HomeMy WebLinkAboutAgreement A-25-484 First Amendment to Interdepartmental Agreement.pdf Agreement No. 25-484
1 AMENDMENT NO. 1 TO INTERDEPARTMENTAL AGREEMENT
2 This Amendment No. 1 to Interdepartmental Agreement ("Amendment No. 1") is dated
3 September 23, 2025 and is between the County of Fresno ("County") County Administrative
4 Office ("CAO"), County Department of Public Works and Planning ("PWP"), County General
5 Services Department ("GSD"), and County Information Technology Services Department
6 ("ITSD").
7 Recitals
8 A. The American Rescue Plan Act of 2021 ("ARPA") provided the County approximately
9 $194 million in Coronavirus State and Local Fiscal Recovery Funds ("SLFRF") for various
10 eligible uses, outlined in the Interim Final Rule, Final Rule, 2023 Interim Final Rule, and the
11 Obligation Interim Final Rule, (collectively, "ARPA funding");
12 B. The County has approved an expenditure plan that sets funding appropriations for 81
13 major programs or projects, which are scheduled to be funded either in whole or in part by the
14 County's ARPA funding;
15 C. The CAO oversees the County's ARPA expenditure plan, coordinates with department
16 directors to monitor program implementation, and monitors ARPA spending for the County;
17 D. The Internal Services Department ("ISD") received approval from the County's Board of
18 Supervisors ("Board") for ARPA-SLFRF appropriations to fund the implementation of Heating
19 Ventilation Air Conditioning (HVAC) Improvements at certain essential County facilities (up to
20 $6,000,000), Generator/Electrical Improvements in Public Facilities (up to $1,100,000),
21 Communication Improvements for Public Services ($1,500,000), Improvements to Facilities
22 Headquarters (up to $490,761), and HVAC systems and electrical maintenance and repairs at
23 downtown County public facilities ($1,610,422) (collectively, "Program");
24 E. ISD prepared Board agenda items for the initial scopes of work and funding
25 appropriations for each ISD program on April 19, 2022, May 3, 2022, October 10, 2023, and
26 June 18, 2024, which were all approved for ARPA-SLFRF funding by the Board;
27 F. The Program is further described in Exhibits A-1 through E-1, which are incorporated by
28 this reference;
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1 G. The CAO is the ARPA coordinator for the County, and is responsible for the
2 administration of the ARPA-SLFRF program in the County, and ensuring that each subrecipient
3 and department of the County receiving ARPA-SLFRF complies with the terms of their award;
4 H. On November 5, 2024, PWP, ISD, and the CAO entered into Agreement No. A-24-577
5 to memorialize the Program's scope of work for ARPA-SLFRF spending, methods to implement
6 the individual programs, established timelines, and planned deliverables for each program. The
7 Agreement imposes conditions on the use of funds by ISD, and governs the provision of ARPA-
8 SLFRF funds, memorializing each department's activities, actions, and responsibilities for the
9 implementation and completion of ISD's ARPA-SLFRF Program;
10 I. On January 28, 2025, the Board approved the reorganization of ISD into two separate
11 departments, GSD and ITSD, effective February 28, 2025. From this reorganization, the now
12 separate departments have continued to oversee their respective duties under the Program;
13 and
14 J. GSD and ITSD now wish to amend the Agreement to separate the activities, actions,
15 and responsibilities previously designated to ISD between the new GSD and ITSD departments,
16 and to update the Agreement to reflect the reassignment of ARPA-SLFRF to support ongoing
17 Program needs.
18 The parties therefore agree as follows:
19 1. Section 2 of the Agreement is deleted and replaced with the following:
20 "2. PURPOSE
21 A. The Board approved up to $6,506,000 in ARPA-SLFRF to be used by GSD
22 for Heating, Ventilation, and Air Conditioning (HVAC) Improvements at certain
23 essential County facilities (Exhibit A-1).
