COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Sheriff’s Office

DATE:

June 7, 2011

BOARD MEETING DATE:

June 28, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Greg Munks

SUBJECT:

Agreement with Sares Regis Group for Jail Construction Project User Liaison Services

RECOMMENDATION:

Adopt a Resolution authorizing the Sheriff to:

A.

Negotiate and execute an Agreement with Sares Regis Group, for Jail Construction User Liaison Services for the term of July 1, 2011 through March 31, 2015, in an amount not to exceed $1,116,000;

B. Execute subsequent amendments to the Agreement provided that such

amendments do not increase the aggregate payment amount by more than $25,000.

BACKGROUND:

The San Mateo County Board of Supervisors recently approved the acquisition of 4.7 acres at the corner of Maple Street and Blomquist Street in Redwood City for the expressed purpose of constructing a replacement jail. Among the next steps towards the completion of the replacement jail is retaining a qualified User Liaison who will support the Sheriff and the Jail Planning Unit throughout the planning and construction phases of the project. Other steps include delivery method selection, retaining architectural and engineering services, and evaluating project financing mechanisms.

DISCUSSION:

On February 23, 2011, the Sheriff released a Request for Proposals (RFP) (Attachment A) seeking responses from qualified firms (Attachment B) or individuals to act as a liaison between the Sheriff and the firms that will be providing design, engineering, construction, and other services related to the replacement jail construction project. Seven proposals were received and deemed sufficiently responsive to the RFP to merit consideration. The RFP Evaluation Panel, which included Supervisor Adrienne Tissier and representatives from the Sheriff’s Office and the Department of Public Works, reviewed the RFP responses and interviewed three finalists. Based on the Panel’s recommendations, the Sheriff is requesting authorization to negotiate an agreement with Sares Regis Group.

The agreement will require the user liaison to assist the Sheriff’s Office and other county departments in managing all aspects of the jail construction project as recommended by the National Institute of Corrections, including: reviewing and commenting on the project’s architectural concepts, drawings and site planning; assisting with the selection of the optimum project delivery method; preparing RFPs for all architectural and engineering services; analyzing all construction bids; participating in all value engineering discussions; reviewing Furniture, Fixtures and Equipment (FF and E) and material specifications; reviewing all environmental documents and filings, including the approved Site Management Plan; reviewing construction schedule and safety program adherence; reviewing material and soils testing; reviewing all proposed change orders; assisting with the completion and review of a project construction “Punch List”; assisting in obtaining all occupancy permits; and assisting with the creation and implementation of a transition plan for the new jail.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits clauses.

Risk Management has reviewed the contractor’s insurance certificate to ensure County requirements are met. County Counsel has reviewed and approved the Resolution as to form and will review the Proposed Agreement prior to execution.

Approval of the Resolution and authorization to negotiate and execute the Agreement contributes to the Shared Vision 2025 outcome of a Collaborative Community by ensuring a safe and cost effective jail facility.

FISCAL IMPACT:

The contract with Sares Regis Group is for a three-year, nine month term commencing on July 1, 2011 with end termination date of March 31, 2015. The contract is for an amount not to exceed $1,116,000, which is 100% Net County Cost. One-year of funding for this contract has been included in the Sheriff’s Office FY 2011-12 Budget.

REQUEST FOR PROPOSAL PROCESS MATRIX

1.

General description of RFP

The Sheriff’s Office is seeking a firm or individual that will act as a liaison to relevant construction, design and other firms for all phases of the jail project.

2

List key evaluation criteria

Proposals were evaluated based on the following:

1. History and Structure of Agency/Organizational Capacity

• Does the Proposer have at least 10 years experience?

• Does the Proposer possess the needed experience with contract compliance, record-keeping?

2. Staffing Patterns and Operations/Cultural Competency/Facilities

• Is the Proposer able to provide the stated liaison services for planning, design, and transition planning?

• Does the Proposer possess knowledge of the Facility Development Process?

• Is the Proposer familiar with the site management plan and able to ensure compliance?

• Does the Proposer demonstrate creative problem solving ability?

3. Quality/Program Evaluation

Does the Proposer have the history of providing similar services?

• Does the Proposer have history of successfully managing contracts with public or private agencies?

4. Ability to Follow Instructions

• How closely did the Proposer adhere to the Proposal’s format requested in this RFP?

5. References

• Do the references listed indicate that the Proposer has experience working with public agencies and the ability to provide the services required?

3.

Where advertised

San Mateo County Times

Posted on the Sheriff’s Office web page

4.

In addition to advertisement, list others to whom the RFP announcement was sent

Sent to all those enrolled to received automatic notifications and announcements on the Sheriff’s Office web page

5.

Total number of RFP’s sent to prospective proposers

None directly

6.

Number of proposals received

Seven

7.

Who evaluated the proposal

Supervisor Adrienne Tissier

Assistant Sheriff Sanchez

Sam Lin, DPW

Sergeant Dave Titus

Lieutenant Deborah Bazan

8

In alphabetical order, names of proposers (or finalists, if applicable) and location

Carter Goble Lee

11 Turning Leaf Way

Azusa, CA 91702

Robert Glass & Associates

P.O. Box 28097

Spokane, WA 99228

Heery International, Inc.

2329 Gateway Oaks Drive, Suite 200

Sacramento, CA 95833

Jacobs

180 Promenade Circle, Suite 300

Sacramento, CA 95834

Kitchell

255 West Julian Street, Suite 400

San Jose, CA 95110

Sares Regis

901 Mariner Island Boulevard

San Mateo, CA 94404

Voorhis / Robertson Justice Services Inc.

1666 Albion Street

Denver, CO 80220