TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Estrella Munoz, Junior Engineer
SUBJECT: Approval of Plans and Specifications and Authorization to Advertise for Bids for the “PBES Remodel Project,” PW 23-30
RECOMMENDATION
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Approve Plans and Specifications for the “PBES Remodel Project,” PW 23-30, 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 pursuant to Section 20150.8 of the Public Contract Code. (No Fiscal Impact)
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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 transfer of $213,911 from the PBES-General Fund to fund Amendment No. 1.
The plans and specifications for the “PBES Remodel Project” are complete and ready for approval by the Board of Supervisors to be advertised. Project plans and specifications are available to view on the <https://www.napacounty.gov/1607/Current-Projects> website. The estimated construction cost for this project is $1.3 million. Final costs will be confirmed through the competitive bidding process. Staff will return to the Board at a later date to request approval of the contract award based on the lowest responsible bid and to request a budget amendment to fund the project through construction.
Requested Action:
Approve Plans and Specifications for the “PBES Remodel Project,” PW 23-30 and authorize advertisement of sealed bids.
FISCAL IMPACT
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Is there a Fiscal Impact? |
No |
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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: |
This project will provide much needed reconfiguration of workspaces which will allow for a more efficient work environment. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Staff will return at a later date to request a budget amendment to fund the project through construction. |
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Consequences if not approved: |
The Planning, Building, and Environmental Services Department will continue to struggle with department growth, security, and the ability to foster an efficient work environment for staff. |
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Strategic Initiatives: |
Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Consideration and possible adoption of a Categorical Exemption
Class 1: 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 of 14 CCR
§15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act,
Appendix B.]