REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 10, 2023
FROM
DON DAY, Director, Project and Facilities Management Department
JACQUELYN GREENE, Director, Preschool Services Department
SUBJECT
Title
Construction Contract with Jergensen Construction, Inc. for Preschool Services Department Yucca Valley Shade Structure Project
End
RECOMMENDATIONS
Recommendation
1. Approve a budget increase to the Capital Improvement Program Project No. 21-124, in the amount of $46,188, from $135,510 to $181,698, for the Preschool Services Department Yucca Valley Shade Structure Project (WBSE 10.10.1121) located at 56389 Pima Trail in Yucca Valley.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments to the Preschool Services Department and Capital Improvement Program 2022-23 budgets, as detailed in the Financial Impact Section (Four votes required).
3. Award a construction contract to Jergensen Construction, Inc. in the amount of $132,000 with a Contract Time of 90 calendar days from the date of the issuance of the Notice to Proceed for the Yucca Valley Shade Structure Project.
4. Authorize the Director of the Project and Facilities Management Department to order any necessary changes or additions in the work being performed under the contract for a total amount not to exceed $13,200 pursuant to Public Contract Code Section 20142.
5. Authorize the Director of the Project and Facilities Management Department to accept the work when 100% complete and execute and file the Notice of Completion.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
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 revised total Yucca Valley Shade Structure Project (Project) (WBSE 10.10.1121) budget of $181,698 is funded by the Preschool Services Department (PSD) with Federal Head Start Funds and is comprised of the following components:
|
Description |
Amount |
|
Project Management, Inspection and Testing |
$16,698 |
|
Construction |
$132,000 |
|
Construction Contingency |
$13,200 |
|
Project Contingency |
$19,800 |
|
Total Project Budget |
$181,698 |
The increase in the Project budget of $46,188 is funded from PSD Federal Head Start Funds. The following adjustments are needed to increase the Project budget due to the construction bids being higher than initially estimated due to changed economic conditions caused by inflation and supply chain issues related to the COVID-19 pandemic.
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
WBSE |
|
5910002220 |
55305030 |
Operating Transfers Out |
Increase |
$46,188 |
N/A |
|
5910002220 |
40509030 |
Federal Aid for Day Care |
Increase |
$46,188 |
N/A |
|
7700003100 |
54304030 |
Struct & Improvements to Structures |
Increase |
$46,188 |
10.10.1121 |
|
7700003100 |
40909975 |
Operating Transfers In |
Increase |
$46,188 |
10.10.1121 |
BACKGROUND INFORMATION
The recommended item will award a construction contract to Jergensen Construction, Inc. for the Project located in Yucca Valley. The Project will install a new fabric shade structure to provide approximately 700 square feet of coverage located over the existing playground adjacent to the school building. The current playground area is exposed to extreme heat and sunlight for extended periods of time. The shade structure over the playground equipment and playing area will provide coverage from prolonged sunlight exposure, ensuring the site is in compliance with the Head Start Environmental and Safety Policy.
This Project was approved by the County Administrative Office as Capital Improvement Program Project No. 21-124.
PROCUREMENT
Project and Facilities Management Department (PFMD) conducted an informal bid pursuant to Public Contract Code Sections 22032 and 22034. PFMD advertised for bids in the Daily Press on August 26, 2022, and on the County Electronic Procurement Network (ePro). On September 8, 2022, three contractors attended a mandatory job walk.
On September 28, 2022, the following two bids were received:
|
Name |
Location |
Bid |
|
Jergensen Construction, Inc. |
Oak Hills, CA |
$132,000 |
|
Rechaffee Construction, Inc. |
Wrightwood, CA |
$143,905 |
PFMD recommends the Board award the construction contract to Jergensen Construction, Inc., the lowest responsive and responsible bidder.
Pursuant to County Policy 05-05 the Board of Supervisors (Board) must approve any changes to a Capital Improvement Program Project budget. The Chief Executive Officer has authority to approve the construction contract pursuant to County Code Section 14.0114; however, in order to expedite both the budget adjustment and contract award, PFMD has included the informal contract for Board approval.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5455) on December 1, 2022; Preschool Services Department (Jacquelyn Greene, Director, 383-2025) on December 2, 2022; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on December 1, 2022; Auditor-Controller/Treasurer/Tax Collector (Vanessa Doyle, Deputy Chief Controller, 382-3195) on December 16, 2022; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on December 2, 2022; Finance (Paul Garcia, Administrative Analyst, 387-8392 and Yael Verduzco, Principal Administrative Analyst, 387-5285) on December 15, 2022; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on December 19, 2022.