Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Tory A. Newman, Director of Public Works
Subject: Amendment No. 2 to the Architectural Services Agreement with The Ratcliff Architects for San Mateo Medical Center
RECOMMENDATION:
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Adopt a resolution authorizing Amendment No. 2 to the Agreement with The Ratcliff Architects, for on-call architectural services during the construction and completion of several San Mateo Medical Center (SMMC) Projects, increasing the not-to-exceed amount by $175,000 for a new not-to-exceed amount of $800,000 with no change in term.
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BACKGROUND:
The Department of Public Works (Department) conducted a request for proposal (RFP) for consultants to provide on-call architectural services. The RFP resulted in this Board adopting Resolution No. R079814(c) on July 11, 2023 authorizing an Agreement with The Ratcliff Architects for on-call architectural services on an as-needed basis to assist with numerous Department managed Capital Projects. The Agreement term is from July 11, 2023 through July 10, 2028 for a not-to-exceed amount of $600,000.
As authorized by Resolution No. R079814(c), the Director of Public Works executed Amendment No. 1 increasing the not-to-exceed amount by $25,000 for a new not-to-exceed amount of $625,000 and extended the term through July 10, 2028.
DISCUSSION:
Amendment No. 2 increases the not-to-exceed amount of the Agreement by $175,000 for the necessary and ongoing architectural services during the construction and completion of several San Mateo Medical Center (SMMC) Projects. These projects include the Sterile Processing Department Equipment Replacement Upgrade Project, which is near completion.
The projects have made significant progress, and the consultant has been working closely with the Department to address unforeseen conditions and/or compliance related concerns that arise during construction and mitigate any delays. As the current Architect of Record on this Project, The Ratcliff Architects has been involved with providing architectural services and direction to the Contractor for project work and subsequent coordination with the California Department of Health Care Access and Information (HCAI) for all project related tasks to ensure compliance with the approved plans and allow for notice of substantial compliance as required by HCAI to close out the project.
It is in the best interest of the County to amend The Ratcliff Architects current agreement to provide ongoing architectural services for the current SMMC projects through completion.
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 architect as part of the Department’s project team helps ensure construction meets the requirements set forth by HCAI and results in the provision of services and access to health care for a diverse community.
FISCAL IMPACT:
The term of this amendment is through July 10, 2028, increasing the not-to-exceed amount up by $175,000 for a new not-to-exceed amount of $800,000. Funding for this amendment is included in the Department of Public Works Approved Budget for FY2026-27 and funding for future fiscal years will be included in future fiscal year budgets.
There is no additional impact to the General Fund.