24 B. The Board approved up to $791,964 in ARPA-SLFRF to be used by GSD for
25 Generator/Electrical Improvements in Public Facilities (Exhibit B-1).
26 C. The Board approved up to $1,500,000 in ARPA-SLFRF to be used by ITSD
27 for Communication Improvements for Public Services (Exhibit C-1).
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1 D. The Board approved up to $490,761 in ARPA-SLFRF to be used by GSD for
2 Improvements to Facilities Headquarters (Exhibit D-1).
3 E. The Board approved up to $1,412,458 in ARPA-SLFRF to be used by GSD
4 for HVAC systems and electrical maintenance and repairs at downtown
5 County public facilities (Exhibit E-1).
6 F. This Agreement will impose conditions on the use of funds by GSD and ITSD
7 and govern the provision of funds from GSD and ITSD to PWP, as well as
8 establish responsibilities and conditions for CAO, GSD, ITSD, and PWP to
9 carry out the Program using ARPA-SLFRF funding, within the approved scope
10 of services and conditions."
11 2. Section 8. NOTICES of the Agreement, located on page 5, lines 20 through 27, is
12 deleted and replaced with the following:
13 "A. Contact Information. The persons and their addresses having authority to
14 give and receive notices provided for or permitted under this Agreement include
15 the following:
16 CAO: GSD:
17 ARPA - SLFRF Coordinator Director of General Services
County of Fresno County of Fresno
18 2281 Tulare Avenue, Room 304 333 W. Pontiac Way
Fresno, CA 93721 Clovis, CA 93612
19 ARPA@fresnocountyca.gov gsdcontracts@fresnocountyca.gov
(559) 600-1710 (559) 600-6200
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21 ITSD: PWP:
Director of Information Technology Director of Public Works and Planning
22 /Chief Information Officer County of Fresno
County of Fresno 2220 Tulare Street, 6t" Floor
23 333 W. Pontiac Way Fresno, CA 93721
24 Clovis, CA 93612 stwhite@fresnocountyca.gov
itsdadminoffice@fresnocountyca.gov (559) 324-2365
25 (559) 600-5800
26 B. Change of Contact Information. Either party may change the information from
27 time to time.
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1 3. Exhibit A of the Agreement is deleted in its entirety and replaced with Exhibit A-1,
2 attached and incorporated by this reference. All references to Exhibit A in the Agreement are
3 replaced with references to Exhibit A-1.
4 4. Exhibit B of the Agreement is deleted in its entirety and replaced with Exhibit B-1,
5 attached and incorporated by this reference. All references to Exhibit B in the Agreement are
6 replaced with references to Exhibit B-1.
7 5. Exhibit C of the Agreement is deleted in its entirety and replaced with Exhibit C-1,
8 attached and incorporated by this reference. All references to Exhibit C in the Agreement are
9 replaced with references to Exhibit C-1.
10 6. Exhibit D of the Agreement is deleted in its entirety and replaced with Exhibit D-1,
11 attached and incorporated by this reference. All references to Exhibit D in the Agreement are
12 replaced with references to Exhibit D-1.
13 7. Exhibit E of the Agreement is deleted in its entirety and replaced with Exhibit E-1,
14 attached and incorporated by this reference. All references to Exhibit E in the Agreement are
15 replaced with references to Exhibit E-1.
16 8. All other references in the Agreement to "ISD" are deleted and replaced with "GSD"
17 and/or"ITSD", respectively.
18 9. When all parties have signed this Amendment No. 1, the Agreement, and this
19 Amendment No. 1 together constitute the Agreement.
20 10. This Amendment No. 1 may be signed in counterparts, each of which is an original, and
21 all of which together constitute this Amendment No. 1.
22 11. The Agreement as amended by this Amendment No. 1 is ratified and continued. All
23 provisions of the Agreement and not amended by this Amendment No. 1 remain in full force and
24 effect.
