To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: AWARD and AUTHORIZE the Public Works Director, or designee, to execute Job Order Contracts with Bel-Air Mechanical, Inc. and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento, for Mechanical Projects Related to Facilities Maintenance, Improvement, Repair, and Heating, Ventilation, Air Conditioning (HVAC) installation, Countywide.
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
(1) APPROVE contract General Conditions, Technical Specifications, and Construction Task Catalog for Job Order Contracts (JOC) #003 and #004 (Mechanical).
(2) DETERMINE that Bel-Air Mechanical, Inc. and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento submitted the two lowest responsive and responsible bids for the award of job order contracts.
(3) AWARD job order mechanical contracts for repair, remodeling, and other repetitive work to be performed pursuant to the Construction Task Catalog to Bel-Air Mechanical, Inc. (#003) and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento (#004), in the amount of $1,000,000 each, for a term of one year (commences ninety (90) days after contract execution or upon first Notice to Proceed, whichever comes first for each contract), and DIRECT that the Public Works Director, or designee, prepare the contracts.
(4) DIRECT that Bel-Air Mechanical, Inc. and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento shall submit two good and sufficient security bonds (performance and payment bonds) in the amount of $1,000,000.
(5) ORDER that, after Bel-Air Mechanical, Inc. and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento has signed the job order contracts and returned them, together with the bonds, evidence of insurance, and other required documents, and the Public Works Director has reviewed and found them to be sufficient, the Public Works Director, or designee, is authorized to sign the contracts for the Board.
(6) ORDER that, upon signature of the job order contracts by the Public Works Director, or designee, any bid bonds posted by such bidders are to be exonerated and any checks or cash submitted for security shall be returned.
(7) AUTHORIZE the Public Works Director, or designee, to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for monies withheld by the County to ensure performance under the contracts, pursuant to Public Contract Code Section 22300.
(8) AUTHORIZE the Public Works Director, or designee, to order changes or additions to the work pursuant to Public Contract Code Section 20142.
(9) AUTHORIZE the Public Works Director, or designee, to increase the value of JOC #003 and #004, by change order(s), up to a contract limit of $6,210,000, but in no case to more than the amount permitted under Public Contract Code Section 20128.5.
(10) DELEGATE, pursuant to Public Contract Code Section 4114, to the Public Works Director, or designee, the Board’s functions under Public Contract Code Section 4107 and 4110.
FISCAL IMPACT:
Job orders under the job order contracts will only be issued when there is an approved project and funding. The contract value can range from a minimum of $25,000 to a maximum of $6,210,000.
BACKGROUND:
To enhance efficiency in delivering County projects, the County utilizes several project delivery methods. One such method is authorized under Public Contract Code Section 20128.5, which allows counties to award one or more individual annual contracts for repair, remodeling, or other repetitive work to be done according to unit prices. After an annual contract is awarded, individual projects are executed through written job orders performed at the unit prices included in the contract. Job Order Contracting (JOC) has proven to reduce costs, expedite delivery, and increase productivity for County maintenance and improvement projects.
On March 1, 2024, the County executed a Consulting Services Agreement with The Gordian Group dba The Mellon Group to provide JOC program development and implementation services for various County projects. Under this agreement, Gordian develops and maintains a JOC catalog, also known as a "unit price book", that contains individual construction tasks for repair, remodeling, and other repetitive work such as general conditions, driveways, parking lots, and other facility-related components.
On June 23, 2026, the Board of Supervisors authorized the Public Works Director, or designee, to solicit for job order contracts for painting and mechanical (HVAC) projects and bring to the Board recommendations to award up to four contracts (two for painting and two for mechanical). Bids were invited by the Public Works Director, and on July 28, 2026, the Public Works Director received 4 bids for the mechanical job order contracts. The scope of work performed under the job order contracts will be determined by individual job orders using the Construction Task Catalog. The two lowest responsive bidders are being recommended for contract award. The contracts are being awarded based on the lowest Award Criteria Figure (ACF) that is calculated by each bidder using the award criteria figure formula percentages required by each job order using adjustment factors called out in the bidding documents. Bid documents for Job Order Contracts, including construction task catalog and construction specifications for typical work, were prepared for the Public Works Department by the County’s job order contracting consultant, The Gordian Group, Inc.
The general prevailing wage rates are on file with the Clerk of the Board of Supervisors and will be the minimum rates paid on the projects covered by the annual Job Order Contracts. Four (4) bids for Mechanical Job Order Contracts #003 and #004 were received and opened by the Public Works Department on July 28, 2026 and the bid results are as follows:
|
BIDDER |
AWARD CRITERIA |
|
Bel-Air Mechanical, Inc. |
1.0260 |
|
Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento |
1.2654 |
|
A & B Mechanical, Inc. |
1.3572 |
|
Matrix HG, Inc. |
3.0480 |
Staff have determined that the two lowest bids received from Bel-Air Mechanical, Inc. and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento are responsive. The Public Works Director recommends the Board award the job order contracts for this project to Bel-Air Mechanical, Inc. (#003) and Air Systems Service & Construction LLC d/b/a Air Systems of Sacramento (#004).
California Environmental Quality Act (CEQA) requirements will be determined and addressed on a project-by-project basis as job orders are initiated. Each of the job order contractors will perform outreach required under the County’s Outreach Program for the work to be performed under each job order in excess of $175,000.
CONSEQUENCE OF NEGATIVE ACTION:
If these JOC contracts are not awarded, the County will not have sufficient resources to complete many of the County mechanical projects involving facilities maintenance, improvement, repair, modernization, remodeling, heating, ventilation, air conditioning (HVAC) installation, and other related work that Public Works is tasked with completing.