and allow for the relocation of staff from Code Enforcement, PFMD contacted Angeles Contractor Inc. (Angeles) and requested a scope of work, overview of construction, pricing, and schedule (Proposal). On July 14, 2022, Angeles submitted the requested Proposal to PFMD. PFMD reviewed the Proposal, and recommended proceeding. On July 21, 2022, PFMD submitted the Proposal and construction contract to the CEO for approval and authorization for the Purchasing Department (Purchasing) to execute the contract and issue a purchase order. PFMD received the executed Interoffice Memo (IOM) and Delegated Authority approving the scope of work by CEO on July 26, 2022. Purchasing executed the contract on July 27, 2022.
On August 24, 2022, the Interim Director of Purchasing under the direction of the CEO, approved a contract with SafeworkCM to provide consultant services for the remediation of 172 W. 3rd Street in the amount of $126,300. SafeworkCM will collect, organize, and file all relevant project files for historical record as well as participate in daily coordination meetings with the various contractors and internal stakeholders. SafeworkCM will also manage the compilation of contract documents and support the County in its execution of various additional contracts.
For any additional projects necessary to address the effects of the fire, PFMD will prepare a scope of work, quote and/or contract to be approved by the CEO and then signed by the contractor. A purchase order will then be requested and finalized by Purchasing to engage the architect, engineer and/or contractor to provide the required construction services. Applicable provisions of the Government Code and Public Contract Code shall not apply.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) on September 7, 2022; Risk Management (Victor Tordesillas, Director, 386-8623) on September 7, 2022; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on August 31, 2022; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on August 31, 2022; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on August 31, 2022; and County Finance and Administration (Diana Atkeson, Deputy Executive Officer, 387-4376) on August 31, 2022.