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 Smith-Karng Architecture for the San Mateo Medical Center Prevent Self-Harm and Ligature Project
RECOMMENDATION:
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Adopt a resolution waiving the Request for Proposals (RFP) process and authorizing Amendment No. 3 to the agreement with Smith-Karng Architecture for the San Mateo Medical Center Prevent Self-Harm and Ligature Project, increasing the amount by $40,000, to a new not to exceed amount of $228,636 and extending the term of the agreement through December 30, 2025.
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BACKGROUND:
On February 1, 2023, the Director of Public Works executed an Agreement with Smith-Karng Architecture for architectural and engineering services for the San Mateo Medical Center Prevent Self-Harm and Ligature and Psychiatric Emergency Services (PES) Youth Crisis Stabilization Unit Renovation Projects (Projects) from February 1, 2023 through August 30, 2024, in the amount of $107,596.
The Director of Public Works executed Amendment No. 1 extending the term of the Agreement through December 31, 2024 and Amendment No. 2 increasing the not-to-exceed amount by an additional $81,040 for a new not-to-exceed amount of $188,636 and extending the term of the Agreement through September 30, 2025.
DISCUSSION:
Smith-Karng Architecture is the Architect of Record with the California Department of Healthcare Access and Information (HCAI) for the Projects.
In January 2025, Phase 3 of construction started in the PES Unit on the 1st Floor of the Diagnostic and Treatment Building. Unanticipated existing building conditions and additional improvement requests required additional work to meet building code requirements. Revised construction documents were necessary to submit to HCAI for review and approval.
Based on the additional cost of the added design fees and HCAI revisions and requirements, the Department of Public Works (Department) recommends the not-to-exceed amount of this Agreement be increased by an additional $40,000 for a new not-to-exceed amount of $228,636 and to extend the term of the Agreement through December 30, 2025 to facilitate completion of the Projects.
The Department recommends waiving the Request for Proposals process to allow Smith-Karng Architecture to continue providing services for the Projects through project completion. In accordance with Administrative Memorandum No. B-1 Section IV. Waiver of Competitive Requirements Subsection B.2 Single Sourcing, utilizing Smith-Karng Architecture as a “single source” would be in the best interest of the County to avoid costly implications of a new consultant.
The County Attorney has reviewed and approved the amendment and resolution as to form.
COMMUNITY IMPACT:
The work included in the Projects align with the Department’s commitment to supporting the wellness and recovery of under- and inadequately served communities in San Mateo County. The Projects include 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 Smith-Karng Architecture for the Projects is $228,636 based on a recommended increase of $40,000 to the Agreement. Funding for the recommended increase to the Project’s budget was included in the FY 2024-25 Adopted Budget and rolled over in the FY 2025-27 Recommended Budget.
There is no additional impact to the General Fund.