TO: Board of Supervisors
FROM: Steven Lederer- Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Plans and Specifications and Authorization to Advertise for Bids for “South Campus Building A&B Window Maintenance Project”, PW 21-37
RECOMMENDATION
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Approval of plans and specifications for the “South Campus Building A&B Window Maintenance Project,” PW 21-37 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. (No Fiscal Impact; Discretionary)
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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 buildings A and B at South Campus. 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 of the entire project 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.
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.
On March 26, 2024, the Board approved and signed a PSA for a maximum of $418,320 with N&L to prepare construction documents. Due to a lack of identified funding for the whole project, the project has been split in two, with the window sealing portion planned for in the fall of 2024 and the remaining portion in spring of 2025 (roof replacement, HVAC upgrades, and painting) if funds can be identified. If we are unable to accomplish the second phase of the project, it will inevitably lead to a situation similar to what currently exists at 1127 1st St.
The design for the window sealant portion of the maintenance project is complete and the approval of this item will allow the project to move toward the bidding phase and the total project cost is estimated to be $991,039. Staff will return to the Board later to present a detailed project budget based on the low bid and request a budget transfer from the ACO to award the construction and fund the window sealant portion of the maintenance project to completion.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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Is it currently budgeted? |
Yes |
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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: |
Approval of Plans and Specifications is necessary to move the project to bidding and construction |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The project will be complete is FY 24-25 |
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Consequences if not approved: |
The project will not go into construction and the leaking windows will not be addressed. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: 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 at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]