TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Sonja El-Wakil - Associate Engineer
SUBJECT: 1127 First Street HVAC & Roof Replacement Project, PW 21-23, Approve Plans and Specifications and Advertise for Bid Opening, Amendment No. 2 to Professional Services Agreement 220210B with YEI Engineers, Inc., and Budget Amendment
RECOMMENDATION
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Approval of plans and specifications for the “1127 First Street HVAC & Roof Replacement Project,” PW 21-23, authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the Director of Public Works pursuant to Public Contract Code section 20150.8; approve a Budget Amendment in the amount of $211,719; and approve and authorize Amendment No. 2 to Agreement No. 220210B with YEI Engineers, Inc to increase the contract amount by $150,656 for a new maximum of $451,200. (Fiscal Impact: $211,719 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 Vote Required]
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BACKGROUND
On January 31, 2023, March 31, 2024, and on April 9, 2024, the Board discussed and initiated a Facilities Master Planning (FMP) process including repairs to keep 1127 First Street in operation while replacement locations for the current tenants (Public Defender, District Attorney, Child Support Services, and Assessor/Recorder) are completed.
To keep 1127 First Street operational, the HVAC and roof replacement is an immediate concern. During the summer of 2024, with high heat weather temperatures, the existing cooling units on the roof had to be cooled themselves with added sprinklers and shut down entirely due to failures when the weather went above 105 degrees. Cooling unit shut-downs were required multiple times in 2024. Additionally, during the storms of late November 2024, 15 separate leaks were identified in the building.
Public Works 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 the 1127 First Street County facility. From the Request for Qualifications, YEI Engineers Inc. was determined to be the most qualified firm to provide these services and on December 14, 2021, the Board of Supervisors approved a professional services agreement (PSA) with YEI for a not to exceed agreement of $190,563. On November 8, 2022, the Board of Supervisors approved an additional $109,981 for increased project related engineering design and support services. A study and technical memorandum have been completed with the recommendation to replace the HVAC units due to their failing condition, age, and inefficiency. Due to noted failures in the existing roofing, the design includes replacing the roofing system as well. Napa County requested the design ensure that the cooling in the building can withstand high temperatures beyond the standardized maximum heat as set in the California Building Code. However, the difference between cooling for the standard 95 degree weather and the anticipated minimum 104 degree weather would result in many modifications to the architectural, structural, and electrical systems.
YEI and Public Works staff are nearing completion of the design, and the project is ready for bidding. The sizing of the HVAC units to withstand higher temperatures requires the electrical main serving the building to be increased in size, as well as more costly air conditioning units. This design alternative was estimated at 9.8 million dollars for the total project. However, the building is only intended to be in County use and ownership for the next five to six years. With that timeframe in mind staff decided to reduce design temperature to 95 degree weather per current California Building Code instead of the higher 104 degree temperature to reduce project cost. This design change reduced the total project cost by approximately 4 million dollars but will shorten the life of the newly installed HVAC units. Staff is requesting approval of plans and specifications for the lesser project that has an estimated total project cost of 6 million dollars. The project is planned for construction in 2025 and completion in 2026.
The $211,719 budget request today is to fund the increased and remaining services for YEI Engineers, as well as other engineering and consulting costs. YEI has provided additional services and billed toward future expected costs already approved in their contract, based on the requested changes from the County.
Requested Actions:
1. Approval of plans and specifications for the “1127 First Street HVAC & Roof Replacement Project,” PW 21-23, and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the Director of Public Works;
2. Approve and authorize Amendment No. 2 to Agreement No. 220210B with YEI Engineers, Inc. to increase the contract amount by $150,656 for a new total maximum of $451,200; and
3. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Intrafund Transfers Out appropriations by $211,719 in the Capital Improvement Projects Fund (Fund 3000, Sub-Division 3000000, Account 57900) offset by use of its available fund balance to transfer to Project 21070; and
b. Increase Engineer Services appropriations by $211,719 in Projects 21070 budget (Fund 3000, Subdivision 3000550, Project 21070, Account 52145) offset by an Intrafund Transfers In revenue from the Capital Improvement Projects Fund.
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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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed Professional Service Agreement Amendment will provide essential technical services for various Napa County Public Works projects in design and construction. |
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Is the general fund affected? |
No |
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Consequences if not approved: |
Services will not be provided, delaying projects planned and in progress. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by California Code of Regulation title 14, section 15378 (State CEQA Guidelines) and, therefore, CEQA is not applicable.