TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum, Staff Services Analyst I
SUBJECT: Amendment No. 1 to Professional Services Agreement No. 230464B with Siemens Industry, Inc., and Budget Transfer to increase appropriation.
RECOMMENDATION
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Director of Public Works requests the following:
1. Approval of and authorization for the Chair to sign Amendment No. 1 to Agreement No. 230464B with Siemens Industry, Inc. to include additional scope of work to complete the migration of the Siemens Control System to the Siemens Desigo System and increase the compensation by $17,225 in FY23-24, for a new maximum of $86,833; and
2. Approval of a Budget Adjustment increasing Intangible Assets appropriation by $17,225 in the Property Management Maintenance Budget (Fund 4300, Org 4300000, Object 55600) offset by use of its available fund balance. (4/5 vote required)
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EXECUTIVE SUMMARY
Approval of this Amendment will allow for the completion of the County’s heating, ventilation, and air conditioning (HVAC) management system migration from the Siemens Control System to the Siemens Desigo System, a migration that was initiated in FY20/21. Approval of a Budget Adjustment to increase Intangible Assets appropriation by $17,225 offset by use of its available fund balance is also requested to support the migration.
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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Where is it budgeted? |
Budget Adjustment requested for Fund 4300, Org 4300000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
To ensure the safe and consistent operation of HVAC control systems in County owned buildings. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The maintenance Agreement will continue to be budgeted in the Property Management budget. The migration project will be completed in FY23/24. |
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Consequences if not approved: |
If not approved, County buildings with the Siemens HVAC management systems will not have vital system migration completed. |
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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
Since 2003, Siemens Industry, Inc. (formerly Siemens Building Technologies, Inc.) has provided specialized services relating to technical support for the HVAC control equipment located in multiple County owned facilities. The control systems and software include several proprietary and technical components requiring Siemens technical expertise to troubleshoot and fix problems within the HVAC controls. Like other building systems, preventive maintenance programs are necessary to keep systems operational and to protect the County's building assets.
On June 27, 2023, the Board awarded a sole source contract and approved a professional services agreement with Siemens Industry, Inc., effective July 1, 2023, with a maximum compensation amount of $69,608 for FY23-24, $77,668 for FY24-25, and $79,912 for FY25-26.
Work to upgrade and migrate the County’s HVAC management system from the Siemens Control System to the Siemens Desigo System was initiated under a prior Agreement with Siemens (Amendment 4 to Agreement No. 170267B that expired on June 30, 2023). However, the software migration work was not completed prior to Agreement expiration. The migration is now slated for completion in FY23-24 and additional funding is needed to complete the work.
Today’s action will approve the additional scope of work to the Agreement to allow for completion of work to migrate the Siemens Control system to the Siemens Desigo System in FY23-24 and increase maximum compensation by $17,225 to complete such work. The requested budget transfer will increase appropriation in Intangible Assets account in the Property Management budget, offsets by its available fund balance.