COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

 

DATE:

March 7 2006

BOARD MEETING DATE:

March 14, 2006

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Duane Bay, Director, Department of Housing

SUBJECT:

Approve a Third Amendment to the Agreement with Hagman Associates Architects for Architectural Services in the Rehabilitation of the Safe Harbor Shelter

 

Recommendation

Adopt a Resolution:

 

A.

Authorizing execution of a Third Amendment to the Agreement with Hagman Associates Architects to provide Temporary Client Relocation and Architectural Services; extending the term of the Agreement through December 31, 2006; and increasing the amount by $175,000, for a new total of $402,000; and

 

B.

Authorizing the Director of the Department of Housing to execute subsequent amendments and minor modifications not to exceed an aggregate of $25,000 and to make minor changes in the types of services and activities provided under the Agreement.

 

Vision Alignment

Commitment: Leaders work together across boundaries to preserve and enhance our 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 action contributes to this commitment and goal by providing the design to maximize the space at Safe Harbor and to coordinate the rehabilitation that will bring the Shelter into compliance with current requirements of the City of South San Francisco, the Fire Marshall and the Commission on Disabilities.

 

Performance Measures:

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Number of Shelter Beds at Safe Harbor

90

90

Number of Unduplicated Homeless Persons Served at Safe Harbor Annually

450

600

 

Background

Hagman Associates Architects are the architects who 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 operated at Safe Harbor.

 

In September of 2003, the Commission on Disabilities presented the Department 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, have developed and submitted the preliminary plans and engineering work for revisions to the Safe Harbor Shelter in coordination with the Shelter operator and the Department of Housing.

 

The Department of Housing is now moving into the the Construction phase of the rehabilitation project.

 

Discussion

On November 9, 2004, Hagman Associates Architects entered into Agreement #067034 with the County in the amount of $135,000 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.

 

On April 26, 2005, the Original Agreement was amended under Resolution #067267. The First Amendment added $42,000 for a new total of $177,000 to accommodate increased costs of architectural services due to additional requirements presented by the South San Francisco Fire Department and to abate ADA accessibility issues including but not limited to the addition of both external and internal chair lifts.

 

On October 18, 2005, the Second Amendment, under Resolution #067603, added $50,000 for a new total of $227,000 to accommodate increased costs of design and engineering for additional requirements including but not limited to the addition of a fire rated stair enclosure.

This Third Amendment provides additional funding in the amount of $175,000 to accommodate hard (modular units, cots, temporary fencing) and soft (architecture fees, portable restroom servicing, inspections) costs as the Construction Phase of the project begins.

The Real Property Division of the County of San Mateo is currently negotiating a lease with SamTrans to facilitate the temporary relocation modular units. This lease will be forthcoming.

The agreement meets all applicable County requirements, including compliance with the Equal Benefits Ordinance. The Contractor is exempt from the Contractor Employee Jury Service Ordinance because Mr. Hagman has no employees. The Real Property Services has reviewed the agreement and County Counsel has reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed and approved the insurance coverage provided by the Contractor.

Fiscal Impact

The term of this Agreement will now be November 1, 2004 through December 31, 2006. This Third Amendment increases the amount by $175,000, increasing the total obligation under this Agreement from $227,000 to $402,000, which is provided by Community Development Block Grant (CDBG) funds and is included in the Department of Housing Adopted Budget for FY2005-06. There is no Net County Cost.