COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

March 4, 2011

BOARD MEETING DATE:

March 15, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

4/5^ths Vote

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

San Mateo Medical Center, Emergency Department Triage Remodel (Project No. P11HM)

RECOMMENDATION:

A)

Adopt a Resolution authorizing the:

1)

President of the Board of Supervisors to execute an agreement with Rodan Builders, Inc., in the amount of $219,000 for the Emergency Department Triage Remodel at the San Mateo Medical Center, effective from March 15, 2011 to March 14, 2012; and

2)

Director of Public Works to execute subsequent change orders up to a maximum aggregate amount, not to exceed $32,850, or 15% of the agreement amount; and

B)

Approve an Appropriation Transfer Request (ATR) of $426,045 in the Capital Project Budget Unit to support funding for this project.

BACKGROUND:

San Mateo Medical Center Emergency Department’s Admitting, Registration, and Triage Areas do not comply with the Health Insurance Portability and Accountability Act (HIPAA). The project work will improve the administration of these services, and bring the Emergency Department into compliance.

On January 11, 2011, your Board adopted Resolution No. 071217, which adopted plans and specifications, including conformance with prevailing wage scale requirements, and the calling for sealed bids for the above referenced project.

DISCUSSION:

On Tuesday, February 1, 2011 bids were accepted for this project and subsequently referred to this office for analysis and recommendation. The apparent low bidder withdrew their bid because of non-compliance with the Equal Benefits and Jury Service provisions of the County Ordinance Codes (see Exhibit “B” attached). Therefore, we recommend your rejection of their bid and award the contract to:

Rodan Builders, Inc.

859 Cowan Road

Burlingame, CA. 94010

whose bid of $219,000 was the lowest responsible bid received. A summary of the bids received is attached as Exhibit “A”.

Staff reviewed the bid documents and has determined that the Equal Employment program submitted by Rodan Builders, Inc. is in accordance with the current Equal Employment Guidelines, and that the Contractor complies with the equal benefits and jury duty pay provisions of the County Ordinance Code.

County Counsel has reviewed and approved the Resolution and Agreement as to form.

Approval of this action will contribute to the Shared Vision 2025 outcome of a Healthy Community by ensuring preservation of County assets and residents access to healthcare services in a private and safe environment.

FISCAL IMPACT:

The total cost for the project is $251,850, which includes authorization for up to $32,850 in change orders. The change order amount is used to pay the contractor for any unforeseen conditions not anticipated in the agreement documents. This project is entirely funded though a Health Resources Services Administration Grant. The ATR is required to establish transfer and expenditure appropriations in the Capital Projects Budget Unit to pay for the construction contract expenses; project management and installation services provided by the Information Services and Public Works departments; and project related equipment. A corresponding appropriation is included in the San Mateo Medical Center FY 2010-11 Adopted Budget. There is no impact to the General Fund.

Attachments:

Exhibit “A” – Summary of Bids Received

Exhibit “B” - Paris Bid Withdrawal Letter, dated February 2, 2011