EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: April 18, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Jay Farr, Maintenance Division Manager
Humza Javed, Public Works Director
SUBJECT: Contract Amendment with Superior Mechanical Services Inc.
Recommendation
Adopt a Resolution:
1. Ratifying payment to Superior Mechanical Services, Inc. for $17,520.
2. Authorizing the City Manager to execute the first contract amendment with Superior Mechanical Services, Inc. to increase the current year not-to-exceed by $17,520 to a total not-to-exceed of $57,520.
3. Waving the formal bid procedures under section 2.84.070(D) of the Municipal Code.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Ensure our financial and organizational health
Further implement the City’s Facilities Master Plan
Background
Currently, the City has a contract with Superior Mechanical Inc. for facility heating and air conditioning maintenance and services, including quarterly inspection and filter replacement at each facility.
On March 3, 2023, one of the wall mounted heat pumps at the police department was reportedly malfunctioning due to electricity spikes caused by high winds leading to several power outages in the area.
A Superior Mechanical technician discovered several components were burnt. The unit was over twenty-three years old and beyond repair. The costs of the new unit resulted in Superior Mechanical Inc. Costs that exceeded the Agreement authorized amount. The City needs to amend its Agreement with Superior Mechanical in order to make payment.
Analysis
The unit was replaced with a new wall mounted heat pump immediately. This replacement, at a cost of $17,520 including parts and labor, caused the City to exceed the agreement with Superior Mechanical by $4,797.73.
Given that the cost exceeded the not-to-exceed of the current contract, staff is asking that the City Council ratify the payment (since the repair has already occurred) and approve an increase to the contract to allow for the normal inspections and maintenance of the City’s HVAC units.
Fiscal Impact
For this fiscal year there is a sufficient budget for the Maintenance Division to cover this increase.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo County Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Contract Amendment with Superior Mechanical Services, Inc.