TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Amendment No. 2 to Agreement No. 240311B with Nacht & Lewis Architects, Inc. for the South Campus Buildings A & B Maintenance Project, PW 21-37
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 240311B with Nacht & Lewis Architects, Inc., to increase the contract maximum amount from $443,360 to $460,454 to provide additional engineering services for the South Campus Buildings A & B Maintenance Project, PW 21-37. (Fiscal Impact: $17,094 Expense; Capital Improvement Fund; Budgeted; Discretionary)
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BACKGROUND
On December 14, 2021, the Board of Supervisors approved the creation of Project 22008 and approved a Professional Services Agreement (PSA) with YEI Engineers to assess the heating, ventilation, and air conditioning (HVAC) system for necessary upgrades for buildings A and B at South Campus. Since then, YEI Engineers has completed the investigation and provided the technical memorandum to the Public Works staff. The HVAC equipment has exceeded its useful life and is unable to meet the cooling demands during the intense summer heat. The assessment also revealed that not only do the air conditioning units need to be replaced but upsized as well.
During the HVAC assessment, staff also identified several building maintenances needs, which include a roof replacement for Building A and new paint and window sealant for Buildings A & B, to address energy saving needs and leakage issues. On July 18, 2023, the Board of Supervisors approved a budget amendment of $250,000 to utilize the on-call contract with Nacht & Lewis Architects, Inc. (N&L), who were selected through a Request for Qualifications (RFQ), to investigate the building exteriors and provide design recommendations with cost estimates and construction timeline to properly maintain South Campus Building A and B.
On March 26, 2024, the Board approved and signed a PSA for a maximum of $418,320 with N&L to prepare construction documents.
On August 6, 2024, the Board approved the plans and specification for the window sealant portion of the South Campus Buildings A & B Maintenance Project and on September 10, 2024, the Board awarded a construction contract to Bridges Construction of Kelseyville for their low bid of $509,760 and approved a budget amendment of $714,664 to fund the project which has been completed.
On December 17, 2024, the Board approved the plans and specification for the HVAC, Roof Replacement, and the painting of South Campus Building A (and B for painting only) and on February 25, 2025, the Board awarded a construction contract to CWS Construction Group, Inc., of Novato, CA for their low base bid of $5,145,000 and approved a budget amendment of $6,864,115 to fund the remainder of the project.
During construction, staff received requests for information (RFIs) from the contractor regarding existing conditions which required additional design and engineering to respond, such as the mechanical screen wall structural calculations, airflow design conditions, and site visits from consultants for tests to determine the installation conditions of the joint sealant and new paint. On September 23, 2025, the Board approved Amendment No. 1 in the amount of $25,040 for Nacht & Lewis to be on-site to verify the conditions of the building and provide additional information to ensure the completion of the project as designed.
Staff also requested additional visits from the consultants to verify roof installation and additional locations of the joint sealant, as well as the structural capacity of the mechanical curb since the contractor needed to relocate the pedestal of the new roof top units. The approval of Amendment No. 2 in the amount of $17,094 will compensate the consultant for the additional construction support services that were identified during construction.
Requested Actions:
1. Approve and authorize Amendment No. 2 to Agreement No. 240311B with Nacht & Lewis Architects, Inc., to increase the maximum not to exceed contract amount to $460,454 for providing additional engineering services for the South Campus Buildings A & B Maintenance Project, PW 21-37.
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 project is funded under Fund 3000, Sub-Division 3000504, Project 22008, Account 52360 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval is needed to compensate the consultant for additional construction support services identified during construction |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Construction will be completed in FY 25-26 and have no additional fiscal impact beyond routine maintenance |
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Consequences if not approved: |
The additional support services was crucial to ensure the proper completion of the project |
Additional Information Strategic Initiative: Elevate County Service and Workforce Excellence
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; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]