To: Sonoma County Board of Supervisors
Department or Agency Name(s): General Services
Staff Name and Phone Number: Johannes J. Hoevertsz: 707-565-2550
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Inmate Connector Final Change Orders and Funding Resolution
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Recommended Action:
Recommended action
A) Ratify the ten final change orders to Thompson Builders' contract #2907 for needed final work on the Inmate Connector project, in a total amount of $79,002.
B) Adopt a resolution authorizing a budget adjustment to the Final FY 22/23 Capital Improvement Budget in the amount of $65,000 to pay for expenses associated with the final change orders, staffing costs, and remaining General Services work to close out the Inmate Connector project from proposed use of available General Fund from canceled and completed capital projects. (4/5th Vote Required)
(4/5th Vote Required)
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Executive Summary:
In 2018, the Board of Supervisors awarded a design build contract to Thompson Builders for the final design and construction of the Inmate Connector improvement project. The project serves to provide a secure, segregated connection between the Main Adult Detention Facility and the new State courthouse. Construction of the Inmate Connector is now complete. However, insufficient funds are available for the ten last change orders that were required to complete the Inmate Connector Project. The recommended action would ratify and otherwise approve the final change orders and allow general funds available from other canceled and completed capital projects to be used to fund the change orders.
Discussion:
The State of California is under construction on the new Sonoma County Courthouse to be located near the County’s Main Adult Detention Facility (MADF). For inmates and staff to securely and safely access the new courthouse, a new connection with the MADF was needed. Currently, 150 to 180 inmates are escorted by Sheriff’s Correctional Deputies daily to and from the MADF and the existing courthouse.
Starting in 2016, plans for various design options for the secured connector were developed. After review of the options, the Board of Supervisors approved development of a secure connecting structure consisting of a bridge from the Hall of Justice/Main Jail leading to a tower (elevator/stair) which conveys below grade to an underground tunnel connecting with the new courthouse. The primary basis for design was safety, practicality, and cost efficiencies.
To complete the final design and construct the Inmate Connector improvement, a “design build” contract was awarded to Thompson Builders in 2018 after a competitive procurement process.
The Thompson Builders contract was for a guaranteed maximum price of $9,085,658.
In October 2019, construction of the tunnel began after receiving approval from the State Fire Marshall and permits issued by Permit Sonoma and Santa Rosa Fire. As work proceeded, $1,900,119 in change orders were issued for items such as unforeseen conditions, hazardous soil abatement and delay from several emergency declarations. Under the contract with Thompson Builders, such changed circumstance and additional scopes are County’s responsibility to cover, including to extent any additional costs are incurred.
Ten of those change orders are the subject of this requested action. The change orders, in the total amount of $79,002, are as follows:
• Change Order 40 - Provide remote capability for HVAC controls and install carbon dioxide sensors in the tunnel.
• Change Order 41 - Additional testing of dry standpipe per City of Santa Rosa Fire Department.
• Change Order 42 - Credits to owner for reduced scope in security electronics, equipment racks and bollards, downsizing of generator and temporary power provided by County to contractor during construction.
• Change Order 43 - Furnish and install elevator phone line through the EOC and terminating in the HOJ.
• Change Order 44 - Provide an Uninterrupted Power supply to serve the security communications equipment.
• Change Order 45 - Provide additional 12''x12'' overhead light at Bridge Elevator Landing per code requirement.
• Change Order 46 - Provide additional fire alarm pull station required by Santa Rosa Fire Department.
• Change Order 47 - Install a 6" soffit to cover the relocated sprinkler pipe and lower wall mounted lights at Courthouse end of tunnel.
• Change Order 48 - Install additional door position indicator at the roof hatch on the Bridge.
• Change Order 49 - Additional printing, reprographics, and shipping costs for documents requested by California State Fire Marshal for final approval of new State Courthouse.
While these change orders have been required to timely and adequately complete the project (including to comply with applicable codes and permitting requirements), there is insufficient funding in the project budget to pay for the change orders and remaining project work. Staff requests that the recommended budget adjustment be allowed to appropriately allocate the additional expenses and fund the change orders.
While some project funding remains, that funding is needed for staff time to close out the project and to cover the cost for Facilities Operations to seal off the Hall of Justice to maintain the secure perimeter of the Main Adult Detention Facility once the new Courthouse opens. This leaves insufficient funds for the change orders listed above.