25 [SIGNATURE PAGE FOLLOWS]
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1 The parties are signing this Amendment No. 1 on the date stated in the introductory
2 clause.
3 County of Fresno County of Fresno
County Administrative Office
4 �� -�
5 Paul Nerland, County Administrative Ernest Buddy Men s, Chairman of�the
Officer Board of Supervisors of the County of
6 Fresno
7 County of Fresno Attest:
8 General Services Department Bernice E. Seidel
Clerk of the Board of Supervisors
9 County of Fresno, State of California
10 Ra and T. LHunter, Director of
General Services
11 By:
12 County of Fresno Deputy
Information Technology Services
13 Department
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Mike err, irector of Information
16 Technology/Chief Information Officer
17
County of Fresno
18 Department of Publi orks and
Planning
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21 Steven E.-White, Director of Public
Works and Planning
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24 FOR ACCOUNTING USE ONLY:
25 Fund: 1020/1045
Subclass: 10000
26 Org: 8905/8935
27 Account: 7295/7220
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1 Exhibit A-1
2 HVAC Improvements at Certain Essential County facilities
3 Scope of Services and Conditions
4 The funds allocated for this project will fund the modernization of heating, ventilation, and
5 air conditioning (HVAC) units at certain essential County facilities serving the public that include,
6 but are not limited to: up to 15 Fresno County public libraries, the Plaza, the Hall of Records,
7 Juvenile Justice Campus (JJC), the Fresno Humane Animal Services, and other similar public
8 facilities.
9 This Program would permit the GSD to prepare facility condition assessments, purchase,
10 install, and make necessary ventilation improvements to address major capital investment needs,
11 and replace existing HVAC systems. This Program will improve the effectiveness of
12 indoor/outdoor air exchange and improve air-quality and ventilation systems in congregate areas
13 for employees and for the visitors of those public facilities. Efficient HVAC units, along with other
14 preventative actions, can help prevent the spread of airborne viruses, including COVID-19,
15 through enhanced air filtration units.
16 Project deliverables for such ventilation improvements will include, but are not limited to:
17 replacing package units, air handlers, cooling towers, and chillers, the initial design of a chiller
18 plant, updating automation controls for air-intake systems, and other various HVAC-related
19 improvements, or other expenses for parts, plans, or services needed to accomplish the Program.
20 GSD will use available funds to improve the ventilation systems to as many locations as possible,
21 under the direction of the CAO.
22 The improvements to the HVAC systems at each of the County locations shall be
23 completed to the satisfaction of the CAO, and the CAO shall make the final determination whether
24 GSD has satisfied its obligations under this Agreement.
25 There is no limit to the number of subprojects to be completed under this Program. The
26 GSD shall use a combination of Job Order Contracting ("JOC") agreements, internal staff labor,
27 or other established County agreements to complete subprojects until all funds for the Program
28 are fully expended.
A-1 - 1
1 If JOC agreements are utilized in completion of this Exhibit A-1, then the following applies:
2 - GSD will receive a detailed scope of work from the JOC contractor that includes a line-
3 item breakdown for material costs, and outlines work to be performed, and
4 - GSD will obtain a signed Notice to Proceed ("NTP") for the project and any required
5 change-order requests necessitated once work commences.
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1 Exhibit A-1 (continued)
2 Contact Information and Funding Allocation
3 Program Information
4 Department: General Services Department
Program: Public Health
5 Project Name: Ventilation Improvements in Public Facilities, GSD No. 1
6 Project Manager: GSD — Facility Services
7 Budget Details
8 Total Funding Available: $6,506,000
Accounting string:
9 Org: 8935
Account: 7220
10 Fund: 1045
11 Subclass: 10000
Program: 0
12 Funding Restrictions: MOU must be approved by 12/31/2024 for ARPA
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A-1 - 3
1 Exhibit B-1
2 Generator/Electrical Improvements in Public Facilities
3 Scope of Services and Conditions
4 This project will allow GSD to prepare a facilities assessment that includes replacing the
5 emergency electrical systems (back-up power sources) at the Department of Public Health (DPH)
6 facility located at 1221 Fulton Street, Fresno, CA 93721. Replacing the existing back-up power
7 sources for this critical County facility will address capital investment need, will allow for continued
8 delivery of critical public services, protect properties and data systems during emergencies, and
9 improve the County's resiliency during power grid failures in the area.
