TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sydney Barclay, Associate Engineer
SUBJECT: Professional Services Agreement with YEI and Budget Amendment for the “South Campus Building 4 HVAC Upgrades Project”, PW 23-10.
RECOMMENDATION
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Approve Agreement No. 260124B with YEI Engineers, Inc., to provide project design services for the “South Campus Building 4 HVAC Upgrades,” PW 23-10, for a maximum compensation of $336,282; and approve a Budget Amendment. (Fiscal Impact: $380,616 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The South Campus Building 4 Air Handler Units (AHU) 1, 2, and 10, HVAC Control System and the Hydronic Boiler System are past their useful lives and have required extensive maintenance and repair over the last few years. These systems have been identified by the County’s Property Management Division as a high priority for replacement. Additionally, due to the age and deterioration of AHU’s 1, 2, and 10, rainwater has leaked through the unit and into the second floor of the building and has caused interior damage that will need to be repaired with a separate project once the units are replaced. The units are currently covered with tarps to mitigate water infiltration, but this is not a permanent solution and it impacts the operation and effectiveness of these units.
Building 4 AHU 1 and 10 and the boiler system were initially identified in the 2022-23 fiscal year budget and YEI had prepared a preliminary design to repair these units. Work was halted in 2023 and the design was left unfinished due to inadequate budget for construction. Now in the 2025-26 fiscal year budget, the Facilities Master Plan Program has also identified this work as a high priority project and funding has been set aside for allocation. In addition to AHU 1 and 10, and the boiler system that were deficient in 2022, AHU 2 has also been deemed as deficient and will require replacement. New controls for zones served by AHU 1, 2, 5, and 10 will also be included in the design, since their existing systems are obsolete.
In 2022, after County staff conducted a Request for Qualifications (RFQ) to select a firm to provide design, engineering, construction support, inspections, and associated services for several HVAC projects within the County and, staff selected YEI Engineers, Inc. (YEI) as the most qualified firm to provide design services and entered into an Agreement with YEI. However, since that time, the Agreement with YEI has expired and a new Agreement is needed to continue using their services to complete the design for this project.
County staff previously requested a budget transfer of $270,000 at the September 13, 2022 Board of Supervisors meeting, and the project still contains an appropriation balance of $131,378 to date. Additional budget is requested to pay for YEI’s design, engineering, construction support, and inspection services, as well as funding to support staff time to administer the project until bids are opened. Staff will return to the Board once the design is complete to request approval of Plans and Specifications, and authorization to advertise for bids.
Requested Actions:
1. Approve Agreement No. 260124B with YEI Engineers, Inc., for a maximum compensation of $336,282, for the design services for the “South Campus Building 4 HVAC Upgrades” project; and
2. Approve a Budget Amendment for the following (4/5 vote required):
a. Reclass Construction Services appropriation by $380,616 in the Facilities Master Plan Project (Fund 3000, Sub-Division 3000560, Project 23045, Account 52360) to Intrafund Transfers Out appropriations (Fund 3000, Sub-Division 3000560, Project 23045, Account 57900) to return $380,616 to the Capital Improvement Projects (CIP) Fund (Fund 3000, Sub-Division 3000000, Account 49900);
b. Increase Intrafund Transfers Out appropriations by $380,616 in the CIP Fund (Fund 3000, Sub-Division 3000000, Account 57900) offset by increase to Intrafund Transfers In for the same amount to transfer to Project 23018 and increase to its Intrafund Transfers In revenues (Fund 3000, Sub-Division 3000504, Project 23018, Account 49900); and
c. Increase Engineer Services appropriations by $150,000 and Consultant Services appropriations by $230,616 in Project 23018 budget (Fund 3000, Sub-Division 3000504, Project 23018, Accounts 52145 and 52310) offset by an Intrafund Transfer In revenue from the CIP Fund.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
AHU 1, 2, 10 and the boiler require extensive and costly maintenance and repairs, they need to be replaced. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Additional funds will be requested from the Facilities Master Plan Project ($9 million in current budget) to fund construction of the project when design and bidding are completed. |
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Consequences if not approved: |
The AHU units and boiler could fail and there will be no design in place for replacement, which would lead to increased repair and maintenance costs. |
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Additional Information |
The project has $131,378 from the CIP Fund (Fund 3000, Sub-Division 3000000), and additional budget is required from the Facilities Master Plan Project to fund the project design. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.