COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

Office of Housing

DATE:

BOARD MEETING DATE:

11/9/2004

TO:

Honorable Board of Supervisors

FROM:

Maureen Borland, Director, Human Services Agency

Steve Cervantes, Director, Office of Housing

SUBJECT:

Approve an Agreement with Hagman Associates Architects for architectural services in the Rehabilitation of the Safe Harbor Shelter

Recommendation

Adopt a resolution:

1. Waiving the Request for Proposal (RFP) process; and

2. Authorizing the execution of an Agreement with Hagman Associates Architects, in the amount of $135,000, for architectural services (such as: design development, creation of construction documents, specifications, bidding, handling of permits, code issuances, construction administration and meetings), in the Rehabilitation of the Safe Harbor Shelter for the term of 11/1/2004 through 6/30/2006; and

3. Authorizing the Director of the Human Services Agency to execute subsequent amendments to the Agreement, and to make minor modifications in the types of services and activities provided by Hagman Associates Architects under the Agreement, the cumulative cost of which amendments and modifications is not to exceed $25,000.

Background

Hagman Associates Architects are the architects who originally designed the Safe Harbor Shelter in December of 2000.

In the summer of 2003, the Safe Harbor Shelter operator, Samaritan House, contacted the Office of Housing with potential changes to the Shelter in order to maximize space to accommodate the various programs operated at Safe Harbor.

In September of 2003, the Commission on Disabilities presented the Office of Housing with 19 recommended action items to be taken to bring Safe Harbor into compliance with current accessibility requirements.

Hagman Associates Architects under a previous Agreement developed and submitted the preliminary plans and engineering work for revisions to the Safe Harbor Shelter in coordination with the Shelter operator and the Human Services Agency Office of Housing.

The Human Services Agency Office of Housing now needs to move into the Construction phase of the rehabilitation project.

Discussion

Funding under this Agreement is designated for Hagman Associates Architects (HAA). HAA shall be responsible for all preliminary and final designs, engineering, creation of necessary design documents, facilitation of inspections, development of bidding documents, facilitation of contractors, provision of specifications and plans as required, attendance at meetings as required, and other related duties in the course of providing services as described.

The Human Services Agency is requesting that the Board of Supervisors Waive the RFP Process for the purpose of entering into an Agreement with HAA, who has been selected as the current project designer due to their substantial involvement with the design and construction of the original structure. HAA’s familiarity with the structure, ownership of project data still housed and available within their organizational system and the retrievability of this data will save the County the expense of having another contractor duplicate the initial work.

HAA has been a valuable resource for the Office of Housing and their ongoing services to several non-profit organizations within the County provides them with added perspective to the nature and needs of the service provider currently operating Safe Harbor.

This Agreement has been approved by the County Counsel's Office, and meets U.S. Department of Housing and Urban Development (HUD) regulations. Risk Management has reviewed and approved the Contractor’s insurance coverage.

Vision Alignment

This action keeps the commitment of: Leaders work together across boundaries to preserve and enhance the quality of life and goal number 23: Leaders throughout the County provide the impetus for broader regional solutions in land use, housing, childcare, education, health and transportation. The Agreement with Hagman Associates Architects contributes to this commitment and goal by providing the design to maximize the space at Safe Harbor and to comply with current requirements of the Commission on Disabilities.

Fiscal Impact

The term of this Agreement is 11/1/2004 through 6/30/2006. The County’s total obligation under this Agreement is $135,000 from CDBG, and is included in the Office of Housing Adopted Budget for FY 2004-05. There is no Net County Cost.