COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

 

DATE:

March 22, 2006

BOARD MEETING DATE:

March 28, 2006

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Duane Bay, Director, Department of Housing

SUBJECT:

Approve an Agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter

 

Recommendation

Adopt a Resolution:

 

1.

Authorizing execution of an Agreement with RGM and Associates in the amount of $1,370,938 for Rehabilitation of the Safe Harbor Shelter for the work preformed during the period of April 1, 2006 through June 30, 2007; and

 

2.

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

 

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 performing the construction work that will maximize the space at Safe Harbor and 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

RGM and Associates are the contractors who originally built 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 the shelter.

 

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.

In the summer of 2005, the City of South San Francisco added additional requirements including but not limited to a fire rated stair enclosure.


Hagman Associates Architects, under a separate 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.


Discussion


The Department of Housing is now moving into the Construction phase of the rehabilitation project and is contracting with RGM and Associates to perform the construction work as per the approved plans submitted by Hagman Associates Architects.

The Real Property Division of the County of San Mateo is currently negotiating a new lease with SamTrans to replace the existing ground lease which was signed in 2000, when the original shelter was built by RGM and Associates. This new ground lease will be forthcoming.

The agreement meets all applicable County requirements, including compliance with the Contractor Employee Jury Service Ordinance and the Equal Benefits Ordinance. 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 is the period during which the work is to be preformed, which will be April 1, 2006 through June 30, 2007. The total obligation under this Agreement is $1,370,938, which is provided by California State Emergency Housing Assistance Program (EHAP) funds and 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.


REQUEST FOR PROPOSAL PROCESS MATRIX


1.

General description of RFP

Construction Project at the Safe Harbor Homeless Shelter located at 295 North Access Road in South San Francisco

2.

List key evaluation criteria

Bidders were evaluated based on amount of construction estimate along with capacity to perform the scope of work entailed in the construction project

3.

Where advertised

San Mateo County Times (7/15/05)

4.

In addition to any advertisement, list others to whom the RFP announcement was sent

RFP was mailed to:
RGM (original contractor);
John Plane Construction;
and Turner Construction

5.

Total number of RFP’s sent to prospective proposers

5

6.

Number of proposals received

3

7.

Who evaluated the proposals

HCD Staff:
Larry Johnson, HCD Supervisor
Norman Pascoe, HCD Specialist
Architect:

Roger Hagman, Hagman Associates Architects
Public Works Staff:

Doug Koenig, Deputy Director, Maintenance Division

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

John Plane Construction, Inc. (Burlingame)
RGM & Associates (Concord)
Turner Construction (San Jose)