10 Project deliverables under this Exhibit B-1 include the replacement of the current back-up
11 power source and ensuring functionality and operation of the new back-up system, and include,
12 but are not limited to the following tasks: engineering for temporary generation interconnections,
13 a study and recommendations for the staging area for the temporary generator, electrical system
14 interconnections with the automatic transfer switch and engineer modifications for the existing
15 electrical system, structural calculations for the new equipment attachment, site surveying, plans
16 submittal, review and approvals, and any additional schematic design, design development,
17 construction documentation, or bidding and construction administration, or other expenses for
18 parts, plans, or services needed to accomplish the Program.
19 The improvements to the generator/electrical systems at each of the County locations
20 shall be completed to the satisfaction of the CAO, and the CAO shall make the final determination
21 whether GSD has satisfied its obligations under this Agreement.
22 The Final Rule lists enumerated eligible uses to respond to the public health emergency,
23 which include improvements to emergency operations centers, improvements to COVID-19
24 testing sites and laboratories, and costs of establishing public health data systems (backup
25 generators ensure the public health data systems do not go down in case of a power outage).
26 The County's Office of Emergency Services ("OES") is located at the DPH building, and the DPH
27 is integral to the County's public health response to the COVID-19 pandemic.
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B-1 - 1
1 GSD shall use a combination of JOC agreements, internal staff labor, or other established
2 County agreements to complete the project until all funds for the Program as expended.
3 If JOC agreements are utilized in completion of this Exhibit B-1, then the following applies:
4 - GSD will receive a detailed scope of work from the JOC contractor that includes a line-
5 item breakdown for material costs, and outlines work to be performed, and
6 - GSD will obtain a signed NTP for the project and any required change-order requests
7 necessitated once work commences.
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1 Exhibit B-1 (Continued)
2 Contact Information and Funding Allocation
3 Program Information
4 Department: General Services Department
Program: Public Health
5 Project Name: Generator/Electrical Upgrade Improvements in Department of
Public Health Facility, GSD No. 2
6 Project GSD — Facility Services
7 Manager:
8 Budget Details
9 Total Funding Available: $791,964
Accounting string:
10 Org: 8935
11 Account: 7220
Fund: 1045
12 Subclass: 10000
Program: 0
13 Funding Restrictions: MOU must be approved by 12/31/2024 for
ARPA
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1 Exhibit C-1
2 Communication Improvements for Public Services
3 Scope of Services and Conditions
4 This project will allow ITSD to purchase and install a radio tower and associated equipment
5 at the Reedley Public Works and Planning, Road Maintenance and Operation Yard Facilities. As
6 planned, the tower will be constructed to an approximate height of 250 feet, alongside an
7 approximate 1,000 square-foot telecommunication shelter, and will be designed to enhance
8 communication coverage in the rural areas of the County for public safety and first responders
9 such as Sheriff, Fire, DPH, and PWP. The new radio tower is a key capital investment that will
10 expand the County's wireless communication and improve voice and data communication signals
11 for first responders' mobile devices.
12 ITSD has retained the assistance of PWP to provide design and engineering, and to award
13 this project to a contractor. This program shall use a combination of a contractor and County staff
14 labor to complete the project until all funds for the Program are expended.
15 The deliverable for this project is a radio tower constructed to an approximate height of
16 250-feet, alongside an approximate 1,000 square-foot telecommunication shelter. The specific
17 tasks to achieve this project deliverable are as follows:
18 ITSD Responsibilities for Project:
19 - Engineering for radio telecommunications requirements: radio systems, network
20 systems, battery chargers and battery plant, and all cabling and antennas for the radio
21 tower
22 - Coordination for engineering and procurement for 150kw back-up generator system.
