TO: Board of Supervisors
FROM: Steve Lederer, Director of Public Works
REPORT BY: Sonja El-Wakil, Associate Engineer
SUBJECT: “1127 First Street HVAC & Roof Replacement Project,” PW 21-23 -Construction Contract Award and Budget Amendment
RECOMMENDATION
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Award of Construction Contract to Kirby Constructions Company, Inc. doing business as Kirby Construction of Santa Rosa, California in the amount of $5,090,000 for the “1127 First Street HVAC & Roof Replacement Project,” PW 21-23; and approve a Budget Amendment. (Fiscal Impact: $6,845,350 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.
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 were 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. 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 for the total project. 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. The Board approved plans and specifications for the lesser project on December 17, 2024, as well as $211,719 to fund the increased and remaining services for YEI Engineers, as well as other engineering and consulting costs through the design phase. Some mechanical components are specified as sole sourced to be compatible with the Napa County Public Works Property Management existing Siemens global control system.
Bids were received and opened on February 6, 2025. The bid results are attached for reference.
The lowest responsive base bid of $5,090,000 is from Kirby Constructions Company, Inc. doing business as Kirby Construction of Santa Rosa, CA. A bid protest from the second low bidder alleged that insufficient subcontractors were listed in Kirby Construction’s bid proposal. The protest was denied because the subcontract work was below the 0.5% listing threshold, or the work will be self-performed, or because the work will be performed by second tier subcontractors. Therefore, Kirby Construction’s proposal was determined to be responsive and in accordance with the Subletting and Subcontracting Fair Practices Act. The total project cost is $7,414,050, including design phase funds previously approved, and the request today for $6,845,350. Approval of the requested actions today will initiate construction. It is anticipated that this project will cross into next fiscal year. Construction is anticipated to occur starting in Summer 2025, with completion in 2026.
Kirby Construction is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community.
Requested Actions:
1. Award of construction contract for the “1127 First Street HVAC & Roof Replacement Project,” PW 21-23 to Kirby Constructions Company, Inc. doing business as Kirby Construction of Santa Rosa, California for their low base bid of $5,090,000
2. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Intrafund Transfers Out appropriations by $6,845,350 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 $6,845,350 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: |
This project has been identified in coordination with the Facilities Master Plan, approved by the Board of Supervisors on April 9, 2024. Maintenance repairs are required for this building in advance of moving Napa County facilities to alternate locations. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Remaining budget from Fiscal Year 2024-2025 will be carried over to the Fiscal Year 2025-2026 budget. |
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Consequences if not approved: |
If not approved, the Project will not be constructed, and the needed maintenance will be deferred. |
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.]