TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Estrella Munoz, Junior Engineer
SUBJECT: Construction Contract Award and Budget Amendment for the “PBES Remodel Project, PW 23-30.”
RECOMMENDATION
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Award Construction Contract to Torres Project Management, Inc. of Dixon, CA in the amount of $1,530,100 for the Capital Improvement Project 24005 “PBES Remodel Project, PW 23-30” and approve a Budget Amendment. (Fiscal Impact $2,174,761 Expense for the construction contract and other project costs; Accumulated Capital Outlay; Budgeted ($750,000 budget reallocation); Not Budgeted ($1,424,761 budget increase reallocation); Discretionary)
[4/5 vote required]
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BACKGROUND
The Planning, Building, and Environmental Services Department (PBES) located on the second floor of the Administration Building identified the need to re-evaluate its workspace to facilitate the department’s growth, improve security, consolidate divisions to foster collaboration within teams, and reconfigure work areas to create an efficient work environment for staff. This project was initially created on August 22, 2023, with a scope consisting of lobby, reception, and work area modifications on the East side of the department floor. The project was put on pause due to financial constraints and the development of the Facilities Master Plan.
However, following the decision to pause the Facilities Master Plan, this project is once again necessary. Since the project’s pause, PBES internally remodeled workstations on the East side of the department and now requires a change to the original scope of work to meet the department’s new needs. The initial revised scope of work consisted of modifications to the reception area, copy room, permit center, and west side of the department floor, with the goal being to consolidate all PBES employees on the second floor.
On October 21, 2025, the Board approved a budget amendment of $119,500 and approved and authorized Agreement No. 260188B with TLCD Architecture, Inc. to provide a schematic design package for the PBES Remodel. The schematic design package explored different areas for improvement (lobby, reception area, copy room, permit center, plans hallway, west side floor layout, breakroom, etc.) and provided an approximate construction cost for improvements of each area. Based on the preliminary plan and construction estimate included in the schematic design package, as well as the estimated total project budget, Public Works worked with PBES to identify which elements could be eliminated to keep the project within an achievable budget while still meeting PBES’s needs.
On June 23, 2026, after finalizing a scope to allow PBES to consolidate on the second floor within an achievable budget, Staff requested approval of Amendment No. 1 to increase the maximum contract amount from $110,641 to $324,552 to authorize TLCD to prepare construction documents. Staff requested a Budget Amendment of $213,911 from the PBES-General Fund to fund Amendment No. 1.
On September 9, 2026, the Board approved the plans and specification package for the PBES Remodel Project and authorized advertisement. The project was released to bidders through OpenGov on September 29, 2026. On October 20, 2026, bids were received and opened for the PBES Remodel Project, PW 23-30. The apparent low bidder was Torres Project Management, Inc. of Dixon, CA for their base bid of $1,385,000 as well as bid additive alternate #2 (flooring on west side office areas) of $83,900, bid additive alternate #3 (flooring in lobby) of $11,400, bid additive alternate #5 (flooring in breakroom) of $11,300, and bid additive alternate #6 (Second Floor West Side Fire Alarm Including New Fire Alarm Devices and Wiring to New Fire Alarm Panel) of $38,500 for a grand total of $1,530,100. Construction is planned to start in December 2026 and reach completion by April 2027.
The bid results are presented below:
|
Contractor |
Total Base Bid |
|
Torres Project Management, Inc. |
$1,385,000 |
|
All About Building, Inc. |
$1,436,744 |
|
CWS Construction Group, Inc. |
$1,586,407 |
|
CRE Construction Group |
$1,630,900 |
|
GCCI, Inc. |
$1,729,000 |
|
Pro-Ex Construction, Inc. |
$2,502,280 |
Included in the Fiscal Year 2026-27 budget is $5,150,00 million in Project CIP00 for a list of Building Capital Improvement Projects with not-to-exceed project amounts approved by the Board. Planning, Building & Environmental Services Office Remodel also known as PBES Remodel project 24005 was on the list with a not-to-exceed amount of $750,000. This was the amount left from the Facilities Master Plan project.
Replacement of the fire panel serving the Administration Building, budgeted under project 27015, was also on the list with a not-to-exceed amount of $200,000 and has since been added to this project’s scope.
With respect to this agenda item, a budget amendment and subsequent transfer of funds will be prepared to reallocate the $750,000 from CIP00 to Project 24005 and to reallocate $200,000 from Project 27015 to Project 24005. These actions will be reviewed and approved by the County Executive Office and the Auditor-Controller Office to ensure compliance with the adopted budget and availability of funds.
