COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

 

DATE:

December 1, 2006

BOARD MEETING DATE:

December 12, 2006

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Four-Fifths

 

TO:

Honorable Board of Supervisors

FROM:

Duane Bay, Director, Department of Housing

SUBJECT:

Approve a First Amendment to the Agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter

 

Recommendation

Adopt a Resolution:

 

1.

Authorizing execution of a first amendment to the agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter, approving change order work and adding the amount of $151,047; for a new total Contract Sum of $1,521,985; and

 

2.

Authorizing the Director of the Department of Housing or the Director's designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

 

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 2005-06
Actual

FY 2006-07
Target

Number of emergency and transitional beds at Safe Harbor

90

90

Number of unduplicated homeless persons served at Safe Harbor annually

450

450

 

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 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.

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, developed and submitted the building 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 has moved into the Construction phase of the rehabilitation project and RGM and Associates is performing the construction work as per the approved plans submitted by Hagman Associates Architects.

On March 28, 2006, the Board of Supervisors approved an agreement with RGM and Associates for this project using the standard County form of agreement. The State Office of Housing & Community Development, which is providing the majority of the funding for this project, required that the County use an AIA (American Institute of Architecture) form of contract, which was executed on May 9, 2006.

The original agreement anticipated an early Notice to Proceed with the work and a completion of the interior construction work by November 28, 2006. There have been some initial delays, not the fault of the Contractor, as well as some necessary additions to the work, and this First Amendment proposes to add to the contract sum the amount of $151,047, from funds provided by the City of South San Francisco, to compensate the Contractor for the delays and extra work, bringing the new total to $1,521,985. The appropriate documentation for some of the items that are the subject of this amendment are yet to be finalized, but there is a desire by the funding source, the City of South San Francisco and the Housing Department, to have the new contract price in place before the end of the calendar year. Accordingly, the Amendment provides that the County’s approval and agreement to the final pricing and documentation for the changes in the work shall be delegated to the County Manager, with the approval of the County Counsel as to form. The Contractor now estimates completion of the interior construction work (Phase I) by December 18, 2006.

It is anticipated that there may be additional change order work required (as part of Phase II) and that work may require an additional payment of up to $138,537, which would include any increases due to time.

County Counsel has reviewed and approved First Amendment to 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 remain 4/1/2006 through 6/30/2007. This First Amendment increases the amount by $151,047, increasing the total obligation under this Agreement from $1,370,938 to $1,521,985, which is being provided by funds received by the County from the City of South San Francisco. There is no Net County Cost.