COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

DATE:

April 27, 2006

BOARD MEETING DATE:

May 9, 2006

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Majority

TO:

Honorable Board of Supervisors

FROM:

Duane Bay, Director, Department of Housing

SUBJECT:

Approve a Corrected Form of Agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter

Recommendation

Adopt a Resolution:

1.

Authorizing execution of a Corrected Form of Agreement with RGM and Associates in the amount of $1,370,938 for Rehabilitation of the Safe Harbor Shelter for work performed during the period from 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.

On March 28 the Board of Supervisors approved an agreement with RGM and Associates for this project using the standard County form of Agreement. The State which is providing the majority of the funding for this project has required that the County use the AIA (American Institute of Architecture) form of contract. Although the agreement is not on the standard county contract form, it does include all provisions that are required by county ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, equal benefits and a contractor jury service policy.  County Counsel has reviewed and approved as to form.
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 insurance coverage provided by the Contractor.

Fiscal Impact
The term of this Agreement is the period during which the work is to be performed, which will be April 1, 2006 through June 30, 2007. The total obligation under this Agreement is $1,370,938, 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.