COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

October 23, 2008

BOARD MEETING DATE:

November 4, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Fire Alarm System Replacement, Cordilleras Mental Health Rehabilitation Center, 200 Edmonds Road, Redwood City, CA (County Project No. P12K1)

RECOMMENDATION:

Adopt a resolution: (1) increasing the aggregate amount on contract revision orders that the Director of Public Works can execute with Kitech Security Systems, Inc from ten percent (10%) $16,500 to twenty percent (20%) $33,000 for a total not to exceed construction amount of $198,000, and (2) authorizing the Director of Public Works to execute an amendment of the agreement to increase the contract time an additional one hundred and fifteen (115) calendar days for the Fire Alarm System Replacement project.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal 7: Maintain and enhance the public safety of all residents and visitors.

This project contributes to the commitment and goal by replacing a major Mental Health Services facility life safety system for the benefit of both the public and employees that use this facility.

PREVIOUS BOARD ACTION:

1.

By resolution number 069314, on March 11, 2008 the Board of Supervisors authorized the execution of an agreement with Kitech Security Systems, Inc. in the amount of $165,000 for the Fire Alarm System Replacement at Cordilleras Mental Health Rehabilitation Center.

2.

Authorized the Director of Public Works to execute contract change orders related to the Fire Alarm System Replacement Project not exceeding $16,500 in aggregate, which is ten percent (10%) of the contract amount.

DISCUSSION:

The existing fire alarm equipment in the Cordilleras Mental Health Rehabilitation Center has reached the end of its expected life and is in need of replacement.

Schirmer Engineering, fire protection consultants, was hired to prepare bid documents for public bidding. Kitech Security Systems Inc, the low bidder, was awarded the contract. Upon award of the fire alarm project, the State Fire Marshal (SFM) was provided project plans and specifications for review and approval. The State Fire Marshal’s interpretation of the facility use and occupancy required additional fire alarm devices and revised installation details to obtain their approval. Although unit prices were included in the bid documents, additional SFM requirements exceeded the previously approved 10% revision order allowance. In addition the State Fire Marshal’s review period, additional time for back checks and resubmittals, exceeded the ninety-calendar contract period; therefore, an additional one hundred and fifteen (115) calendar days is required.

A resolution has been approved as to form by County Counsel.

FISCAL IMPACT:

The project is funded in the Capital Projects Budget by general funds for Health Services Projects. The total project construction cost will not exceed $198,000.