23 PWP Responsibilities for Project:
24 - Engineering the building
25 - Coordinating with contractors to provide engineering services for the following:
26 electrical systems (Electrical Power Solutions, Inc.), mechanical systems (Lawrence
27 Engineering Group
), and geotechnical engineering investigation (Moore Twining
28 Associates, Inc.).
C-1 - 1
1 - Coordinating the project bid and vendor assignment for construction
2 - Construction management
3 The improvements to the radio tower and associated equipment at the Reedley Public
4 Works and Planning, Road Maintenance and Operation Yard Facilities shall be completed to the
5 satisfaction of the CAO, and the CAO shall make the final determination whether ITSD has
6 satisfied its obligations under this Agreement.
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1 Exhibit C-1 (Continued)
2 Contact Information and Funding Allocation
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4 Program Information
5 Department: Information Technology Services Department
Program: Public Health
6 Project Name: Communication Improvements for Public Services, ITSD
No. 3
7 Project Manager: ITSD — Information Technology
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9 Budget Details
Total Funding Available: $1,500,000
10 Accounting string:
Org: 8905
11 Account: 7295
12 Fund: 1020
Subclass: 10000
13 Program: 0
Funding Restrictions: MOU must be approved by 12/31/2024
14 for ARPA
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1 Exhibit D-1
2 Improvements to Facilities Headquarters
3 Scope of Services and Conditions
4 The funds allocated for this project will respond to the public health emergency by funding
5 necessary repairs on a public building that functions as the County's maintenance hub/shop,
6 provides storage of materials and equipment, and serves as the primary workplace for essential
7 employees who are deployed to help County departments address maintenance, repairs, and
8 janitorial services in County-owned and leased facilities. During the pandemic, employees based
9 out of the Facilities Headquarters (Facilities HQ) helped County departments mitigate the spread
10 of COVID-19 to maintain continuity of service delivery, which benefited the residents of Fresno
11 County. Facilities HQ is located at 4590 E. Cesar Chavez Blvd, Fresno, CA 93702.
12 The project deliverable is a new roof and gutter systems at the County's maintenance
13 hub/shop, which includes, but is not limited to the following tasks: cutting gas to the roof in
14 preparation for new roof, installing temporary strut blocks to the support gas line, demolition and
15 removal of old wiring and related parts, removal and disposal of old roofing, installation of new
16 roofing, installation of new equipment, and pulling wire, or other expenses for parts, plans, or
17 services needed to accomplish the Program.
18 The improvements to the Facilities Headquarters shall be completed to the satisfaction of
19 the CAO, and the CAO shall make the final determination whether GSD has satisfied its
20 obligations under this Agreement.
21 GSD shall use a combination of JOC agreements, internal staff labor, or other established
22 County agreements to complete the project until all funds for the Program as expended.
23 If JOC agreements are utilized in completion of this Exhibit D-1, then the following applies:
24 - GSD will receive a detailed scope of work from the JOC contractor that includes a line-
25 item breakdown for material costs, and outlines work to be performed, and
26 - GSD will obtain a signed NTP for the project and any required change-order requests
27 necessitated once work commences.
