TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Professional Services Agreement with Nacht & Lewis Architects, Inc. and Budget Amendment for the South Campus Building A&B Maintenance Project, PW 21-37
RECOMMENDATION
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Approve and authorize Agreement No. 240311B with Nacht and Lewis Architect, Inc. for a maximum of $418,320 for design and construction administration services needed to support the “South Campus Building A&B Maintenance Project,” PW 21-37, and approve a Budget Amendment for $496,580 for engineering services and project administration. (Fiscal Impact: $496,580 expense; Accumulated Capital Outlay Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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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 the building. 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, to investigate the building exteriors and provide design recommendations with cost estimates and construction timeline to properly maintain South Campus Building A and B. N&L has completed the pre-design assessment and estimated the construction cost to be $13 million ($6 million for HVAC, $5 million for Building A roof, paint, and window sealant, and $2 million for Building B paint and window sealant). The total project cost is estimated to be $16 million including soft costs (see attached budget sheet for the estimated cost breakdown).
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 recommends to only replace the window sealant in order to address the maintenance needs.
Staff is requesting approval of the PSA for a maximum of $418,320 with N&L to prepare construction documents to bring the project to construction in fall of 2024 (window sealant) and spring of 2025 (roof replacement, HVAC upgrades, and painting).
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Intra Fund Transfers Out appropriations by $496,580 in the Accumulated Capital Outlay (ACO) Fund (Fund 3000, Sub-Division 3000000, Account 57900) offset by use of its available fund balance to transfer to Project 22008; and
b. Increase Engineer Services appropriations by $496,580 in Project 22008 budget (Fund 3000, Subdivision 3000504, Project 22008, Account 52145) offset by Intrafund Transfers In revenue from ACO; and
2. Approval of and authorization for the Chair to sign Professional Services Agreement No. 240311B with Nacht & Lewis Architects, Inc. for $418,320 for design and construction administration services.
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? |
South Campus Building A&B Maintenance Project (Fund 3000, Subdivision 3000504, Project 22008) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Addressing the maintenance needs for Building A & B along with the HVAC is necessary to keep them operational in future years |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Staff will return at a later date to request another budget amendment to fully fund the project, including construction |
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Consequences if not approved: |
Building A&B will continue to deteriorate and leak during rain events and the HVAC will not be able to provide sufficient cooling or heating for the occupants, resulting in higher maintenance and energy costs. |
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.