To: Sonoma County Board of Supervisors
Department or Agency Name(s): Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz-SPI, 707-565-2550; Tina Rivera-DHS, 707-565-4774; Connie Newton-Sheriff’s Office, 707-565-8884
Vote Requirement: Informational Only
Supervisorial District(s): All
Title:
Title
New Public Health Lab and Morgue Facility
End
Recommended Action:
Recommended action
Receive project status on the New Public Health Lab and Morgue Capital Improvement Project
end
Executive Summary:
The Departments of Public Infrastructure, Health Services, and Sheriff present an update on the project progress and funding plan of the new combined Public Health Lab and Morgue facility. The County has retained COAR Design Group for architectural and design services. Griffin Structures, Inc., has been retained as the Owner’s Representative. A Request for Proposals (RFP) for a Construction Manager At Risk (CMAR) contractor was released in February 2024. The project is currently in design phase at 50% Construction Drawing phase with demolition & site grading expected to commence in October 2024.
The project’s Construction phase is currently estimated and funded at $35,649,627. Public Infrastructure leadership recommends that an additional amount of $11,458,429 be provided to cover soft costs and contingencies, ensuring the project has adequate resources for permitting fees, insurance, and consulting services necessary for construction inspection and completion of the project. A Program Change Request for a FY 2024/25 budget request has been submitted to the County Administrator’s Office to request the recommended $11,458,429 to bridge the current funding gap. With that addition, the total project cost is now estimated at $47,108,056.
Discussion:
The existing County of Sonoma Department of Health Services (DHS) Public Health Lab and the County of Sonoma Sheriff’s Office Morgue are located off Chanate Road in Santa Rosa. The new combined Public Health Lab & Morgue building to be located on Paulin Drive in Santa Rosa is proposed to replace the existing facilities. The new facilities are expected to be complete before the expiration of the Chanate facility lease in December 2026.
The project is currently progressing through the design phases. The COAR Design Group $1,952,500 agreement (6/12/2023 board item) includes completing the 50% level design drawings and technical specifications for the new facilities. A Request For Proposals for a Construction Manager At Risk (CMAR) was released in late February 2024 and is expected to be awarded prior to the Summer of 2024. RFP proposals are due on 04/24/2024.
The project is expected to be determined categorically exempt under applicable environmental laws, including under CEQA. A building permit application to Permit Sonoma will be submitted by COAR Design Group on behalf of the County. In addition, permits will be required for necessary site and project improvements, including a connection to a County-owned sewer lateral that also connects to the City of Santa Rosa sewer collection system. On and off-site improvements are expected to be needed to mitigate stormwater requirements for the project.
The selected Construction Manager-At-Risk (CMAR) project delivery approach will provide the County with a Guaranteed Project Cost for both the preconstruction services and services associated with the construction of the project. The County is requesting the selected CMAR provide at least the preconstruction phase services for the project. The CMAR would also provide all additional services should the County decide to advance into the construction phases.
The urgency to complete the project before the lease expires in December 2026 is influenced by the finalization of the property's sale and the fact that the option to extend the lease has already been utilized twice, leaving no further extensions available. To make sure that the project can be completed before the lease expiration, the project strategic approach is designed to be executed in two distinct stages to ensure timely completion: Phase 1: Site Demolition & Grading, Phase 2: New Building Construction.
This two-stage strategy optimizes the project timeline by enabling the physical site work to begin while the final architectural plans are still being finalized. It’s a practical approach to project management that maximizes efficiency, particularly when under a tight deadline. This ensures that the project remains on schedule and reduces the risk of having to negotiate additional lease extensions or incur penalties for not vacating the property in time.
During preconstruction the selected CMAR will assist with services including review of plan and specification, provide value-engineering reviews and recommendations and other reviews as necessary to verify that the drawings and specifications are clear and reasonably accurate to minimize the need for changes during the construction phase of the project. The CMAR will then be responsible for bidding and hiring all the necessary subcontractors to complete the project within the Guaranteed Project Cost.
