To: Board of Supervisors
From: Executive Office
Meeting Date: February 25, 2020
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Department Contact: |
Steve Dunnicliff |
Phone: |
463-4441 |
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Department Contact: |
Doug Anderson |
Phone: |
234-6054 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of First Change Order Amendment to Agreement EO 20-37 with Ellis Flooring, Inc. in the Amount of $19,576.30, for a Revised Total Agreement Amount of $39,527.79, and Extending the Agreement through May 30, 2020, to Include Removal of Asbestos Flooring Materials and Additional Area for Installation of New Flooring in the Donovan Room and Detectives Offices at the Jail Programs Building at 951 Low Gap Road, Ukiah
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Recommended Action/Motion:
recommendation
Approve first change order amendment to Agreement EO 20-37 with Ellis Flooring, Inc. in the amount of $19,576.30, for a revised total agreement amount of $39,527.79, and extending the Agreement through May 30, 2020, to include the removal of asbestos flooring materials and additional area for installation of new flooring in the Donovan Room and detectives offices at the Jail Programs Building at 951 Low Gap Road, Ukiah; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
Approval of Fiscal Year 19-20 budget including the Capital Improvement Project for Flooring and other Improvements to the Donovan Room and Emergency Operations Center in the amount of $30,000.
Summary of Request:
The Capital Improvement project for Improvements to the Donovan Room and Emergency Operations Center in the Jail Programs Building includes the replacement of deteriorated flooring in the Donovan Room, main hallway and the Detectives Area. Bids for the Flooring Project were received on November 14, 2019 including the low bid from Ellis Flooring in the amount of $19,951.49. The scope of work in the bid did not include Asbestos Abatement. Subsequent testing determined that Asbestos flooring material is present under the existing flooring. County staff requested a proposal from Ellis Flooring to add the Asbestos Abatement by a qualified abatement contractor as a Change Order to their existing flooring contract.
While changes to department level contracts are within the authority of the Department Head, Public Contract Code section 20142 requires that the Board of Supervisors approve public project change orders in excess of $5,000 and 10% of the contract value.
In addition to the added asbestos removal, this change order includes the addition of Asbestos removal and new flooring in the restrooms adjacent to the hallway. As the asbestos containing flooring materials are present throughout this portion of the building, if not added at this time, the restrooms would become an “island” of asbestos abatement if these floors were to be replaced at a later date.
Because the abatement work must be completed in order to complete the work of the contract and coordination between the abatement work and the flooring work is necessary to properly phase the project, the Executive Office, Facilities and Fleet division recommends approval of this change order.
Alternative Action/Motion:
Reject this Change Order and direct staff to negotiate with the Ellis Flooring to hold off the flooring installation until the Abatement work is put out to bid and under contract, and then coordinate with the County’s Abatement Contractor for the new flooring work. Or, reject this change order and direct staff to negotiate the termination of the contract with Ellis Flooring and re-bid the Flooring and Abatement as a single project.
Supervisorial District: District 2
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: BU 1710 |
budgeted in current f/y: Yes |
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current f/y cost: $19,576.30 |
if no, please describe: |
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annual recurring cost: N/A |
revenue agreement: No |
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budget clarification: The change order will put the project over the $30,000 budget. The Sheriff’s Office and Executive Office, Facilities and Fleet division are recommending funding this change order from the project to refurbish the Jail Kitchen walk-in Refrigerator. The refrigerator project will be on hold until new funding is identified/approved.
Agreement/Resolution/Ordinance Approved by County Counsel: N/A
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CEO Liaison: Janelle Rau, Deputy CEO |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Lindsey Dunham, Deputy Clerk I |
Final Status:Approved |
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Date: February 26, 2020 |
Executed Item Number: Agreement Number: 20-008 |
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Note to Department Number of Original Agreements Returned to Dept: 2 Original Agreement Delivered to Auditor? Yes |
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