COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

May 22, 2006

BOARD MEETING DATE:

June 6, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Agreement to Provide a Comprehensive Evaluation of County Owned Facilities

Recommendation

Adopt a resolution authorizing the Director of Public Works to execute an agreement with Applied Management Engineering, Inc. (AME) in the amount of $250,000 to conduct a Comprehensive Facilities Evaluation of County owned facilities.

Vision Alignment

Commitments: Responsive, Effective and Collaborative Government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief of immediate gain.

Your Board authorizing the Director of Public Works to execute an agreement will provide us with a tool to support the development of a long-range capital improvement program and also allow us to use the Facility Condition Index (FCI), a method of comparing the cost of repairing a facility to replacing a facility, as a metric in the annual Outcome-Based Management budget process.

Background

Previous Board Action

Authorized an “Existing Conditions Survey” of County facilities in 2000, which established the then current condition of each County owned facility using the FCI.

History

The FCI of each County owned facility has been used as a basis for making capital improvement recommendations in the County budget over the past five (5) years. We are now recommending that the data base be updated and expanded and that appropriate computer programs be acquired that can electronically track the recommended capital improvements and keep the cost estimates current for making needed improvements to the over 2.8 million square feet of County owned facilities.

Discussion

The Department conducted a Request for Proposal process and selected Applied Management Engineering, Inc. A summary of the process is attached as Exhibit “A”.

The selection review committee, consisting of managers from the Facilities Services and the Administrative Service Divisions of Public Works, reviewed all seven proposals that were submitted and interviewed the four (4) finalists. The Committee, following the interviews, reduced the list to three (3) firms:

Faithful & Gould

Applied Management Engineering, Inc. (AME)

3 D/I

The Committee is recommending AME as Faithful & Gould withdrew during subsequent negotiations, and the Facilities Division has not been satisfied with the operating software that is proposed by 3D/I. In addition, AME’s proposal includes providing AutoCAD floor plans of all facilities and integrated preventive maintenance operations that can be entered into their database.

The Information Services Department (ISD) has also reviewed the information technology related items in accordance with Administrative Memorandum B-1.

A resolution and agreement have been approved as to form by County Counsel.

Fiscal Impact

The negotiated cost of the Facilities Evaluation is $246,127. Your Board approved $150,000 in the FY 05/06 Capital Project Budget and an additional $100,000 is included in the FY 06/07 Budget to finance this work. We are proposing to use the difference, $3,873 ($250,000- $246,127) as a contingency to finance any additional unforeseen work that may be warranted as the evaluation proceeds.

There is no additional impact to the General Fund.