The County of Santa Clara

Construction Document

Consider recommendations related to the Elmwood Sundeck and Medical Housing Units Project.


Department:Facilities and Fleet DepartmentSponsors:
Category:Construction Contracts

Multiple Recommendations

Possible action:
a. Accept Report on Bids for construction of Elmwood Sundeck and M1 Medical Housing Units Project (Project Number 263-CP16005).
b. Approve Request for Appropriation Modification No. 186 - $1,400,000 transferring from the Reserve for Jail Capital Projects to the Facilities and Fleet Department budget, relating to the augmentation of Capital Project 263-CP16005, Elmwood M-1. (4/5 Roll Call Vote)
c. Award contract to Calstate Construction, Inc., in the amount of $3,279,000, with a construction time of 180 calendar days.
d. Authorize Director, Facilities and Fleet Department, or designee as the Owner's Authorized Representative, with authority to issue Change Orders, as necessary, against the project funds and to approve modifications to the construction time.
e. Ratify Addendum Nos. 1, 2, and 3 to Bid Documents which modified or clarified the Bid Documents in response to contractor questions.



There are no additional costs associated with this action, as Appropriation Modification #186 transfers $1,400,000 from the Reserve for Jail Capital Projects to the Facilities and Fleet (“FAF”) Department’s budget to augment Capital Project 263-CP16005, Elmwood M - 1 Sun Deck & Remodel.


Appropriation Modification

The original project budget was based on a scope that included designing and constructing a new elevated recreational deck above the existing M-1 courtyard for access by inmates in accordance with California Title 15. However, during the design phase, the project scope was increased to add a restroom required by the Board of State Community Corrections, replace an existing and deteriorated sewer line between the first and second floors, provide a more secured and efficient use of existing floor area, and bring the facility in line with current fire protection and American Disability Act codes.  These scope changes along with the construction cost escalation over the past couple of years have increased the estimated project budget by $1,400,000.

Award Contract

On November 3, 2015, Item No. 72, the Board of Supervisors approved the contract documents and Notice to Bidders for this project. Two bids from the pre-qualified contractors were received on January 28, 2016, and the apparent lowest responsive and responsible bidder is Calstate Construction, Inc.

Listed below are the two bids received:

              BIDDERS                                                                                    BASE BID             

1              Cal Pacific Construction, Inc.                            $3,637,000             

2              Calstate Construction, Inc.                            $3,279,000             

Designation and Authority

Approval of the Director, Facilities and Fleet Department, or Designee as the Owner's Authorized Representative with the authority to issue change orders against the project funds and approve time only modifications to the contract delivery schedule would streamline project management, thereby minimizing administrative delays and resultant costs to the County.

Ratify Addenda

Three (3) addenda were issued during the bid period to clarify the scope of work. Ratification of these three addenda would formally incorporate them into the bid documents.  All attachments to these addenda are on file and available for review in the Clerk of the Board's Office.


The recommended action will have no/neutral impact on children.


The recommended action will have no/neutral impact on seniors.


The recommended action will have no/neutral sustainability implications.


The Elmwood Correctional Complex currently has a shortage of medium-security inmate beds. Inmate population trends and the implementation of State inmate re-alignment (AB109) have resulted in increases to the medium-security inmate population. Thus, the Department of Corrections needs to activate all housing buildings at the Elmwood campus.


The Elmwood correctional facility-Sundeck/Medical/Housing unit project construction contract would not be awarded at this time.


The Clerk of the Board will notify Aman Grewal, Pon Sivongxay, and Roger Soohoo of FAF.

Meeting History

Mar 22, 2016 9:00 AM Video Board of Supervisors Regular Meeting
MOVER:Cindy Chavez, Supervisor
SECONDER:Mike Wasserman, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian