TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Amanda Exum - Staff Services Analyst II
SUBJECT: Agreement with Bell Products, Inc. for HVAC Services
RECOMMENDATION
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Approve and authorize Agreement No. 270055B with Bell Products, Inc. for a maximum contract amount of $412,931 per fiscal year to perform maintenance and inspection services of the heating, ventilation and air conditioning systems at various County buildings for a three-year term of July 1, 2026 to June 30, 2029, with two one-year automatic renewal options. (Fiscal Impact: $412,931 Expense; Included in fiscal year 2026-27 recommended budget; Various Funds; Discretionary)
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BACKGROUND
Today’s action will approve an agreement with Bell Products, Inc. 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 in fiscal year 2026-27 through fiscal year 2028-29 of $262,931 for Routine Services and $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 term, with a provision for two one-year automatic renewal options.
Napa County’s current agreement for HVAC services is expiring as of June 30, 2026. As part of a competitive procurement process and in accordance with County purchasing policy, County staff issued a Request for Proposal (RFP No. PM022601) for these services on February 27, 2026. Seven companies submitted proposals in response to this RFP. The proposals were scored according to predetermined weighted criteria: company history, experience, qualifications, approach to scope of work, and pricing. Bell Products, Inc. distinguished themselves as the most qualified company and was recommended by the panel to provide Napa County with contracted HVAC systems maintenance and inspection services.
Bell Products, Inc. is a local vendor.
Requested Action:
Approve and authorize the Chair to sign Agreement No. 270055B with Bell Products, Inc. for a maximum contract amount of $412,931 per fiscal year and a term of July 1, 2026-June 30, 2029, with the provision for two optional one-year automatic renewals.
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? |
Funds: 1000, 4300, 5010 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Maintenance of HVAC systems is required to ensure the safe and consistent operation of County facilities. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The agreement will continue to be budgeted in future fiscal years under the agreement terms. |
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Consequences if not approved: |
If this action is not approved, contracted routine HVAC services will not be conducted at various facilities. County would have to engage providers on an as-needed basis which could significantly increase the cost of services and the inability to control temperatures in the buildings to accommodate for the safety and comfort of staff. |
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.