COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

May 30, 2003

BOARD MEETING DATE:

June 24, 2003

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Increase in Appropriations and Contract Authorization – Reroofing and Structural Upgrades to the Francisco Sanchez Adobe – Pacifica Area (Project No. P5F01)

Recommendation

Adopt resolutions:

1.

approving an Appropriation Transfer (ATR) that transfers $68,000 in Parks Acquisition and Development funds into the Capital Projects Fund to supplement the appropriation for the reroofing and structural upgrades to the Francisco Sanchez Adobe (4/5ths vote required).

2.

authorizing an increase of $68,000 in the “Not-To-Exceed” payment limit for contract costs for the reroofing and structural upgrades to the Francisco Sanchez Adobe (Adobe).

Previous Board Action

Adopted Resolution No. 65920 on April 8, 2003, awarding a contract for the reroofing and structural upgrades to the Francisco Sanchez Adobe to Kin Wo Construction, Inc.

Key Facts

The original contract award did not include an Additive Work bid item to install structural anchors that the Parks and Recreation Division of the Environmental Services Agency (Parks) is now recommending be included in the contract.

An ATR and authority to increase the payment to the contract is necessary if the work is to be done in conjunction with the reroofing contract, as the cost of the additional work exceeds both the appropriation for the project and the current “not to exceed” payment limit of the contract.

Parks is recommending that that the work be done now in order to avoid the work being done in the winter when school classes have scheduled tours through the facility.

Discussion

The original project included the structural anchoring of the second floor (Additive Bid Work No. 1) together with the base bid work of reroofing the Adobe as this anchoring needs to be done while the roof is off. Parks deferred the additional additive work to anchor the building corners and intersecting walls as there was an insufficient appropriation to do this work..

However, Parks has determined that Parks Acquisition and Development funds are available to finance this work and are recommending that the work be done in conjunction with the current contract. The other option is to rebid and reschedule the work for the dry weather months of 2004 as there is concern that the adobe walls can absorb an excessive amount of moisture and lose their strength if they are drilled into during the wet weather, and the work on the Adobe during the summer does not interfere with school tours that are scheduled during the school year.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to “ensure basic health and safety for all,” as the project will improve the County facility for the benefit of both the employees and the public that use these facilities.

Fiscal Impact

We are recommending that the original appropriation be increased by $68,000 to cover the additional work plus contingency(( $62, 268 plus approximately 10%( $5,732) in contingencies), and the original “Not-To-Exceed” limit be increased by the same amount from $238,000 to $306,000. The original contract was included in the 2002-2003 Capital Projects Budget and is being financed with Parks Acquisition & Development Funds and the five percent (5%) surcharge on facilities fees. The additional amount is proposed to be funded with Parks Acquisition & Development Funds only. There is no additional impact to the General Fund.

A form of ATR and resolution has been approved by County Counsel.