THE BOARD OF SUPERVISORS OF THE COUNTY OF STANISLAUS ACTION AGENDA SUMMARY

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Gwendoline Hutchinson
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1 THE BOARD OF SUPERVISORS OF THE COUNTY OF STANISLAUS ACTION AGENDA SUMMARY DEPT: Chief Executive Office BOARD AGENDA # "B-9 AGENDA DATE May 2l 2006 CEO Concurs with Recommendation YES 415 Vote Required YES NO (Info ation Attached) Urgent Ig Routine gno SUBJECT: Approval of New Construction Design Documents for the Clerk Recorder Tenant Improvement Project at 1021 "I" Street, and Set a Bid Opening Date of June 7, 2006, No Later than 1.30 pm, and Related Actions - Chief Executive Office. STAFF RECOMMENDATIONS: 1. Approve the revised bid documents for the Clerk Recorder Tenant Improvements at 1021 "1" Street. 2. Authorize the Project Manager to advertise and issue invitations to bid. Set the bid date for June 7, 2006, no later than 1.30 pm. 3. Authorize staff to open bids and prepare recommendation to be returned to the Board of Supervisors for construction award. (Continued on Page 2) FISCAL IMPACT: The original budget approved August 10,2004 was $99,000. It is now recommended that the project budget be increased by $101,000 funded through a transfer of appropriations from the Clerk Recorder's budget. The new budget of $200,000 will fund the current tenant improvements, estimated to be $154,000 plus additional painting and minor repairs to the third floor lobby, and supplemental finishings. In addition, a small amount will be added to the Owner Contingency account recognizing the increase in the project budget. (Continued on Page 2) BOARD ACTION AS FOLLOWS: NO On motion of Supervisor _---- M-a@&i , Seconded by Supervisor and approved by the following vote,.. Ayes: Supervisors:~Q1Bri~nnn??~rfi~IddF~~~~~.DPeMaartln?,?,anddCbairmannS'~m~nnnnnnnnnnnnnnnnnnnnnnn Noes: SupeNisors:Nom... Excused o r A b s e n t : S u p e r v i s o r s : N ~ o e ~.. Abstalnlng: Supervis0r:None I) X Approved as recommended 2) Denied 3) Approved as amended 4) Other: MOTION:... ATTEST: File No.

Approval of New Construction Design Documents for the Clerk Recorder Tenant Improvement Project at 1021 "1" Street, and Set a Bid Opening Date of June 7, 2006, no later than 1.

2 Approval of New Construction Design Documents for the Clerk Recorder Tenant Improvement Project at 1021 "1" Street, and Set a Bid Opening Date of June 7, 2006, no later than 1.30 pm, and Related Actions Page 2 STAFF RECOMMENDATIONS: (Continued) 4. Authorize the Project Manager to negotiate and execute agreements for professional services required for the management of the project as long as they are within the project budget. 5. Approve an increase in appropriations and estimated revenue for the Clerk Recorder Tenant Improvement Project of $101,000, funded by a transfer from the Clerk Recorder. Approve an increase in appropriations and estimated revenue of $61,000 for the Clerk Recorder to transfer to the project per the attached journal forms. FISCAL IMPACT: (Continued) The Clerk Recorder needs to increase its appropriations and estimated revenue by $61,000 in order to transfer funding to the project. The Clerk Recorder carried forward an additional $40,000 from Fiscal Year for this purpose, and can be transferred to the project fund at the same time. DISCUSSION: On August 10, 2004, the Board of Supervisors approved the project budget for the Clerk Recorder Tenant Improvements. The budget for the project was $99,000, which included $55,000 for construction. The scope of the tenant improvements was to create about 1,600 square feet of administrative office space for the Clerk Recorder and 1,144 square feet for storage for a total of 2,780 square feet. However, the project was delayed due to a series of repairs and the cost of the project subsequently increased due to rising energy prices and a dynamic market. When the project went to bid on September 27, 2005, staff had employed a number of strategies to anticipate changes in the construction project: Scheduled the project for the winter months when construction activity was slower; Provided bidders with 120 days to complete the work versus the normal 60 days; and, Requested the Clerk Recorder identify additional funds, of which $40,000 was encumbered from the budget for this project, making $95,000 available for construction.

