TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Daniel Basore - Engineering Supervisor
SUBJECT: Creation of new Capital Improvement Project for South Campus Building 4 HVAC Upgrades and a Budget Transfer
RECOMMENDATION
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Director of Public Works Request the following actions regarding the South Campus Building 4 HVAC Upgrades project:
1. Creation of a new Capital Improvement Project (CIP) within the Public Works Capital Improvement Program (Fund 3000, Org 3000504) for the South Campus Building 4 HVAC Upgrades, PW 23-10 (Project 23018); and
2. Approval of and authorization for the Chair to sign Agreement No. 230155B with YEI Engineers Inc. for a maximum of $234,827 for project design and construction support for the South Campus Building 4 HVAC Upgrades Project; and
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $270,000 in the Accumulated Capital Outlay Fund (ACO) (Fund 3000, Org 3000000) with the use of its available fund balance; and
b. Increase appropriations by $270,000 in Project 23018 offset by an increase in revenue from the transfer from the ACO Budget.
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EXECUTIVE SUMMARY
The South Campus Building 4 Air Handler Units (AHU) 1 & 10 and the Hydronic Boiler System are past their useful lives and have required extensive and costly maintenance and repair over the last few years and have been identified as a high priority for replacement. Additionally due to the age and deterioration of AHU 1 & 10 rainwater has leaked through the units and into the second floor of the building causing interior damage. The units are currently being covered with a tarp in the winter to mitigate this issue but that is not a permanent solution and is not good for the operation of the already problematic units. Building 4 AHU 1 & 10, and the boiler system were identified in the 2022-2023 recommended fiscal year budget adopted by the Board
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
A budget transfer is required from Accumulated Capital Outlay Fund (Fund 3000, Org 3000000) to CIP to fund the project. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
AHU 1 & 10 and the hydronic boiler system have required extensive and costly maintenance and repair and are in need of replacement. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Additional funds will be requested from ACO 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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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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.
BACKGROUND AND DISCUSSION
The South Campus Building 4 Air Handler Units (AHU) 1 & 10 and the Hydronic Boiler System are past their useful lives and have required extensive and costly maintenance and repair over the last few years and have been identified the Property Management Division as a high priority for replacement. Additionally, due to the age and deterioration of AHU 1 & 10 rainwater has leaked through the units and into the second floor of the building causing some minor interior damage. The units are currently being covered with a tarp in the winter to mitigate this issue but that is not a permanent solution and is not good for the operation of the already problematic units. Building 4 AHU 1 & 10, and the boiler system were identified as projects in the 2022-2023 recommended fiscal year budget adopted by the Board.
To help facilitate an efficient and cost-effective design, staff conducted a qualifications based process for the selection of a firm to provide design and engineering along with construction support, inspections, and associated services for the study and replacement of the HVAC units for several County facilities. From the Request for Qualifications, YEI Engineers Inc. was determined to be the most qualified firm to provide these services and the Director of Public Works recommends the approval and authorization of the Chair to sign Professional Services Agreements with YEI Engineers for the design of this project.
$234,827 of the requested budget will pay for YEI Engineers to perform the design and engineering along with construction support and inspections and the other $35,173 will pay for staff time to manage 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.