To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Omar Flores, Management Analyst II
TITLE:
Title
Repair and Maintenance for Heating and Cooling Systems
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the Public Works Director to execute on behalf of the City Amendment No. 5 to Agreement No. C2017-205 with Bell Products, Inc., for heating and air conditioning systems (HVAC) services, to expand the scope of services and increase the maintenance rates with no change to the total compensation or expiration date and determine that the actions authorized by this item are exempt from CEQA.
Body
DISCUSSION:
Bell Products, Inc. has successfully provided maintenance services for the HVAC systems in the City of Napa under Agreement C2017-205 since July 2017. These services include regular testing and inspection and as-needed repairs on HVAC units and components at 31 locations within the City. This contract provides for the maintenance of the heating and cooling systems in City facilities. On July 18, 2023, the City approved Amendment No. 4 to extend services through FY24, FY25 and FY26, and increase the not to exceed amount to $950,000.
Amendment No. 4 extended the annual preventive maintenance and repair services and added scope and additional funds to increase Police Department Building HVAC system services and replace multiple HVAC units which are currently at or rapidly approaching the end of their life.
The proposed Amendment No. 5 includes the following revisions:
• Removes the annual not to exceed limit of $75,000. The estimated scope to address the needed Police Department Building HVAC General Repair Services and Unit Replacement Services would exceed the existing $75,000 per year limit but not the contract’s overall not to exceed amount. Removing the annual not to exceed amount allows greater flexibility to deliver necessary HVAC services in a timely manner to City Facilities.
• Updates Exhibit A Scope of Additional Services to define “General Repair Services” and “Unit Replacement Services.”
• Updates Exhibit B Compensation Rates and Charges to include an updated rate schedule. The last rate increase occurred in 2020. The rate increase is equivalent to the increase in the 12-month average CPI since 2020 as published by the Bureau of Labor Statistics.
FINANCIAL IMPACTS:
There is no budget impact associated with the proposed action. Costs of the proposed Amendment are included in the adopted FY24 and FY25 budgets.
CEQA:
Staff recommends that the City Council determine that the Recommended Action is exempt from CEQA, pursuant to CEQA Guidelines Section 15301 (Existing Facilities) which exempts the repair, maintenance, or minor alteration of existing public or private structures, facilities, or topographical features, involving negligible or no expansion of existing or former use.
DOCUMENTS ATTACHED:
ATCH 1 - C2017-205 Amendment No. 5
NOTIFICATION:
None.