COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

January 12, 2004

BOARD MEETING DATE:

January 27, 2004

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Design of the Delivery Unit at the San Mateo Medical Center

Recommendation

1.

Approve an Appropriation Transfer Request (ATR) that establishes a $400,000 appropriation in the Capital Improvement Projects Fund for the design of the Women & Children Services Unit (Delivery Unit) at the San Mateo Medical Center (4/5ths vote required); and

2.

If your Board adopts the Appropriation Transfer Request (ATR), then we recommend that you adopt a resolution authorizing the President of the Board to execute an agreement with the firm of Thistlethwaite Architectural Group for architectural services for the design of a Women & Children Services Unit (WCSU) at the San Mateo Medical Center (Medical Center).

Key Facts

1.

The WCSU is proposed in order to provide Labor/Delivery/Post Delivery services at the Medical Center.

2.

The Board of Directors of the San Mateo Medical Center has given medical center administration approval to move forward with the development of WCSU.

3.

The consultant selection procedures in the County's Administrative Memorandum B-1 were used to select the Thistlethwaite Architectural Group for the design of the WCSU.

4.

The Thistlethwaite Architectural Group has San Mateo County architectural participation on their team.

Discussion

Women & Children Services Unit (WSCU)

In June of 2003, the San Mateo Medical Center Board gave medical center administration approval to move forward with the development of the WCSU. A small planning committee was formed including medical center administration and physicians. Packard Children's Hospital was chosen as the university partner to act as a consultant for the planning of the services to be provided as this is a new program for the Medical Center. The WCSU as envisioned consists of a ten-bed labor delivery recovery postpartum unit, delivery suite and supporting intermediate care services. Preliminary drawings for the services -Labor / Delivery / Recovery / Postpartum, Operating Room, Postpartum and Level II Nursery - were prepared, and Public Works was "brought on board" to coordinate the construction project in collaboration with Medical Center staff.

Consultant Selection

Staff followed the consultant selection procedures which included outreach to local architectural firms and the provision that the use of local architects would be taken into consideration as provided by Board policy. The selection committee unanimously recommended Thistlethwaite Architectural Group as the best qualified.

Services to be Provided

The services to be provided include verification of the preliminary schematic design as envisioned by the Medical Center, final design development, construction documents, obtaining an Office of Statewide Health Planning and Development permit, assistance in bidding, construction administration and equipment and fixture design and placement.

We anticipate that the WCSU will be open in approximately 19 months once the architect begins work.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to "ensure basic health and safety for all," and Goal Number 5, "residents have access to healthcare and preventive care," as the WCSU will provide a needed service to the residents of San Mateo County

Fiscal Impact

We are still negotiating the terms and conditions of the agreement with the architect at the writing of this report. The total negotiated contract will have a not to exceed amount of $400,000 which includes a contingency of approximately 5.2 percent (5.2%) ($20,000). The contingency will be used to pay for unforeseen work or for additional work as may be requested during final plan development. Additional work will require the advanced written approval of the Director of Public Works.

The cost of the architecture services is proposed to be financed with Medical Center Enterprise funds and the ATR is necessary, as Public Works will be administering the contract with payments made out of the County's Capital Project budget.

There is no impact to the General Fund.

The estimated cost of constructing and furnishing the WCSU is estimated between $4.4 and $4.8 Million. The Medical Center is proposing to finance the work from its capital account supported in part by contributions from the San Mateo Medical Center Foundation and possibly grants. We and the Medical Center will return to your Board with a recommendation to call for bids for construction after the bid documents are complete, the necessary permits obtained and the funding sources defined. We also believe that it is prudent to move forward with architectural plans at this time as funding sources, in some instances, are dependent on the review of completed plans.

A form of resolution has been approved by County Counsel and we anticipate that the agreement will be reviewed and approved prior to the meeting when your Board considers our recommendation.

The Chief Executive Officer of the Medical Center concurs with our recommendation.