TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum, Staff Services Analyst II
SUBJECT: Amendment No. 5 to Professional Services Agreement 230037B with HCI Services, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 5 to Agreement No. 230037B with HCI Services, Inc. to increase the maximum compensation from $74,220 to $86,202 for fiscal year 2025-26 and for the optional renewal term, to update the scope of work to add fire alarm services for the Replacement Jail and 1950 Airport Road and to reflect other changes in service needs at various County locations. (Fiscal Impact: $11,982 Net Expense; Various Funds; Budgeted; Discretionary)
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BACKGROUND
Today’s action will approve Amendment No. 5 to Agreement No. 230037B with HCI Services, Inc for fire alarms systems services. The amendment adds the Napa County Department of Corrections’ Replacement Jail as new testing and inspection services location at 2210 Napa-Vallejo Hwy, Napa, CA 94558 to the scope of work, adds the Napa County Airport’s 1950 Airport Road building, which houses Reach Air Medical and County Airport Operations staff, as a new monitoring and inspection and testing service location, updates the scope of work to reflect changes in services needs at various County locations, and updates compensation maximums.
In current fiscal year 2025-26 and optional automatic renewal fiscal year 2026-27 the maximum compensation amount for routine services will increase to $56,202 and non-routine services will increase to $30,000 for a total maximum compensation of $86,202 per fiscal year. Service changes to various Property Management fund locations will decrease the maximum compensation by $1,080 for routines services, the addition of the 1950 Airport Road building will increase maximum compensation by $1,320, and the addition of the Replacement Jail to the scope of work will increase maximum compensation by $6,742 for routine services and $5,000 for non-routine services for a net expense increase of $11,982 per fiscal year.
On November 7, 2023, the Board of Supervisors authorized Amendment No. 4 of this agreement to increase maximum compensation for non-routine services for fiscal year 2023-24 so that the appropriate repairs could be completed at the Napa County Airport. Amendment No. 4 increased maximum compensation for non-routine services in fiscal year 2023-24 only.
On June 6, 2023, the Board of Supervisors authorized Amendment No. 3 of this agreement to increase maximum compensation to accommodate the need for additional non-routine services to complete repairs to the fire alarm system at 2000 Airport Road at the Napa County Airport.
On March 14, 2023, the Board of Supervisors authorized Amendment No. 2 of this agreement to amend the scope of work to add monitoring, testing, and inspection services of the fire alarm system at Carneros Fire Station 210 and to provide adequate compensation for non-routine services at various County locations.
On November 8, 2022, the Board of Supervisors authorized Amendment No. 1 of this agreement to amend the scope of work to add monitoring services of the fire alarm system at the drug and alcohol treatment center formerly operated by Center Point on behalf of the County and to provide adequate compensation to replace a damaged and inoperable fire alarm panel located at the Napa County Airport.
On June 21, 2022, as a result of a competitive request for proposals conducted in 2022, the Board of Supervisors authorized Agreement No. 230037B with HCI Services, Inc. to provide annual monitoring, testing, inspection, and maintenance of fire alarms located in County owned and operated buildings.
HCI Services, Inc. is not a local vendor.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
The agreement is budgeted in funds 1000, 2000, 2100, 4300, 5010, and 5020. This Amendment No. 5 affects funds 1000, 4300, and 5010. There’s sufficient appropriation to cover the current amendment increases. |
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Is it Mandatory or Discretionary? |
Mandatory |
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Discretionary Justification: |
Maintenance of fire alarm systems is required to ensure the safe and consistent operation of County-owned or operated facilities. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
This agreement will continue to be budgeted in future fiscal years in the affected funds. |
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Consequences if not approved: |
There would not be testing and inspection services of the fire alarm system at the Replacement Jail and 1950 Airport Road, nor the ability to address critical maintenance placing the County at risk of being out of compliance with the standards set forth by the National Fire Protection Association (NFPA 72). |
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.