RESOURCE MANAGEMENT AGENCY - B. YOUNG

Approve additional change order authority for RMA Director in the amount of $122,000 for the construction of the Jail Expansion Project, adopt a resolution clarifying the county funding source for the jail expansion project to be submitted to the California Department of Finance, and approve a budget amendment transferring $647,000 of Detention Facilities Impact fees to the Capital Improvement fund and increasing appropriations on the Jail Expansion project by $347,000 in the Capital Improvement Fund.

SBC FILE NUMBER: 120.5

RESOLUTION NO. 2021-4

Jail Expansion Project Change Order

The Jail Expansion Project was substantially completed in mid-2020 except for the Emergency Responder Radio Communication Systems (ERRCS). The ERRCS work was pulled from the original project scope of work.

While the State Fire Marshall (SFM) was onsite to sign-off on the new jail, the SFM noted that they had not reviewed the ERRCS drawings. The county, with the help of design consultant Dishnet, submitted the plans for SFM review. The review process was delayed due to COVID-19 and the response to summer fires. County staff has since received comments from SFM for corrective measures on multiple items within the facility. All corrective measures need to be completed to receive final sign-off on the ERRCS and the new jail. 

Some of the items include the following:

• Installation of conduit throughout the building for the ERRCS cables;

• Additional radio repeaters need to be installed to meet 95% coverage throughout the building; and

• The ERRCS equipment room requires modifications of the current fire-walls to a 2-hour rating.

The estimated cost of these additional items is approximately $122,000, inclusive of an approximately 10% contingency. Staff is requesting board approval of an additional $122,000 in additional delegated change order authority for the RMA Director. Taking this action allows staff to get the ERRCS system installed and complete and close out the Jail Expansion Project.

California Department of Finance Resolution

Construction of the Jail Expansion Project has been funded through Assembly Bill (AB) 900 grant funds, local county Detention Facilities Impact Fees, and local Assembly Bill 109 appropriations. The funding for AB900 grant funds was to come from the sale of lease revenue bonds by the State of California. At this time the California Department of Finance has notified the county that they will be moving forward with the bond sale early in the first half of 2021. In order to complete all required documentation for the sale they have requested that the County of San Benito adopt an updated resolution approving the local match funding. The last resolution (2017-71) was approved by the board of supervisors on July 18, 2017 recognizing a total project cost of $24,060,845.

The overall project budget has been modified multiple times since 2017 due to an expanded scope of the project and delays. The last modification presented to the board of supervisors was on November 5, 2019 to increase the total budget by $300,000 for construction costs. Additionally, the board of supervisors has increased the project budget for costs related to jail system controls in the amount of $260,260 from AB109 funds, as recommended by the Community Corrections Partnership. These board actions increased total project costs to $25,727,792.

Due to the unexpected delays in project completion and the modifications requested by the SFM the project will require additional appropriations. Staff recommends the following adjustments to the total project budget (Budget vs Expenditures Table Attached):

• Additional Eligible Costs (ERRCS) - $122,000

• Construction Management - $125,000

• Architectural - $100,000

The total recommended project budget increase is $347,000. It is recommended that the board of supervisors adopt the attached resolution, clarifying the county funding sources of the Jail Expansion Project totaling approximately $26,074,792, for submission to the California Department of Finance. Funding sources for the project are outlined below:

FY20/21 Budget Amendment

In order to complete the work outlined above staff recommends an amendment to the FY20/21 adopted budget (budget adjustment form attached) to recognize the increased project costs of $347,000. At year-end the amounts to be transferred may be less due to actual billings for project costs. Additionally, staff recommends an additional $300,000 transfer from the Detention Facilities Impact Fee fund due to an error on the adopted budget. The transfer out of these fees to the capital fund on the adopted budget was erroneously omitted.

The following tables outline how the adopted budget schedules would be impacted with the recommended adjustments:

It is recommended that transfers out in the Detention Facilities Impact Fee fund (282) be increased by $647,000. Available fund balance for fund (282) at the beginning of FY20/21 was $113,112.

It is recommended that transfers-in to the Capital Improvement fund (300) be increased by $347,000 and fixed asset expenditure costs be increased by $347,000. Available fund balance for fund (300) at the beginning of FY20/21 was $8,875,606.

Staff respectfully recommends that the board of supervisors:

1. Approve additional change order authority for the RMA Director in the amount of $122,000.00 of the contract total for the construction of the Jail Expansion Project.
   
   
2. Adopt resolution of the County of San Benito Board of Supervisors clarifying the county funding source for the jail expansion project to be submitted to the California Department of Finance.
   
   
3. Approve a budget amendment transferring $647,000 of Detention Facilities Impact fees to the Capital Improvement fund and increasing appropriations on the Jail Expansion project by $347,000 in the Capital Improvement Fund.