20070501_m

COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

DATE:

April 19, 2007

BOARD MEETING DATE:

May 1, 2007

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Majority

TO:

Honorable Board of Supervisors

FROM:

Duane Bay, Director, Department of Housing

SUBJECT:

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

Recommendation

Adopt a Resolution authorizing execution of a second amendment to the agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter, approving change order work and adding the amount of $118,766; for a new total Contract Sum of $1,640,751.

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 completion phase of the rehabilitation project with RGM and Associates 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 were some initial delays, not the fault of the Contractor, as well as some necessary additions to the work. The First Amendment, executed December 12, 2006, added 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, and brought the total to $1,521,985.

This Second Amendment includes a net balance of $118,766 in Change Orders which were necessary to complete the project on an expedited schedule including, but not limited to, structural and chair lift modifications. This includes the final work to be completed at Safe Harbor. RGM and Associates has $164,075 being held in retention that was withheld from their payment requests.

County Counsel has reviewed and approved Second 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 Second Amendment increases the amount by $118,766, increasing the total obligation under this Agreement to $1,640,751, which is being provided by funds received by the County from the State of California, the City of South San Francisco and federal Community Development Block Grant funds. This will close out the RGM and Associates Agreement. There is no Net County Cost.



COUNTY OF SAN MATEO Inter-Departmental Correspondence
Department of Housing

DATE:			April 19, 2007
BOARD MEETING DATE:			May 1, 2007
SPECIAL NOTICE/HEARING			None
VOTE REQUIRED			Majority

TO:	Honorable Board of Supervisors
FROM:	Duane Bay, Director, Department of Housing
SUBJECT:	Approve a Second Amendment to the Agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter

Recommendation
Adopt a Resolution authorizing execution of a second amendment to the agreement with RGM and Associates for Rehabilitation of the Safe Harbor Shelter, approving change order work and adding the amount of $118,766; for a new total Contract Sum of $1,640,751.

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 completion phase of the rehabilitation project with RGM and Associates 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 were some initial delays, not the fault of the Contractor, as well as some necessary additions to the work. The First Amendment, executed December 12, 2006, added 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, and brought the total to $1,521,985.

This Second Amendment includes a net balance of $118,766 in Change Orders which were necessary to complete the project on an expedited schedule including, but not limited to, structural and chair lift modifications. This includes the final work to be completed at Safe Harbor. RGM and Associates has $164,075 being held in retention that was withheld from their payment requests.

County Counsel has reviewed and approved Second 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 Second Amendment increases the amount by $118,766, increasing the total obligation under this Agreement to $1,640,751, which is being provided by funds received by the County from the State of California, the City of South San Francisco and federal Community Development Block Grant funds. This will close out the RGM and Associates Agreement. There is no Net County Cost.