TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Amendment No. 1 to Agreement No. 240311B with Nacht & Lewis Architects, Inc. for the South Campus Buildings A & B Maintenance Project, PW 21-37
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 240311B with Nacht & Lewis Architects, Inc., to increase the contract maximum amount from $418,320 to $443,360 to provide additional engineering services for the South Campus Buildings A & B Maintenance Project, PW 21-37. (Fiscal Impact: $25,040 Expense; Capital Improvement Projects Fund; Budgeted; Discretionary)
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BACKGROUND
On December 14, 2021, the Board of Supervisors approved the creation of Project 22008 and approved a Professional Services Agreement (PSA) with YEI Engineers to assess the heating, ventilation, and air conditioning (HVAC) system for necessary upgrades for buildings A and B at South Campus. Since then, YEI Engineers has completed the investigation and provided the technical memorandum to the Public Works staff. The HVAC equipment has exceeded its useful life and is unable to meet the cooling demands during the intense summer heat. The assessment also revealed that not only do the air conditioning units need to be replaced but upsized as well.
During the HVAC assessment, staff also identified several building maintenances needs, which include a roof replacement for Building A and new paint and window sealant for Buildings A & B, to address energy saving needs and leakage issues. On July 18, 2023, the Board of Supervisors approved a budget amendment of $250,000 to utilize the on-call contract with Nacht & Lewis Architects, Inc. (N&L), who were selected through a Request for Qualifications (RFQ), to investigate the building exteriors and provide design recommendations with cost estimates and construction timeline to properly maintain South Campus Building A and B.
Staff also conducted a benefit and cost analysis to replace existing windows on Building A to assist with the cooling needs and reduce the tonnage required from the new HVAC units. The cost of replacing all the existing single pane windows is approximately $4 million. Replacing the windows would allow a reduction in HVAC tonnages by 12 tons per unit, which would reduce the cost of HVAC units by $300,000. Property Management reported most maintenance calls are regarding leaks from the windows. As a result, staff recommended to only replace the window sealant in order to address the maintenance needs. The window project is already underway.
On March 26, 2024, the Board approved and signed a PSA for a maximum of $418,320 with N&L to prepare construction documents.
On August 6, 2024, the Board approved the plans and specification for the window sealant portion of the South Campus Buildings A & B Maintenance Project and on September 10, 2024, the Board awarded a construction contract to Bridges Construction of Kelseyville for their low bid of $509,760 and approved a budget amendment of $714,664 to fund the project which has been completed.
On December 17, 2024, the Board approved the plans and specification for the HVAC, Roof Replacement, and the painting of South Campus Building A (and B for painting only) and on February 25, 2025, the Board awarded a construction contract to CWS Construction Group, Inc., of Novato, CA for their low base bid of $5,145,000 and approved a budget amendment of $6,864,115 to fund the remainder of the project.
During construction, staff received requests for information (RFIs) from contractor regarding existing conditions which required additional design and engineering to respond, such as the mechanical screen wall structural calculations, airflow design conditions, and site visits from consultants for pull tests to determine the installation conditions of the joint sealant and new paint. The approval of this Amendment No. 1 in the amount of $25,040 will allow Nacht & Lewis to be on-site to verify the conditions of the building and provide additional information to ensure the completion of the project as designed.
Requested Actions:
1. Approve and authorize Amendment No. 1 to Agreement No. 240311B with Nacht & Lewis Architects, Inc., in the amount of $25,040 to increase the maximum not to exceed amount of $443,360 to provide additional engineering services for the South Campus Buildings A & B Maintenance Project, PW 21-37.
FISCAL IMPACT
Is there a Fiscal Impact?
Yes
Is it currently budgeted?
Yes
Where is it budgeted?
The project is funded under Fund 3000, Sub-Division 3000504, Project 22008, Account 52360
Is it Mandatory or Discretionary?
Discretionary
Discretionary Justification:
Approval is needed to provide additional information to Contractor to be able to complete the project.
Is the general fund affected?
No
Future fiscal impact:
Construction will complete in FY 25-26 and have no additional fiscal impact beyond routine maintenance
Consequences if not approved:
Construction cannot continue without the additional information.
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 ("Existing Facilities") which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR ?15301; see also Napa County's Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]