3 Approval of New Construction Design Documents for the Clerk Recorder Tenant Improvement Project at 1021 "I" Street and Set a Bid Opening Date of June 7, 2006, no later than 1.30 pm, and Related Actions Page 3 Bids were opened on November 2,2005. However, the low bid was $159,196, exceeding the available funding by $60,000 and hence, staff recommended that all bids be rejected. Subsequently, the project Architect has met with staff to find cost reductions in this tenant improvements and to simplify the project wherever possible. The new estimate of the Clerk Recorder's portion of the project budget is $154,000, which includes funds to paint and make minor repairs to the third floor lobby. Staff has reviewed the plans with the users and designers, and they believe the current plans meet the minimum necessary to fulfill the administrative requests of the Clerk Recorder's staff. POLICY ISSUES: This action would support the Board's priority of promoting efficient delivery of public services. STAFF IMPACT: There are no Staff impact associated with this action.

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4 AUDITOR-CONTROLLER BUDGET JOURNAL Budget Organization Accounting Period From To Stanislaus Budget Org LEGAL BUDGET Jul-05 Jun-06 v:\data\auditor\gl\oracle\jvbgform.xls - crn Page 1 of

AUDITOR-CONTROLLER IJOURNAL SCREEN Journal Category Balance Type Description Control Total CEO BLK 4-25-06 Cash Transfer A IA =Actual Transfer cash from

5 AUDITOR-CONTROLLER IJOURNAL SCREEN Journal Category Balance Type Description Control Total CEO BLK Cash Transfer A IA =Actual Transfer cash from Clerk-Recorder to Capital Project I J I Transfer cash from Clerk-Recorder to Capital Project for Remodel. Supervisor's Approval Clerk-Recorder Transfer 4-06

6 PROOF OF PUBLICATION NOTICE STATE OF CALIFORNIA COUNTY OF SAN JOAQUIN THE UNDERSIGNED SAYS: I am a citizen of the United States and a resident of San Joaquin County; I am over the age of 18 years and not a part to or interested in the above-entitled matter. I am the principal clerk of the printer of THE RECORD, a newspaper of general publication, printed and published daily in the City of Stockton, County of San Joaquin and which newspaper has been adjudged a newspaper of general circulation in the City of Stockton and the County of San Joaquin by the Superior Court of the County of San Joaquin, State of California, under the date of February 26, 1952, File No , San Joaquin County Records; that the notice of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, To wit: 513,514, & 515 All in the year, I declare under penalty of perjury that the foregoing is true and correct. Executed on: 5/5/06 In Stockton, a& Barbara Takernoto

7 STANISLAUS COUNTY CAPITAL PROJECTS TH STREET MODEST0 I CA PROOF OF PUBLICATION COUNTY OF FRESNO STATE OF CALIFORNIA EXHIBIT A. The undersigned states: McClatchy Newspapers in and on all dates herein stated was a corporation, and the owner and publisher of The Fresno Bee. The Fresno Bee is a daily newspaper of general circulation now published, and on all-the-dates herein stated was published in the City of Fresno, County of Fresno, and has been adjudged a newspaper of general circulation by the Superior Court of the County of Fresno, State of California, under the date of November 22, 1994, Action No The undersigned is and on all dates herein mentioned was a citizen of the United States, over the age of twenty-one years, and is the principal clerk of the printer and publisher of said newspaper; and that the notice, a copy of which is hereto annexed, marked Exhibit A, hereby made a part hereof, was published in The Fresno Bee in each issue thereof (in type not smaller than nonpareil), on the following dates. I certify (or declare) under penalty of perjury that the foregoing is true and correct. Dated..Q.6 FPROOFAO..

October 2, Direct the AuditorlController to make the necessary budget adjustments per the financial transaction sheet. (Continued on Page 2)

October 2, Direct the AuditorlController to make the necessary budget adjustments per the financial transaction sheet. (Continued on Page 2) THE BOARD OF SUPERVISORS OF THE COUNTY OF STANISLAUS ACTION AGENDA SUMMARY DEPT: Public Works BOARD AGENDA # *C-5 / October 2, 2007 Urgent Routine AGENDA DATE CEO Concurs with Recommendation YES NO 415