TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Amanda Exum, Staff Services Analyst
SUBJECT: Amendment No. 2 to Professional Services Agreement 210302B with Peterson Mechanical, Inc.
RECOMMENDATION
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Director of Public Works requests approval of and authorization for the Chair to sign Amendment No. 2 to Agreement No. 210302B with Peterson Mechanical, Inc. to revise the scope of work with updates to service locations and for a new maximum compensation of $263,171 in Fiscal Year 23/24, and for a new maximum compensation of $281,100 in optional renewal Fiscal Years 24/25 and 25/26 for routine heating, ventilations, air-conditioning (HVAC) inspection, and maintenance services.
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EXECUTIVE SUMMARY
Peterson Mechanical, Inc. provides HVAC inspection, maintenance, and repair services at various County locations. The Napa County Airport recently relocated airport administration offices from the 2030 Airport Road building to the 2000 Airport Road building. Approval of Amendment No. 2 to the Agreement will amend the scope of work to change the location of HVAC services for the Airport from 2030 Airport Road to their new location at 2000 Airport Road. The building at 2030 Airport Road will be demolished and services are no longer needed. Maximum compensation will increase in current Fiscal Year 23/24 from $262,112 to $263,171 and from $280,542 to $281,100 in optional renewal Fiscal Years 24/25 and 25/26 to accommodate for the slight increase in maintenance costs that result from the change in buildings being serviced.
FISCAL & STRATEGIC PLAN 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? |
Airport Operations - Subdivision 5010000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
To ensure the safe and consistent operation of heating, ventilation, and air conditioning (HVAC) systems located in County facilities. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The agreement will continue to be budgeted in the Property Management, Sheriff, and Airport budgets. |
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Consequences if not approved: |
The County’s preventative maintenance agreement for HVAC systems would not include the current Napa County Airport location causing the Airport to engage providers on an as-needed basis which could significantly increase the cost of services. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
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.
BACKGROUND AND DISCUSSION
On March 16, 2021, as a result of a competitive request for proposals (RFP) conducted in 2021, the Board of Supervisors authorized Agreement No. 210302B with Peterson Mechanical, Inc. to provide for regular inspection, maintenance, and repair of heating, ventilation, and air conditioning (HVAC) systems within County facilities. The agreement was approved for an initial three year term ending June 30, 2024 with the option to renew the terms of the agreement annually for a maximum of two (2) additional fiscal years for a total agreement term of five (5) years.
On October 18, 2022, the Board of Supervisors authorized Amendment No. 1 to the Agreement to amend the scope of the work to add routine services for the downtown location of the Napa County Library (Main Branch) and to increase total maximum compensation for routine and non-routine services by $206,605 in FY22/23 to address critical HVAC maintenance and repairs to HVAC systems at the Sheriff’s Office, the Hall of Justice, and the Napa County Airport. Total maximum compensation for routine and non-routine services in FY22/23 was $452,112. Amendment No. 1 also increased maximum compensation by $16,605 for routine and non-routine services in Fiscal Year 23/24 and by $19,793 for optional renewal years 24/25 and 25/26.
In preparation for Fixed Based Operator development at the Napa County Airport, airport administration offices were relocated from 2030 Airport Road to 2000 Airport Road in May 2023 thus prompting the need to move routine HVAC system services to the new location. The HVAC services required for this location will cause an increase in routine maximum compensation of $1,059 in current Fiscal Year 23/24 and an increase of $558 in optional Fiscal Years 24/25 and 25/26. There is no change to non-routine maximum compensation in this amendment.
Approval of Amendment No. 2 to Agreement No. 210302B will allow for on-going routine inspection and maintenance of the HVAC system at 2000 Airport Road. With approval of this amendment, maximum compensation will increase to $263,171 in Fiscal Year 23/24 and to $281,100 in optional Fiscal Years 24/25 and 25/26.
Peterson Mechanical, Inc. is not a local vendor.