The project currently has an allocated construction budget and funding plan of $35,649,627 as listed below. Public Infrastructure is recommending a funding increase of $11.5 million for a total of $47,108,056.
|
Funding Sources |
|
|
ARPA Funding (Appr 12/14/21) |
$8,000,000 |
|
General Fund Savings (FY 2020 - 2021) |
$9,759,460 |
|
Chanate Demolition - Cancelled |
$10,218,600 |
|
Capital Projects Adopted Budget 2021-2022 discretionary General Fund |
$200,000 |
|
CDPH AMD Supplemental Funding for Major Construction |
$1,167,240 |
|
Capital Projects Adopted Budget FY 2023-24 (includes $4,027681 ARPA Funding and $2,276,645 discretionary General Fund) |
$6,304,326 |
|
|
|
|
Total Funding Sources |
$35,649,626 |
This proposed augmentation is to cover a range of essential soft costs and project contingencies of 29% of the total project that are essential for the comprehensive execution of the project. Soft costs, which are often underestimated in initial budgets, include a variety of non-construction expenses that are nonetheless vital for the project’s success. This includes the costs associated with securing the necessary permits from relevant authorities, which can be both time-consuming and expensive. Similarly, fees for legal and administrative services, which ensure compliance with all local regulations and standards, are also encompassed within these soft costs.
In addition, consulting services, encompassing special inspections, and commissioning are also included. These services are critical for ensuring that the project meets all technical specifications, quality standards, and is completed within the stipulated timeline. Lastly, the additional funding will ensure that there are adequate resources available for the thorough inspection and successful close-out of the project. This phase is critical for assessing the quality of the work completed, addressing any deficiencies, and ensuring that the project meets all agreed-upon standards and requirements before it is officially concluded.
Should the project remain feasible, the CMAR will be brought on board in the Summer 2024 with the first main goal is to deliver Phase 1 of the project which is Site demolition & Grading, including, site and building demolition, grading, and underground utilities. Once the 100% CD permit set is obtained, Phase 2 of the project which is New Building Construction of the new Public Health Lab and Coroner’s Office structure will commence. The second construction phase is expected to span two (2) construction seasons, and include the exterior structure, core, and interior improvements, equipment, and furnishings, as well as the balance of site work, paving and landscaping and expected to be completed by the end of the summer of 2026. Completion of the construction would allow for occupancy of the facility before December 2026, when the four-year lease window to remain on the Chanate campus expires, and the existing facilities are vacated.
SPI addressed the project schedule/timeline by dividing the project into 2 distinct phases (Phase 1 Site demolition & grading, Phase 2: New Construction). This method ensures that each phase can progress efficiently without delays. To further enhance our strategic approach and ensure smooth project deliveries, we have enlisted an Owner's Representative. This representative plays a crucial role in overseeing the project, facilitating communication, and resolving any issues that may arise between the involved parties.
Prior Board Actions:
January 30, 2024 - Awarded a professional services contract and delegate authority to the Director of the Department of Public Infrastructure to execute the agreement with Griffin Structures, Inc., for owner representative services. Adopted a Resolution authorizing a budget adjustment to Fiscal Year 2023-24 Capital Project Adopted budget in the amount of $27,196,960.
November 28, 2023 - Adopted a resolution authorizing budgetary adjustments to the Capital Projects Fiscal Year 2023-2024 Adopted Budgets, increasing appropriations in the amount of $1,167,240 for design and construction efforts related to a new Public Health Lab/Morgue facility.
June 16, 2023 - Adopted 2023-24 Capital Project budget included $624,047 of new funding and $500,280 from closed capital projects.
June 12, 2023 - A) Adopted a Resolution authorizing a budget adjustment to the Fiscal Year 2022-2023 Capital Project Adopted Budget in the amount of $5,778,100 for the proposed new Public Health and Morgue; B) Delegate authority to execute an agreement with COAR Design Group for architectural design services.
June 2022 - Adopted a Supplemental Budget, included $200,000 in funding for new PHL/ Morgue Bridging Documents.
January 25, 2022 - Approved consultant contract, transfer of $183,000 in ARPA funding, site analysis and acceptance of initial business plans for Public Health and Morgue.
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY 24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$35,649,627 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$35,649,627 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$22,454,706 |
|
|
|
State/Federal |
|
|
|
|
Fees/Other - ARPA |
$13,194,921 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$35,649,627 |
|
|
Narrative Explanation of Fiscal Impacts:
There are no fiscal impacts associated with this item.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
None.
Related Items “On File” with the Clerk of the Board:
None.