Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Increase the Not-to-Exceed Amount of the Agreement with Rodan Builders, Inc. for the San Mateo Medical Center Prevent Self Harm and Ligature Project (Project No. P30F1)
RECOMMENDATION:
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Adopt a resolution increasing the Director of Public Works’, or designee’s, authority to execute change orders to the construction agreement with Rodan Builders, Inc. for the San Mateo Medical Center Prevent Self Harm and Ligature Project, to increase the not-to-exceed amount of $3,806,398 by an additional $102,279, for a new not-to-exceed amount of $3,908,677.
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BACKGROUND:
On March 23, 2021, the Board of Supervisors adopted Resolution No. 078091 authorizing an Agreement with Rodan Builders, Inc. for the San Mateo Medical Center Prevent Self Harm and Ligature Project (Project) in the amount of $3,310,180 and authorized the Director of Public Works to execute subsequent change orders to grant time extensions for project completion and payment up to a maximum amount not-to-exceed $3,641,198.
On March 26, 2024, the Board of Supervisors adopted Resolution No. 080262 which increased the Director of Public Works’, or designee’s, authority to execute changes to the Agreement with Rodan Builders, Inc. by an additional $165,200 for a new not-to-exceed amount of $3,806,398.
During Phase 1 and Phase 2 of construction, the Project encountered unanticipated building conditions which required modifications to meet building code requirements. Additional changes to lighting fixtures and material mitigations were necessary to comply with anti-ligature requirements.
Phase 3 of construction started in January 2025 in the Psychiatric Emergency Services (PES) Unit on the first floor of the Diagnostic and Treatment Building and unanticipated existing building conditions required additional work to meet building code requirements. The costs for the improvements exceed the previously authorized Agreement amount.
DISCUSSION:
As authorized by Resolution Nos. 078091 and 080262, the Department issued Change Orders up to the previously authorized amount of $496,218 above the original Agreement amount. The Department has negotiated all final change order requests with Rodan Builders, Inc. and requests an additional $102,279 to complete the closeout of the Project for a new not-to-exceed total amount of $3,908,677.
The Department recommends that this Board consider these unanticipated conditions and approve the recommended increase to the Agreement amount to facilitate completion of the Project. Construction issues or conflicts arise during construction which must be addressed immediately to keep projects moving forward. In some cases, these issues require additional compensation. The Department worked diligently through construction of the Project to minimize additional costs and develop solutions that were timely, effective, and financially responsible.
The County Attorney has reviewed and approved the resolution as to form.
COMMUNITY IMPACT:
The work included in this Project aligns with the Department’s commitment to supporting the wellness and recovery of people in need of services in San Mateo County. The Project includes modifying a facility that provides services to vulnerable individuals. Implementing ligature-resistant designs, including removing or modifying potentially dangerous fixtures, provides a safe environment for the community and staff and promotes patient safety, well-being, and the right to receive care.
FISCAL IMPACT:
The new not-to-exceed amount of the Agreement with Rodan Builders, Inc. for the Project is $3,908,677 based on a recommended increase of $102,279 to the Agreement. Funding for the recommended increase to the Project’s budget is included in the FY 2024-25 Adopted Budget.
There is no additional impact to the General Fund.