To: Board of Supervisors
From: General Services
Meeting Date: March 14, 2023
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Department Contact: |
Janelle Rau |
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707-234-6050 |
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Department Contact: |
Doug Anderson |
Phone: |
707-234-6050 |
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Item Type: Regular Agenda |
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Time Allocated for Item: 15 Minutes |
Agenda Title:
title
Discussion and Possible Action Including Award to and Approval of an Agreement with Cupples and Sons Construction Inc. in the Amount of $1,534,642 for Bid Number 064-22 for the Capital Improvement Project to Complete the Mechanical Upgrade and Remodel at the Fort Bragg Justice Center, 700 South Franklin Street in Fort Bragg for the Period of One Hundred Fifty Calendar Days from the Date of Issuance of the Notice to Proceed; Authorization for the Facilities and Fleet Division Manager to Act as Project Manager to Approve Change Orders for the Project, Pursuant to Public Contract Code Section 20142; and Approval of Appropriation of Project Funds from the Recent Certificate of Participation (COP) Bond Financing and Other Sources
(Sponsor: General Services Agency)
End
Recommended Action/Motion:
recommendation
Authorize award to and approve an agreement with Cupples and Sons Construction Inc. in the amount of $1,534,642 for bid number 064-22 for the Capital Improvement project to complete the mechanical upgrade and remodel at the Fort Bragg Justice Center, 700 South Franklin Street in Fort Bragg for the period of one hundred fifty calendar days from the date of issuance of the Notice to Proceed; authorize the Facilities and Fleet Division Manager to act as Project Manager to approve change orders for the project, pursuant to Public Contract Code section 20142; approve appropriation of project funds for the recent COP Bond financing and other sources; and authorize the Chair to sign same.
End
Previous Board/Board Committee Actions:
In the fiscal year 2022 first quarter budget report a project was created for the replacement of the Fort Bragg Justice Center HVAC system with an initial $50,000 of General Fund dollars for design development. At the fiscal year 2021-22 third quarter budget report, the Board of Supervisors authorized the use of Reserves in the amount of $350,000 with the intent for reimbursement from the COP Bond Financing. During the January 24, 2023, meeting, the Board of Supervisors received a status update on Bond Financing estimates and priorities.
Summary of Request:
In 2021 staff identified significant deficiencies in the original hydronic heating and cooling system for the Fort Bragg Justice Center Building and requested project creation and funding to expedite replacement of the system. Per board direction, staff proceeded with design plans for the replacement of the HVAC system with a high efficiency all electric heat pump HVAC system. A request for bids was issued September 30, 2022, however, no responsive and responsible bids were received by the bid deadline of November 3, 2022. As a result, staff modified the project criteria and re-issued the project for bids on December 16, 2022, and opened four bids on February 2, 2023, with the lowest responsive and responsible bid from Cupples and Sons Construction Inc. in the amount of $1,534,642 for an estimated total project cost of $1,706,374. In order to award the contract, the total project funding must be appropriated. As a facility with a shared responsibility for building maintenance costs through the County’s Joint Occupancy Agreement with the AOC, the county will receive reimbursement of 34.39% of project costs or an estimated amount of $586,822 from the AOC; at a previous meeting, the Board of Supervisors provided direction to use the COP bond financing for this project in the amount of $1,000,000; the remaining required project funding in the amount of $69,522 may be appropriated from the COP bond financing, or other sources as identified by the Board.
This project is one of the first examples of the General Services Agency complying with previous Board direction to transition County facilities away from fossil fuel-based systems for heating and cooling rather than simply replacing in kind when systems fail or are in need of replacement. The resulting completed project will effectively eliminate the use of fossil fuels for the heating and cooling of the Fort Bragg Justice Center. The all-electric heat pump-based design and the increased equipment and installation costs associated with it is part of the unprecedented project cost escalation for this project, and in the opinion of General Services Agency staff, the project is an appropriate candidate for the use of the Carbon Footprint set-aside funds.
It is therefore requested that the Board of Supervisors authorize the award of contract and accompanying appropriation of project as described below under the Fiscal Details section.
Alternative Action/Motion:
Do not authorize award and provide direction to staff.
Does This Item Support the General Plan? Yes
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: District 4
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: 1710 |
budgeted in current f/y: Yes |
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current f/y cost: $500,000 (estimate) |
if no, please describe: see below |
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annual recurring cost: $0 |
revenue agreement: No |
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budget clarification: The recommended action for this item appropriates a total of $1,656,374 for a total project appropriation of $1,706,374 including the previous project funding in the amount of $50,000 in General Fund. Recommended project funding is: Existing approved General Fund $50,000 Appropriated for AOC Reimbursement $586,822 Appropriated from COP Bond Financing $1,069,552 |
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Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Executive Office |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: March 14, 2023 |
Executed Item Type: Agreement Number: 23-041 |
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