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D-1 - 1
1 Exhibit D-1 (Continued)
2 Contact Information and Funding Allocation
3 Program Information
4 Department: General Services Department
Program: Public Health
5 Project Name: Facility Services HQ HVAC/Envelope Project, GSD
No. 8
6 Project Manager: GSD — Facility Services
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8 Budget Details
Total Funding Available: $490,761
9 Accounting string:
Or : 8935
10 Account: 7220
11 Fund: 1045
Subclass: 10000
12 Program: 0
Funding Restrictions: MOU must be approved by
13 12/31/2024 for ARPA
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1 Exhibit E-1
2 HVAC Systems and Electrical Maintenance and Repairs to Downtown County Public Facilities
3 Scope of Services and Conditions
4 The funds allocated for this project will fund necessary ventilation design and engineering,
5 improvements, inspections, maintenance, and repairs to the HVAC systems, as well as generator
6 and electrical maintenance and repairs to emergency generators, at downtown public facilities
7 including, but not limited to, the Plaza Building, Hall of Records, South Annex Jail, and Sheriff's
8 Office, and similar County public facilities. SLFRF are anticipated to fund expenditures related to
9 design and engineering, improvements, inspections, maintenance and repairs to HVAC systems,
10 and generator and electrical maintenance and repairs to emergency generators, which may also
11 include, but is not limited to, temporary HVAC system and generator rentals, associated freight
12 costs, additional security for rented equipment, increased salaries and benefits from staff overtime,
13 and any required parts and materials to expeditiously provide required repairs.
14 Project deliverables for this portion of the project includes restoring proper cooling and
15 ventilation to the Hall of Records, South Annex Jail, Sheriff's Office and any similar public facilities,
16 which includes, but is not limited to the following tasks: renting two temporary 150-ton chillers and
17 respective cabling, removing and replacing a faulty drive, replacing piping, installing new grease
18 zerks, replacing the fill/media, and performing other diagnostic and essential repairs, or other
19 expenses for parts, plans, or services needed to accomplish the HVAC portion of the Program.
20 Project deliverables for this portion of the project include taking all necessary steps to
21 restore the current generator so it is operating appropriately, which can include but is not limited
22 to diagnostics, replacing and upgrading parts within the generator, or replacement of the
23 generator such that the Plaza Building has an operation backup generator. The specific tasks to
24 achieve these deliverables include, but are not limited to: renting a 500kw diesel generator,
25 performing diagnostic testing including an engine flush, replacing the water pump an thermostat,
26 performing load bank studies, ordering necessary parts, and completing any other necessary
27 repairs, or other expenses for parts, plans, or services needed to accomplish the generator and
28 electrical portion of the Program.
E-1 - 1
1 The improvements to the HVAC systems, as well as generator and electrical maintenance
2 and repairs to emergency generators, at County downtown public facilities shall be completed to
3 the satisfaction of the CAO, and the CAO shall make the final determination whether GSD has
4 satisfied its obligations under this Agreement.
5 There is no limit to the number of subprojects to be completed under this Program. The
6 GSD shall use a combination of JOC agreements, internal staff labor, or other established County
7 agreements in order to complete subprojects until all funds for the Program as expended.
8 If JOC agreements are utilized in completion of this Exhibit E-1, then the following applies:
9 - GSD will receive a detailed scope of work from the JOC contractor that includes a
10 line-item breakdown for material costs, and outlines work to be performed, and
11 - GSD will obtain a signed NTP for the project and any required change-order
12 requests necessitated once work commences.
13 GSD has identified the following County agreements as beneficial to completing work
14 required under this Program. These County agreements, and others, may be utilized in the
15 completion of work for this program:
16 - Agreement No. 20-425 with Cummins, Inc.
17 - Agreement No. 24-154 with ACCO Engineered Systems, Inc.
18 - Agreement No. 24-178 with Sunbelt Rentals, Inc.
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1 Exhibit E-1 (continued)
2 Contact Information and Funding Allocation
3 Program Information
4 Department: General Services Department
Program: Public Health
5 Project Name: HVAC, Generator, and Electric Improvement for
Downtown Public Facilities, GSD No. 7
6 Project Manager: GSD — Facility Services
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8 Budget Details
Total Funding Available: $1,412,458
9 Accounting string:
Or : 8935
10 Account: 7220
Fund: 1045
11 Subclass: 10000
12 Program: 0
Funding Restrictions: MOU must be approved by 12/31/2024
13 for ARPA
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