COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

DATE:

BOARD MEETING DATE:

4/26/2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Maureen Borland, Interim, Acting Director, for the Department of Housing Steve Cervantes, Director, Office of Housing

SUBJECT:

Approve a First Amendment to the Agreement with Hagman Associates Architects for architectural design services to Rehabilitate the Safe Harbor Shelter

Recommendation

Adopt a Resolution authorizing the execution of a First Amendment to the Agreement with Hagman Associates Architects, to add $42,000, for a new total of $177,000, for architectural design services, in the Rehabilitation of the Safe Harbor Shelter. The term of the Agreement remains the same, 11/1/2004 through 6/30/2006.

Vision Alignment

Commitment: Leaders work together across boundaries to preserve and enhance the quality of life.

Goal #23: Leaders throughout the County provide the impetus for broader regional solutions in land use, housing, childcare, education, health and transportation.

The Amendment with Hagman Associates Architects contributes to this commitment and goal by providing the architectural design needed to conduct the modifications required to maximize the space at Safe Harbor and to comply with current requirements of the City, the Fire Marshall and the Commission on Disabilities.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Number of homeless persons served in the County. This number represents Safe Harbor estimates for FY 2004-05 and FY 2005-06. (Please note that this Agreement is for rehabilitation of existing facilities only. This Agreement is not intended to increase capacity of homeless shelters throughout the County)

660

660

Background

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

In the summer of 2003, County staff, in planning sessions with the Safe Harbor Shelter operator, Samaritan House, identified potential changes to the shelter in order to maximize space to accommodate the various programs in operation 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

On December 1, 2004, Hagman Associates Architects entered into Agreement # 067034 with the County to conduct 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.

This First Amendment provides additional funding to accommodate increased costs of Design due to additional requirements presented by the South San Francisco Fire Marshall and to abate ADA accessibility issues, details of which are presented in the Amended Agreement.

This First Amendment to the 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.

Fiscal Impact

The term of this Agreement remains the same, 11/1/2004 through 6/30/2006. This First Amendment increases the amount by $42,000, increasing the total obligation under this Agreement from $135,000 to $177,000, which is being provided by CDBG funds and is included in the Office of Housing Adopted Budget for FY 2004-05. There is no Net County Cost.