When the project restarted in October 2025, the County prioritized developing a financially feasible scope of work within available funding. To limit upfront costs before the project scope was established, the County initially authorized TLCD to prepare a schematic design package rather than full construction documents. This package evaluated several potential improvements and provided preliminary construction cost estimates, allowing Public Works to refine the scope to meet the project’s objectives while remaining as close as possible to the available budget. During the design effort Public Works identified an additional $1,224,761 in savings from other Capital Improvement Projects that could be transferred to support this project, including roughly $750,000 in under budget performance on the South Campus Buildings A&B Roof/HVAC project (Project 22008) and $500,000 in savings from the Bella House kitchen and bathroom project (Project 27016). Based on this funding, the County authorized TLCD to proceed with construction documents and advanced the project toward construction.
Upgrading the fire alarm system in the main building is part of this project. This upgrade is necessary to address the building’s fire protection needs as well as to allow installation of additional devices required by this remodel. The funding and transfer of funds from project 27015 is therefore included here.
Today’s request of $2,174,761 includes $1,530,100 in construction, $207,500 in construction management, $71,141 in County administration, $60,000 for department relocation, and $306,020 in construction contingency. In total, the project’s anticipated cost, including all costs associated with design and construction, is $2,508,172.
Requested Actions:
1. Award of a Construction Contract for the “PBES Remodel Project, PW 23-30” to Torres Project Management, Inc. of Dixon, CA in the amount of $1,530,100 and authorize for the Chair to sign the construction contract; and
2. Approve a Budget Amendment to reallocate previously approved budget from CIP00 and from the return of unused funds from Project 22008 to capital project 24005: [4/5 vote required]
a. Increase appropriations in the Accumulated Capital Outlay (Fund 3000, Sub-Division 3000000) in account 57900 - Intrafund Transfers Out by $750,000 offset by the Intrafund Transfer In (49900) revenue from Project 22008; and
b. Increase appropriations for project 24005 - PBES Remodel in the Capital Projects Fund (Fund 3000, Sub-Division 3000500) in account 52145 - Engineer Services by $131,141, in account 52360 - Construction Services by $1,086,120 and 52310- Consulting Services by $207,500 offset by the Intrafund Transfer In (49900) revenue from the Accumulated Capital Outlay from the reallocation of budget from Project 22008 for $750,000 and reallocation of budget from CIP00 ($200,000 from Project 27015 and $474,761 from Project 27016).
FISCAL IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Where is it budgeted? |
Capital Projects Fund, Division 30005, Project CIP00 ($750,000 budgeted), Capital Projects Fund Division 30005 ($1,424,761 not budgeted in this project, reallocated from other projects) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
This project will provide much needed reconfiguration of workspaces which will allow for a more efficient work environment. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
Continued maintenance and upkeep of the newly renovated areas. |
|
Consequences if not approved: |
The project cannot go to construction and PBES will continue to struggle with department growth, security, and the ability to foster an efficient work environment for staff. |
|
Strategic Initiatives: |
Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Article 19 of the State Guidelines for Implementation of the California Environmental Quality Act (CEQA Guidelines) establishes a list of classes of projects that are categorically exempt from the provisions of CEQA. Pursuant to CEQA Section 15300, the proposed project would be considered Categorically Exempt based on at least one Exemption Class. According to the County’s resource maps, the proposed improvement is not anticipated to affect any known environmentally sensitive area, and its impact on the environment is insignificant, individually and cumulatively. There is no reasonable possibility that the project will have a significant effect on the environment given that the improvements are occurring within an existing facility and do not expand or intensify the existing use.
Based on an examination of the project, this project qualifies for the following exemptions under the California Environmental Quality Act - CEQA Guidelines Class 1: Existing Facilities section 15301 - this consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The project, involving the remodel of parts of interior 2nd floor of the existing structure, is a minor alteration of existing facilities involving no expansion of the existing use. Overall, the proposed improvements would help maintain the existing facility and are consistent with the aforementioned exemption.
Pursuant to Sections 15022(a)(1)(C) and 15300.4 of the State CEQA Guidelines, the Napa County Board of Supervisors have adopted implementation procedures, identifying specific projects that would be categorically exempt from established CEQA Guidelines. The proposed project would therefore be Categorically Exempt from the provisions of CEQA pursuant to Title 14 CCR Section 15301 Class 1 - Existing Facilities. Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public; or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.