TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst II
SUBJECT: Amendment No. 1 to Agreement No. 270055B with Bell Products, Inc. for HVAC Services
RECOMMENDATION
title
Approve and authorize Amendment No. 1 to Agreement No. 270055B with Bell Products, Inc., updating the scope of work and decreasing compensation from $412,931 to $404,265 per fiscal year for the remainder of the contract term to perform maintenance and inspection services of the heating, ventilation and air conditioning systems at various County buildings. (Fiscal Impact: $8,666 Decrease to Expense; Budgeted, Property Management, Discretionary)
body
BACKGROUND
Today’s action will approve Amendment No. 1 to Agreement No. 270055B with Bell Products, Inc., updating the scope of work and compensation. Maximum compensation will decrease by $8,666 for a new Routine Services total of $254,265 per fiscal year. There is no change to Non-Routine Services compensation of $150,000. Maximum payments under the agreement will decrease to $404,265 per fiscal year and a maximum compensation of $1,212,795 for the three-year contract term with the provision for two one-year automatic renewal options.
Upon performing first quarter services at all Routine Service locations, the Contractor identified variances in equipment and maintenance needs. The Contractor provided the County with updated Routine Services and associated costs for various locations based on equipment needs. The updated scope of work and compensation in Amendment 1 reflects these changes.
On June 16, 2026 the Board Approved Napa County Agreement No. 270055B effective July 1, 2026 for maintenance and inspection services for the heating, ventilation and air conditioning systems at various County buildings, with a maximum compensation amount beginning in fiscal year 2026-27 through fiscal year 2028-29 of $262,931 for Routine Services, $150,000 for Non-Routine services for a total maximum of $412,931 per fiscal year and a maximum compensation of $1,238,793 for the three year contract terms, with the provision for two one-year automatic renewal options
On February 27, 2026 County staff issued an RFP for HVAC services. Bell Products, Inc. distinguished themselves as the most qualified company and was selected by the panel to provide Napa County with contracted HVAC systems maintenance and inspection services beginning July 1, 2026.
Bell Products, Inc. is a local vendor.
Requested Action
1. Approve and authorized the Chair to sign Amendment No. 1 to Agreement No. 270055B with Bell Products, Inc.
FISCAL IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Fund: 4300 Property Management |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Maintenance of HVAC systems is required to ensure the safe and consistent operation of County facilities. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
The agreement will continue to be budgeted in future fiscal years under the agreement terms |
|
Consequences if not approved: |
If this action is not approved, contracted routine HVAC services will not reflect accurately on the agreement nor fully provide for actual maintenance needs at various facilities. County would have to engage the contractor for routine services on a non-routine basis resulting in additional administrative and fiscal burden. |
|
Strategic Initiative: |
Elevate County Service and Workforce Excellence |
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.