COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

February 13, 2006

BOARD MEETING DATE:

February 28, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Amendment No. 2 to the Architectural Agreement for the Design of the Keller Women & Children Services Unit (KWCSU) at the San Mateo Medical Center

Recommendation

Adopt a resolution authorizing the Execution of an Amendment No. 2 to the Architectural Agreement (Agreement) with Thistlethwaite Architectural Group (Architect) for the Design of the Keller Women & Children Services Unit (KWCSU) at the San Mateo Medical Center.

Vision Alignment

Commitment: Ensure basic health and safety for all.

Goal(s): Residents have access to healthcare and prevention care.

The proposed amendment will not increase the current “not to exceed” limit of the Agreement, and will allow us to reimburse the Architect for costs incurred in developing options for the KWCSU that were required by the Office of State Health Planning and Development (OSHPD).

Background

Previous Board Action

1.

Authorized the original Agreement which contains “line item” categories of costs for architectural services for the design of the KWCSU.

2.

Approved the master plan for the KWCSU.

3.

Authorized Amendment No. 1 to the Agreement which increased certain “line item” costs associated with the approved master plan of the KWCSU.

History

The San Mateo Medical Center Board in June 2003, authorized the Medical Center Administration to move forward with the development of the KWCSU, and the Architect was retained through the Request for Proposal (RFP) process to develop construction plans.

However, it was later determined that the original concept would not meet the current needs and goals of the Medical Center. A new master plan for the KWCSU was developed and subsequently approved by your Board, together with an amendment to the Architect’s Agreement to cover the costs of the revised plans.

Revised construction documents were completed and submitted to OSHPD. Subsequent submittals were then required as the Medical Center and OSHPD differed on the interpretation of the regulations regarding surgical units required as part of a labor/delivery/nursery unit. This, in turn, required the Architect to do additional drawings and submittals/re-submittals to OSHPD.

Discussion

The Agreement with the architect includes a line item “schedule of values” that lists the component services and sub-totals for each component. Two of the components, Reimbursable Expenses and Optional Miscellaneous Services, need to be adjusted upward in order to pay the Architect for the work that he did for changes as discussed in the History Section of this report, and to provide an appropriation in the line items for future possible work in these categories. This adjustment can be made without increasing the contract maximum at this time, by reducing the value of the work in the category of Construction Contract Administration Phase, since no work in this category will be expended until bids are advertised for the work and a contract awarded.

We will need to return to your Board once bids are received, the necessary permits obtained, and the funding sources defined, with a recommendation to award a contract and to amend the Architect’s Agreement to reconcile costs in the Construction Contract Administration Phase, commensurate with the cost of the contract.

A form of resolution and an amendment to the original agreement have been approved by County Counsel and the Architect has executed the amendment to the Agreement.

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

Fiscal Impact

The proposed changes in the specific line item schedule of values is as follows:

Schedule of Value Description

Current Value

Proposed Value

Construction Contract Administration

$192,269

$102,269

Reimbursable Business Expenses

$ 20,924

$80,924

Optional Miscellaneous Services

$ 30,000

$60,000

Totals

$243,193

$243,193

There is no additional cost to the General Fund or any other fund at this time. There can be additional costs at the time a contract is awarded as the total project cost for the KWCSU is currently estimated at $9.8 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, Keller Trust and a capital loan.