RESOLUTION NO. 23-_____
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To (1) Execute A First Amendment To The Contract With George S. Hall, Inc. To Extend That Contract Until June 30, 2024 And Increase The Total Not To Exceed Contract Amount To $1,470,914 And (2) Execute A One-Year Contract Extension And Increase The Not To Exceed Contract Amount By $750,000 For Citywide Maintenance / Construction Services At Various City Owned Buildings For Fiscal Year 24/25 For A Total Contract Amount Not To Exceed $2,220,914 Contingent Upon The City Council Appropriating Funds For The Applicable Fiscal Year
WHEREAS, the City contracts maintenance services for all City-owned building facilities; and
WHEREAS, in June 2020, the City released a Request for Proposals (RFP) for multi-year City-Wide Maintenance and Construction Services, and received two proposals; and WHEREAS, George S. Hall, Inc. was deemed to be the lowest cost and provided the most responsive proposal; and
WHEREAS, the City Council approved Resolution No. 20-100 on September 15, 2020, authorizing the City Manager to enter into a three year maintenance contract for fiscal years 20/21, 21/22, and 22/23 which included two additional one year extensions for fiscal years 21/22 and 22/23, not to exceed a total of $547,036, for a total not to exceed contract amount of $720,914.00; and
WHEREAS, in order to encumber only the funds associated with the 20/21 fiscal year from the 20/21 operating budget, a Maintenance Service Agreement was executed by the City Manager between the City and the contractor on September 29, 2020, in the amount of $208,438 for a contract term that expired on June 30, 2021; and WHEREAS, due to staff oversight, subsequent contract amendments for fiscal years 21/22 and 22/23 were not executed, and, instead, after the original contract expired, the City Manager approved purchase orders in the amounts of $252,752 and $259,724 for these two fiscal years within the original contract amount of $720,914 approved by the City Council; and
WHEREAS, to correct this oversight, the proposed First Amendment increases the total not to exceed amount by $547,036 as authorized under Resolution No. 20-100, extends the contract term until June 30, 2024, adds an additional $750,000 for fiscal year 23/24 for a total not to exceed contract amount of $1,470,914, and authorizes the City Manager to execute a one-year contract extension, prior to June 30, 2024, to increase the not to exceed contract amount by $750,000 for a total not to exceed contract amount of $2,220, 914, and
WHEREAS, there is sufficient funding budgeted in the operating budget for fiscal year 2023/24 in the Major Maintenance Fund 650-77030, and continuation of the contract for DocuSign Envelope ID: D37F3147-ECFB-42B1-AFEB-ECDB8FB912AD Resolution No. 23-_____
Citywide Maintenance and Construction Services Contract City Council Meeting | May 16, 2023
an additional fiscal year will be contingent upon the City Council appropriating funds; now, therefore, be it
RESOLVED, the City Council of the City of Emeryville authorizes the City Manager to execute the attached First Amendment to the George S. Hall, Inc. contract in the total not to exceed amount of $1,470,914 and extend the contract term to June 30, 2024, and execute a one-year extension, until June 30, 2025, and increase the not to exceed contract amount by $750,000 for a total not to exceed contract amount of $2,220,914; and be it
RESOLVED, by the City Council of the City of Emeryville the City Manager has the authority to enter into minor amendments provided they do not increase the total compensation of the contract or extend the contract term after June 30, 2025.
ADOPTED, by the City Council of the City of Emeryville at a regular meeting held Tuesday, May 16, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
MAYOR
ATTEST: APPROVED AS TO FORM:
CITY CLERK CITY ATTORNEY
DocuSign Envelope ID: D37F3147-ECFB-42B1-AFEB-ECDB8FB912AD