To this end, staff is recommending Board authority to transfer $2,720 in funds from the Chanate project and $62,280 from the Mt. St. Helena Telecommunications project to the Inmate Connector project. The Chanate Campus was sold and the project was closed, leaving $2,720 in available funds. On December 7, 2021, the Board authorized use of $125,000 in FY 2021-22 General Fund Contingencies to fund a telecommunications project at the Mt. St. Helena site to provide telecommunications coverage in eastern Sonoma County for first responders. However, that project is no longer needed since an equipment solution was made using other existing facilities. As a result, the $125,000 funds are available for use. The Board may elect to move these funds to the General Fund or support staff’s recommendation to approve use of $62,280 to close out the Inmate Connector project.
The Board’s ratification of the final change orders and transfer of $65,000 in available funds from the Chanate and Mt. St. Helena projects will allow General Services to properly allocate all project expenses and close out Thompson Builders’ contract and the overall project.
Strategic Plan:
N/A
Prior Board Actions:
September 18, 2018: Award a design build contract with Thompson Builders Corporation for the Main Adult Detention Facility Inmate Connector in the amount of $9,085,658. Adopt Resolution authorizing budgetary transfer within the Capital Projects FY 2018-19 Adopted Budget in the amount of $2,887,096 to provide a portion of the funds necessary for the Inmate Connector project. Adopt Resolution authorizing the budgetary transfer of General Fund contingencies in the amount of $1,166,112 to complete the total $14,502,409 funding required for the Inmate Connector project.
April 10, 2018: Approve design bridging documents, prepared by Ross Drulis Cusenbery Architecture dated January 15, 2017, for-the Inmate Connector Project to connect the existing Main Adult Detention Facility to the proposed new state courthouse. Authorize the Director of General Services to release a Request for Qualifications and for Proposals for a design-build team to design and construct the Inmate Connector Project for an amount not to exceed $9,085,658. Authorize delegated authority to the Director of General Services to pursue the most cost effective method of construction of the Main Adult Detention Facility Inmate Connector through either the County of Sonoma or Judicial Council of the State of California.
June 21, 2016: Authorize General Services to execute a task order with Ross DruIis Cusenbery Architecture for preliminary design services for the Inmate Connector through a Master Services Agreement contract in the amount of $689,957. Selected design Option 1 (the bridge connector from the Hall of Justice to a tower (elevator/stair) which conveys to an underground tunnel to the new courthouse holding area).
June 10, 2014: The Board authorized a multi-year Master Services Agreement with Ross Drulis Cusenbery Architecture in an amount not to exceed $500,000 per year.
November 15, 2011: Sale of approximately 6.86 acres of County Property to the State of California for the proposed, new state courthouse project, for an estimated aggregated purchase price of $5,266,570.
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
$132,697 |
|
|
|
Additional Appropriation Requested |
$65,000 |
|
|
|
Total Expenditures |
$197,697 |
|
|
|
Funding Sources |
|
|
|
|
General Fund - Capital Fund/Canceled and Completed Projects |
$65,000 |
|
|
|
Tobacco Securitization |
$132,697 |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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|
|
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Total Sources |
$197,697 |
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Narrative Explanation of Fiscal Impacts:
General Services is requesting additional appropriations of $65,000 to complete final change orders for the Inmate Connector project. The department has identified available General Fund contributions in the Mt. St. Helena Telecom Site project and the Chanate project to cover these costs. It has been determined that a monopole construction on portion of the Mt. St. Helena Telecom Site project is no longer required. This change has resulted in $125,000 in FY 2021-22 General Fund Contingencies allocated to this project that is no longer needed. The Chanate project closed last year with the sale of the Chanate Campus. This project has a residual General Fund balance of $2,720 that is also available.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
1 - Change Order 40 - HVAC Controls
2 - Change Order 41 - Standpipe Pressure Test
3 - Change Order 42 - Security Elec, Generator, Temp Power, Radio Rack, Bollard Credits
4 - Change Order 43 - Elevator Phone Line
5 - Change Order 44 - Uninterrupted Power Supply
6 - Change Order 45 - Additional Light at Bridge
7 - Change Order 46 - Additional Fire Alarm Pull Station
8 - Change Order 47 - Soffit at Courthouse End of Tunnel
9 - Change Order 48 - Bridge Roof Hatch Door Position Indicator
10 - Change Order 49 - Additional Plan Sets Required by State Fire Marshall
11 - Budget Resolution
Related Items “On File” with the Clerk of the Board:
None