January 7, 1999

The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, California 90012

Dear Supervisors:

RANCHO LOS AMIGOS HOSPITAL
SHERIFF'S SCIENTIFIC SERVICES BUREAU
ADOPT AND ADVERTISE
SPECS. 5404; C.P. 86032
SUPERVISORIAL DISTRICT 4
4 VOTES

JOINT RECOMMENDATION WITH THE SHERIFF THAT YOUR BOARD:

1. Find that the forensic crime laboratory relocation and renovation project at Building 1200  of the Rancho Los Amigos Hospital is categorically exempt as specified under Appendix G, Class 1, Subparagraph (d) of the Revised Environmental Document Reporting  Procedures and Guidelines adopted by your Board on November 17, 1987.

2. Approve the revised total project cost of $1,631,000.

3. Approve the enclosed budget appropriation adjustment for Capital Project 86032 in the amount of $689,000 for Fiscal Year 1998-99.

4. Approve the project and authorize the Director of Public Works to construct and deliver the project.

5. Adopt plans and specifications for the construction of the improvements for expansion of the Sheriff's forensic crime laboratory and related renovation work with the proposed scope of work estimated to be between $474,600 and $593,300, and instruct the Executive Officer of the Board of Supervisors to advertise for bids to be received and opened on February 9, 1999, in accordance with the "Instruction Sheet for Publishing Legal Advertisements" (Enclosure B).

PURPOSE OF RECOMMENDED ACTIONS

On January 6, 1998, your Board reassigned Building 1200 at Rancho Los Amigos Hospital to the Sheriff's Department and authorized them to proceed with a project to refurbish the building. Sheriff's Department crafts personnel have completed a majority of the refurbishment work with the exception of the Heating Ventilation and Air Conditioning system modifications. The recommended actions will allow the Director of Public Works to award a construction contract for the HVAC system modifications and allow the Sheriff's Department to complete their portion of the work.

JUSTIFICATION

On January 6, 1998, your Board approved the Chief Administrative Office's recommendation to reassign the vacant Building 1200 and adjacent shed on the Rancho Los Amigos Hospital to the Sheriff's Department and to renovate the existing Beverly Boulevard Crime Lab. Your Board also approved a budget of $975,000 to refurbish both sites to meet the Sheriff's needs. A budget amount of $650,000 was allocated for the Rancho Los Amigos Hospital Building 1200. An increase in the project budget of $292,000 was approved by your Board on June 29, 1998, which revised the total project budget to $942,000.

The recommended increase in the scope of work includes replacement of the existing HVAC system, final testing and balancing of the fume hoods, and other equipment. The initial intent was to reuse the existing HVAC system and ductwork to accommodate the new forensic crime lab. However, upon further evaluation, it was determined that the condition of the existing HVAC system and ductwork would not meet current code requirements for a forensic crime lab, for example, a higher rate of air flow and exhaust and the requirement for acid-resistant material for fume hood ducts and other work surfaces. Subsequently, Public Works re-engineered the HVAC system to incorporate the new requirements and also reinforce the roof structure now required to support the heavier loads of the new equipment. The roof modification work has been completed by Sheriff's Department crafts personnel, and the facility is ready to accept the new work.

The total construction cost increase for replacing the HVAC system and ductwork is estimated at $600,800 and includes $452,300 for the construction contract and $148,500 for additional related work by Sheriff's Department personnel. Other cost increases include $59,300 for a 10 percent construction contingency, $11,900 for equipment, and $17,000 for additional design, engineering, and project management fees. The total of these cost increases to the project is $689,000 as outlined in Enclosure A.

FISCAL IMPACT

There is no impact on the General Fund. The total project cost is currently approved at $942,000. Public Works' fair construction cost for the HVAC modification work is between $429,600 and $593,300. A change order contingency fund equal to 10 percent of the actual construction bid amount will be established following receipt of bids. The additional HVAC modifications and related work will increase the estimated total project cost of the project to $1,631,000. A budget adjustment is enclosed to increase the project's current appropriation in the 1998-99 Capital Project budget to accommodate the increased project costs.

FINANCING

This project, including the increased cost requirements, is totally funded by the Sheriff's NARCO Enforcement Fund.

FACTS AND PROVISIONS/LEGAL REQUIREMENTS

As required by your Board, the construction contract provides that if the contractor or any subcontractor, performing more than $250,000 of the contract value, requires additional or replacement personnel to perform a skilled trade not covered by an existing union-hiring agreement under this contract, the contractor is encouraged to consider qualified County employees who are targeted for layoff or qualified former County employees who are on a reemployment list for employment openings.

The project specifications contain provisions requiring the contractor to report solicitations of improper considerations by County employees and allows the County to terminate the contract if it is found that the contractor offered or gave improper consideration to County employees.

CONTRACTING PROCESS

Advertising for construction bids will be in accordance with the County's standard "Instruction Sheet for Publishing Legal Advertisements" as shown in Enclosure B. Advertising an "Offer to Consider Equivalents" is not warranted since materials are covered by descriptive technical specifications adequate for competitive bidding.

Participation by Community Business Enterprises in the project is encouraged through Public Works' Capital Projects' CBE Outreach Program and by monitoring the good faith efforts of bidders to utilize CBEs.

As requested by your Board on February 3, 1998, this contract opportunity will be listed on the Office of Small Business website following your Board's approval.
To ensure that the contract is awarded to a responsible contractor with a satisfactory history of performance, bidders are required to report violations of the False Claims Act, their civil litigation history, and information regarding prior criminal convictions. The information reported will be considered before awarding.

IMPACT ON CURRENT SERVICES

The project will significantly enhance crime lab services and operations. The relocation and renovation activities are not expected to impact the crime lab's current operations or services. There will be no impact on the hospital's activities since the hospital has already vacated the Building 1200 site.

NEGATIVE DECLARATION/ENVIRONMENTAL IMPACT REPORT

This project is categorically exempt in accordance with Appendix G, Class 1, Subparagraph (d) of the Revised Environmental Document Reporting Procedures and Guidelines adopted by your Board on November 17, 1987, which allows repairs, maintenance, or minor alteration of existing public structures involving negligible or no expansion of use beyond that previously existing.

CONCLUSION

Please return one approved copy of this letter to the Sheriff's Department and Public Works.

Respectfully submitted,

HARRY W. STONE SHERIFF LEROY D. BACA
Director of Public Works

GTKT: vmg
C:VIOLET\BOARD\FINALBL\RANCHOCRIME

Enc. 2

cc: Chief Administrative Officer

County Counsel
Sheriff's Department