TO: Board of Supervisors
FROM: Alexander Alarcon, Interim Director of Corrections
REPORT BY: Sue Kuss, Staff Services Manager
SUBJECT: Amendment No. 3 to Professional Services Agreement 210302B
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement 210302B with Peterson Mechanical, Inc. to update the scope of work to add the Jail as a service location and to increase the maximum compensation from $281,100 to $305,485 for routine heating, ventilation, air conditioning maintenance services. (Fiscal Impact: $24,385 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
Today’s action will approve Amendment No. 3 to Agreement 210302B with Peterson Mechanical, Inc. effective December 1, 2025, for HVAC maintenance and repair. Approval of Amendment No. 3 to the Agreement will amend the scope of work to add the Replacement Jail as a service location.
In Fiscal Year 2025-26, the last year of Agreement No. 210302B, the maximum compensation amount for routine services will increase to $158,985 and non-routine services will increase to $146,500 for a total maximum compensation of $305,485 for the fiscal year.
On November 28, 2023, the Board of Supervisors authorized Amendment No. 2 of this agreement to update the scope of work, to remove 2030 Airport Road as a service location, add 2000 Airport Road as a service location, and to increase maximum compensation to accommodate the need for additional routine services due to the building relocation of Airport administration.
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 Fiscal Year 2022-23 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 Fiscal Year 2022-23 was $452,112. Amendment No. 1 also increased maximum compensation by $16,605 for routine and non-routine service in Fiscal Years 2023-24 and by $19,793 for optional renewal years 2024-25 and 2025-26.
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.
Peterson Mechanical, 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? |
1400003-52490 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Preventative maintenance helps to reduce the cost of repairs and unscheduled downtime of HVAC systems. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Agreement 210302B expires 6/30/2026. An RFP process will be conducted to select a vendor to perform these services after that date. Future Corrections Department budgets will include an estimate for this service. |
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Consequences if not approved: |
Preventative maintenance will not occur, increasing the likelihood that potential issues won’t be addressed until components fail. In general, the cost of repairs exceeds the cost of scheduled maintenance. |
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Strategic Initiative |
Elevate County Service and Workforce Excellence |
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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.