Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Amendment to the Agreement with Benchmark Inspection, LLC for several San Mateo Medical Center Projects
RECOMMENDATION:
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Adopt a resolution authorizing Amendment No. 4 to the Agreement with Benchmark Inspection, LLC for inspector of record services, extending the term by nine months through March 31, 2026 and increasing the amount by $160,000, for a new not-to-exceed amount of $785,000.
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BACKGROUND:
The Department of Public Works (Department) conducted a request for proposal (RFP) process for consultants to provide on-call construction inspector of record and construction management services. The RFP process resulted in this Board adopting Resolution No. 076368(d) on January 8, 2019 authorizing an Agreement with Benchmark Inspection, LLC for on-call Inspector of Record services on an as-needed basis to assist with numerous Department managed Capital Projects. The Agreement term was from January 9, 2019 through January 8, 2022 for a not-to-exceed amount of $500,000.
On December 23, 2021, as authorized by Resolution No. 076368(d), the Director of Public Works executed Amendment No. 1 extending the term of the Agreement through January 8, 2024.
On July 25, 2023, as authorized by Resolution No. 076368(d), the Director of Public Works executed Amendment No. 2 increasing the original Agreement amount of $500,000 by $25,000 for a new not-to-exceed amount of $525,000.
On December 5, 2023, this Board adopted Resolution No. 080065 authorizing Amendment No. 3 increasing the not-to-exceed amount by $100,000 for a new not-to-exceed amount of $625,000 and extending the term of the Agreement through June 30, 2025.
DISCUSSION:
Amendment No. 4 increases the not-to-exceed amount of the Agreement by $160,000 for the necessary and ongoing Inspector of Record services during the construction and completion of several San Mateo Medical Center (SMMC) Projects. These projects include the Fire Alarm System Upgrade, Prevent Self Harm & Ligature, Youth Stabilization Renovation, Respiratory Office New Location, and Nurse Call Replacement Projects.
The projects have made significant progress and the consultant has been working closely with the Department to address any unforeseen conditions and/or compliance related concerns that arise during construction and mitigate any delays. As the current Inspector of Record, Benchmark Inspection, LLC has been involved with providing inspection services and direction to the Contractor for project work and subsequent coordination and communication with the California Department of Health Care Access and Information (HCAI) for all project inspection related tasks to ensure compliance with the approved plans and allow for notice of substantial compliance as required by HCAI to close out the projects.
It is in the best interest of the County to amend Benchmark Inspection, LLC’s current agreement to provide ongoing Inspector of Record services for the current SMMC projects through completion, anticipated for December 31, 2025.
The County Attorney has reviewed and approved the resolution and amendment as to form.
COMMUNITY IMPACT:
The Department’s mission and commitment is to provide infrastructure and facilities that serve the communities of San Mateo County. Including an Inspector of Record as part of the Department’s project team ensures construction and inspections meet the requirements set forth by HCAI, resulting in the provision of services and access to services for all residents.
FISCAL IMPACT:
Amendment No. 4 will increase the not-to-exceed amount of the Agreement by $160,000 for a new not-to-exceed amount of $785,000 and extend the term of the Agreement through March 31, 2026. Funding for Amendment No. 4 has been included in each project’s budget in the FY 2024-2025 Capital Projects Budget.
There is no additional impact to the General Fund.